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Course name: | come on Level: AD, ADB, BS
Course Code: 5409 Semester: Spring 2022
Assignment: 2 Due Date: 02-10-2022
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Assignment no. 2
Q. 1 Write a persuasive message to potential clients, marketing your latest
Refrigerators.
Ans
A persuasive message is the central message that intrigues, informs, convinces,
or calls to action. Persuasive messages are often discussed in terms of reason
versus emotion. Every message has elements of ethos, or credibility; pathos, or
passion and enthusiasm; and logos, or logic and reason. If your persuasive
message focuses exclusively on reason with cold, hard facts and nothing but the
facts, you may or may not appeal to your audience. People make decisions on
emotion as well as reason, and even if they have researched all the relevant facts,
the decision may still come down to impulse, emotion, and desire. On the other
hand, if your persuasive message focuses exclusively on emotion, with little or
no substance, it may not be taken seriously. Finally, if your persuasive message
does not appear to have credibility, the message may be dismissed entirely.
In general, appeals to emotion pique curiosity and get our attention, but some
attention to reason and facts should also be included. That doesnt mean we need
to spell out the technical manual on the product on the opening sale message, but
basic information about design or features, in specific, concrete ways can help an
audience make sense of your message and the product or service. Avoid using
too many abstract terms or references, as not everyone will understand these.
You want your persuasive message to do the work, not the audience.
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Your product or service may sell itself, but you may want to consider using some
strategies to help ensure your success:
Start with your greatest benefit. Use it in the headline, subject line, caption, or
attention statement. Audiences tend to remember the information from the
beginning and end of a message, but have less recall about the middle points.
Make your first step count by highlighting the best feature first.
Take baby steps. Promote, inform, and persuade on one product or service at a
time. You want to hear “yes,” and if you confuse the audience with too much
information, too many options, steps to consider, or related products or service,
you are more likely to hear “no” as a defensive response as the audience tries not
to make a mistake. Avoid confusion and keep it simple. Know your audience.
The more background research you can do on your audience, the better you can
anticipate their specific wants and needs and tailor your persuasive message to
meet them.
Lead with emotion, and follow with reason. Gain the audience's attention with
drama, humour, or novelty and follow with specific facts that establish your
credibility, provide more information about the product or service, and lead to
your call to action
TO: (Potential Customer) From: PEL Refrigerator
Subject: New Promotion (Gas Refrigerator) Dear:
We noticed it has been over 3 year since you last purchased of refrigerator. This
is friendly reminder that when you change of your refrigerator, I had like to offer
you Rs. 5000 off on new refrigerator change this month. Please email, call and
we will help you.
Sincerely,
PEL Refrigerator, Manager Bahawalpur
The famous Footwear Center who has their main sales depot at their factory in
Kashmir highway, Islamabad, decided to shift their office to Commercial Market,
Rawalpindi. Draft a circular announcing the change.
Famous Footwear Center Commercial Market, Rawalpindi
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Ref: Circular/2022/21st July, 2022, Date....... Dear Valued Customer
Owing to the parking problem faced by our valued customers, it has been
decided to close down the Kashmir highway, Islamabad branch from 15th
August and open two new branches at the following locations, keeping in view
the long-standing demands of our customers of these areas, Branches opening on
15th August at:
Commercial Market, Rawalpindi
You will find more variety and comfortable shopping at this branch, with fully
air-conditioned showroom and facility of customer“s lounge of rest and
recuperation.
An inaugural discount of 10% is being offered only for three days. We expect
your valuable support as earlier.
Customer satisfaction is our prime motto.
Famous Footwear Center Commercial Market, Rawalpindi
Q.2 Define effective teaching. Discuss the factors contributing towards
effective teaching.
Ans
Effective
Q.3 Describe the steps to produce an effective communication messages.
Ans
Effective communication is a good business and very essential for the success of
an organization. Communication takes place when one person transfers
information and understanding to another person. An effective communication is
one which is followed by the receiver of the message and his reaction or response
is known to the sender. It is a two-way process. It may not be possible to achieve
perfect communication.
