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Assignment - Business communication MB0039

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ASSIGNMENT

BUSINESS COMMUNICATION

REG NO :

NAME : MOHAMMED THOUFEEQ

COURSE : MBA

SEMESTER : FIRST SEMISTER

SUBJECT CODE : MB 0039

SUBJECT NAME : BUSINESS COMMUNICATION

. .

SET NO : 1&2


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ASSIGNMENT SET 1

Q.1 Explain the different types of communication with relevant examples?

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 can be broadly classified as

verbal communication and non-verbal communication

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 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 styleof 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 communication since the

expressions on a person‘s 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 categories of

communication, which are formal and informal communication that have their own set of

characteristic features.

Formal Communication: It 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: It 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?

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 report? Try answering this question: What specifically do I want the reader to

know, think, or do?

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, it's 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. Organize your ideas

so the reader can easily follow your argument or the point you are trying to get across. or

the solution you recommend.

Question-Answer - State a question and then provide your answer. Problem-Solution -

Define the problem, then describe possible alternatives

4. Back it up Have 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.


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6. Use bullets or numbers If you are listing or discussing a number of items, use bullets

Join the Business Club to:

Increase sales

Gain new marketing ideas

Make new friends

Give back to your profession

7. Write complete sentences: A sentence is about someone doing something - taking

action. The someone may be a manager, employee, customer, etc. The "doing something

- taking action" can il process such as thinking, evaluating, 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 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 Use a comma to separate adjectives: That tall,

distinguished, good-looking professor teaches history. 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. 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.

11. Use the correct word Here are several words that cause confusion. You're is a

contraction for "you are" Your means possession, such as "your coat”.

It's is a contraction for "it is." Its indicates possession.

Their means possession/ownership-"their house." There means location.


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12. Avoid redundancies: 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 it's

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 a punctuation mark at the end of every

sentence. Read it a third time and focus on word choice. Are there certain words that

are vague or unclear? Replace them with specific words. 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.


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Q.3 How would you prepare yourself for an oral business presentation?

Delivering a formal presentation can be either fairly stress-free or nerve

wrecking. Your level of comfort can depend on the size of your audience, the critical

spectators attending your presentation, or the feedback that you may anticipate.

Whatever you may find as a cause for concerns about speaking before a group, never let

it be your knowledge about what you will speak. With thorough and effective research

about your subject, you will discover that you are already halfway prepared to address

your listeners. The following steps can complete your preparation.

1. Study your subject. You may have already been provided great information from which

you could pull. But if there are other sources, such as the Internet or experts, use them to

enhance your own insight. Doing so can also help you develop more confidence in your

speech.

2. In the comfort of your own study lab (wherever that may be), anticipate all types of

responding questions from people in your audience: challenging questions, critical

questions, crazy questions, and simple questions (the ones which are so simple that you

forgot to prepare an answer for). Equip yourself with facts and insight accordingly. For

enlightenment on people's views, I have read several your message boards and even

complaint sites to help me prepare for the unexpected you must be able to comprehend

them in order to convey them to an audience. So, if you jot your notes down on index

cards, write legibly. If your presentation is non-interactive, do not take that for granted.

You can still be approached with questions after your speech or after the event where you

gave it.

3. Organize the notes from which you will speak. Whether typed or handwritten, you must

be able to comprehend them in order to convey them to an audience. So, if u jot your

notes down on index cards, write legibly.

4. If you decide to speak with the aid of a Power Point presentation, bear in mind how you

will insert information to be displayed. Don't expect an audience to read lengthy

sentences or any paragraph - no matter how much time they are given. By all means, do


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not prepare yourself to read every word written on that Power Point. The audience does

not need to see the back of your head. They don't need to hear your voice drift into a

state of monotony, which is what can happen if you read word-for-word from your notes.

5. Practice your presentation in private and be willing to be your own biggest critic. Grab a

tape recorder or any recording device to listen to your own speech.

6. As I expressed above, approach the podium with a solid knowledge base about every

point your will discuss.

7. Please do not imagine your audience in their underwear. You need to focus. If eye

contact with any of those listeners intimidates you, then look just past the last row of people

to land your sight on either some empty seats or the wall. There are corners of walls and

other inanimate objects where you can place your focus until you find yourself comfortable

enough to make brief eye contact with a few friendly or neutral faces.

