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Master of Business Administration-MBA Semester I Subject Code MB0039 Subject Name Business Communication Assignment Set- 2 (60 Marks)

Q1. What are some of the relative advantages and disadvantages of email, as compared to other written communication channels? Suggest two ways to overcome the disadvantages of email communication. Ans. The abbreviated form of an Electronic mail is 'E-mail'. E-mail is a system of creating, sending and storing textual data in digital form over a network. Earlier, the e-mail system was based on Simple Mail Transfer Protocol (SMTP) mechanism, a protocol used in sending the e-mails from one server to another. Today's e-mail technology uses the store-andforward model. In this model, the users sends and receives information on their own computer terminal. However, the computer is used only for connecting to the e-mail architecture. The creation, transmission and storage of e-mail takes place, only when the connection with this e-mail architecture is established. E-mail is one of the many technological developments that has influenced our lives. It has changed the medium of communication. So, it becomes necessary for us to check out the benefits and harmful effects of this popular tool used on the Internet. Advantages of Email The benefits of e-mail are huge in number. Easy to use: E-mail frees us from the tedious task of managing data of daily use. It helps us to manage our contacts, send mails quickly, maintain our mail history, store the required information, etc. Speed: The e-mail is delivered instantly, anywhere across the globe. No other service matches the e-mail in terms of speed. Easy to prioritize: Since the mails have subject lines, it is easy to prioritize them and ignore unwanted mails. Reliable and secure: Constant efforts are being taken to improve the security in electronic mails. Thus making it one of the secured ways of communication. Informal and conversational: The language used in e-mails is generally simple and thus makes the communication informal. Sending and receiving e-mails takes less time, so it can be used as a tool for interaction. Easier for reference: When one needs to reply to a mail, there is a provision in the mailing system to attach the previous mails as references. This refreshes the recipient's knowledge, on what he is reading. Automated e-mails: It is possible to send automated e-mails using special programs like the auto responders. The auto responders reply back to the sender with generalized pre-

written text messages. Environment friendly: Postal mails use paper as a medium to send letters. Electronic mail thus, saves a lot of trees from being axed. It also saves fuel needed in transportation. Use of graphics: Colorful greeting cards and interesting pictures can be sent through emails. This adds value to the e-mail service. Advertising tool: Many individuals and companies are using e-mails to advertise their products, services, etc. Disadvantages of Email The e-mails, though beneficial in our day-to-day life, has got its own drawbacks that are offlate coming to the fore. Viruses: These are computer programs having the potential to harm a computer system. These programs copy themselves and further infect the computer. The recipient needs to scan the mails, as viruses are transmitted through them and have the potential to harm computer systems. Spam: E-mails when used to send unsolicited messages and unwanted advertisements create nuisance and is termed as Spam. Checking and deleting these unwanted mails can unnecessarily consume a lot of time, and it has become necessary to block or filter the unwanted e-mails by means of spam filters. Spamming includes, sending hoax e-mails. Email spoofing is another common practice, used for spamming. Spoofing involves deceiving the recipient by altering the e-mail headers or the addresses from which the mail is sent. Hacking: The act of breaking into computer security is termed as hacking. After the e-mail is sent and before it is received by the desired recipient, it "bounces" between servers located in different parts of the world. Hence, the e-mail can be hacked by a professional hacker. Misinterpretation: One has to be careful while posting any kind of content through an email. If typed in a hurry, the matter could be misinterpreted. Lengthy mails: If the mail is too long and not properly presented the reader may lose interest in reading it. Not suitable for business: Since the content posted via e-mails is considered informal, there is a chance of business documents going unnoticed. Thus, urgent transactions and especially those requiring signatures are not managed through e-mails. Crowded inbox: Over a period of time, the e-mail inbox may get crowded with mails. It becomes difficult for the user to manage such a huge chunk of mails. Need to check the inbox regularly: In order to be updated, one has to check his e-mail account regularly. Every new technology enters the social world with its share of benefits and drawbacks. Different people interpret and utilize it in different ways. In order to make the most of the available technology, users should try to understand both, the positive and negative sides of the tool they use. No technology can be totally perfect!

Q.2 Imagine that you are the Marketing Manager of a multinational FMCG company. Write a job rejection letter to a prospective candidate in the appropriate format, explaining why he/she was not selected for a Management Trainee position with the company. Ans. Mr. Dolphie Barboza 123, Aditya Appt. Saki Vihar New Delhi, India

Dear Mr. Dolphie Thank you for the time and effort you spent applying for a position as management trainee. I would appreciate your time and effort but unfortunately, your education criteria do not match with our criteria for the position of management trainee. Although, our HR manager seem so impress with your interview performance but our company is looking a management trainee who has already completed his/her MBA in Marketing management but you still pursuing MBA from Technia institute in different stream (HR). So we are unable to appoint you as management trainee in our company. Whenever my company will search any HR trainee, we will be happy to contact you in future.

