NMIMS Global Access

School for Continuing Education (NGA-SCE)

Course: Business Communication

Internal Assignment Applicable for June 2023 Examination

1. Mr. James Steven is the Sr Manager in an established IT company. He works

with a core team of 20 and at most times communicated through written verbal
communication. He intends to sound persuasive while he communicates with
his team and he wants them to feel equal at all times. Which are the steps of
writing messages that he should keep in mind while drafting messages to be
sent to his team. Define strategies of writing persuasive messages.
Answer:
Title: Writing Persuasive Messages to Foster Equality and Engagement in Team
Communication
Introduction:
Effective communication is crucial in a professional setting, and writing persuasive messages
plays a significant role in influencing and engaging team members. Mr. James Steven, a
senior manager, aims to create an inclusive and persuasive communication environment
while ensuring his team feels equal. This article will outline the steps. When drafting
messages for his team, Steven should consider the following points and employ effective
strategies for writing persuasive messages

Steps of Writing Messages for Team Communication:

• Understand the Audience: Before drafting any message, it is essential to understand the
intended audience - in this case, Mr. Steven's core team. Recognizing their interests,
preferences, and communication styles helps tailor the message to resonate with them
effectively.

• Define the Objective: Clarify the purpose and objective of the message. Whether it is to
inform, persuade, motivate, or seek input, a clear objective helps maintain focus and
structure the message accordingly.
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• Use an Inclusive Tone: To foster equality and make team members feel valued, Mr. Steven
should adopt an inclusive tone in his messages. This involves using inclusive language,
avoiding jargon, and maintaining a respectful and approachable tone throughout the
communication.

• Structure the Message: An effective message follows a logical structure. Begin with an
engaging introduction to capture attention, provide relevant details in the body, and end
with a clear call to action or conclusion. This structure ensures clarity and coherence in the
message.

• Provide Context and Background: To persuade team members effectively, Mr. Steven should
provide sufficient context and background information. This helps them understand the
relevance and importance of the message, making them more receptive to its content.

Strategies for Writing Persuasive Messages:

• Appeal to Emotions: Utilize emotional appeals to connect with team members on a

personal level. This can be achieved by incorporating storytelling, highlighting the
positive impact of the message, or addressing their aspirations and concerns.
Emotional resonance enhances engagement and encourages buy-in.

• Focus on Benefits: When crafting persuasive messages, emphasize the benefits or

advantages for the team members. Highlight how the message aligns with their
goals, interests, and professional development. Clearly articulate how the message
will contribute to their success and growth, thereby encouraging their active
involvement.

• Use Social Proof and Credibility: Leverage social proof by sharing success stories or
testimonials from team members who have benefited from similar initiatives. This
establishes credibility and reinforces the persuasiveness of the message. Additionally,
Mr. Steven can enhance his own credibility by providing relevant data, expertise, or
referencing reputable sources.
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• Address Concerns and Counterarguments: Acknowledge and address potential

concerns or counterarguments that team members may have. Anticipating their
doubts or objections and providing thoughtful responses builds trust and
demonstrates Mr. Steven's willingness to engage in open dialogue. This approach
helps alleviate resistance and encourages a sense of equality in the communication
process.

• Call to Action: End the message with a clear and compelling call to action. Specify
the desired outcome or next steps, and provide the necessary guidance or support to
facilitate team members' response. A strong call to action reinforces the persuasive
intent and encourages active participation.

Conclusion:
Effective team communication requires skillful crafting of persuasive messages that foster
equality, engagement, and a sense of inclusivity. By following the steps outlined above, Mr.
James Steven, the senior manager, can effectively communicate with his core team.
Understanding the audience, defining objectives, using an inclusive tone, structuring the
message appropriately, and incorporating persuasive strategies such as appealing to
emotions, emphasizing benefits, addressing concerns, leveraging social proof, and providing
a clear call to action will enable Mr. Steven to create a persuasive and inclusive
communication environment within his team. Such an approach promotes collaboration,
active participation, and ultimately, the achievement of shared goals.