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The following steps may be taken to minimize barriers to communication and
making it more effective:
1. Clarity and Completeness:
In order to communicate effectively; it is very essential to know the ,,audience”
for whom the message is meant. The message to be conveyed must be absolutely
clear in the mind of the communicator because if you do not understand an idea,
you can never express it to someone. The message should be adequate and
appropriate to the purpose of communication. The purpose of communication,
itself, should be clearly defined.
2. Proper Language:
To avoid semantic barriers, the message should be expressed in simple, brief and
clear language. The words or symbols selected for conveying the message must
be appropriate to the reference and understanding of the receiver.
3. Sound Organization Structure:
To make communication effective, the organizational structure must be sound
and appropriate to the needs of the organization. Attempt must be made to
shorten the distances to be travelled for conveying information.
4. Orientation of Employees:
The employees should be oriented to understand the objectives, rules, policies,
authority relationships and operations of enterprise. It will help to understand
each other, minimize conflicts and distortion of messages.
5. Emphatic Listening and Avoid Premature Evaluation:
To communicate effectively, one should be a good listener. Superiors should
develop the habit of patient listening and avoid premature evaluation of
communication from their subordinates. This will encourage free flow of upward
communication.
6. Motivation and Mutual Confidence:
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The message to be communicated should be so designed as to motivate the
receiver to influence his behaviour to take the desired action. A sense of mutual
trust and confidence must be generated to promote free flow of information,
7. Consistent Behavior:
To avoid credibi
ty gap. Management must ensure that their actions and deeds
are in accordance with their communication.
8. Use of Grapevine:
Grapevine or the informal channels of communication help to improve
managerial decisions and make communication more effective. Thus, formal
channels of communication must be supplemented with the use of grapevine.
9. Feedback:
Communication is not complete unless the response or reaction of the receiver of
the message is obtained by the communicator, The effectiveness of
communication can be judged from the feedbacks Therefore, feedback must be
encouraged and analyzed.
10. Gestures and Tone:
The way you say something is also very important along with the message for
gestures such as a twinkle of an eye, a smile or a handshake, ete., convey
sometimes more meaning than even words spoken or written. Thus, one should
have appropriate facial expression, tone, gestures and mood, ete. to make
communication effective.
Establish trust among teammates
To build effective communication in a team, youll need to build trust in that
team. After all, teammates who trust each other communicate more.
And, teams who communicate more, have a better chance of solving issues
faster, making decisions easier, avoiding conflicts, and exploring their creativity.
To establish trust among teammates, you'll need to:
Be transparent — you can achieve this by:
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Being accountable with your responsibilities; Providing and accepting feedback
on a regular basis; Asking for task/project expectations upfront.
Be respectful — you can achieve this by:
Respecting your teammates” time;
Respecting your teammates" ideas, even when they don"t align with your
knowledge, experience, or expectations;
Respecting your teammates” opinions, even when they are different from your
own.
Be united — you can achieve this by:
Not shunning members of the team; Avoiding negative gossip altogether;
Helping when asked;
Asking for help when you need it.
Value teammates — you can achieve this by:
Learning more about their likes, dislikes, and preferred workflows; Providing
praise when and where due
Actively build team trust, by practicing appropriate trust-building activities, such
as.
Blind square — a trust-building game where a blindfolded group of people needs
to form a rope into a square by collaborating;
Back-to-back drawing — a trust-building game where two people sit back-to-
back and provide each other with instructions on how to draw abstract shapes
they"re tasked with;
Night trail — a trust-building game where a group of blindfolded people holds on
a rope and needs to navigate an obstacle course together;
Minefield — a trust-building game where the first teammate is blindfolded, while
the second teammate needs to verbally navigate the first teammate across an
open space filled with obstacles.
Manage communication barriers
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Communication barriers come in various forms — we typically recognize
physical, perceptual, emotional, cultural, language, gender, and interpersonal
barriers to effective communication.
Each of the listed barriers may manifest in different ways:
Physical barriers. They represent the environmental conditions that disrupt the
communication process,,They may manifest as an abundance of physically
separate offices that make it difficult for people to interact when they want to.
Perceptual barriers. They represent peoples perceptions that stop them from
assessing a person, topic, or piece of information in the ways they were intended.
They may manifest as skewed perceptions about —_ someone's
knowledge/experience.
Emotional barriers. They represent the emotions that obstruct effective
communication. They may manifest as conflicts caused by anger, anxiety, or
pride.