8. Remember that the last row of listeners need to hear your voice. Unless you have a

reliable microphone, be sure to project.

9.Do not overestimate your listeners' attention spans. Keep their interest. Give your tone

some range (logical range, that is). And wherever your subject and the points from which

you speak will allow, engage your audience with illustrations which they can relate to.

10. Please impose neither overly technical terminologies nor acronyms on your audience.

While these expressions of intelligence seem effective, they actually reflect a lazy effort to

communicate detailed and comprehensible information to

11. Remember that, at this point, there should be no reason to lose confidence. If you've

studied your subject, grasped a clear understanding of it, and followed the tips above, you

have the tools to conquer any sharp sensation that you may feel in the pit of your gut

going before any group.


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Q.4 You are a team manager having 15 members in your team. Two of your key team members are on 3-weeks leave.You have to call for a

monthly team meeting within a week.How effectively you would plan and carry out this meeting?

In a meeting, two or more people come together to discuss one or more topics,

often in a formal setting.A meeting is a gathering of two or more people that has been

convened for the purpose of achieving a common goal through verbal interaction, such

as sharing information or reaching agreement.[2] Meetings may occur face to face or

virtually, as mediated by communications technology, such as a telephone conference

call, a Skype conference call or a videoconference.

Thus, a meeting may be distinguished from other gatherings, such as a chance

encounter (not convened), a sports game or a concert (verbal interaction is incidental), a

party or the company of friends (no common goal is to be achieved) and a

demonstration (whose common goal is achieved mainly through the number of

demonstrators present, not verbal interaction).Commercially, the term is used by

meeting planners and other meeting professionals to denote an event booked at a hotel,

convention center or any other venue dedicated to such gatherings. [2] In this sense,

the term meeting covers a lecture (one presentation), seminar (typically several

presentations, small audience, one day), conference (mid-size, one or more days),

congress (large, several days), exhibition or trade show (with manned stands being

visited by passers-by), workshop (smaller, with active participants), training

course,team-building session and kick-off event.

Types of meetings

1. Investigative Meeting, generally when conducting a pre-interview, exit interview or a

meeting among the investigator and representative

2. Work Meeting, which produces a product or intangible result such as a decision.

3. Staff meeting, typically between manager and those that report to the manager.

4. Team meeting, a meeting among colleagues working on various aspects of a team

project


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5. Ad-hoc meeting, a meeting called for a special purpose

6. Management meeting, a meeting among managers

7. Board meeting, a meeting of the Board of directors of an organization.

8. One-on-one meeting, between two individuals

9. Off-site meeting, also called "offsite retreat" and known as an Awayday meeting in

the UK

10. Kickoff meeting, the first meeting with the project team and the client of the project

to discuss the role of each team member

11. Pre-Bid Meeting, a meeting of various competitors and or contractors to visually

inspect a jobsite for a future project. The meeting is normally hosted by the future

customer or engineer who wrote the project specification to ensure all bidders are

aware of the details and services expected of them. Attendance at the Pre-Bid Meeting

may be mandatory. Failure to attend usually results in a rejected bid.

If 2 key members are not there company use the alternates .on the

behalf of that members company should give the work another person who has

subordinates of that person ,either under that section who is expert will be chosen by

company.


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Q.5 Distinguish between circulars and notices along withformats.

Notice: a message / information’s bringing to all which will be put in common place.

Circular – A message / information bringing to certain group of people belonging to

the information

Like memos, circulars and notices are also written forms of communications within the

organization. The difference between a circular and a notice is that circular

are announcements that are distributed to small or selective groups of people with the

organization ,whereas notices are meant for a larger group of people.

example- if a manger wants to call a meeting of heads of departments he will pass

around a circular only to the heads, requesting the to the heads, them to attend that

meeting on the other hand, notice generally contain information or

Announcements that are meant for all the employees of an Organization

Example- A list of declared holidays for a calendar year is notice, since the information

is relevant to all employee .

A simple circular and notice are given below

A circular


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A notice is therefore a legal document that has to be put up on a official notice or

bulletin board.

