B.C.-Module 1 & 2

1
BUSINESS
COMMUNICATION
Prof. Pooja Fernandes 3/9/2022
F.Y.BAF
PROF. POOJA FERNANDES
2
Presentations
• Presentation is a way of communicating ideas and information enveloped in
the speaker’s personality to a group.
• Along with computer literacy, professional presentations are becoming a

new survival skill in the workplace.
• People enjoy presenters who are inviting, engaging and informative.
• Developing and delivering business presentations, just like most functions of a

business is a learned skill.

3
PRINCIPLES OF EFFECTIVE PRESENTATIONS
Content
Structure
Human
Element

4
GRAPHICS IN PRESENTATIONS
Tables Bar Graphs Line Charts
Organizational
Pie Charts Flow Charts
Chart

5
STEPS IN PREPARING A PRESENTATION
Planning an Drafting an
Planning Introduction to Outline of the
Pre-planning
Graphic Aids your Body of the
Presentation Presentation
Planning the
The Actual/Final Practice the
Close of the
Presentation Presentation
Presentation

6
SOME DO’S AND DON’TS DURING A PRESENTATION
• Do not read straight from handouts, transparencies, or power point slides.

• List and discuss your objectives at the beginning.
• Do not put your both the hands in the pocket for a long time.
• Speak to the audience.
• Do not stand between the visual aid and the audience.
• Speak clearly and loudly with appropriate voice modulations.
• Use the names of the participants as far as possible.
• Get to the presentation before your audience arrives.

7
PRESENTATIONS USING OHP AND TRANSPARENCIES
• OHP stands for Overhead Projector.
• But the current trend is the use of LCD (Liquid Crystal Display) Projector Technology
as OHP is an outdated form of technology in today’s world.
• OHP was widely used before LCD projectors gained popularity.
• OHPs use a transparent plastic sheets known as transparencies to display the

content.
• The content could be either written or printed on these transparencies which are
then placed on the OHP device.

8
BASIC GUIDELINES & TIPS FOR USING AN OHP
• Carry out a basic spell check on your transparencies.

• Do not overcrowd your transparencies with the content.
• Check for the visibility of the content on the transparency from every corner
of the room.
• Number your transparencies and keep them covered with an opaque
paper before and after use.
• Place the OHP screen well.
• Face your audience and not the screen.
• Keep spare bulbs/batteries handy to prevent the eventuality of your OHP
bulb being burnt out.

9
POWER-POINT PRESENTATIONS
• A power-point presentation consists of a slideshow.
• It involves a display of a series of chosen pictures for artistic or instructional

purposes.
• When the power point is used for instructional purpose, a lot of care is to be
taken in creating the slides and presenting them to make it effective.

10
TIPS FOR EFFECTIVE POWER-POINT PRESENTATION
• Select the slide design or template keeping in mind the target set of
audience.
• Use formatted content templates available with the auto content Wizard in
the power point.
• Make sure that your power point is compatible to run on any device.
• Use web style power point presentations that feature hyperlinks within the
presentation to navigate to specific slide.

11
WHAT IS A GROUP DISCUSSION?

• A Group Discussion or a GD is a tool used by B-schools, institutes and
companies to assess the personality of the person before giving them a job
or an admission to a course.
• GD helps in testing a candidate’s soft skills and the ability to cope up with
various situations.
• GD also serves as a mass elimination tool.
• All the participants in the GD are rivals, competing for the same job or a
professional course

12
IMPORTANT ASPECTS OF A GD
Power of
Expression
Ideas &
Aspects Knowledge of
of GD the Subject
for Discussion
Leadership
Ability & Co-
ordinating
Capacity
13
INGREDIENTS OF GROUP DISCUSSION
Proper
Purpose Planning Participation
Atmosphere
Proper
Proper Proper
Number of Proper Place
Leadership Timings
Members
Proper
Follow-up