Cultural barriers. They represent» culture-based differences between
communicators that trigger misinterpretations of other people’’s messages. They
may manifest as misunderstandings caused by culture-based norms and customs.
Language barriers. They represent words, phrases, pronunciation, and grammar
whose use can confuse the people we are communicating with, They may
manifest as the overuse of jargon and slang.
Gender barriers. They represent stereotypes, prejudices, and biases that influence
how we view and communicate with people of different genders. They may
manifest as gender-based misconceptions about someones communication
habits.
Interpersonal barriers. They represent interpersonal difficulties that stop people
from reaching their full potential in terms of communication skills. They may
manifest as someones lack of a desire to participate in conversations.
To manage communication barriers, you"ll need to:
Identify the communication barriers you are facing — once you do, it will be
easier to tackle them;
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Learn about different cultural norms and customs, as well as cultural differences
in terms of verbal and nonverbal language use — once you do, youll decrease
the chances of misunderstandings and confusion;
Identify your assumptions, stereotypes, biases, and prejudices — once you do,
you'll be able to work on overcoming them;
Pick an appropriate official team language — in case the members of the team
have different mother tongues.
According to the often-quoted, popular piece of statistics, 93% of communication
is nonverbal — but, this number has also been heavily disputed by experts and
proven to be a misinterpreted version of the findings from the original study by
Albert Mehrabian, a famous psychologist. Regardless of its actual percentage
use, nonverbal communication is still an important element of many
communication processes. Moreover, its a form of communication we often
overlook. This is tied to the fact that it is often not the dominant form of
communication — it usually accompanies in-person yerbal communication.
Namely, we may use facial expressions, gestures, and body movements to
underline our words. But, our body language can also communicate messages we
do not wish to convey.
Alternatively, our facial expressions, gestures, and body movements may also be
unintentionally misleading — or simply misinterpreted by others, just like the
above-mentioned piece of statistics.
Because of all this, nonverbal communication sometimes represents perceptual
barriers to effective communication. For example, when someone’'s idea of what
our raised eyebrows mean gets in the way of what we are really trying to
communicate.
Moreover, nonverbal communication may sometimes also represent cultural
barriers to effective communication. For example, when the person we are
communicating with interprets our nonverbal language in accordance with their
own cultural norms — which do not align with what we are trying to convey.
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Proper nonverbal communication is an important step towards effective team
communication — and you"ll need to make the effort to properly convey and
interpret nonverbal language. How to manage nonverbal communication
To manage nonverbal communication, youll need to:
Learn how to use nonverbal Communication to your advantage:
Read the room and act accordingly — don"t smile when the message is serious,
or frown when engaging in casual chats with colleagues;
Maintain frequent eye contact with the people you are communicating with;
Introduce yourself with a firm handshake;
Don’t fold your arms — you'll avoid looking defensive; Adjust your voice to a
pleasant and comfortable volume;
Avoid too much gesticulation — you'll lessen the chances that you'll convey
something you don’t want.
Q.4 What is meant by Business Ethics? What care would be taken to prevent
litigation in this regard?
Ans
Business ethics" isthe study of appropriate business’ policies and practices
regarding potentially controversial subjects including corporate governance,
insider trading, bribery, discrimination, corporate social responsibility, and
fiduciary responsibilities. The law often guides business ethics, but at other times
business ethics provide a basic guideline that businesses can choose to follow to
gain public approval. Business ethics ensure that a certain basic level of trust
exists between consumers and various forms of market participants with
businesses. For example, a portfolio manager must give the same consideration
to the portfolios of family members and small individual investors. These kinds
of practices ensure the public receives fair treatment.
‘The concept of business ethics began in the 1960s as corporations became more
aware of a rising consumer-based society that showed concerns regarding the
environment, social causes, and corporate responsibility. The increased focus on
"social issues" was a hallmark of the decade.
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To understand the gap between business ethics and the concerns of most
managers, it pays to recall how managers and management academics thought
about business ethics before it became a formal discipline. Indeed, much of the
research and writing in contemporary business ethics can be understood as a
disgruntled reaction to the way ethicalissues usually were addressed at business
schools—in particular, to the traditional answers to the fundamental question:
Why should managers be ethical?