A notice

Some time under special circumstance notice may also be sent to individualemployees.


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Q.6 You are a sales manager for a particular brand of mixerand blender. Frame a sample bad news letter telling acustomer about that her claim for the product replacement isrejected on the grounds that the product didn’t

have anydefect during the sale.

Customer relationship management (CRM) is a widely-implemented strategy for

managing a company’s interactions with customers, clients and sales prospects. It

involves using technology to organize, automate, and synchronize business

processes—principally sales activities, but also those for marketing, customer service,

and technical support. The overall goals are to find, attract, and win new clients, nurture

and retain those the company already has, entice former clients back into the fold, and

reduce the costs of marketing and client service.[1] Customer relationship management

describes a company-wide business strategy including customer-interface departments

as well as other departments.

In evaluating technology, key factors include alignment with the company’s

business process strategy and goals, including the ability to deliver the right data to the

right employees and sufficient ease of adoption and use. Be politest with the customer

telling to him/her .

Dear customer,

When prior selling an mixer or blender we assure that there is no external or

internal damages, and testing for its working have been conducted and verified and

professionals for any acute things within. I am sales manager for a this brand of mixer

and blender and we have to inform you that claim for the product replacement is

rejected on the grounds that the product didn’t have any defect during the sale. So I

please oblige on behalf of the company that we can’t help you within the grounds of

company rules. Hope our products will assist you in future and thanks for being part of

our products.

Thanking you xyz


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ASSIGNMENT SET 2

Q.1 As a part of top management team, how would you communicate to your shareholders about the company’s expansion plans?

Commitment 2014 is a firm and confident ambition and it stands for profitable organic

growth. Our ambition for 2014 is to become the European benchmark in Universal

Customer-focused Banking. We intend to enhance our leadership based on an effective

product range and high-quality service, forging close links between retail banking and

related specialised businesses.

AMBITIOUS TARGETS

By 2014, we target ambitious profitability levels underpinned by sound fundamentals: Net

banking income of more than €25 billion (€20.1 billion in 2010) and net income, Group

share of €6 billion to €7 billion (€1.3 billion in 2010). Our objective is also to have a cost to

income ratio of less than 60% and a return on equity ratio of 10% to 12%. These targets

take into account the new Basel III regulatory environment, as it is currently understood.

In terms of capital adequacy, Crédit Agricole S.A. will meet the Basel III requirements and

Crédit Agricole Group ranking among the strongest banks is confirmed.

2011-2014 STRATEGY

Our actions in the period 2011-2014 will be based on three principles. First, we shall

stimulate organic growth. To achieve this, we shall enhance growth in retail banking, both

in France and elsewhere in Europe; speed up growth in the savings management

businesses, one of our undisputed strengths; and finally, focus on growth in investment

banking and credit businesses. These businesses will continue to grow, but selectively,

because of their heavy capital consumption. The second principle behind our strategy is

that we shall enhance the Group effect by strengthening ties between our business lines.

The third principle is that we shall act as a committed and responsible Group in dealing

with stakeholders, and in particular our shareholders.


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OUR SHAREHOLDERS

Crédit Agricole S.A. has set up a comprehensive shareholder information and

communication framework. The new layout of the Shareholders‘ Club Newsletter, En

direct you discover today, is aimed at strengthening this direct link between you and us,

and is part of a broader attempt to make full and transparent information available to you.

Our dividend policy targets a payout rate of 35% from 2011 (paid in 2012), in cash.

Through Commitment 2014, we want to thank our shareholders for their loyalty by paying

an increased dividend.

Q.2 ABC Ltd. wants to communicate about its corporate image to all its

stakeholders and also to the general public. As an advisor, how do you

recommend them to do it?

Our communications and engagement strategy needs to be simple because

we are working in a complex environment – otherwise our actions become

confusing to the people we work with. The strategy therefore highlights just key

steps we will take to communicate and engage with people effectively. It also

explains our simplified approach to outreach work, including events and festivals.

Recommendation that: you agree the strategy and its associated annexes.