2. Define what is a Report and a Proposal. Define the sections of report writing
explain each in detail
Answer:
Title: Understanding Reports and Proposals: Structure and Components
Introduction:
Reports and proposals are essential written documents used in professional and academic
settings to convey information, analysis, recommendations, or requests. This article aims to
define reports and proposals and outline the sections involved in report writing, providing a
detailed explanation of each section's purpose and content.
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School for Continuing Education (NGA-SCE)

Reports:
A report is a formal document that presents information, findings, analysis, and
recommendations on a specific topic or issue. It is typically structured and organized to
convey information accurately and objectively. Reports are commonly used in business,
research, academic, and government contexts.
Sections of a Report:

• Title Page: The title page includes the title of the report, the name of the author or
authors, the date of submission, and any additional relevant information such as the
organization's logo or the report's reference number.
• Table of Contents: The table of contents lists the main sections, subsections, and
page numbers of the report. It helps readers navigate the document easily and locate
specific sections of interest.
• Executive Summary: The executive summary provides a concise overview of the
report's key points, findings, and recommendations. It highlights the main content
and allows busy readers to grasp the essence of the report without reading the entire
document.
• Introduction: The introduction section sets the context, scope, and purpose of the
report. It provides background information on the topic, states the objectives, and
outlines the report's structure. The introduction helps readers understand the
report's focus and relevance.
• Methodology or Approach: The methodology or approach section describes the
methods, techniques, or approaches used to collect and analyze data or information
for the report. It explains the research or investigative process, ensuring
transparency and credibility.
• Findings or Results: The findings section presents the information, data, or analysis
gathered during the research or investigation. It provides a factual and objective
account of the results, using tables, graphs, or other visual aids to enhance clarity.
The findings should be presented in a logical and organized manner.
• Analysis or Discussion: The analysis or discussion section interprets and explains the
findings in detail. It may involve identifying patterns, trends, or relationships,
comparing data, and providing insights or explanations. This section demonstrates
the author's understanding of the subject matter and their ability to draw meaningful
conclusions.
• Recommendations: The recommendations section proposes actions or solutions
based on the findings and analysis. It provides practical suggestions or strategies to
address the issues identified in the report. Recommendations should be specific,
feasible, and supported by evidence or rationale.
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• Conclusion: The conclusion summarizes the main points of the report and reinforces
the key findings and recommendations. It serves as a reminder of the report's
purpose and significance and may highlight any implications or potential future
developments.
• References or Bibliography: The references or bibliography section lists all the
sources cited in the report. It ensures proper attribution and acknowledges the
works consulted during the research process. Various citation styles (e.g., APA, MLA)
may be used, following established guidelines.
Conclusion:
Reports and proposals are critical documents used to convey information, analysis, and
recommendations in professional and academic contexts. Understanding the sections of
report writing and their purpose is essential for producing well-structured and informative
reports. The sections discussed, including the title page, table of contents, executive
summary, introduction, methodology, findings, analysis, recommendations, conclusion, and
references, provide a comprehensive framework for effectively organizing and presenting
information in a report. By following this structure, authors can ensure clarity, coherence,
and credibility in their reports, enabling readers to extract valuable insights and make
informed decisions.

3. a. How can social media impact communication in business? What are the
strategies for Business Communication through Social Network?
b. You are planning to switch your job and are in the process of applying to
another company. What is a job market? What are the points of an organization
and job opportunity will you consider while in the process of applying for the
job?
Answer:

Title: Impact of Social Media on Business Communication and Strategies for Business
Communication through Social Networks
Introduction:
Social media has become an integral part of our personal and professional lives, and its
impact on business communication is significant. This article will explore how social media
can influence communication in business and discuss strategies for effective business
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communication through social networks. Additionally, it will address the concept of the job
market and highlight important considerations when applying for a new job opportunity.
A) Impact of Social Media on Business Communication:

• Enhanced Reach and Visibility: Social media platforms provide businesses with the
opportunity to reach a vast audience and increase brand visibility. By creating
compelling content and engaging with users, companies can expand their reach and
connect with potential customers, partners, and stakeholders.
• Real-Time Communication: Social media enables instant and real-time
communication. Businesses can interact with customers, respond to inquiries, and
address concerns promptly, fostering better customer relationships and enhancing
customer satisfaction.
• Targeted Marketing: Through social media, businesses can target specific
demographics, interests, and locations with their marketing efforts. This targeted
approach allows for more personalized and relevant communication, resulting in
higher engagement and conversion rates.
• Customer Feedback and Insights: Social media platforms provide valuable feedback
channels where customers can express their opinions and experiences. By
monitoring and analyzing these conversations, businesses can gather insights,
identify areas for improvement, and adapt their strategies accordingly.
• Influencer Marketing: Social media influencers have a significant impact on
consumer behavior. Businesses can leverage influencer partnerships to amplify their
brand message, reach new audiences, and build credibility.
• Strategies for Business Communication through Social Networks:
Define Communication Goals: Before engaging in social media communication,
businesses should establish clear objectives. Whether it's increasing brand
awareness, driving website traffic, or promoting specific products, defining goals
helps align communication efforts and measure success.
• Choose the Right Platforms: Different social media platforms cater to distinct
audiences and communication styles. Businesses should identify which platforms
their target audience frequents and focus their efforts on those channels. For
example, LinkedIn may be suitable for B2B communication, while Instagram or
Facebook may be more effective for B2C engagement.
• Develop a Consistent Brand Voice: Consistency is key when communicating through
social media. Establishing a consistent brand voice, tone, and style helps businesses
build brand recognition and trust. The messaging should align with the company's
values, target audience, and overall marketing strategy.
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• Engage with the Audience: Social media is a two-way communication channel.

Businesses should actively engage with their audience by responding to comments,
messages, and mentions. Prompt and genuine responses show that the business
values customer input and fosters a sense of connection and loyalty.
• Provide Valuable Content: Businesses should focus on creating and sharing valuable
content that resonates with their target audience. This can include informative blog
posts, industry insights, tips, tutorials, or engaging multimedia content. By providing
value, businesses can position themselves as thought leaders and build trust with
their audience.
B) Job Market and Considerations when Applying for a Job:

• Job Market: The job market refers to the overall supply and demand for employment
opportunities within a specific industry, location, or economy. It encompasses the
availability of jobs, the number of job seekers, and the prevailing economic
conditions.
• Points of Consideration: When applying for a job, several factors should be
considered:
• Organization: Research and assess the organization's reputation, culture, values, and
goals. Determine if it aligns with your own professional aspirations and work
preferences.
• Job Opportunity: Analyze the job description, responsibilities, qualifications, and
growth potential. Evaluate if the role matches your skills, experience, and long-term
career goals.
• Compensation and Benefits: Consider the offered salary, benefits package,
incentives, and opportunities for growth and advancement. Assess if they align with
your financial and career expectations.
• Work-Life Balance: Evaluate the company's approach to work-life balance, flexibility,
and employee well-being. Assess if it aligns with your personal priorities and work
preferences.
• Opportunities for Learning and Development: Determine if the organization
provides opportunities for skill enhancement, professional development, and career
advancement. Assess if it supports your desire for continuous learning and growth.
Conclusion:
Social media has revolutionized business communication, offering enhanced reach, real-time
interaction, targeted marketing, customer insights, and influencer partnerships. Businesses
can leverage these opportunities by defining communication goals, choosing the right
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platforms, developing a consistent brand voice, engaging with the audience, and providing
valuable content.
When applying for a job, understanding the job market and considering factors such as the
organization's reputation, job opportunity, compensation and benefits, work-life balance,
and opportunities for learning and development are essential for making informed
decisions. By carefully assessing these factors, individuals can align their career goals and
aspirations with the right job opportunity, fostering professional growth and satisfaction.