Starting well before World War II and culminating in the 1960s and 1970s, the
dominant approach to the moral dimension of business was a perspective that
came to be known as corporate social responsibility. Largely reacting to
neoclassical economies, which holds that the sole responsibility of business is to
maximize its immediate bottom line subject to only the most minimal constraints
of the law, advocates of corporate social responsibility argued that ethical
management requires more than merely following the dictates of the law or
signals of the market, the two institutions that otherwise guide business behavior.
Rather, ethical management is a process of anticipating both the law and the
market—and for sound business reasons.
For example, when managers voluntarily undertake socially responsible actions
beyond the bare legal minimum required (in environmental protection, say, or
antidiscrimination policy), they tend to forestall punitive social regulation. As
corporate scholar E. Merrick Dodd, Jr. stated in a 1932 Harvard Law Review
article, the purpose of ethical management is “to catch any new spirit” and
embody it in voluntary standards “without waiting for legal compulsion.” Or as
Berkeley professor Edwin Epstein more recently and succinctly put it, “being
ethical heads off the law.”
Some competitors’ advertisements tout high-fiber cereals that have the potential
to reduce the risk of some types of cancer. The cereal company in question wants
to gain more market share, but the marketing department cannot make dubious
health claims on cereal boxes without the risk of litigation and fines. Even
though competitors with larger market shares of the cereal industry use shady
labeling practices, that doesn't mean every manufacturer should engage in
unethical behavior.
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For another example, consider the matter of quality control for a company that
manufactures electronic components for computer servers. These components
must ship on time, or the manufacturer of the parts risks losing a lucrative
contract. The quality-control department discovers a possible defect, and every
component in one shipment faces checks:
Unfortunately, the checks/may take too long, and the window for on-time
shipping could pass, which could delay the customer's product release. The
quality-control department can ship the parts, hoping that not all of them are
defective, or delay the shipment and test everything. If the parts are defective, the
company that buys the components might face a firestorm of consumer backlash,
which may lead the customer to seek a more reliable supplier.
When it comes to preventing unethical behavior and repairing its negative side
effects, companies often look to managers and employees to report any
incidences they observe or experience. However, barriers within the company
culture itself (such as fear of retaliation for reporting misconduct) can prevent
this from happening. Business»ethicists have two basic problems with the
enlightened self-interest answer to the question of why managers should be
ethical. First, they disagree that ethical behavior is always in a company’s best
interest, however enlightened. “There are no vanilla solutions,” writes Bentley
College ethicist W. Michael Hoffman in his article, “The Cost of a Corporate
Conscience.” “To behave ethically can cost dearly.” In other words, ethics and
interests can and do conflict.
Second, they object that even when “doing good” is in the company’s best
interest, acts motivated by such self-interest really can’t be ethical. Moral
philosophy tends to value altruism, the idea that an individual should do good
because it is right or will benefit others, not because the individual will benefit
from it. For many business ethicists, motivation can be either altruistic or self-
interested, but not both. A participant in a symposium called “Do Good Ethics
Ensure Good Profits?” (Recently sponsored by Business and Society Review) put
it as follows: “To be ethical as a business because it may increase your profits is
to do so for entirely the wrong reason. The ethical business must be ethical
because it wants to be ethical.” In other words, business ethics means acting
within business for nonbusiness reasons.
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Indeed, fear of retaliation is one of the major reasons employees cite for not
reporting unethical behavior in the workplace. ECI says companies should work
toward improving their corporate culture by reinforcing the idea that reporting
suspected misconduct is beneficial to the company and acknowledging and
rewarding the employee's courage» for making the report. Business ethics
concems ethical dilemmas or controversial issues faced by a company. Often,
business ethics involve a system of practices and procedures that help build trust
with the consumer. On one level, some business ethics are embedded in the law,
such as minimum wage, insider trading restrictions, and environmental
regulations. On the other hand, business ethics can be influenced by management
behavior, with wide-ranging effects across the company.
Consider an employee who is told in a meeting that the company will face an
earnings shortfall for the quarter. This employee also owns shares in the firm. It
would be unethical for the employee to sell their shares sinee they would be
subject to insider) information. Alternatively, if two latge competitors came
together to gain an unfair advantage, such as controlling prices in a given market,
this would raise serious ethical concerns.