BACKGROUND

We have significantly improved the way we communicate and engage with people over

the last few years. This has been recognized through anecdotal evidence and the recent

Customer Service Excellence award. However, we need a strategy to coordinate our

activities and guide future business planning. We also need to be able to measure our

success more effectively with our communications and engagement strategy‘ (Annex 1)

aims to do this.


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POLICY CONTEXT

The adoption of a Communications and Engagement Strategy is action 3.2 in the

Business Plan July 2006-March 2009 (revised October 2007). 3.2 The strategy supports

the delivery of our Business Plan in its entirety. The messages within it explain that we

must be excellent communicators, promoting learning and inspiring people about the

National Park in all that we do.

OPTIONS

Option 1: You agree the recommendation

Option 2: You agree the recommendation with further development of some steps

Option 3: You do not agree the recommendation

PROPOSALS

The Communications and Engagement Task and Finish Group was established to

develop this strategy. It includes staff from the Communications and Learning team and

members. They undertook a SWOT analysis (Strengths, Weaknesses, Opportunities and

Threats and agreed the simple approach recommended. They commented on the 20 key

steps ensuring that they were strategic and not too detailed. Option 1 is recommended for

approval and it is hoped that members will be involved in the delivery and review of the

strategy as it progresses.

BEST VALUE IMPLICATIONS

The statutory duty of best value requires organisations to consult service users and other

stakeholders about services and priorities. The duty was revised in the Local Government

and Public Involvement in Health Bill in May 2007 to engage more with hard-to-reach

groups and to secure participation of communities in delivery of local public services. This

strategy supports the delivery of this function by focusing on engagement with partners

and local people, particularly through two of our four key


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FINANCE CONSIDERATIONS

There are financial implications in the delivery of the strategy. You have already agreed

revenue growth bids (totaling £45,000) to support step 9 in the strategy and development

of Level One events and festivals which we sponsor (Annex B). You have also agreed

existing budgets to support ongoing work led by the Communications and Learning

Team. Agreement of any additional budgetary requirements to deliver all steps in the

strategy will form part of the corporate planning and performance cycle.

RISK : Each step in the strategy has a different degree of risk which will be managed

through respective service plans. If we do not develop our communications and

engagement activities, there is risk that we lose our Customer Service Excellence

standard.

LEGAL CONSIDERATIONS : Effective communication is key to performance of our

statutory objectives. The proposed strategy will assist with good governance by improving

communication within the Authority and will help clarify relationships with partners.

HUMAN RESOURCES :The Communications and Learning Team, including its Outreach

Unit, are part of the established structure and will take a clear coordinating role in

delivering the strategy. The strategy also makes it clear that new approaches to

communications and engagement should be a part of existing roles across the

organisation. This will be dealt through Service Planning and Personal Development..

DIVERSITY IMPLICATIONS : This strategy is of high importance to diversity. In the past,

our approach to targeting groups may have had an adverse impact on particular groups

already using our services. The strategy explains that we will now base our actions on the

needs of different groups and clear evidence. Annex A (=Reaching Out‘) explains how we

will not target people, but work with focus groups to identify needs over time. We want to

reach out to everyone and build links between different cultures.

SUSTAINABILITY: The strategy will contribute to the promotion of learning and inspiring

people about all aspects of sustainability which is at the heart of the Vision for the

National Park.


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Q.3 What is oral business communication? Explain its benefits to the

organisation and to the individual employee.

According to a 2005 study published in the Journal of Employment counseling, oral

communication skills are being increasingly sought after by employers. When surveying

over 100 successful businesses, researchers found that more and more employers are

emphasizing the development of good speaking skills in their employees. With this in

mind, the concept of oral communication is an important idea to study and understand in

the context of business.

Presentations:

One form of oral communication in a business setting is a presentation. Presentations are

usually an organized conveyance of information to a group of people. Stylistically, they

tend to be far more formal than informal, and rely more heavily on data and facts than

they do analysis. Presentations are sometimes more persuasive in nature, like a pitch for

an ad campaign, but tend to be informative more often, such as an employee briefing or a

report on quarterly earnings. Presentations may include some dialog after the sender of

the message has finished their speech, but they are, by and large, much more

monologue reliant. This makes it important for the speaker to anticipate possible

objections to the message and address them in the actual speech.