14
ROLE OF LEADERSHIP IN GD
• Initiator of Discussion
• Maintaining Decorum
• Motivating the Group Members
• Develops Rapport
• Time Management
• Coordination

15
PREPARING FOR GROUP DISCUSSION
After
Before the GD At the
the GD Topic is GD
Given
16
INTERVIEWS
• An interview is defined as, “a meeting of persons face-to-face because the
interviewer and the interviewee meet face-to-face and communicate with a
certain definite purpose.”
• An interview is a face-to-face oral exchange which endeavours to discover as

much information as possible between the parties involved (interviewer and
interviewee).
• An interview is a conversation with a purpose and it aims at getting truthful

responses from the candidate.
• Interviewer: the person who takes the interview
• Interviewee: the person who gives the interview or answers the questions
17
TYPES OF INTERVIEWS
Medical or
Reprimand or
Clinical or
Punishment
Psychological
Interview
Interview
Grievance Under Stress
Interview Interview
Assessment
Promotion
or Appraisal
Interview
Interview
Selection Types of Exit Interview

Interview Interviews

18
STEPS INVOLVED IN INTERVIEWING PROCESS
• Location
• Preparing for the interview
• Conducting the interview

✓ Questioning
✓ Listening WASP
✓ Summarizing
• Making judgements & analyzing results

19
WASP
• The entire procedure of conducting of the interview may be
condensed into a single word ‘WASP’ in which,
• W – Welcoming the Candidate
• A – Acquiring Information
• S – Supplying Information
• P – Parting
20
FIVE ERRORS IN MAKING JUDGEMENTS & ANALYZING RESULTS
Halo Error: Halo effect is the tendency for positive impressions of a person. The opposite of
Halo effect is Horn effect
Logical Error: Jumping to conclusions about qualities that appear to be logical.
Error of Leniency: The interviewer should not be over sympathetic to candidates abilities.
Mirror Image Error: The interviewer expects the candidate to be just like her/him
Contrast Error: It is exactly the reverse of the Mirror image. The candidate cannot be like the
interviewer.

21
SAMPLE QUESTIONS ASKED BY INTERVIEWERS
• Family Background
• Education and Training
• Professional Interests and Knowledge
• Achievement Orientation
• Leadership & Initiative
• Enthusiasm and Communication
• Self Assessment
• Activities & Interest

22
ROLE OF AN INTERVIEWER IN A SELECTION INTERVIEW
• To put the interviewee at ease.

• The attitude of the interviewer should be friendly and he/she should be
ready to assist the interviewee
• To create a friendly and relaxed atmosphere for the interviewee.
• The interviewer must conduct a properly planned and structured interview.
• The interviewer should keep the questions ready in a sequential order.
• The interviewer must go through the candidate profile before starting with
the interview.
• The interviewer must have a clear understanding of the job profile for which
the they are conducting the interviews.

23
ROLE OF AN INTERVIEWEE IN A SELECTION INTERVIEW
• An interviewee must have a clear understanding of the job profile for which
they have applied.
• They should go through the information about the organization through its
website.
• An interviewee must do a proper self analysis of themselves w.r.t. questions
like why they about to do that job, work in the organization etc.
• An interviewee must keep their mind calm and show confidence while
speaking and should not be nervous.
• An interviewee should pay attention to the conversation and should not
interrupt the interviewee in between.
• An interviewee can ask all the doubts towards the end to the interviewer.

