SHILPI KAUNTIAID NO- PGDIBF/906/13ASSIGNMENTS FOR MODULE VIPART
ISECTION ONEQuestions 10 X Marks 3 = 30 MarksANSWER IN FOUR OR FIVE
LINES ONLYQ1. Define in your own words what is correspondence and
its basic objective? Exchange of ideas, opinions, views and
sentiments between one and another individual, organization in
specified context is known as correspondence. The objective of
correspondence is to communicate in writing any matter related to a
business enquiry, placing an order, inviting business, informing
clients about new financial products introduced by the bank, letter
informing inability to sanction a facility requested by the client,
replying to complaints received regarding ATM Card lost, ATM
Machines not functioning or misuse of ATM Cards etc. As an
executive of a financial organisation (Bank) one has to be very
careful in choosing the language, words and tone of the
correspondence as the issues are usually sensitive in nature and
have to be handled with care and responsibility.Q2. As an officer
of a bank address a letter to your zonal head requesting leave for
5 days. (For any reason) Date: 15/12/2013Zonal Head ABC
BankSir,Sub: Sick Leave for 5 days.I am suffering from high fever
since last two days and advised rest by the family doctor for
atleast 5 days. I therefore request you to kindly grant me casual
leave for 5 days and oblige.Thanking youYours faithfully,Shilpi
KauntiaQ3. What are the main punctuations and how are they used? We
use punctuation to indicate pauses. No one can speak breathlessly,
without pausing. When we speak, we pause just for a moment, and we
use tone of voice and stress to indicate the exact meaning of our
words. In writing, we use punctuation marks to give more meaning to
our words. The full stops, comma, colon, semicolon, question mark
and apostrophe are the most commonly used punctuations. Inverted
commas are rarely used in business letters. The exclamation mark is
not used in business letters, and is not discussed here. The
correct use of capital letters is very important. Q4. Mention at
least five Dos and Donts while appearing for an interview. Dos and
Donts while appearing for an interview is: Dos1) The candidate from
his side is eager to find out his remuneration packages, the
position he will be offered, the place of his posting and chances
of career building and future prospects.2) One has to dress in the
conventional style3) Know the location and exact time of the
interview.4) Arrive 10-15 mins early before the schedule time.5)
Ask permission to enter interview room and greet him with a
smile.6) Wear a decent formal pant and a light color shirt.Donts1)
The candidate should not be too eager to extract the information he
wants particularly about his salary and other details.2) One should
not be overdressed.3) Never wear Jeans, T-shirts, sports shoes or
sandals to the interview. 4) One should avoid wearing dark black or
other dark coloured trousers.5) Do not chew the gum during the
interview. Q5. Describe the proforma of Annual General Meeting
notice issued by a company. ANNUAL GENERAL MEETINGXYZ ISLAMIC BANK
LTD.NOTICENotice is hereby given that the Tenth Annual General
Meeting of the Bank will be held at Firdaus Hall, Welltodo Road,
Heman City..... on Monday the 29th December, 2005 at 10.00 a.m. to
transact the following business.1. To receive, consider and adopt
the audited profit and loss account for year ended 31st March, 2005
and the Balance Sheet on that date with the Directors Report and
the Auditors Report thereon.2. To appoint a Director in place of
Mr. A who retires by rotation and being eligible offers himself for
re election3. To declare a dividend for the financial year ended
31st March, 20054. To appoint Auditors and fix their
remuneration.Notes (Forming part of the Notices)i. A member
entitled to attend and vote at the above meeting is entitled to
appoint a proxy to attend vote on his / her behalf, a proxy need
not be a member of the company. Proxy forms in order to be
effective must be received at the Registered Office of the company
not later than 48 hours before commencement of the meeting.ii.
Register of Members and transfer books....iii. Copies of Annual
Reportiv. Notify change of addressv. Dividend Paymentvi. Tax
exceptionBY ORDER OF THE BOARDAnnexure -1 Directors ReportAnnexure
- II Auditors ReportAnnexure - III Balance Sheet Q6. Mention at
least ten words of the below category - antonyms (opposites) e.g.
Rear Front. 1. Abolish - establish* 2. big-little* 3.
