MMPC 007

MMPC-007
MBA and MBA (Banking & Finance)
MMPC-007: Business Communication
ASSIGNMENT
For
July 2021 and January 2022 Sessions
(Last date of submission for July 2021 Session is 30th November 2021 and for
January 2022 Session is 30th April 2022).
School of Management Studies

INDIRA GANDHI NATIONAL OPEN UNIVERSITY
MAIDAN GARHI, NEW DELHI – 110 068
ASSIGNMENT
Course Code : MMPC-007

Course Title : Business Communication
Assignement Code : MMPC-007/TMA/ 2021-22
Coverage : All Blocks
Note: Attempt all questions and submit this assignment to the coordinator of your study
centre. Last date of submission for July 2021 Session is 30th November 2021 and
for January 2022 Session is 30th April 2022.
1. Explain the process of communication. How does it influence the process of

sending a message and receiving the feedback?
2. Differentiate between Upward Communication and Downward communication.

Illustrate your answer with the help of examples.
3. What is the role of Interpersonal Communication in business organisations?

Explain giving examples.
4. Why is writing considered to be an important part of Business communication?

Explain.
5. Discuss the importance of technology in Business Communication. Illustrate with

the help of examples.
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MMPC-007:
Business Communication
ASSIGNMENT For July 2021 and January 2022 Sessions
Q1- Explain the process of communication. How does it influence the process of sending a
message and receiving the feedback?
Ans- Process of communication - communication is one of the most integral parts of any individual
or an organisation. There is a specific way to communicate effectively. Therefore, it is important for
us to understand the process of human communication so as to avoid the common errors which
take place in a communication. This unit discusses different models of communication to understand
the process. There can be a one way communication and a two way communication. We will discuss
different models to help us develop an understanding of how communication flows
LINEAR CONCEPT OF COMMUNICATION-
SHANNON -WEAVER MODEL OF COMMUNICATION
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Influence the process of sending a message and receiving the feedback
Feedback is the final link in the chain of the communication process. After receiving a message, the
receiver responds in some way and signals that response to the sender. The signal may take the
form of a spoken comment, a long sigh, a written message, a smile, or some other action. "Even a
lack of response, is in a sense, a form of response" (Bovee & Thill, 1992). Without feedback, the
sender cannot confirm that the receiver has interpreted the message correctly.
Feedback is a key component in the communication process because it allows the sender to evaluate
the effectiveness of the message. Feedback ultimately provides an opportunity for the sender to
take corrective action to clarify a misunderstood message. "Feedback plays an important role by
indicating significant communication barriers: differences in background, different interpretations of
words, and differing emotional reactions" (Bovee & Thill, 1992).
The communication process is the perfect guide toward achieving effective communication. When
followed properly, the process can usually assure that the sender's message will be understood by
the receiver. Although the communication process seems simple, it in essence is not. Certain barriers
present themselves throughout the process. Those barriers are factors that have a negative impact
on the communication process. Some common barriers include the use of an inappropriate medium
(channel), incorrect grammar, inflammatory words, words that conflict with body language, and
technical jargon. Noise is also another common barrier. Noise can occur during any stage of the
process. Noise essentially is anything that distorts a message by interfering with the communication
process. Noise can take many forms, including a radio playing in the background, another person
trying to enter your conversation, and any other distractions that prevent the receiver from paying
attention.
Successful and effective communication within an organization stems from the implementation of
the communication process. All members within an organization will improve their communication
skills if they follow the communication process, and stay away from the different barriers. It has
been proven that individuals that understand the communication process will blossom into more
effective communicators, and effective communicators have a greater opportunity for becoming a
success.
Q2- Differentiate between Upward Communication and Downward communication. Illustrate

your answer with the help of examples.
Ans- Upward Communication- Upward communication is defined as a communication process in

