ASSIGNMENT-01

Name Registration No. Learning Center Learning Center Code Course Subject Semester Module No. Date of Submission Marks Awarded

: Viralkumar Shukl : 511110362 : K7 Institute of Management, Vastrapur, Ahmedabad : 03225 : MBA : Business Communication : Ist : MB0039 : 20/05/2011 :

Directorate of Distance Education Sikkim Manipal University II Floor, Syndicate House Manipal 576 104

_____________________ Signature of Coordinator

________________ Signature of Center

__________________ Signature Evaluator

Q.1 Explain the different types of communication with relevant examples. (10 marks) Ans: We have divided into two areas for the communication 1) Verbal Communication 2) Non- Verbal Communication.

1) Verbal communication through words, Provides the opportunity for personal contact and two way flow of information. A large part of our communication, whether at work of outside. May be divided into two areasA) Oral Communication B) Written communication A) Oral Communication: Oral Communication may be defined as a process whereby a speaker interacts verbally with one or more listener, in order to influence the latters behavior in some way or the other. Oral communication in a business context can take the form of meetings, presentation, one to one , performance reviews and so on. Example 1) A sales manager making a sales plan presentation to his team. 2) HR person guide to employees how to improve in skill. B) Written communication Written communication is a process whereby a writer interacts verbally with a receiver in order to influence the latters behavior. Example 1) A sales manager making a sales plan and given to instruction his team by mail to Achieve the target 2) An employees writing a leave application for his reporting person. Written communication several forms such as letters, notices & reports. 2) Non Verbal Communication on the other hand may be defined as communication without words. It refers to any way of conveying meanings without the use of verbal

language. All of us tend to communicate silently and unknowingly send signals and messages by what we do, apart from what we say. Non verbal communication can have a greater impact than verbal communication Example If sales manager ask to his team member to give his suggestions to improve business and a team member make presentation and ideas and send to A sales manager the show your presentation suddenly he stand up and say you thanks for your ideas. In this case when a sales manager stand up from his sitting that means he has like your ideas and he is really happy to your presentation. In this case a manager not say you but when he stand up is non verbal communication for his team member. Q.2 What are the general principles of writing especially business writing? (10 marks) Ans: Writing Style can be vastly improved through the choice of words. Some of the common problems of word choice include use of complicated words. Use of jargon slang and colorful language and mistakes in various part of speech categories.

1) Simple vs. Complex words As far as possible the sender should select words that are within the receivers vocabulary. If the words used are outside the vocabulary of the receiver, the latter may either not get the message at all, get the wrong message by guessing the meaning incorrectly, or wonder whether the sender intentionally selected a complicated word for making an impression. It is better to rely on plain, simple words, such as the ones shown in the left column, rather then in the right column below, even though they mean the same thing. About Approximately Do Accomplish Improve Ameliorate This is because short, simple words convey ideas more effectively and require less time and space. 2) Jargon, Slang and Metaphors

Jargon refers to technical terms that belong to a particular subject area or discipline. Such terms are to be avoided in general writing , since they would be out of context. Slang refers to casual words that are not accepted and recognized in a standard English dictionary. A metaphor is a figure of speech and refers to colorful comparisons which evoke visual images. 3) Part of Speech In the same way that use of big, complicated words may result in receipt of the wrong message, use of small words in the wrong way grammatically could have the same result. Nouns The subject in a sentence is the most important noun. There are two categories of nouns 1) nouns that cannot be visualized and 2) nouns that can be visualized. Pronouns Sometimes, using the masculine form of a pronoun might be taken in an offensive way by the receiver, especially if the receiver happens to be a woman. Such offensive pronouns can avoided in the following ways1. Avoid use of the pronoun completely 2. Repeat the noun 3. use a plural noun 4. use pronouns from both genders Verbs Since verbs are action words and action is an essential part of a sentence correct use of verbs is important. Senders of messages must use verbs that agree in number with the subjects of the sentence.

Adjectives Adjectives give information about or describe nouns. Although they play a less important role in a sentence compared to verbs and nouns, they must be used with care. A common tendency is to use very strong adjectives, to many adjectives, or superlatives. Adverbs In the same way the adjectives describe nouns, adverbs describe or modify verbs, adjectives or other adverbs. Therefore, the same principles apply when using adverbsi.e avoid use of adverbs that are too strong, or are superlatives. Q.3 How would you prepare yourself for an oral business presentation? (10 marks) Ans: Oral Business presentations are a powerful way of presenting your ideas to others and are usually called for when a written memo or report will not be sufficient to do the job. Approval for Important ideas is rarely given without a face to face explanation. 1) Definition of the purpose of the presentation: Before preparing for the presentation, it is important to be clear on the goal of the presentation. A Statement of purpose, expressing what you want to achieve through the presentation. A general Statement of purpose could be expressed in terms of on of the followingA) To Inform A presentation that seek to inform would merely create awareness about development and progress on specific fronts, or try to spread knowledge about something new. B) To Persuade A presentation that aims to persuade would try to change the attitude or behavior of the audience. it usually involves selling either a product or an idea. C) To Entertain A presentation with this purpose is meant to make the audience relax and have a good time. 2) Development of the Key Idea The key idea of a presentation is a statement that expresses the main message to be conveyed to your audience. It is different from a statement of purpose, in that the purpose is generally meant for yourself as the presenter, while the key idea is mentioned to the audience at the beginning of the presentation.