cheap-expensive* 4 clean-dirty* 5. deep-shallow* 6. easy-difficult*
7. far-near* 8. fast-slow* 9. fat-thin* 10. full-emptyQ7. Draft
your Curriculum Vitae for the post of an Officer in universal
Islamic Bank. RESUMEName:MOHSIN IBRAHIMEmail:
[email protected]:www.ibrahimm.comOBJECTIVETo achieve a
dynamic position in an Islamic Bank that offers me to learn and
reap higher reward of success and can utilize my
analytical/tactical skill?s to enhance competence of an
organization and my self.RELEVANT SKILLS?Diploma in Islamic Banking
and Insurance from London Institute of Islamic Banking and
Insurance?Business professional with over 9 years? experience in
the banking/financial industry?Excellent analytical, leadership,
communication, conflict resolution and group dynamics skills?Skills
/ Knowledge in the Business and Banking industry?Advanced knowledge
of Microsoft Office and other computer applications?Exceptional
problem-solver and decision maker with diverse experienceof various
multiational marketsPROFESSIONAL EDUCATION* Diploma in Islamic
Banking and Insurance,2 The Institute of Islamic Banking and
Insurance, London, United Kingdom. * Master of Science in
Management Information Systems,2002University Of Houston ? Clear
Lake (UHCL), Texas, USA* Bachelor of Science in Business
Administration, 1996Eastern Connecticut State University,
Connecticut, USAPROFESSIONAL COURSES* Leadership & Team
Building2009* Credit Appraisal Techniques 2009* Risk Management and
Basel II2008* Sarbanes Oxley Workshop (SOX)2006PROFESSIONAL
EXPERIENCECredit Assurance ManagerSharjah Islamic Bank, Sharjah,
UAE* Mitigation and Quality Assurance of all Credit Risk functions
within the Retail Division.* Review and conduct periodic assurance
tests of branches and RCD to ensure that all credit Risk Functions
are at adequate risk levels and meet the Credit Parameters ensuing
Sharia Compliance.?Responsible for generation of all business,
credit and collection MIS to ensure conton delinquency and credit
losses. Design MIS reports for higher management demonstrating the
portfolio behaviour.?Responsible for the set up of Credit
Monitoring Policies and procedures.* Ensuring compliance with the
statutory requirements laid down under different acts governing
banking regulations including Basel II, etc.* Actively
participating in assessing the non performing assets for the
product based on monthly reporting.* Monitoring Overall Business
Risko New Market and Product Launches : Review and sign off on
product launches to ensure regulatory and procedural compliance.o
Perform risk analysis of new initiatives and confirm adherence to
regulations.o Ensure proper procedures and automation are in place
and all known risk issues have been mitigated.o Coordinate with
relevant risk and business committees prior to launch.o Conduct
process overview of country business and identify areas that need
strengthening and greater control.?To constantly review and update
the Retail Credit ? Islamic Financing Policy manual oordination
with direct report to remain abreast with dynamic market
conditions.* Handle and assist the Direct Report in other assigned
functions from time to timeFinancial / Business Analyst -
Technology and Operation Finance Division Bank of Montreal, Canada
* Responsible for Business/Financial Analysis of projects (RFI,
RFQ, and RFP) for the enterprise infrastructure networking
division.* Work on business/feasibility analysis for projects
ranging from CAD $100K ? CAD$100 Million* Compile and negotiate
financial/billing contracts and verify for compliance, governance,
and risks within the framework of bank policies.* Evaluate
vendors/bidders for best possible business / financial solution.*
Attend project meetings representing finance department.* Help
collect budget requirements from managers and forecast/track yearly
budgets and expenditure for our department (Yearly expenditure of
CAD$ 80 Million)* Responsible for Capital budget expenditure and
NIX related to them (Yearly Capital of CAD$ 8-12 Million).* Play an
active role in the annual budget process* Prepare financial reports
for cost centre managers and management teams within designated
departments (e.g., monthly and quarterly reports as well as reports
required during the budget process)* help perform ad hoc financial
analysis* Responsible for maintaining and updating Business
Contingency Plan on a quarterly and yearly basis.* Participate in
the continuous improvement of financial & operational processes
within the divisionAnalyst Special Projects (Mutual Funds) Unisen,
Canada * Examine daily Money Market reports for Mutual Fund
clients.* Analyze & research daily reports for pending trades,
errors and wrongly posted transactions* Create monthly &
semi-annually Management Fee Rebate report for different clients*
Research special projects* Provide support to general processors
for processing & quality control during RRSP seasonManagerCidra
Financial, Inc. DBA AIM Insurance of Texas (Houston, USA)?Handled
daily operations?Made quotes, issued and bond auto, home and
commercial policies through different unriters?Followed up on
renewals and processed claims?Worked within the management
reporting group and liaised with Finance, IT, Marketing Business
Management Units to complete projects, gathered information, and
resolved issues?Developed and implemented information based
strategies to support Marketing and Anal programs?Developed project
proposals and plans to determine timing, funding limitations,
proces for completing projestct, affing requirements, and
allocation of resources to various phases of the
projectSupervisorUnion National Bank (Dubai, United Arab Emirates)*
Assisted in performing analysis of financial statements of
corporate clients in the Textile, Manufacturing, Computers,
Electronics and Service industries with a view to minimize risk of
exposure* Analyzed, proposed & processed credit facilities for
commercial clients for revolving credit, Letter of Credit, Bills
Discounting & Bank Guarantees* Analyzed, proposed and processed
applications for loans and other credit facilities for high-net
worth individuals* Independently managed branch operations of 7-10
employees* Opened personal, company & term deposit accounts and
placed foreign currency with treasury division* Proposed and
processed Salary loans & Small Business loans.* Worked with the
lawyers and delinquent customers for the recovery of overdue
individual and corporate accounts.ManagerTuesday Morning Inc.
(Connecticut, USA)* Responsible for daily store operations*
Responsible for inventory control, customer service &
merchandise display.* Advertising Proofing Manager for the state of
Connecticut.Peer ConsultantEastern Connecticut State University
(ECSU) Business Dept. (Connecticut, USA)* Consulted Business Majors
(seniors) for Business Plans, requiring knowledge of accounting,
finance, marketing, management, operations management, and human
resource management.* Analyzed business plans and made
recommendations for improvement* Recommended sources of research
for competitive industry analysis* Attended presentations and
interviewed students based on real life basis scenariosCOMPUTER
LITERACY?Advanced knowledge of Microsoft Excel (Pivot tables,
Macros, etc.) and Word.?Applications:MS Windows 98, 2000, XP, MS
Publisher, Visible Analyst, Adobe PhotoShoess, Power Point,
Outlook, MS Project and Front Page 2000, etc.?Skills:Small Business
Network Setup, PC Diagnosis & Troubleshooting,INTERESTS*
Analyze small/medium size businesses and recommend
improvement/development strategies for different aspects of the
business, especially management, marketing, and operational
efficiencies.* Research in Islamic Banking and Finance* Reading
business and marketing articles in regard to global industry.Q8.