Thank you again for your time and consideration. Sincerely, Vinod Gupta HR Manager

Q.3 Select and briefly describe two corporate ads that you have seen recently which you feel are effective. Explain how they benefit the company. Ans. Advertisement 1

Kinetic Blaze Introductory Advertisement

The Blaze is part of Kinetic's Italiano series of scooters, comprises seven bestselling trueblue European scooter designs that Kinetic bought from Italian manufacturer Italjet. With its aggressive and glamorous Italian design, generous proportions and majestic presence, the very special Blaze makes an instant celebrity of its rider. The high-spec Blaze also has ample go to match the show with a powerful 165cc, 4 valve engine that pumps out 11.6 bhp, coupled with automatic transmission. Kinetic Blaze was launched in 2006. The following is an analysis of the introductory advertisement. In this advertisement, a group of girls are seen going crazy in front of a house. A guy seeing the crowd of girls asks a nearby shopkeeper if Abhishek or John were around. The shopkeeper says it is Rohit Verma. He has Kinetics latest scooter and this is the source of all the commotion. This advertisement is clearly targeted towards the youth. Not only are the models used in the age group of 20-30, the entire look and feel of the advertisement is young and hep. This commercial scores on some points while it fails at others. First of all, the advertisement develops attention and generates interest. Viewers are kept in the dark as to the source of the commotion. Interest is heightened when the shopkeeper answers in the negative to the names of celebrities. When the name Rohit Verma is mentioned, viewers are all ears (and eyes) to find out more about him. The presentation of the product, in this case the scooter, is also well done. It looks glamorous, and the difference in size and shape are also highlighted without words, heightening the impact. The product and the brand are not lost in the advertisement, and viewers not only identify the product, but also remember it. Its market targeting and brand positioning are clearly defined. The target is the middle income male youth. It is positioned as a scooter for men and the first in ushering in a new market segment for scooters with its innovative design and target market. However, the advertisement itself fails to generate a desire for more information or for purchase. This desire is evoked by the fact that the scooter is new and innovative. If the same advertisement was broadcast for a scooter that had already been launched in the

market, it would not have done well. So, in a way, this advertisement works for the product since it is new, but considered solely from the advertising point of view, it does not make a big impact. The advertisement also fails to answer some of the basic questions that consumers have while watching the commercial. What sets this scooter apart from the other scooters in the market? It is obvious that the look and feel of the scooter is definitely innovative. However, all new products sport a new appearance, in fact, it is imperative that they do so. So in terms of performance, how does it differ? What is its USP? Why should the consumer choose to buy this product, when he can be sure of the performance of triedand-tested scooters? From the advertising point of view, the commercial lacks originality and creativity. Showing a crowd of screaming girls to enhance the psychological value of a product is not new. Many advertisements for motorbikes, furniture, cars etc., showcase models to give the product an oomph factor and increase its appeal. Also, from a logical standpoint, why would the girls favour a guy based only on the fact that he has this scooter? How does it award him star status? The advertising message is vague and unappealing. It is understood that the product is being positioned as your Shortcut To Fame. But, how? Most motorbike advertisements try to project their product as one that will give the owner an edge with the ladies. The advertisement says much, but tells little.

Advertisement 2 Gillettes Champions Advertisement Gillette is a brand of Procter & Gamble currently used for safety razors among

other personal hygiene products. It is one of several brands originally owned by The Gillette Company, a leading global supplier of products under various brands, which was acquired by P&G in 2005. The Gillette Fusion is a five-bladed razor released in 2006. There are two different versions of the Fusion available: the Gillette Fusion, and the Gillette Fusion Power. All share the characteristic five blades on the front, and a single sixth blade on the rear that acts as a "precision trimmer". In addition, the Fusion Power is battery powered and emits "gentle micro pulses" that are claimed to increase razor glide. With the release of Gillette Fusion, P&G also launched their new advertising campaign called Gillette Champions. The following is an analysis of the first advertisement broadcast in this series. This advertisement features the Gillette champions -- Tiger Woods, Thierry Henry and Roger Federer. The commercial is called Today and all the three Champions explain how