Client Interaction:

Another form of oral communication in business encompasses interaction with clients.

Depending on the level of connection between the employee and the client, the

communication in these interactions can range from incredibly formal to informal and

casual. These interactions usually include a combination of data and analysis, and will be

more persuasive than informative in nature, as the employee is trying to encourage

continued and expanded business with the client. Because of the nature of these

interactions, the communication is definitely a dialog, making listening skills incredibly

important.


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Interoffice Interaction:

Oral communication in the office can be referred to as interoffice interaction. This is

comprised of conversations with superiors, subordinates and co-workers. Depending on

the levels of power separation between the individuals engaging in conversation, the

communication will fluctuate between formal and informal, though it should always remain

professional. Conversations in this context may reference data, but will be much more

analysis heavy, and will be a dialog by nature.

Benefits:

Oral communication in business provides a variety of benefits. First, oral communication

is accompanied by nonverbal signifiers, which provides context that can enhance

understanding in the communication process. Posture, facial expressions, and habitual

movements may provide clues as to an individuals feelings about the ideas being

discussed. Even in telephone conversations, pitch, rate, volume and tone of the respective

speakers can help in understanding sentiments. Oral communication also provides a

springboard for relational development. Unlike with email, memos and chat functions, which

tend to take a task-oriented approach to communication, the immediacy involved in oral

communication allows for instant feedback and a more relational approach. This is

important, as strong relationships in business often lead to more profitable and productive

cooperation.


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Q.4 Give short notes on communication network in the organisation?

Networks are another aspect of direction and flow of communication. Bavelas has shown

that communication patterns, or networks, influence groups in several important ways.

Communication networks may affect the group's completion of the assigned task on time,

the position of the de facto leader in the group, or they may affect the group members'

satisfaction from occupying certain positions in the network. Although these findings are

based on laboratory experiments, they have important implications for the dynamics of

communication in formal organizations.

There are several patterns of communication:

"Chain",

"Wheel",

"Star",

"All-Channel" network,

"Circle".

The Chain can readily be seen to represent the hierarchical pattern that characterizes

strictly formal information flow, "from the top down," in military and some types of

business organizations. The Wheel can be compared with a typical autocratic

organization, meaning oneman rule and limited employee participation. The Star is similar

to the basic formal structure of many organizations. The All-Channel network, which is an

elaboration of Bavelas's Circle used by Guetzkow, is analogous to the free-flow of

communication in a group that encourages all of its members to become involved in

group decision processes. The All-Channel network may also be compared to some of

the informal communication networks. If it's assumed that messages may move in both

directions between stations in the networks, it is easy to see that some individuals occupy

key positions with regard to the number of messages they handle and the degree to


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which they exercise control over the flow of information. For example, the person

represented by the central dot in the "Star" handles all messages in the group.

In contrast, individuals who occupy stations at the edges of the pattern handle

fewer messages and have little or no control over the flow of information.These

"peripheral" individuals can communicate with only one or two other persons and must

depend entirely on others to relay their messages if they wish to extend their range. In

reporting the results of experiments involving the Circle, Wheel, and Star configurations,

Bavelas came to the following tentative conclusions. In patterns with positions located

centrally, such as the Wheel and the Star, an organization quickly develops around the

people occupying these central positions. In such patterns, the organization is more stable

and errors in performance are lower than in patterns having a lower degree of centrality,

such as the Circle. However, he also found that the morale of members in high centrality

patterns is relatively low. Bavelas speculated that this lower morale could, in the long run,

lower the accuracy and speed of such networks. In problem solving requiring the pooling

of data and judgments, or "insight," Bavelas suggested that the ability to evaluate partial

results, to look at alternatives, and to restructure problems fell off rapidly when one person

was able to assume a more central (that is, more controlling) position in the information

flow. For example, insight into a problem requiring change would be less in the Wheel and

the Star than in the Circle or the Chain because of the "bottlenecking" effect of data control

by central members. It may be concluded from these laboratory results that the structure of

communications within an organization will have a significant influence on the accuracy of

decisions, the speed with which they can be reached, and the satisfaction of the people

involved. Consequently, in networks in which the responsibility for initiating and passing

along messages is shared more evenly among the members, the better the group's

morale in the long run.