What is media? Name a few important media of communication. A
medium (plural: media or mediums) is a device or instrument by
which a message, oral or written, can be transmitted from the
sender to the receiver. Some media carry written and/or pictures/
graphics (like the mail) and other media carry the voice and sounds
(like the telephone). There are many media to choose from. Each
medium has its own characteristics that are advantageous in one
situation but disadvantageous in another situation. Each medium
makes a different kind of impression and impact on the receiver.
Types of media are as under:1. Conventional Media - Mail, Courier,
Hand Delivery, 2. Electronic Media Telephone, Cellular Phone, Voice
Mail, Fax, E-mail, Internet 3. Mass Communication - Notice Boards,
Posters, Hoardings and Bill boards, Newspapers and Magazines,
Radio4. Television Q9. Sitting before the Interview Board one has
to be very careful about a few characteristics. What are they?
convey sincerity and conviction be confident, relaxed and energetic
talk in a friendly way have proper eye-contract Use gestures to
emphasise, and clarify. The gestures should be spontaneous and be
seen. have a conversational tone. This creates a sense of
communication Modulate the voice; use emphasis and variation in
tone. Stretch and stress important words Have a voice that is
energetic; you should articulate distinctly, with good
pronunciation. Speak at moderate speed; you should not utter too
many words in one breath, without a pause Pause before and after
important ideas Change facial expressions Avoid mannerisms -
visible mannerism and/or audible mannerisms. Q10. What should a
good business letter communicate? A business letter should have the
following ingredients to make it effective and appreciable.Language
of Business Writing: The language of a letter must be simple and
easy to read and understand. In today's fast moving world we cannot
afford to waste either our own time, or that of the reader. Our
letters must begin with the purpose of the letter. The language
acceptable today, is simple, everyday English.Some routine phrases
like 'You are advised as hereunder', 'We are in receipt of your
cheque', 'We wish to inform you that', 'I thank you for the same',
'Please get in touch with us' are now out dated. It is always more
friendly to use the active voice, rather than the passive voice.
Punctuation - We use punctuation to indicate pauses. No one can
speak breathlessly, without pausing. When we speak, we pause just
for a moment, and we use tone of voice and stress to indicate the
exact meaning of our words. In writing, we use punctuation marks to
give more meaning to our words. The full stops, comma, colon,
semicolon, question mark and apostrophe are the most commonly used
punctuations. Inverted commas are rarely used in business letters
the exclamation mark is not used in business letters, and is not
discussed here. The correct use of capital letters is very
important.Full Stop (.) - It is used to end a sentence, or after a
short form of words like Co. or Ltd. The full stop after short
forms is omitted in modern writing. The full stop is not used after
each letter when words are made by using the first letter of each
word, for example: UNO or GATT.Comma (,) - There are many uses of
the comma:1. It separates words written in a series, like 'We
require tables, chairs, fans, lights and cupboards for the room.2.
In a letter, it is written after the salutation (Sir,) and the
complimentary close (Yours faithfully,), except in the full block
form of layout.3. When writing a date in a sentence, the comma is
written before and after the year, as: 'On 19 September, 1988, the
bank completes 100 years of service to the public'.4. Phrases,
clauses or words that tell you more about a verb or a noun may take
a comma. For example:i. He worked with all sincerity, to achieve
his aim.ii. The house with the red roof stood on the hill.iii. I
warned him not to leave. However, he did not listen to me. In
modern writing, commas are rarely used. They are used, today, only
when the sentence would not convey the exact meaning without
them.Semicolon (;) - A semicolon indicates a pause which is longer
than a comma, but shorter than a full stop. A sentence may be
complete, and could stand by itself; but you may wish to continue
it. In this case, the continuing part generally begins with a
conjunction like but, however, because. For example, your letters
must be concise; however, it should be easily understood.Apostrophe
( ) - It is used only in two cases; when indicating possession and
in contraction of words. When writing business letters, we do not
use such contractions. They are informal, and are, therefore, not
suitable for the tone of dignity and formality. Possessives are
generally used only for living beings. We can say a main's leg, but
we do not say 'a table's leg', or 'a book's page'. When the noun is
already in the plural, by adding an s, the apostrophe is written
after the s, as managers'.The possessive of nouns which do not have
s is written as women's. The only exception to the rule of
possessives with s is 'its'. In this case, the word its with the
apostrophe denotes 'it is1, and is not a possessive. Possessive
pronouns never take an apostrophe. The words are mine, yours, his,
hers, ours and theirs. The only exception to this rule is one's
which does take an apostrophe. The need for apostrophe is also used
as: two months' vacation, or 10 days' leave or three months'
notice. The plural of numbers written in figures needs an
apostrophe as in: 'Please give me a bundle of of 10s'.Common
Mistake: Most persons add an apostrophe after everys like
(girls-plural) (boys-plural) etc.Question mark (?) - The question
mark is used after a question. It is rarely needed in a business
letter. The only questions used in a business letter are those
which seek information, and those which are actually requests, like
'could you send us the documents within this week?' or 'would you
please collect your passbook tomorrow?'Capitals - Capital letters
are also called 'Upper Cases' letters. They are used:1. At the
beginning of a sentence, after a full stopSTRUCTURE: The structure
of a letter is actually its body form. Just like the body has its
parts a letter has its structure well made out from top to bottom
and from left to right. Obviously, all business letters are written
on the company letter head which has a permanent logo known as the
corporate logo. In case there is no letter head then there should
be a heading at the top, followed by date entered at the right or
left side, inside address, salutation, body of the text,
complements to close and typed signature (name, designation) in
brackets. Earlier letter in reference, specific attention of
subject or regarding, list of enclosures etc. all form part of the
letterSECTION TWOQuestions 10 X Marks 3 = 30 MarksANSWER IN FOUR OR
FIVE LINES ONLYQ1. Mention the basic characteristics of a good
business letter. To be effective and appreciable a letter should
have a few well defined characteristics.(a) Communicative, cordial
/ courteous and warm.(b) Precise, specific and positive(c) Direct
avoiding round about mentions. Elaboration:Any business letter
written should imagine the response of the person who will receive
the letter and anticipate the probable response. Keeping this in
mind the letter should communicate the message in an effective
manner. It should be cordial in the sense it should not be
