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Master of Business Administration-MBA Semester 1
MB0039Business Communication - 4 Credits
Assignment Set- 2
Q3). Write short notes on (a) Upward communication (b) Downward
communication (c)Horizontal communication.
Ans: Upward CommunicationThis may be defined as information that
flows from
subordinates to superiors. Some of the reasons for upward
communication include discussing
work related problems, giving suggestions for improvement and
sharing feelings about the joband co-workers.
This type of communication has both benefits and disadvantages.
One of the biggest benefits is
problem-solving. Once a subordinate has brought a problem to his
superiors notice, chances arethat the problem will not recur, since
the subordinate learns from his superior how to tackle it the
next time. Thus, his ability to solve new problems and therefore
his managerial ability, improves.
Another benefit that could arise from upward communication is
that valuable ideas andsuggestions may sometimes come from lower
level employees. Therefore organizations should
encourage this kind of communication. A third benefit is that
employees learn to accept the
decisions of management and thereby work as a team. The biggest
problem associated with this
type of communication is that it may lead to handing down of
decisions by superiors. Whensubordinates frequently seek the
superiors guidance, the latter may adopt an authoritarian
approach and merely give instructions, disregarding the
subordinates opinion completely.
Downward CommunicationThis may be defined as information that
flows from superiors to
subordinates. The most common reasons for downward communication
are for giving job
instructions, explaining company rules, policies and procedures
and giving feedback regarding
job performance. A number of studies have indicated that regular
downward communication inthe form of feedback given to employees is
the most important factor affecting job satisfaction.
Therefore organizations today are trying to encourage more of
this type of communication. There
are both benefits and disadvantages associated with this type of
communication. Downwardcommunication that provides regular feedback
will be beneficial if the feedback or review of
performance is constructive. A constructive review is one where
a manager counsels an
employee, or advises him on how to improve his performance. On
the other hand, a destructive
review can destroy employee morale and confidence. Regular
downward communication alsocreates a climate of transparency or
openness, where information is passed on through official
channels, rather than through rumors. Thirdly, downward
communication boosts employee
morale, since it indicates that management is involved in their
progress. The problems with thistype of communication are the
danger of doing destructive reviews, as mentioned, and that of
message overload. This means that superiors many sometimes
burden their subordinates with
too many instructions, leading to confusion.
Horizontal CommunicationThis type of communication is also known
as lateral
communication. It may be defined as communication that takes
place between co-workers in the
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same department, or in different departments, with different
areas of responsibility. For example,
Sales Managers and Advertising Managers in the Marketing
department, or Marketing Managers
and Finance Managers. The reasons for this type of communication
are for coordination of tasks,sharing of information regarding
goals of the organization, resolving interpersonal or work
related problems and building rapport. The biggest potential
benefit of horizontal communication
is the sense of teamwork that is created. Regular communication
of this type ensures that all co-workers work together towards
achieving a common goal in the overall interest of theorganization.
The biggest potential problem is that conflicts such as ego clashes
are bound to
arise, when co-workers at the same level communicate on a
regular basis
Q 5. Discuss the different types of business reports.Different
types of reports used for communication in the business world.
Choosing the right type
of report also requires a smart analysis. The writer must decide
what type to use based on the
information that he or she is trying to communicate. Also the
writer must take into consideration
their intended audience. Is the audience expecting the report to
be in a specific format? Are theyused to receiving information in
one way? and which format will convey the message in the most
appropriate way? Finally, how formal or informal should the
report be.
Reports, according to this article, can be classified as
according to function or according to
formality. Reports according to function can also be subdivided
into the following:
Informational reports.
Analytical reports Research reportsWhere as reports according to
formality can be subdivided into the following:Statutory
reports
Non statutory or voluntary reports
The article goes further into outlining other types or reports
such as information, analytical,research, statutory, non-statutory,
special, and routine reports.
Information reports are solely to provide facts with out
suggestion or personal opinions. Whatever ones findings are that is
whats reported. These facts are given with out personal
explanation or, again, any suggestions.
Analytical reports are one step further as they contain facts
along side analytical explanation ofthese facts. They contain a
sort of a narration of facts and collected data. They also contain
a
conclusion or a set of interpretations reached by the
writer.
Q6) List the different steps involved in report
preparation.Ans:
1) Define the purpose of your report.