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Q. 5 What are the different types of business letters? Explain with example.

Business letter is an old form of official correspondence. A business letter is

written by an individual to an organization or an organization to another organization.

Business letters are written for various purposes. One writes a letter to enquire

information, apply for a job, acknowledge someone's work, and appreciate one's job

done, etc. As the motive of writing the letter is different, the style of the letter changes and

you get different types The various types of business letters are used by different people

to serve their purpose.. Let's take look at the most common types of business letters:

Acknowledgement Letter: This type of letter is written to acknowledge some one for his

help or support when you were in trouble. The letter can be used to just say thanks for

something you have received from someone, which is great help to you.

Apology Letter: An apology letter is written for a failure in delivering the desired results. If

the person has taken up a task and he fails to meet the target then he apologizes and

asks for an opportunity to improve in this type of letter.

Appreciation Letter: An appreciation letter is written to appreciate some one's work in

organization. This letter is written by a superior to his junior. An organization can also

write appreciation letter to other organization, thanking client for doing business.

Complaint Letter: A complaint letter is written to show one that an error has occurred and

that needs to be corrected as soon as possible. The letter can be used as a document

that was used for warning the reader.

Inquiry Letter: The letter of inquiry is written to inquire about a product or service. If you

have ordered a product and yet not received it then write a letter to inquire.

Letter of Recommendation: This is written to recommend a person for a job position. It

states the positive aspects of the applicant's personality and how he would be an asset for

the organization. This letter is even used for promoting a person.

Order Letter: This letter is used for ordering products. This letter can be used as a legal

document to show transaction between the customer and vendor.


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Q. 6 Prepare your resume highlighting your personal achievements,

job experience if any and educational background. Also prepare a cover

letter to the organisation where you want to apply and the position to be

applied for.

RESUME

Mohammed Thoufeeq

Mobile: +919740810007 e-mail: [email protected]

3-95, main road, uppunda-576232, kundapur tq, Karnataka, India

CAREER OBJECTIVE : A position in a society that utilizes my knowledge and experience and provides me with versatile and challenging responsibilities and an excellent career.

Key Strength:

Highly dedicated towards work and excellent communication skills.

Good electrical machine knowledge and electrical drafting.

Strong organizational skills and adaptability with new technology.

Proven abilities to meet deadlines and work under pressure.

Educational Qualification:

Course Institution Year of passing Aggregate

B.E (E&E) Anjuman Engineering College, Bhatkal 2008 70%

PUCS.V. PU College ,

Gangolli2004 84%

SSLC H.M.M.S memorial high school, Byndoor 2002 79%


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Additional Qualifications:

Certified Automation Engineer (CAE) course which includes,

PLC’s -Allen Bradley (slc 500, micrologix 1000)

-Siemens (S7 200, S7 300) -GE Fanuc

SCADA -Wonderwar (In touch V9.5)

Electrical Design : AUTOCAD ELECTRICAL 2011 , Smartdraw 2010,

Edraw max, Proficad, 3D Home

Lighting design : DIALUX 4.6 , RELUX

Design & 3D tools : AUTO CAD 2011, 3DS MAX 2010, CATIA V5

AUTODESK MAYA 2010, AUTODESK VIZ

Presentation Skills : MATLAB, P-Spice, Soft caps

Additional skills : MS OFFICE 2010, PageMaker, Photoshop cs5

Languages : C , C++ , C# , JAVA , VISUAL BASIC

Work experience (4+ years in multiple designations)

1] Have worked for AL-TASAMOH Cont. Est. Saudi Arabia for 2 years

Designation: Project Electrical Engineer

Testing, erection and commissioning of power transformers.

Experience in testing erection & commissioning of HV/MV substation equipment and

automation systems.

Testing and commissioning of RMU, switchgears, protection relays, control panel and

transformer. [ABB, Siemens, SEC]

Supervision of HV cable works, splicing, terminations, conduit laying & trench works.

Have full knowledge in various street lighting schemes luminance standards, pole erection,

pole types, spacing etc..,

Design of indoor accent lighting schemes using DIALUX software.

Installation, procurement & maintenance of asphalt plants, stone crusher units & cement

mixing plants and supervision of panel boards of load up to 2MW.