provocative even under demanding circumstances. Restraint is the
watch word while replying to provocative letters in the overall
interest of the organisation. Courtesy and warmth can be felt in a
good communication and this goes a long way in building excellent
business relations. The letter should be precise and specific
unlike a personal letter which usually starts with "I am fine and
hope the same from you", A business letter should be specific
precise and positive. The contents should be direct and avoid
making round about mentions forcing the reader to think of
alternative meanings and contents.Q 2. As the Manager of a leading
Islamic Bank write separately following letters; a. Letter to your
Chairman and Managing Director inviting him to the Inauguration of
your new branch in city. To,The Chairman Universal BankNew
DelhiIndia29/12/2013Sub: Invitation for the opening of new branch
in the cityDear Sir,We are pleased to announce the opening of our
new branch at ____________ (Place Name) in view of the increasing
demand of our customers and to deliver prompt and speedy service to
all our patrons. We thank you for your continued support and
business and look forward to your patronage in the future also. You
are cordially invited to the inaugural ceremony on ____________
(Date) at (Time) with family and friends. The staff and management
of Diamond Books forever endeavor to serve you better.With Best
Compliments,Yours faithfully,(Your Name) b. Write to your valued
customer inviting her to the launch of banks new Car Finance scheme
under Morabaha giving brief details of the scheme.Sub: Invitation
for the launch of new car finance scheme under Murabaha. Universal
BankNew DelhiIndiaRef No: unb/67/89 29/12/2013Dear Sir,We are
immensely pleased to introduce our new car Finance scheme -
"Rahath". This term investment is fully Shariah compliant under
Morabaha. The Murabaha program is an Islamic car finance program
which was developed under the supervision of the Sharia Authority,
an authority comprised of highly competent scholars from Al Azhar.
The Murabaha has numerous sub-programs, which meet the needs of all
categories, with competitive investment rates and the highest
finance rate of the Murabaha contract being up to 100% of the cars
value. Additionally, the bank offers an excellent package of
payment schemes with the longest payment period being up to 7
years.The bank has 33 Islamic branches which have been in operation
since 1980 and are located in various areas across India. All are
connected through a unified IT network. The transactions and
operations are supervised by the Sharia Authority. XYZ Bank is
always keen to meet the needs of its customers by offering a
comprehensive package of products and value added servicesWith Best
Compliments,Yours faithfully,Sd/-XYM Manager - Public RelationsQ3.
What is a body corporate? Describe the main items of the agenda of
Annual General Meeting of a company. A public or private limited
company is known as a body corporate because it is incorporated
under the Indian Companies Act. Around the world companies have a
district legal identity of structure which is known as corporate,
MNC or Multinational Companies, now under globalisation have
started setting up their branches franchises all around the world
thus an executive in any sector must have the basic idea of
corporate correspondence.The main items of corporate correspondence
are issuance of notices for the Annual General Body Meeting or
Extra-ordinary General Body Meeting. The notice must contain the
agenda which is the official test of items of business to be
transacted at the meeting.Every agenda has confirmation of the
minutes of the previous meeting as the first item and any other
matter with the permission of the Chairman as the last item. If
there is any matter left over from the preceding meeting for
enquiry and report it usually appears as the second item of the
agenda.Q4. How does the language of a business letter differ from a
personal letter? Business letter language should be easy and
simple. Personal letter language may easy, poetic, emotional etc. A
business letter should be specific precise and positive. The
contents should be direct and avoid making round about mentions
forcing the reader to think of alternative meanings and contents
unlike a personal letter which usually starts with "I am fine and
hope the same from you".Q5. What are minutes? Name a few important
details to be mentioned in minutes. Draft the minutes of last Board
Meeting. Minutes are the official record of the business transacted
at a meeting. Keeping minutes of the meetings of certain organs of
public limited companies is a legal requirement but even voluntary
organisations find it helpful to record minutes of every meeting.
Minutes act as an aid to memory and provide a basis for decision
and action. In fact a run-through of the minutes of a unit or
organisation can give a fairly good idea to the reader of how it
has been conducting itself. The minutes of every meeting are
approved by the members at the next meeting and signed by both the
secretary and the chairman, they are considered very important
records and preserved carefully. It is customary to give the
following details in the minutes:Name of the organisation/unitDay,
date time and venue of the meetingNames of the chairman and the
secretaryNames of members presentNames of members absentNames of
persons who attended the meeting by special invitation, if
anyRecord of transactions, item-wiseSignature of the secretary and
the chairmanMINUTES FROM ANNUAL GENERAL MEETINGPETROLEUM
GEO-SERVICES ASA On Wednesday June 8, 2005 the Annual General
Meeting was held at the Companys offices at Lysaker. From the
Board, the following directors were present: Chairman of the Board
Jens Ulltveit-Moe, Keith Nicholas Henry, Francis Robert Gugen (also
Chairperson of the Audit Committee), Rolf Erik Rolfsen, Clare Mary
Joan Spottiswoode, Harald Norvik and Anthony Tripodo. From the
Administration, the following persons were present: President and
CEO Svein Rennemo, Senior Vice President and CFO Gottfred Langseth
and General Counsel Erlend Bakken. The General Meeting was chaired
by the Chairman of the Board Jens Ulltveit-Moe, who prepared a list
of attending shareholders. 4,765,394 shares of the 20,000,000
shares of the Company were represented, equivalent to approximately
23.8% of the share capital and the votes. The list is attached to
these minutes. There were no objections to the notice or the agenda
and the meeting was declared as lawfully opened.ITEM 1 ELECTION OF
ONE PERSON TO COUNTERSIGN THE MINUTES The following was resolved by
4,760,864 votes in favour and 2,635 against, equivalent to
approximately 99.9% majority: Albert Alexandersen was appointed to
countersign the Minutes. ITEM 2 INFORMATION ON GUIDELINES FOR
REMUNERATION TO EXECUTIVE MANAGEMENT Information on guidelines for
remuneration to executive management of Petroleum Geo-Services ASA
was given by the Chairperson. The General Meeting took the
presentation under consideration. ITEM 3 INDEMNIFICATION OF BOARD
MEMBERS The Chairperson informed of the proposal to indemnify the
members of the Board of Directors. The following was resolved by
4,749,705 votes in favour and 11,992 against, equivalent to
approximately 99.7% majority: The General Meeting accepts
indemnification for the Board members for the period of 30 June
2004 to 8 June 2005. * * * * * The General Meeting was adjourned.