which the managers, supervisors, directors receive information and messages from the lower level
employees regarding works or other things. In this form of formal communication at the workplace,
the flow of information is from bottom to top. It follows a chain of hierarchy from subordinate levels
to superior levels. It normally consists of requests, work reports, complaints from base level
employees to managerial and/or above levels. This type of communication is essential to keep the
management informed about the viewpoints of employees, the state of morale at junior levels, to
receive the reactions of employees on various policies and procedures etc. This form of
communication takes place in group meetings, reporting to supervisors, filing complaint or
suggestion forms and dropping in the designated boxes or through email requesting to redress a
grievance, etc
Downward Communication
Downward communication is the procedure in which information or chain of command circulates

from an organization’s upper level of hierarchy to the lower level. It occurs when information and
messages flow down by using the formal chain of command or hierarchical structure of an
organization. This is the most common form of formal communication at a workplace. The
information flows from higher managerial levels to lower levels. It follows a chain of commands from
a superior level to a subordinate level. They are mostly job instructions, policy documents, official
announcements, production reports, procedure manuals or any other information essential for
functioning of the business processes conveyed to the employees through email, letters, brochures,
pamphlets, etc.
In level management of communication downward, messages and orders start from the top-level
management of the company and move down toward the lower-level employees. The superiors
responsible for upper management like managers, directors, or CEOs convey organizational goals,
procedures, policies, orders, decisions, instructions, etc., to their subordinates through downward
communication.
Q3 What is the role of Interpersonal Communication in business organisations? Explain giving

examples.
Ans- Interpersonal Communication
Interpersonal communication is all about the exchange of thoughts and ideas between individuals
using a variety of methods, including words, tonal variation, facial expressions, gestures, and body
language. Interpersonal communication and the skills to relate with others aren’t just important
for an individual, but they happen to be at the core of the success of an organization.
When interpersonal communication in the workplace is effective, it makes operations more
efficient and teamwork not only possible but also easier.
ROLE OF INTERPERSONAL COMMUNICATION
Human evolution relied heavily on interpersonal contact. According to previous studies, early
humans who lived in communities rather than alone were more likely to survive. The findings also
suggest that those who have strong interpersonal ties are more likely to transmit these traits down
to the next generation
Interpersonal abilities have a wide range of applications in the real world. They have a measurable
effect on mental and physical well-being. People with superior interpersonal communication abilities
are less anxious, have better stress management skills, and are happier in their personal and
professional connections. Contrary to this, prolonged isolation and lack of interpersonal skills result
in damages to the well-being of humans. Other than making relationships and health better,
interpersonal communication skills are highly sought after by potential employers. All these
examples show how interpersonal communication meets our basic needs as humans for security in
our social bonds, health, and careers
INTERPERSONAL COMMUNICATION MODELS
Q4 Why is writing considered to be an important part of Business communication? Explain.
Ans- Business communication - Communication is an essential element in the success of any

business. The process of transferring information from one person to another, within and outside
the business environment, is termed as ‘Business Communication.’ The term ‘Business
Communication’ is derived from general communication which is associated with business activities.
In other terms, communication between business parties or people for business-related tasks is
considered as ‘Business Communication.’ According to Ricks and Gow defined Business

Communication as a system that is responsible to affect change throughout the whole organization.
Effective business communication is the way employees and management communicate to achieve
organizational goals. The objective is to improve organizational efficiency by reducing mistakes.
Business Communication includes different aspects like marketing, public relations, customer
relations, corporate and interpersonal communication, etc.
Considered to be an important part of Business communication
As human beings, we observe and process a vast amount of information that we get from the
world around us. We react to what we see, and these reactions make us unique individuals. If
we document these reactions and observations regularly, we create records of our personal
history. Writing is thus an important tool for documentation. In recent times, however, writing
has expanded to become an important professional skill. Since we are connected by online
networks which demand constant communication, we are expected to write concise and clear
texts. All professional workplaces now demand strong writing skills from their employees and it
is an important ingredient for upward mobility.
FEATURES OF WRITTEN COMMUNICATION
Many people believe that people who are good at writing do not need to spend a lot of time learning
to write – they are born writers. Writing comes naturally to them. However, this is not true. Writing
research shows that all good writers also keep learning how to write and they constantly practice
their skills. So, learning to write is essential for developing writing skills. To be an effective
communicator one must adhere to the following characteristics of writing:
Well-written communication helps define goals, identify problems and arrive at solutions. This is
important in every aspect of business. Executives must clearly write memos so that staff
understands the directives without confusion.
Q5 Discuss the importance of technology in Business Communication. Illustrate with the help of
examples
Ans- Business communication - Technology is the mechanical application of the rules of science
in performing human activities. Technological development has changed the human lives
dramatically. It brings dynamism, happiness and prosperity in human lives and makes their lives easy
and simple.
Recent development in business is the gift of technological advancement. Information