Business ethics are important because they have lasting implications on several
levels. With increased investor awareness on environmental, social, and
governance issues, a company's reputation is at stake. For instance, if a company
partakes in unethical practices, such as poor customer privacy procedures and
protections, it could result in a data breach. This, in turn, may lead to a
significant loss of customers, erosion of trust, less competitive hires, and share
price declines.
Q.5 Discuss the characteristics of business reports.
Ans
Reports are important in modern communications. Thousands of reports—formal
or informal, special or routine—are written every day.
A foreman reports to the manager the progress of the work, a manager report to
the general manager, and the Board of Directors report to the shareholders.
Characteristics of a Good Report:
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Reports Need a Clearly Defined Purpose
The purpose of a report should be clear to the reader from the beginning. The
purpose should be stated in the title of the report if possible and included in the
introduction. Identify whether the intent_is to persuade the reader to do
something. It should also be clearly noted whether past information or future
predictions will be provided as evidence to support the points of the report. These
are distinguishing qualities of good reports.
Features of a Business Report
Business reports come in all shapes and sizes and when considering the features
of business reports, you should be structuring the report in a way that best
conveys the information. One feature that almost all reports share, however, is an
executive summary, The executive summary section on a business report is
typically a single page that outlines the key points contained within the full
report. The summary is essentially an overview that acts as a reference for
readers by offering the key takeaways. Writing the executive summary can
happen before the report or after the report.is completed, but you may find it
easier to write this section last so you can p In a similar vein, be aware that a
business report can vary in length from one page to a massive document
containing multiple chapters. All readers may not be looking for the same
information, so_it’s helpful to include a table of contents for all except the
briefest reports. This page includes all the main sections of the report and the
page numbers where the information can be found. This allows a reader to flip
right to the information he needs, without having to search through the entire
report.
Easy to Understand
A good business report should be easily understandable, so it can hold the
attention of the audience. Before you begin to write, consider the audience. If it
consists of people with a great deal of experience in the industry, its fine to use
complex terminology and provide detailed information. However, if the audience
doesn’t have much experience in the industry, the report must be written in
simple, straightforward manner, providing definitions for any industry
terminology used.
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For example, a report written for shareholders who are focused on financials
rather than technical specifics should cater to that crowd. A blended style report
is also possible and it will satisfy everyone with an interest in the business. Some
reports are actually written for an outside audience to draw attention to the
business while others are strictly insider information. Accurate and Neutral Facts
It’s essential that facts provided in the report are accurate, as the information is
used to prove points anddraw conclusions. Any inaccurate facts will skew results
and could cause the company to make an ill-advised business decision.
Clear and Concise Presentation
Including filler content distracts from the point at hand and wastes the reader’s
time. The report should be written in a concise manner, using a minimum amount
of words to make a clear point. This is not to say that a long report cannot be
effective, it simply means it’s important to avoid including unnecessary
information.
Relevancy
The facts presented in a report should not be only accurate but also be relevant.
Irrelevant facts make a report confusing and likely to be misleading to make a
proper decision.
4. Reader-Orientation
While drafting any report, it is necessary to keep in mind about the person who is
going, to read it. That's why a good report is always reader oriented. Reader's
knowledge and level of understanding should be considered by the writer of the
report. Well, reader-oriented information qualifies a report to be a good one
Simple Language
Simplicity is the best for anything. It is just another essential feature of a good
report. A good report is written in simple language avoiding vague and unclear
words. The language of the report should not be influenced by the writer's
emotion or goal. The message of a good report should be self-explanatory. A
good reporter should be careful of using simple sentences instead of using a
complex sentence in the narration of facts.
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Grammatical Accuracy
‘A good report is free from errors. Any faulty construction of a sentence may
make its meaning different to the reader's mind» And sometimes it may become
confusing or ambiguous. If a teport is not accurate grammatically, then it will
lost its usefulness to its users. So, while writing a report, axeporter should keep
in head about the grammatical accuracy of his writing.
8. Unbiased Recommendation
Recommendation on report usually make effect on the reader mind. So if
recommendations are made at the end of a report, they must be impartial and
objective. They should come as logical conclusion for investigation and analysis.
A reporter should try to use universal and proven truth in his report rather than
using the concept which is not yet established or completed.
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