24
ADVANTAGES & DISADVANTAGES OF INTERVIEWS
• Study from the book

25
MEETINGS
• A meeting is when two or more people come together to discuss one or more
topics, often in a formal or business setting, but meetings also occur in a variety of
other environments.
• It is possible for two or more people to have an impromptu meeting or organize one
through formal channels.
• It is possible to hold a number of meetings at different levels and combine the
results, if needed.
• Meetings should be utilized judiciously to brainstorm on all possible alternatives to
arrive at the best solution.
• It is important to note that a meeting cannot be conducted without the required
quorum.
• Quorum is the minimum number of voting members that must be in attendance at a
meeting of an organization for that meeting to be regularly constituted. It is the
number or proportion of the members of an organization that must be present in
order to transact any business.
26
TYPES OF MEETINGS
Special Executive
Meetings Meeting
The
Annual
General
General
Members
meeting
Meeting Types of
meetings

27
PREPARATION FOR A MEETING
Making
Administrative Preparing for the
Arrangements Conduct of
meeting

28
ROLES OF CONVENER, CHAIRPERSON AND PARTICIPANTS
• Refer the table in the textbook.

29
ADVANTAGES OF COMMITTEE MEETINGS
• Generation of new ideas

• Different perceptions
• Provides common platform
• Feeling of involvement & participation
• Team spirit
• Instant feedback

30
DISADVANTAGES OF COMMITTEE MEETINGS
• Delay
• Irrelevant discussions
• Domination by powerful people
• Poor leadership
• Inadequate of large membership
• Avoidance of responsiblity

31
GROUP DYNAMICS
• Group Dynamics refers to changes that take place within the groups and is
concerned with the interaction and forces obtained between group
members in social settings.
• It also refers to processes, performance and alterations which happen inside

the group.
• It means the relationship between the members within the group.

32
NOTICE
• Notice: A notice is a written intimation of the date, time, place and business
to be transacted at the meeting, to all the members of the body and special
invitees, if any, as per rules.
• The Notice of a Meeting Should include the following:

✓ Name of the body which is to meet
✓ Type of meeting
✓ Day, date, time
✓ Venue
✓ Agenda or the business to be transacted at the meeting

33
SPECIMEN NOTICE
• Refer textbook

34
AGENDA
• The Agenda of a meeting is a listed programme of various items of business to be
discussed at a meeting, in the order in which those items are to be taken up for
discussion.
• The Secretary or the Convener of a meeting has to be very careful in drafting the
Agenda.
• The Secretary prepares the Agenda in consultation with the Chairman or other
designated officer.
• Following is an example of things to be included in an Agenda:
✓ Resolution of various types (usually of past meetings held)
✓ Election and appointment of committees
✓ Financial sanctions
✓ Approvals of various projects, schemes etc.
✓ Consideration of reports, proposals, plans etc.

35
SPECIMEN AGENDA
• Refer textbook

36
RESOLUTION
• A resolution is a formal expression of opinion by a group at a meeting.
• When an opinion or suggestion is adopted by the meting and a decision is

taken on the matter, it is recorded as a ‘resolution’ for taking action.
• All societies and Companies conduct their business by passing resolutions at

their meetings.

37
SPECIMEN RESOLUTION
• Refer textbook

WHAT IS A CONFERENCE?
• To confer means to converse, to consult, to discuss.
• It is a meeting for the exchange of views and opinions.
• It is defined as a meeting of people to solve particular problems, take

specific decisions or discuss specific matters.
TYPES OF CONFERENCES
• Symposiums
• Seminars
• Workshops
• Round table conferences
• Public conferences
• Public conferences cum exhibition
• Business conferences or private conferences
• Virtual conferences
• Professional conference
• Trade conference
• Unconferences
TYPES OF CONFERENCES
• Symposiums: They are casual gatherings and the cost incurred in
conducting them includes refreshments and entertainment.
• Seminars: They are organized to discuss a particular topic. They are
generally educational in nature.
• Workshops: They offer a hands-on experience for the participants with
demonstrations and activities.
• Public conferences: They may be educational or an open platform for
meeting like minded people.
CHARACTERISTICS OF A
CONFERENCE
• There is no maximum or minimum number of participants
• Participants do not have voting rights
• It is a platform for serious intellectual discussions
• Decisions cannot be taken at a conference
• There are no formal office bearers in a conference
• Participants at a conference are known s delegates or conferees
ORGANIZING A CONFERENCE
Necessity of Available
Theme of the Financial
a human
conference Viability
conference resources
Suitable Access to
Technical Target
date & good
aspect audience
venue speakers
Promotion of
Refreshments a
conference
43
ACTIVITIES OF A CONFERENCE
• Pre Conference Activities
• Conference Activities
• Post Conference Activities