_____________ ___________Jens Ulltveit-Moe Albert Alexandersen
Chairperson Q6. What is vocabulary and what is its importance in
business correspondence? Vocabulary is the knowledge of words known
by their phonetic and meaning context.A person's richness of his
language is estimated by his vocabulary. Also Known as verbal
ability in most English language testing system like TOEFL and
IELTS the candidates vocabularies are put to strict test; The
subject is very vast and the student should know the basics of
vocabulary particularly the context of words commonly misspelt,
misheard, mispronounced. One of the effective means of improving
vocabulary is to read a Standard English newspaper every day,
identify the words not understood, refer a good dictionary and
learn atleast 2-3 new words a day. Q7. Define Communication? What
are its objectives? Our ideas views, feelings, assessments
represent our own way of looking at a situation or a person or a
thing. It is the way we interpret the reality. When we express our
interpretation or understanding of reality, the other person comes
to know about it or appreciates our point of view better. The word
Communication refers to a process by which something is made common
or shared. When we communicate we share our point of view, the
meaning we have assigned to a situation with another person. We
want that person to understand in the same way as we have
understood it. Objectives of CommunicationThere are many objectives
of communication depending on the nature of communication, the
communication, context and recipient of communication. In brief a
few major objectives are:(i) Information: In today's information
technology age access to information is the key to success in all
walks of life. To acquire, share and spread information
communication is a major tool. Communication is the only medium
through which information can be exchanged for mutual benefit.(n)
Persuasion: One of the basic motives of communication is self
expression. It is an effort of one person to influence the other
person enabling him to appreciate our point of view. In the process
of persuasion the communicator is able to convey his message to the
other person more forcefully. Communication is of two types. 1.
Upward Communication 2. Downward Communication. In upward
communication a person lower in rank officially communicates with
his superior's and the language should be with form of request
appeal and representation. In downward communication a higher
official communicates with his subordinate where the language is of
introduction, order in the manner of advice and counseling. Q8.
What is non-verbal communication? Give few examples? Communication
need not be verbal all the time in order to convey a message.
Communication can also be NON-VERBAL without words. For example,
through a smile, a frown, we can communicate and convey
meaning.Non-verbal communication, in its broadest sense, means all
transmission of meaning except that which is expressed in oral or
written words. It is communication through facial expressions, body
position, eye contact, other physical gestures, posture, clothing,
tone and volume of voice, speed of speaking, etc.Sometimes called
the 'silent language', non-verbal communication can be defined as
"all behaviour expressed consciously or unconsciously, performed in
the presence of another or others and perceived either consciously
or unconsciously."Non-verbal communication is often used to
supplement verbal communication by highlighting or reinforcing
parts of a verbal message. Non-verbal communication is generally
uncertain, both in meaning and in likelihood of receipt. The
meaning of non-verbal communication is particularly ambiguous when
it is inconsistent with a simultaneously transmitted verbal
message.Examples are if you roll your eyes, clap your hands, smile,
pat someone on the back, or gesture with your hands in an
aggressive fashion, you are communicating with someone else. Your
distance from another person, the way you position your body and
even eye contact play a role in your communication with others.Q9.
Answer your valued customers query as to how you would justify
Morabaha mode of finance as Shariah compliant. Mrs. Mariam has
asked you to clarify her doubt. Morabaha is a particular kind of
sale where Seller expressly mentions the cost it has incurred on
purchase of the Asset(s) to be sold and sells it to another person
by adding some profit, which is known to Buyer. Morabaha finance is
not a loan given on interest, it is a sale of Asset(s) for
cash/deferred price. It is the obligation of the Seller to disclose
the Cost and Profit to the Buyer.Morabaha is a sharia compliant
finance method, with which you can buy a local commodity, owned by
the Bank. Under the Morabaha Loan Finance technique, the Bank buys
and owns the commodities requested by the customer, and then sells
to the customer by installment at a prefixed profit margin. Q10.
How does empathy differ from sympathy? Give examples.
Bothempathyandsympathyare feelings concerning other
people.Sympathyis literally 'feeling with' - compassion for or
commiseration with another person. Empathy, by contrast, is
literally 'feeling into' - the ability to project one's personality
into another person and more fully understand that person.Sympathy
derives from Latin and Greek words meaning 'having a fellow
feeling'. The term empathyoriginated in psychology (translation of
a German term, c. 1903) and has now come to mean the ability to
imagine or project oneself into another person's position and
experience all the sensations involved in that position. You feel
empathywhen you've "been there", andsympathywhen you haven't.