technology has turned the whole world into a single family and has opened a new horizon in
business. The role of technology in business communication is discussed below:
Quick transmission of information: The greatest advantage of electronic communication is the quick
transmission of information. With the help of electronic media, one can send information to a
distant receiver just within a few seconds.
Transmitting large volume of information: People can send large volume of information with the
help of electronic devices. Through e-mail, one can attach writings of hundred pages easily.
Making instant business decision: With the help of electronic communication, managers can take
instant or quick decisions. With a click of computer, they can obtain information at anytime from
anywhere in the world. This helps in making quick decision and ensures better management of
business.
Lowering communication cost: Electronic communication not only saves time but also money.
Electronic communication such as e-mail requires less cost than the traditional means of posting a
letter.
Wide coverage: Through electronic communication, one can transmit information to many receivers
who are located in different places. With the help of electronic devices like satellite, people
conquered distance and the whole world has now turned into a global village.
Communication with distant people: Electronic communication provides the opportunity of

interactive communication with distant people. Video conferencing, for example, allows interactive
communication even though the participants are geographically dispersed. It saves travel cost, time,
and energy.
Easy preservation of information: Electronic devices can store huge volume of information that can
be used in time of need. As a result, the use of manual files is decreasing day by day.
Managing operations globally: In modern days, businesses are becoming global. More and more
businesses are dispersing their operations across the globe. Management of geographically
dispersed business operations is possible only through electronic communication.
Importance of technology in Business Communication-
The term "Information and Communication Technology" (ICT) refers to all of the technologies
and services involved in computing, data protocol management, telecommunications, and the
internet. ICT aims to provide newer and more innovative ways for people to interact, network,
gain access to information, excel, and learn all at the same time. Information and communication
technology (ICT) now has a significant economic impact. The technology sector holds a
significant portion of economic activity around the globe, as economies, employment, and
personnel have become more automated and the world has become a global village.

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MMPC-007

MBA and MBA (Banking & Finance)

MMPC-007: Business Communication

July 2021 and January 2022 Sessions

School of Management Studies

Course Code : MMPC-007

1. Explain the process of communication. How does it influence the process of

2. Differentiate between Upward Communication and Downward communication.

3. What is the role of Interpersonal Communication in business organisations?

4. Why is writing considered to be an important part of Business communication?

5. Discuss the importance of technology in Business Communication. Illustrate with

ASSIGNMENT For July 2021 and January 2022 Sessions

LINEAR CONCEPT OF COMMUNICATION-

SHANNON -WEAVER MODEL OF COMMUNICATION

Influence the process of sending a message and receiving the feedback

Q2- Differentiate between Upward Communication and Downward communication. Illustrate

Ans- Upward Communication- Upward communication is defined as a communication process in

Downward communication is the procedure in which information or chain of command circulates

Q3 What is the role of Interpersonal Communication in business organisations? Explain giving

Ans- Interpersonal Communication

ROLE OF INTERPERSONAL COMMUNICATION

INTERPERSONAL COMMUNICATION MODELS

Q4 Why is writing considered to be an important part of Business communication? Explain.

Ans- Business communication - Communication is an essential element in the success of any

considered as ‘Business Communication.’ According to Ricks and Gow defined Business

Considered to be an important part of Business communication

FEATURES OF WRITTEN COMMUNICATION

Recent development in business is the gift of technological advancement. Information

Communication with distant people: Electronic communication provides the opportunity of

Importance of technology in Business Communication-

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