ADVANTAGES OF A CONFERENCE
• Conferences encourage and facilitate an exchange of ideas and opinions
• Detailed study of problems
• Face-to-face communication and instant feedback
• There is a scope for consultation
• It motivates the employees if they are allowed to participate in a
conference
• Discussions at a conference provides a valuable base for committee
activities in future
DISADVANTAGES OF A
CONFERENCE
• Conferences are costly in terms of time and money
• If the chairperson is too weak or too dominating, the conference activity
suffers
• Sometimes only a few delegates dominate the discussion
• Sometimes the discussions are vague and unrealistic
• Demotivates the employees if not allowed to participate in a conference.
CONTEMPORARY METHODS OF A
CONFERENCE
• Teleconferencing
• Video Conferencing
47
PUBLIC RELATIONS
• Public Relations constitute an important management function.
• PR can be defined as an establishment of a two way communication to

resolve conflicts of interest by seeking common ground of mutual interest
based on truth, knowledge and full information.
• It is also defined as an attempt by information, persuasion and adjustment to

engineer public support for an activity, cause, movement or institution.
• It is a deliberate, planned and sustained effort to establish and maintain

mutual understanding between an organization and its public.

48
OBJECTIVES OF PR
• Improving mutual understanding between the organization and its public.
• Building goodwill
• Creating good image
• Communicating in a convincing manner to its target set of audience
• To eliminate sources of misunderstanding
• To broaden the sphere of influence of an organization by appropriate publicity.

49
FUNCTIONS OF PR
• Plans partnerships, volunteer activities, philanthropic contributions etc.
• It works on team building & employee empowerment
• It deals and communicates with government and legislatures on behalf of

organizations
• It provides factual and expert information to news media
• They ensure honest and accurate communication during a crisis

50
QUALIFICATIONS OF A PR OFFICER
• Refer Textbook

51
EXTERNAL MEASURES OF PR
• Image Building
• Communication for PR:
✓ Open house
✓ Exhibitions and trade fairs
✓ Seminars and conferences
✓ Mass Media (radio & television, films, press)
• Data Collection: Questionnaires and Opinion Polls
• Propaganda through patronizing of sports or social and culture activities
• Attending to customer complaints
• Giving Press Releases and Newsletters

52
WHAT IS A PRESS RELEASE?

• A press release is prepared by the public relations department by giving facts and
figures about the matter that is intended to be published in the press.
• The purpose of the press release is to keep the general public informed about
important events, developments, appointments of executives, seminars,
conferences, visits of VIPs to the organization, as also, launching new products,
excellent performance in the field of production, sales, personal achievements of
top executives etc.
• Characteristics of a Press Release:

• It should be factual
• It should be newsworthy
• It should be brief and precise
• It should be drafted in simple language
• It should be suitable for publication
53
NEWSLETTERS
• The news letters are prepared in the form of a letter or a circular.
• It is usually cyclostyled or printed.
• Business organization usually brings out two types of Newsletters: one for the
employees of the organization (internal) and one for the outsiders.
• The PR department is entrusted with the responsibility of bringing out monthly

or weekly newsletters.