Examples: We feltsympathyfor the team members who tried hard but
were not appreciated. / We feltempathyfor children with asthma
because their parents won't remove pets from the household.SECTION
THREEQuestions 10 X Marks 2 = 25 MarksANSWER IN FOUR OR FIVE LINES
ONLYQ1. What is user name and password in internet communication?
Draft an e-mail Message to your customer who forgot his passport
pouch on your table and you got his e-mail ID from the visiting
card. In order to send an e-mail/internet communication, you must
know the recipient's "name", that is, computer I.D. and address.
This has the form: someone@someplace, "someone" could be the
person's real name like geeta or any word/letters chosen by the
person; "someplace" is the address of the computer and network on
which the person has an account, like hotmail.com. yahoo.com,
vsn.com or giaspnol.vsnl.net.in. An error in a single letter or
number or punctuation or space will prevent the message from being
sent; the failure will be flashed on the screen.Draft of an email
is as under:To:[email protected] Paul,Please accept
my deepest apologies for the misplacement of your Chemistry
practical notebook. I remember that it was 13thMarch when you
handed over me your file. I wanted to complete my pending
assignments till 17thMarch as it was to be submitted for
evaluations.I am really sorry for creating this troublesome
situation for you. I know that I should have handled it very
carefully. I heartily admit my mistake and can only say to you that
I am really sorry. I understand how difficult it would be for you
to accept my apology when the evaluations are going on, but hope
that this letter would help in some way.I will talk to the
Chemistry professors to extend the submission date for you till
20thMarch so that your grades do not get hampered.If I could help
you in any kind of completions, contact me any time.Kind
regards,Jonathon DavidMessage to the customer is as under: To
[email protected] customerThis is to inform you that you
forgot your passport pouch on my table today morning when you came
to visit. Luckily I found your visiting card in the pouch which had
your email id. You can collect your pouch from our office. It will
be kept safely.RegardsXYZ919935166352 Q2. How does intrapersonal
communication differ from interpersonal communication?
Intrapersonal communication in what goes on within the mind. It may
be confused and vague, or it may be clear and logical. Active,
careful thinking is good preparation for communication. The
intrapersonal factors of both the sender and the receiver play an
important part in intra-personal communication. They need to be
aware of, listen to and sort out the noises within themselves that
interfere in the process of communication. Awareness about one's
own mental and psychological processes is essential for this. The
person with self-awareness becomes a better adjusted person, and
communicates better with others.Interpersonal communication is
between two or more persons. All forms of communication are
essentially interpersonal. It is the most important instrument of
creating and sustaining a person's relations with others.Q3. What
are the factors that hinder effective communication? Hindrances to
effective communication are as underi. Vocabulary: Vocabulary is
the store of words one has in his memory and uses the right word at
the right time conveying exactly what he wants to convey. A person
has to understand the type, nature and level of audience before he
chooses his vocabulary. High sounding fancy words, words conveying
double meaning should be avoided.ii. Context and Meaning: Meaning
of exact words may vary sometimes hence the word conveying the
exact meaning should be used.iii. Speech Clarity: When a politician
addresses a public meeting he communicates with a heterogenous
audience speaking in such a situation depends on how clear the
speech is without mumbling words.SOME OTHER PROBLEMS: Past
experience with a person will adversely affect one's communication.
If the person who is addressed has a bad image in the communicators
mind then a predetermined view is taken and communication is
affected. Situation creates an impact on the communicator. If the
receiver or audiences give a semblance of positive response the
communicator is satisfied.A good communication depends on a perfect
medium. If the acoustics or sound system is defective,
communication is affected.Q4. Name a few important aspects of
efficient communication. Important Aspects of effective
communication are: 1. SELF-AWARENESS: Self-awareness is person's
understanding of his own personal psychological processes.
Understanding of one's own weaknesses and strengths, likes and
dislikes, biases and preferences, etc., help one to keep one's
thinking clear, sharp, and free of distractions. The communication
process begins in the mind of the person concerned. An aware person
is, therefore, in a better position to communicate effectively with
his clear understanding of his own thoughts and feelings.2.
SPEAKING AND WRITING EFFECTIVELY: The need for speaking and writing
effectively hardly needs to be explained. The initiator of the
message is expected to do all he can to keep interaction clear and
precise. Effective speakers and writers are able to take care of
the following aspects in communication:a. Credibility: The
speaker's words must carry sincerity and weight. The other person
is theninclined to believe in him. The speaker has to be extremely
careful about what he says because he has usually no opportunity to
revise his statements. The writer on the other hand can revise and
improve his writings before finalising it. The writer needs to be
very particular about what he is writing and how he is expressing
himself because written words are accepted as true and authentic.b.
Capability: The speaker/writer must know his subject well and his
views must be backed by experience and expertise. The initiator of
the communication should keep his interaction focused, must not
lose control and must move smoothly from point to point, making use
of past experiences and offering solutions whenever feasible. c.
Content: The initiator of the communication must be clear about
what he intends to convey and say it directly, unambiguously, with
content and style matching each other well. d. Context: Words and
sentences do not appear as isolated units of expression. The words
and sentences must be properly inter-related and the background of
the ideas must also be made clear. Context also includes the
understanding of the initiator about how the receiver is likely to
respond to the message. e. Channel: In organisations, a member of a
work group carries on communication, formally and informally, with
other members of his group as well as with other work groups. This
communication flow often cuts across hierarchical positions, i.e.
interactions are not restricted to immediate junior or senior
colleagues. f. Consistency: Meanings of the words must be explained
and these should not be changed mid-course. Repetition of the
meanings/words can be used to advantage. It is said that a good
speaker, depending upon the needs of the audience, first indicates
what he is going to tell, then he tells them what he had said he
would tell, and then he tells them what he has just told them. This
underscores the importance of repetition of the same message until
it is properly received and understood.g. Clarity: The message must
be kept as precise and unambiguous as possible. This helps the
transmission of the message with minimum of distortion. The
receiver will find it easy to grasp the meaning of the message sent
and will be able to receive it as intended by the sender of the
message. The transference of the intended message will be smooth,
leading to greater understanding between the sender and the
receiver. 3. PARTICIPATIVE READING:Generally, the reader of written
material is a beneficiary of the writer's experience, expertise and
wisdom. In this sense the reader is performing a passive role. But
reading can be, and should be, an active, participative activity.