3) Audience Analysis Making a good presentation alone is not enough. It also has to be tailored to your listeners, in such a way that they understand and appreciate it. The following information should be gathered about your audience, even before your begin preparing for the presentation A) Job Designations and areas of expertise you need to find out whether the audience comprises of specialists in a particular area such as information technology, or generalists. If they are specialists, you presentation could include technical aspects and jargon, which they would be able to understand. B) Preferred style of presentation It would also be relevant to know the personal preferences of your audience, with regards to the style of presentation that they are most comfortable with. It should be remembered however, that humor should be used with care, so that it is relevant and does not offend the audience. C) Demographic characteristics of the audience The gender, age, cultural background and economic status of the audience also needs to be studied in advance, so that the presentation may be tailored to appeal to that particular audience. D) Size of the audience The size of the audience would determine your presentation style, the time set aside for questions and answers, the size of visuals and so on. With a smaller group, the presentation could be made less formal the time for questions and answers less and the visuals smaller, than for a larger group. E) The Level o knowledge on the subject You need to know how familiar your audience is with the subject of the presentation. If the audience comprise of experts in that particular area. F) The Attitude of the audience The attitude of your listeners, both towards you as a speaker and towards the topic of the presentation needs to be studied in advance. 4) Analysis of yourself as a Speaker Apart from analyzing your audience, you also need to do a self analysis to determine your own purpose of making the presentation, your level of knowledge on the subject and your feelings about the subject. As explained earlier, a clear statement of the specific purpose of the presentation should be developed. 5) Analysis of the circumstances This includes taking into consideration any limitations of infrastructure, time and context that might affect your presentation in any way. For example, if you will be speaking in a small room where the lighting and the acoustics are insufficient, you may have to

overcome these limitations by altering the seating arrangement, using brighter visuals and speaking loudly. 6) Preparation of Outline Once the initial groundwork has been done, you will need to develop an outline of your presentation, irrespective of your presentation. Irrespective of the nature and purpose of the presentation, a standard format is generally followed, including the following A) Introduction This should include an attention getter to get the audience involved and interested in the presentation topic. Several techniques may be used to command attention. B) Body or main Section This is where the main points will be presented and elaborated upon. It is best to limit the number of main points to five, so as not to overload the listeners with too much information. C) Conclusion A brief Summary of the presentation, along with concluding remarks would be included in this section. The conclusion should have as much punch as the attention getter in the introduction. 7) Collection of Information and material The outline of the presentation has been developed, you will need to start gathering the relevant material. This is a time consuming process and requires a fair amount of research. Example: - If making presentation on Job opportunity in current time then we have collect the information like how may company come in the market, which kind of requirement in opening coming of time , this kind of all basic information ready for make presentation. 8) Organization of the body The body of the presentation should always be prepared before the introduction. Organizing the body consists in identifying the key points that will support your main idea and then selecting an organizational plan to develop these key points. A) It has greater cleaning power than other brands B) It is more affordable C) It is easier to use than other brands

9) Planning the conclusion Since the introduction is where you make the first impression, it should be planned with care. It should take up between 10 and 15 percent of your total speaking time. At the outset, you need to try and establish your credibility. An attention getting opener should be developed , using techniques such as humor, dramatic questions, an interesting story, a quotation or a starling statement. 10) Planning the conclusion The conclusion of a presentation should be shorter than the introduction and occupy only 5 percent of the entire presentation. Generally, every conclusion should have a review and a closing statement. The review is essentially a reinforcement of the key idea and a summary of the main points. 11) Selection of a Delivery Style Once your presentation has been adequately prepared in terms of content, you also need to ensure that it will be delivered effectively, by selecting an appropriate style of delivery. There is different delivery styles are available to speakers 1) Speaking Impromptu In this case, the speaker is called upon to say a few words without any warning or advance notice. Since there is little or no time given for preparation, it is suited for only expert speakers. 2) speaking extemporaneously This is different from speaking impromptu. While impromptu speeches are delivered on the spot and not rehearsed, an extemporaneous speech is prepared and rehearsed in advance. 3) Memorizing the presentation This is the least appealing style of delivery, since it comes across as unnatural and monotonous to the audience. A speaker who memorizes and delivers a presentation word for word will also be at a disadvantage if he forgets a part of the speech. 4) Reading from written notes This consists in reading the entire presentation from notes. It is use bye government of business officials and may be appropriate when the material to be presented is highly technical or complex. 5) Speaking from notes this is generally the most effective style of delivery. It consists in jotting down the main ideas in point from on index cards and then referring to these case merely as trigger while speaking.

