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Master of Business Administration-MBA Semester 1
MB0039 Business Communication - 4 Credits (Book ID: B1128)
Assignment - Set- 1 (60 Marks)
Q.1 Explain the different types of communication with relevant examples. [10]
Ans. Communication is a process that involves exchange of information, thoughts,
ideas and emotions. Communication is a process that involves a sender who
encodes and sends the message, which is then carried via the communication
channel to the receiver where the receiver decodes the message, processes the
information and sends an appropriate reply via the same communication channel.
Types of Communication
Communication can occur via various processes and methods and depending on the
channel used and the style of communication there can be various types
of communication.
Types of Communication Based on Communication Channels
Based on the channels used for communicating, the process of communication canbe broadly classified as verbal communication and non-verbal communication.
Verbal communication includes written and oral communication whereas the non-
verbal communication includes body language, facial expressions and visuals
diagrams or pictures used for communication.
Verbal Communication: Verbal communication is further divided into written and oral
communication. The oral communication refers to the spoken words in
the communication process. Oral communication can either be face-to-face
communication or a conversation over the phone or on the voice chat over the
Internet. Spoken conversations or dialogs are influenced by voice modulation, pitch,
volume and even the speed and clarity of speaking. The other type of verbal
communication is written communication. Written communication can be either via
snail mail, or email. The effectiveness of written communication depends on the style
of writing, vocabulary used, grammar, clarity and precision of language.
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Nonverbal Communication
Non-verbal communication includes the overall body language of the person who is
speaking, which will include the body posture, the hand gestures, and overall body
movements. The facial expressions also play a major role while communicationsince the expressions on a persons face say a lot about his/her mood. On the other
hand gestures like a handshake, a smile or a hug can independently convey
emotions. Non verbal communication can also be in the form of pictorial
representations, signboards, or even photographs, sketches and paintings.
Types of Communication Based on Style and Purpose
Based on the style of communication, there can be two broad categoriesof communication, which are formal and informal communication that have their own
set of characteristic features.
Formal Communication
Formal communication includes all the instances where communication has to occur
in a set formal format. Typically this can include all sorts of business communication
or corporate communication. The style of communication in this form is very formal
and official. Official conferences, meetings and written memos and corporate letters
are used for communication. Formal communication can also occur between two
strangers when they meet for the first time. Hence formal communication is
straightforward, official and always precise and has a stringent and rigid tone to it.
Informal Communication
Informal communication includes instances of free unrestrained communication
between people who share a casual rapport with each other. Informal
communication requires two people to have a similar wavelength and hence occurs
between friends and family. Informal communication does not have any rigid rules
and guidelines. Informal conversations need not necessarily have boundaries
of time, place or even subjects for that matter since we all know that friendly chats
with our loved ones can simply go on and on.
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Q.2 What are the general principles of writing, especially business writing?[10].
Ans. The process of good writing involves three basic steps - preparing, writing, and
editing. Practicing the following 16 principles will help you be a more effective writer.
1. Know your objective
Think before you write. What's your goal? Make sure you fully understand the
assignment. Are you writing a one-paragraph executive summary or a five-page?
2. Make a list
Write down the ideas or points you want to cover. Why? This helps you get started in
identifying the key ideas you want to discuss. If you have trouble getting started, try
discussing your ideas with someone else."Kicking an idea around" often helps you
clarify your objective and fine-tune what you are trying to accomplish.
3. Organize your ideas
Just as it's difficult to find what you want in a messy, disorganized desk drawer, its
hard to find important ideas in a poorly organized message. Here are a few ways you
can organize your ideas:
Importance- Begin with the most important piece of information and then move on to the next
most important.
Chronological order
- Describe what happened first, second, third.
Problem-Solution
- Define the problem, and then describe possible alternatives or the solution yourecommend.
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Question-Answer
- State a question and then provide your answer. Organize your ideas so the reader
can easily follow your argument or the point you are trying to get across.
4. Back it upHave an opinion but back it up - support with data. There are a number of ways you
can support your ideas, including explanations, examples, facts, personal
experiences, stories, statistics, and quotations. It's best to use a combination
of approaches to develop and support your ideas.
5. Separate main ideas
Each paragraph should have one main point or idea captured in a topic sentence.
The topic sentence is normally the first sentence in the paragraph. Each paragraphshould be started by an indentation or by skipping a line.
6. Use bullets or numbers
If you are listing or discussing a number of items, use bullets or number your points
like I have done in this paper. Here's an example of using bullets.
Join the Business Club to:
Increase sales
Gain new marketing ideas
Make new friends
Give back to your profession
7. Write complete sentences
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A sentence is about someone doing something - taking action. The someone maybe
a manager, employee, customer, etc. The "doing something - taking action" can
include mental processes such as thinking, evaluating, and deciding, or physical
actions such as writing and talking. A good rule to practice is to have subjects closely
followed by their verbs.
8. Use short sentences
Sentences should be a maximum of 12 to 15 words in length. According to the
American Press Institute, sentences with 15 or fewer words are understood 90%
of the time. Sentences with eight or fewer words are understood 100% of the time.
9. Be precise and accurate
. Words like "large," "small," "as soon as possible," "they," "people," "teamwork," and"customer focus" are vague and imprecise. The reader may interpret these words to
mean something different than what you intended. Reduce communication
breakdowns by being specific and precise. Define terms as needed. The reader may
not understand certain acronyms and abbreviations.
10. Use commas appropriately
Use a comma to separate the elements in a series of three or more items:
His favorite colors are red, white, and blue.
Use a comma to set off introductory elements:
After coffee and donuts, the meeting will begin.
Use a comma to separate adjectives:
That tall, distinguished, good-looking professor teaches history
11. Use the correct word
Here are several words that cause confusion.
Youre a contraction for "you are" Your means possession, such as "your coat."
It'sis a contraction for "it is." Its indicates possession.
12. Avoid redundancies
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It is a redundancy to use multiple words that mean or say the same thing. For
example, consider the following:
Redundant - My personal beliefs Beliefs are personal, so just state,
My beliefs.
Redundant - I decided to paint the machine gray in color. Gray is a color, so just
state; I decided to paint the machine gray.
13. Numbers
When using numbers in the body of your paper, spell out numbers one through nine,
such as "Three men decided" When using numbers 10 or above its proper to write
the number, such as "The report indicated 68 customers"
14. Have a conclusion
Would you really enjoy watching a movie or sporting event that had no conclusion?
No. The conclusion ties your points together. The reader wants to know the final
score - the bottom line message.
15. Edit your work
Read what you have written several times.
On your first read, focus on organization and sentence structure. Shorten long
sentences. Cross out unnecessary words and phrases. Reorganize material as
needed.
Read it again and make sure commas are used appropriately and that there is
punctuation mark at the end of every sentence.
Read it a third time and focus on choice. Are there certain words that are
vague or unclear? Replace them with specific words.
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Read what you have written aloud to yourself or to a friend to see if he or she
(and you) can understand it and improve it in any way. A significant part of
good writing involves editing. Very few people can sit down and write a perfect
paragraph on their first try. It requires multiple rewrites.
Summary
You don't have to be a great writer to be successful manager/leader. However you
must be able to clearly and succinctly explain your thoughts and ideas in writing.
Strive to be simple, clear, and brief. Like any skill, "good writing" requires practice,
feedback, and ongoing improvement.