Although the writer is not there for interaction physically, the
reader goes on relating to the writer mentally. 4.
RECEIVER-ORIENTATION:Communication, which does not have the
receiver as its central focus, is unlikely to be effective. The
sender initiates the interaction to seek contact with the other
person, to establish relationship and to transmit the intended
meaning. Thus, orientation of the two persons to each other is
essential. Generally speaking, the sender of the message has a
greater responsibility for ensuring such orientation. In
organisations, however, the sender may be at a junior level and is
required to interact with his senior colleague. This situation
would create difficulties in communication, as the junior colleague
might feel shy and different. 5. EFFECTIVE LISTENING: Good
listening skills, like good conversational skills, are essential
for smooth communication. The two people who interact with each
other listen effectively only when they are fully present,
attentive and responsive, with their reoccupation/distractions
completely sorted out. Listening is, of course, not a matter of
skills alone; it has a lot to do with the attitudes of the persons
concerned. The following guidelines/suggestions have been found to
be useful in improving the listening skills: Stop talking: You
cannot listen if you are talking Put the other person at ease: Help
a person feel free to talk, by creating a promotional climate. Show
that you are interested, be patient and remove any distractions.
Empathise with the speaker: Try to appreciate and understand the
other person's point of view. Go easy on arguments and criticism.6.
EMPATHY:Empathy is the ability to identify with the feelings and
thoughts of the other person. We do not have to agree with other
person's point of view but we should appreciate his stand. We must
try to understand why he feels what he feels. The following
attributes mark empathic listening:i. Listening to the emotions
underlying the spoken messages is important for understanding how
strongly the person is attached to his point of viewii. Empathic
listening involves suspension of judgement or evaluation of the
other person and his views/opinions. There is no pre-judging the
person or his ideas, as right or wrong.iii. Empathy enables a
person to listen with such involvement, and yet with such
objectivity, that the other person feels that his worth as
individual is acknowledged. There is, however, no compulsion to
agree with or approve of other's views. Empathic listening is
respectful of the other person as an individual and acknowledges
the mutuality of relationship.Q5. What is group discussion and
types of groups involved in it? Define the responsibility of group
leader in group discussion. Group discussion is when a unit of two
or more members engage at some time in interaction with each
other.TYPE OF GROUPS are: a) One classification is as under: Formal
groups are collection of employees brought together by the
organisation for achieving its goals through smooth and efficient
job performance by the members of the group.Informal groups, on the
other hand, are groups that randomly got formed on account of
formal group members' interactions with one another, arising from
common interests.b) An important type of group, commonly found in
modern organisations, is the committee. One general definition of
committee is: A committee is a group of people who function
collectively. A committee is a group of persons to whom, as a
group, some matter is committed. There are two basic kinds of
committees. Some committees meet on an ad hoc basis to solve some
specialised problem and then disband. A standing committee, on the
contrary, exists indefinitely. The most common example is the Board
of Directors of a company. Committees have both positive and
integrated judgement, which it can offer. In effect, committees
foster horizontal communication.The responsibility of group leader
in group discussion is as under:a) The leader of a group is the
person who is recognised as being responsible for guiding the group
through its tasks.b) Leadership can be considered as the process of
influencing others to take a desired action. Influence is the
process of affecting the potential behaviour of others. Thus,
leadership is aprocess of influence, which transforms the potential
behaviour of others.c) While influence is the process of affecting
the potential behaviour, power is the ABILITY to exert influence,
and authority is the RIGHT to command because of the position held
by the individual.Q6. Name a few characteristics of effective
communication. Few Characteristics of Effective Communication are:*
Factual* Honest* Timely* Precise* Concise* Comprehensive*
Objective* Goal oriented* Easily understood by the receiver*
Integrative* Successful* Congruent re: verbal and nonverbal cues
(what you say must not contradict your expression)* Captivating*
Reliable* Compliant with expected standardsQ7. What is AWARE?
Describe with examples? The definition of aware is someone who
knows or realizes something. It is knowing or realizing; conscious;
informed.Examples are:* Awarethat short codes may change from
Competition to Competition.* The intention is to make
studentsawareof the wider context in which formal accounting
controls are set.* Aware, nobody has studied the chemistry and
there is speculation as to the reactions involved.* And I am
acutelyawareof the vulnerability of my back.* Once clients
becomeawareof the rules of the new system they will look for our
advice.* Awareof danger.* Awarethat the vast majority of polio
cases were children.* CSM: I'm fullyawareof Agent Scully's
progress.* People need to be madeawaremore about the effect of
climate changes.* Awareof the importance of architecture.Q8. How is
a brainstorming session conducted? Conduct of Brainstorming
Sessions:1. The topic or problem may be distributed to members
before the session to enable them to think about the topic and be
ready with ideas.2. Each member is asked for ideas, which are noted
till the ideas are exhausted.3. No idea is treated as irrelevant or
not useful. Criticism or ridiculing any ideas is not allowed as it
stops free flow of ideas and thoughts. Good-natured humour enthuses
members to come up freely with ideas.4. Asking questions to each
other based on five Ws and H, i.e. What, Why, When, Where, Who and
How, helps flow of thoughts.5. The leader should help in
summarising idea and guide members for clarity of expression.6.