54
INTERNAL MEASURES OF PR
• Suggestion Schemes
• Advice & Counselling
• Publications: House Organs & News Bulletins
• Trade Bulletins
• House Journals
• Notice Boards
• Posters
• Handbooks & Employee Manuals
• Public Address System
• Film Shows
• Excursions & Social Get Togethers
• Other Systems (internal telephone or commuter communication)

55
CRISIS MANAGEMENT
• Crisis Management is defined as taking decisions or finding solutions for crisis
situations. It is a technique of managing crisis situation.
• There are stages of a crisis: pre-crisis period, where symptoms of crisis begin to
emerge. Then there is actual crisis period and then the post crisis period.
• Types of Business Crisis:

✓ Sudden Market Shift
✓ Product Failure
✓ Top Management Succession
✓ Cash Crunch
✓ Industrial Relations
✓ Takeovers
✓ Adverse International Happenings
✓ Regulations & Deregulations
✓ Wrong Public Perception

B.C.-Module 1 &amp; 2

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1

• Along with computer literacy, professional presentations are becoming a

• People enjoy presenters who are inviting, engaging and informative.

• Developing and delivering business presentations, just like most functions of a

Prof. Pooja Fernandes 3/9/2022

PRINCIPLES OF EFFECTIVE PRESENTATIONS

Prof. Pooja Fernandes 3/9/2022

Tables Bar Graphs Line Charts

Prof. Pooja Fernandes 3/9/2022

STEPS IN PREPARING A PRESENTATION

Prof. Pooja Fernandes 3/9/2022

SOME DO’S AND DON’TS DURING A PRESENTATION

• Do not read straight from handouts, transparencies, or power point slides.

Prof. Pooja Fernandes 3/9/2022

PRESENTATIONS USING OHP AND TRANSPARENCIES

• OHP stands for Overhead Projector.

• OHP was widely used before LCD projectors gained popularity.

• OHPs use a transparent plastic sheets known as transparencies to display the

Prof. Pooja Fernandes 3/9/2022

BASIC GUIDELINES & TIPS FOR USING AN OHP

• Carry out a basic spell check on your transparencies.

Prof. Pooja Fernandes 3/9/2022

• It involves a display of a series of chosen pictures for artistic or instructional

Prof. Pooja Fernandes 3/9/2022

TIPS FOR EFFECTIVE POWER-POINT PRESENTATION

Prof. Pooja Fernandes 3/9/2022

WHAT IS A GROUP DISCUSSION?

• GD also serves as a mass elimination tool.

Prof. Pooja Fernandes 3/9/2022

INGREDIENTS OF GROUP DISCUSSION

Prof. Pooja Fernandes 3/9/2022

• Motivating the Group Members

Prof. Pooja Fernandes 3/9/2022

PREPARING FOR GROUP DISCUSSION

• An interview is a face-to-face oral exchange which endeavours to discover as

• An interview is a conversation with a purpose and it aims at getting truthful

• Interviewer: the person who takes the interview

Selection Types of Exit Interview

Prof. Pooja Fernandes 3/9/2022

STEPS INVOLVED IN INTERVIEWING PROCESS

• Preparing for the interview

• Conducting the interview

• Making judgements & analyzing results

• W – Welcoming the Candidate

FIVE ERRORS IN MAKING JUDGEMENTS & ANALYZING RESULTS

Logical Error: Jumping to conclusions about qualities that appear to be logical.

Prof. Pooja Fernandes 3/9/2022

SAMPLE QUESTIONS ASKED BY INTERVIEWERS

Prof. Pooja Fernandes 3/9/2022

ROLE OF AN INTERVIEWER IN A SELECTION INTERVIEW

• To put the interviewee at ease.

Prof. Pooja Fernandes 3/9/2022

ROLE OF AN INTERVIEWEE IN A SELECTION INTERVIEW

Prof. Pooja Fernandes 3/9/2022

ADVANTAGES & DISADVANTAGES OF INTERVIEWS

• Study from the book

Prof. Pooja Fernandes 3/9/2022

Prof. Pooja Fernandes 3/9/2022

PREPARATION FOR A MEETING

Prof. Pooja Fernandes 3/9/2022

ROLES OF CONVENER, CHAIRPERSON AND PARTICIPANTS

• Refer the table in the textbook.

Prof. Pooja Fernandes 3/9/2022

B.C.-Module 1 & 2

B.C.-Module 1 & 2