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? (10 marks) Ans: As a Team manager first of all I have clear in my about meeting. Its depend on types of Meeting. There are so my type of meeting Like 1) Task Oriented Meetings, 2) Progress Meeting, 3) Information Sharing Meetings. Before Meeting I Have make Agenda and circular to entire team that why they have aware about this meeting and team member are ready to meeting and make plane accordingly. For Exempla: I will Plane for Sales target meeting in coming of month, so first of all I will make agenda and circular to entire team. Agenda Date: 08/05/2011 To: ( Name of all team member) From: Team Manager Subject: Planning for the Sales Target Place : Conference Room Time: May 10, 2011, From 9.30 a.m to 11:00 a.m Background of Meeting: The meeting for the new sales target planning, so astoundingly all are will be present with your sales plane and sales provision for the coming of the month. If any one has not present in the meeting please inform me in advance so that we will make prastiontation astoundingly and take them call on conference call.

Being a team leader if any of member not attend the meeting I will take advance plane from them and in meeting time I will take conference call and take suggestion and ideas. So they all are cover in the meeting.

Q. 5 Distinguish between circulars and notices along with formats. (10 marks) Ans: Circulars and notices are also written forms of communication with in the organization. The difference between a circular and a notice is that circulars are announcements that are distributed to small or selective groups of people within the organization, whereas notices are meant for a larger group of people. Circular For Example A manager wants to call a meeting of heads of departments, he will pass around a circular only to the heads, requesting them to attend that meeting. And notice generally contain information or announcements that are meant for all the employees of an organization. If the president of the student committee in a management college and with to hold a meeting to plan for the annual management fest of the college. You will have to send some information to those whom you want to involve in organizing the fest. You may not want all the students to be involved initially, since it may take a lot of time and there may be too many suggestions. For this purpose, you may send a Circular only to the student committee members, requesting them to attend the meeting. A Sample circular Date : TO : All departmental Head CIRCULAR Safety aspects in Science Laboratories The purpose of this circular is to emphasize the importance of safety in research laboratories. All laboratory supervisors are responsible for the attention to any safety hazard that pertains to a particular activity. in this laboratory safety and they should be careful at all times to observe standard safety procedures, when practical activities are being conducted in the laboratory. Please bring this circular to the notice of the supervisors concerned and to the notice of the representatives as appropriate, for transmission to individual research scientists. General Manager HR Circular is a caption that indicates the message to be conveyed.

Notice A notice is therefore a legal document that has to be put up on an official notice or bulletin board. Notice is meant for all employees of the organization. It has a reference number, date and a subject. Sometimes, under special circumstances, notices may also be sent to individual employees. An example of this type of notice is the Show causes notice which is sent when employee is found to be guilty of major misconduct. The notice mentions the allegations against the employee and ask for a written explanation within a specified time. Notice are read by a large number of people and can also be used as evidence in court cases. When you make notice make sure that your tone should be firm, but not offensive and arrogant. Depending on the type of notice, the duration of display of a notice is specified under various provisions. A Sample Notice Date: Notice Sub: Company Holiday List This is inform to all employee to our organization declared officially 10 holiday for the year of 2011. We will follow Holiday in our company as per given list. Sr. No 1 2 3 4 5 6 7 8 9 10 Holiday Makarsakranit Republic Day Mahasivaratri Ram navmi Indipendence Day Ganesh chaturthi Dussera Deepawali Deepawali Bhai Dhuj (Deepawali) Date 14/01/2011 26/01/2011 02/03/2011 12/04/2011 15/08/2011 01/09/2011 06/10/2011 26/10/2011 27/10/2011 28/10/2011

Q. 6 You are a sales manager for a particular brand of mixer and blender. Frame a sample bad news letter telling a customer about that her claim for the product replacement is rejected on the grounds that the product didnt have any defect during the sale. (10 marks) Ans: Date : 08/05/2010 Mrs. Sonal Fashion Street, Navarangpura, Ahmedabad. Dear Mrs. Sonal, As per your reference letter you have problem in our mixer and blender you want to back money or replacement of the good. We are sorry to inform you that we received your faulty good and send to check in our service team. We received report form our service team. Below following point noted. 1) Your mixer is perfect working when you purchase form our retails shop. 2) According to service team in mixer power button not working and this is not form our side fault. 3) When you purchase good at time its working but there is some mistake form your side in transportation and power button was damage. 4) if nay manufacturing fault we will ready to replace good but is not manufacturing fault. So we are not consider your request for replacement. We are sorry to inform you that we received your faulty good and send to check in our service team. We received above report form our service team. So we are not respectable for this fault. Mrs. Sonal, we are most popular company in market for mixer and blender so we are ready to help our customer and if you want to repair this mixer we will ready to it for pay a minimum charges. Our service outlet available in you city. Thanking to associated with us. Form, Product Manager (Sales Team) CUSTOMER SATIFACTION IS OUR MOTO