After exhausting all ideas, each idea is taken up for detailed
discussion and useful ideas are listed by common agreement.7. A
record of the Brainstorming session may be maintained for future
reference. Q9. How does a seminar differ from a symposium? Seminar
refers to a learning experience where knowledge rather than skill
is to be gained. Thus, there are experts or resource persons who
provide inputs to stimulate discussion. The learning comes from
listening and exchanging views with the experts and other
participants. Attendees are expected to have subject-matter
background and to be fairly active discussants rather than passive
listeners.Symposium entails a presentation of several points of
view by various experts. The audience typically is large and is one
that listens primarily, although there may be some opportunity to
pose questions to the experts. Q10. Name the typical discussion
groups and describe each in detail. The types of discussion groups
are SEMINAR, PANEL DISCUSSION, SYMPOSIUM, CONFERENCE and
CONVENTION. SeminarA SEMINAR is a discussion in a small group in
which the result of research or advanced study is presented through
oral or written reports. The main purpose of a seminar is to share
knowledge and to get the views of equally knowledgeable persons.
Generally one person presents a lead paper, and an in-depth
discussion on it follows. The other members interact with the
speaker expressing their views on the speaker's findingsPanel
DiscussionPanel discussion is a type of public discussion. It is
characterised by interaction among group members. While the
audience must see and hear the participants, panel members do not
need to focus their interaction on the audience. In a panel
discussion, each member speaks on the announced topic. The
panelists are usually experienced in the problem area selected for
discussion. Their number is also small. In a way, panel discussion
is a process of cooperative thinking. There will be interchange of
ideas. A panel discussion may be followed by a question-answer
session. The listeners put questions to the panel
members.SymposiumSymposium is a much more formal type of discussion
than a Panel. Symposium is a small group of experts who discuss
different aspects of a problem for the benefit of an audience. Each
speaker makes a presentation of prepared speeches within an
allotted period of time. After all the speakers make their
presentation, a discussion and interaction follows among group
members in which the audience may also participate. Generally it is
suited to programmes presented to a large
audience.ConferenceConference is a closed group discussion. A
Conference is usually a large gathering of persons who meet to
confer on a particular theme or to exchange experience or
information. The purpose is also to pool experiences and opinions.
The discussion in the conference usually results in a set of
suggestions or recommendations on the central theme of the
conference. The range of participants and of subject is wider than
that of a Seminar or a Symposium. Small group discussions may also
take place on different aspects of the conference theme. The
delegates may choose among several discussion sessions going on
simultaneously in the conference. Lecture, Audiovisual
Presentations also can be part of the
conference.ConventionCONVENTION is generally a fellowship meeting
of a closely linked fraternal group. The term is applied to
professional gatherings, as the matters that are taken up for
discussion are usually of professional interest.PART II (Total
Marks = 15)SECTION ONE Q.1. Give the singular / plural of the
following words- (3 Marks) a. Sheep - Sheep b. Hair - hairs c.
Crises - crisis d. Loaf -loaves e. Sheaf -sheaves f. Life -lives g.
Half -halves h. Bees -bee i. Mouse -mice j. Leece -lice Q2. Given
below are Nouns, Verbs and other forms of select words use them in
appropriate sense in short sentences. (3 Marks) Grief - to grieve -
aggrieved - grievance * Grief Griefat the violent loss of thousands
of its people.* To grieve Grievedeeply, her pains are now mine.*
Aggrieved Aggrievedwhen a company did not pay him monies which he
believed were due to him.* Grievance - The King of Spain has lately
promised to redress sundrygrievancescomplained of by English
merchants. Brief - to brief - brevity * Brief Briefdescription of
some of the websites we have designed - we hope you will enjoy
them.To brief * Brevity - Given thebrevityof some answers,
candidates should not waste time copying out the question title.
Ignore - Ignorance - Ignorant * Ignore Ignorethe fact that light
didn't just start shining.* Ignorance Ignoranceof scripture is a
matter that I do think worthy of comment.Ignorant - To be
blissfullyignorantof doubt is an easy way out, a self failure.
Avoid - evade - evasion * Avoid Avoidthe lengthy delivery times
inherent in buying an import. Evade evadepaying higher interest
rate for personal loans with bad credit.* Evasion - Evasionof
property taxes has been endemic in Spain and Italy and despite
current tax reforms it still goes on. Provide - Provision * Provide
Provideinformation more relevant to you, we need to learn more
about you.* Provision - There are no specific
statutoryprovisionsgoverning secrecy in relation to companies. Q 3.
Match with appropriate synonyms (words with similar meanings) (3
Marks) Accomplish ( 6) 1. Obtain Execute (4 ) 2. Submerge Fake (7 )
3. Lewd Gain (1 ) 4. Make Immerse ( 2) 5. Cure Monotonous (9 ) 6.
Achieve Obscene ( 3) 7. Counterfeit Remedy ( 5) 8. Test Trial ( 8)
9. Tedious Zealot ( 10) 10. Fanatic Q 4. Below are given similar
sounding words, but with different meaning. Use each one of them in
short sentences. (3 Marks) mite - might access - excess vide wide
inforce - enforce fright - freight grouse - gross avert - overt
absolute - obsolete consent - concerned wise vice Q 5. Match the
following with suitable antonyms (opposites) (3 Marks) Advance ( )
1. Condemn Attract ( ) 2. Diminish Build ( ) 3. Create Careful ( )
4. Repel Destroy ( ) 5. Retreat Fact ( ) 6. Definite Increase ( )
7. Negligent Magnify ( ) 8. Reduce Praise ( ) 9. Demolish Vague ( )
10. Fiction