Have sufficient knowledge in all types of AC/DC motors, control schemes, electronic/magnetic

AVR’s, rectifiers, relays, switchgear & their maintenance.

Have knowledge in caterpillar & Cummins diesel generators and air compressors.

Have knowledge in civil works, road construction and surveying.


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2] Worked in Kemphole mini hydal scheme for 7 months

Designation: Junior Electrical Engineer [O&M] , (Dec 2008 – June 2009)

Have work experience in substation maintenance and informal management system including

data logging and preventive maintenance.

Provide technical assistant to field personnel in operation and repair of substation equipment

Operation and maintenance of HT & LT equipments such as power transformers, SF6 circuit

breakers, PT, CT, lightning arresters and pneumatic control valves.

Testing of transformers and breakdown maintenance of equipments.

Supervision of control panel wiring, working of various types of relays, digital meters , data

entry and maintenance of other equipment’s.

Maintenance of feeders, storage batteries, supervision of erection etc..,

3] Worked at Kusua Electrical Solutions, for 4 months.

Designation: Junior Electrical Engineer and Draftsman , (July 2008 – Nov 2008)

Prepare and develop civil, architectural & electrical plans for buildings.

Prepare load calculations, schematic diagrams, solutions for interiors.

Prepare quotations for government based projects & submit application and active

communication with all departments.

Have hands on experience working at site for house construction & wiring works.

Managing, calculating client quotations & solving client problems.

4] Worked at Karnataka Electricals & Contactors, bhatkal for 1year.

Designation: Electrical Engineer (June 2007 – June 2008)

Have worked as sales engineer for electrical contracting unit.

Managing and interpreting customer requirements & satisfying their needs.

Managing, calculating client quotations & solving client problems.

Prepare monthly sales and market analysis report.

Manage complete record of stocks and overview of requirements.

Have technical knowledge in electrical consumer appliances & heavy motors.


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Credentials:

Project developed on “DATA ACQUISITION SYSYTEM USING GSM MODEM.”

Won consolation prizes for paper presented on the topic ”universal contact less battery charging platform for portable equipments” at National Conference held at St. Joseph college ,Mangalore and NMAMIT, Nitte.

Paper presented on the topics “Energy of future generation” and “Ironless Loudspeakers” at Anjuman Engineering College, Bhatkal.

Extra Curricular Activities:

Ability to write in both right and left hand

I have won several disrict level chess and shuttle badminton championships.

I am an active state level cricket player.

I have performed in cultural programs broadcasted in electronic media.

Ability to drive and operate bulldozers, shovel(DOZER), forklift, excavators etc..

Personal Details:

Father's Name : S A Jabbar

Mother's Name : Bibi Aisha

Date of Birth : 20/10/1986

Passport No : H0714898

Expiry date : 18/09/2019

Languages known : English, Hindi, Kannada, Arabic, Urdu and Nepali.

Hobbies : Reading Magazines, Indoor Games, Puzzle solving

Declaration:

I hereby declare that the above written particulars are true up to my real talents and best of my knowledge.

Mohammed Thoufeeq


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COVER LETTER

Mohammed Thoufeeq,

3-95,uppunda karnataka,India

(+91)-9740810007.

Date: 6th Sep, 2011.

to HRD.

Dear sir

I am enclosing my resume in hopes that you may assist me in locating a position as

Electrical Engineer. I am very much interested in obtaining this position.

As you will see from my resume, I have completed my graduation in Electrical &

Electronic Engineering from Vishweshwaraiah technological university. Recently i have

worked as Project Electrical Engineer with Al-Tasamoh contracting company for

projects of SAUDI ARAMCO and SAUDI ELECTRIC COMPANY. I specialize in the field

of power system,substation design,testing, generators, transformers and motors and I

have strong background in the principles and practices of electrical generation,

installation, maintenance, engineering design and construction. I believe that my

energetic multitasking will be the asset to your company.

I am highly enthusiastic in obtaining a career in the firm. I look forward for an

interview. I believe that I have qualifications to become an asset to the firm. Thanks for

your time and consideration.

Sincerely,

Mohammed Thoufeeq

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