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[0039 ] ASSIGENMENT

BUSNESS COMMUNICATION

NAME MEENA

Question 1 As a speaker you are addressing a group of people . explain the element s involvedin this communication .

ANSWER ..KEY ELEMENTS OF COMMUNICATON .. Irrespective of the setting in whichcommunication takes place or the number of people that are involved, all communication consists of

certain key elements. The communication model shown in figure 1.1 illustrates each of these elements.


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QUESTION 2 What is the importance of Kinesics and Proxemics incommunication ? explain with examples ?

ANSWER Kinesics Kinesics is the most often studied and important area of non-verbal communication and refers to body movements of any kind. Different bodymovements canexpress inner states of emotion. The different body movements are:


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Sometimes, use of space at the workplace can determine leadership positions. For example,seating at the head of the table conveys leadership or authority. A round table meeting,however, conveys the idea of equality, since no one can be seated at the head of the table. Allpoints of a circle are the same. That is why when heads of state meet (as in UN SecurityCouncil meetings), it is always a round table discussion, since all heads are equal.Space should therefore be used carefully in a work environment, .

Question3.. How does internal business communication affect the orgnisation ?Discuss the role of each stakeholder in this ?

ANSWER Important of internal business communication affect Shareholders areimportant internal stakeholders of an organisation and they are the owners of the company. Asthe capital required to run large organisations is huge, a group of proprietors and partnerscannot fund all the capital required. Therefore, capital to run an organisation is raised from thepublic or private organisations or both and they become the stakeholders or investors of theorganisation. As organisations grow, shareholding is widely scattered. Therefore, it is essentialto retain the shar eholders confidence in the companys management, through effectivecommunication with them on a regular basis.There are two situations where shareholder communication is extremely vital:

If the company is doing well and wants to expand its scope of operations or diversify intounrelated areas. In this case, good shareholder relations can help to raise the required capitaland minimise borrowing from banks and financial institutions.

communication withshareholders is needed. Take the example of Coke and Pepsi during the pesticide controversy.In such a situation, the company must be open with its shareholders and explain the problemclearly, including the steps being taken to overcome the crisis.Crisis communication is an important, but often overlooked area of shareholder communication.

Lack of communication during a crisis encourages the grapevine among shareholders and leadsto false rumours. For example, rumours may spread that the company is going to close down.On the other hand, if you tell the truth, chances are that your shareholders will stand by you.The appropriate media for communication with shareholders include both oral and writtenchannels. Periodic mailers must be sent to all shareholders, giving a fair and truthfulrepresentation of the companys results and progress on various fronts. In areas where there isan aggregation or concentration of shareholders, shareholder meetings and conferences mustbe held, making p resentations on the companys progress. When the company is going througha crisis, shareholders must be taken on project site and factory visits, to show them themeasures that are being taken to solve the problem.

The overall guiding factor in communicating with shareholders must be that they are the owners

of the company.


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FOR EX..

Question 4 .. imagine a new product from food industry ? write a persuasive letter tocustomers, persuading them them to buy your company s products ?

Answer

QUESTION 5..You are going to face a job interview for the post manager

operations. Which aspect you will keep in mind while facing the interview ?


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Answer .. aspects to be kept in mind during job interview Once youhave gone through the preparation stage, you are ready to face the actual interview. This is themost important stage of the job application process, during which attention should be paid to thefollowing aspects:

Opening form al i t ies

Since it is important to create a good first impression, the way yougreet and introduce yourself is important. Using the name of the interviewer correctly, giving afirm handshake, waiting till you are asked to be seated and sitting with an erect posture arecommon courtesies that should be observed to project a good image.

Non-verbal com mu nicat ion This was discussed in detail in Unit 2. It was emphasised thatin face-to-face communication, non-verbal cues can enhance communication and convey apositive message. Apart from a firm handshake and erect posture, your non-verbal behaviourshould indicate that you are confident and attentive to what the interviewer is saying. Direct eyecontact, facial gestures and nodding to show that you are listening are all important aspects ofnon-verbal communication that should be observed during the interview.

Group interviews A group interview is one where a panel of interviewers interview a single

applicant. The group may comprise people from different functional areas in the organisation,such as HR, Marketing and Finance. When asked a question by one of the group members, it iscommon courtesy to make eye contact with and address your responses to all the interviewers.

Two-way interview Although the appli cants task is primarily to listen and the

interviewers job is primarily to ask questions, it is in the hands of the applicant to make thecommunication a two-way process. Apart from answering questions, the interviewee shouldshow interest in the job and the company by asking relevant questions, wherever possible

Honesty and humil i ty It is important to be honest and to avoid giving vague answers orbeating around the bush, if you do not know the answer to a particular question. Employersappreciate honesty, rather than over-smart answers. Humility is equally important. For example,when asked about your weaknesses, do not state that you have no weaknesses. Another pointto remember is to avoid exaggeration. For example, if you are being interviewed by a topexecutive of the company, do not suggest that you can turn the company around.

Posi t ive answers Do not speak ill of your previous employers. If asked about your previousexperiences, you may give honest feedback, but you should do so tactfully. Your answersshould always end on a positive note.

Salary d iscuss ion Any discussion on salary should be initiated by the interviewerand not by the interviewee, especially during the initial interview. When asked aboutyour salary expectations, you should indicate a range, rather than a specific figure.Therefore, you should have found out the general salary range for candidates with your

qualifications and experience, before the interview. Only then can you give areasonable response to the question. You also need to assess your own experience,qualifications and whether you have other job offers, before responding to a question on salaryexpectations

Closing the interview How you close the interview is as important as how you open it.Normally, the interviewer gives a signal when the interview is over, either through body


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language, or by making a comment on the next step for action. At this point, you must thank theinterviewer, give another firm handshake and say that you look forward to hearing from thecompany soon. Sometimes, the interviewer may conclude by inviting you to ask questions.

QUESTION 6.. Write a short note s on

A] SQ3R Technique of reading

B] circulars

ANSWER . SQ3R Technique of reading .. SQ3R technique of reading wasdeveloped by Robinson in his book "Effective Study" (1970). SQ3R stands for the initial letters of the five

steps shown in the table 1.. Table 1: Steps of SQ3R

Let us briefly go through these steps in the given order mentioned in table 1.

1. Survey Survey refers to a quick glance through the title page, preface and chapter headings ofa text. By surveying, you will be able to gauge the main ideas of the text. Besides, the authorsname, date, place of publication and title page can give you an idea of the general subject area.The table of contents, preface or foreword in a book would give you an idea of the themes andhow they are organised.


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ROLE OF CIRCULAR S .. There fore to invite only a few people you will send them a CIRCULAR .

At this meeting if all of you agree on the rules of the competition , date , venue and so on , you ,maydecide to raise funds through donation etc. you will not be able to raise enough funds without the

support of all the club members .

A circular may also be sent when an immediate feedback is expected .

For ex. You want to donate money for flood affered areas .

What will you do ?

You may think of requesting your classmates to make a contribution .

Keeping in mind ,

The economics capacity of the student s , you may want to request only a voluntary contribution .

You may allow each student to contributed only what they can afford .

You may not suggest the sum . you may the send out a circular along with a good back sheet on whichstudents will have to write their names , the sum they wish to contribute and put their signature

This document will help you estimate the total collection and also help collect from those who have

signed up.

Indenting of paragraph may be allowed a circulars . FOR EX


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