important it is in their professional and personal lives to Be Your Best Today. The advertising campaign exploits the influencing power of brand ambassadors. The Gillette Champions are Roger Federer (No.1 Tennis Player), Thierry Henry (No.1 Football Player) and Tiger Woods (No.1 Golfer). The Indian campaign is varied to include Rahul Dravid to cater to Indian sensibilities. The advertisers try to use the concept of transference or association to enhance the image of their product and brand. The attributes of quality, performance and excellence exuded by these personalities are projected onto the product and the brand. This builds brand image and a favourable attitude towards the new product. A sense of polish and class underscores the entire advertisement. It plays on the viewers feel-good sensations. The advertisement comes across as smooth and urbane. However, it does feel as if the advertisers are trying to hard by roping in three (or four) brand ambassadors. Most advertisers feel that having celebrities or stars advertise their product influences the consumers more than an advertisement that does not feature them. But, there is something called too much stress on the influence of brand ambassadors. There seems to be little relevance amongst the slogan, the advertisement and the product. Gillette may be the best a man can get, but how does that help the Champions in their respective sports? Form a logical standpoint, how does the new razor blade assist the players? The audio of the advertisement bears little or no relevance to the advertising message. The advertisement talks about focusing on the present, but says nothing about the new blade. Nevertheless, overall, the advertisement comes across as suave. The brand image of Gillette is maintained and even enhanced by this advertisement. The advertisement succeeds in generating a desire and action to purchase in spite of the drawbacks of the advertisement.

Q4. List and explain five important principles of business report writing. Ans. Managers and leaders must express their ideas clearly, concisely, and completely when speaking and writing. If your written messages aren't clear or lack important details, people will be confused and will not know how to respond. In addition, if your written messages are too lengthy, people simply don't read them. 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. Problem-Solution - Define the problem, then describe possible alternatives or the solution you recommend. 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 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. Each paragraph should be started by an indentation or by skipping a line.

Q.5 As a recent MBA graduate from Sikkim Manipal University, write your resume with

a specific career objective, including all the other standard components. Ans. CURRICULUM VITAE Vikas Choudhary 3129, vijay nagar agar, Delhi-110002 mail: abcindia@gmail.com

Objective: to build career in the field of management industry and observe own identity in specific field. Experience: Currently working marketing manager for TPH publishing house. Academic Course Completed MBA in HR from Sikkim Manipal University, Sikkim, Completed B.A. Hons (History) from Satyawat Co-ed College (morning), Delhi University with second division in 1999-2002. Completed higher secondary from Central Board of Secondary Education (C.B.S.E), New Delhi in 1999. Completed Senior Secondary Certificate from Central Board of Secondary Education (C.B.S.E), New Delhi in 1997. Other skills: Computer Literate Bilingual Typing (Hindi and English) Completely familiar with Internet Personal Detail: Fathers name: Date of Birth: Marital Status: Nationality: Languages Known: Shri Anuj Choudhar 12th April 1985 Single Indian Hindi and English

Declaration: I do hereby declare that the statements made in this resume are true, complete and correct to the best of my knowledge and belief. I understand and agree that in the event of any information being found false or incorrect or incomplete or ineligibility being detected at any time before or after selection/interview, my candidature is liable to be rejected. Date: / / 2010

Place: New Delhi

Q6. Prepare a list of ten questions to ask during a job interview, in order to make the interview a two way process and to show that you are interested in the company and the job you are applying for. Ans. As the interview comes to a close, one of the final questions you may be asked is "What can I answer for you?" Have interview questions of your own ready to ask. You aren't simply trying to get this job - you are also interviewing the employer to assess whether this company and the position are a good fit for you. When interviewing job applicants, I often learn as much from the questions they ask as from the responses they give," said John Langland, president of Langland & Langland Consulting. "What potential employees inquire about reveals what they deem important -- as opposed to merely answering my questions with information they think I will find important." What can asking questions in an interview do for you? Show your interest in the position and the company Give you an active role in the interview Offer explanations about the position and the company, which help you decide if you want to work for that organization Showcase the depth of your knowledge and help you guide the discussion into a particular area of expertise Langland suggests preparing at least three questions in advance and taking notes during the interview to record the responses. "A few insightful, knowledgeable questions can speak volumes about you and distinguish you from other job candidates," he said. "However as important as asking questions is asking bad questions, such as, 'How many vacation days does the company offer?' is worse." Langland advises asking these 10 questions during your next interview: 1. What are the top three tasks you want the candidate to perform after being hired? This gives you a concrete idea of the projects you will be working on if hired. Often job ads list general qualities and capabilities the position requires, but the answer to this question will lay out the actual specifics of the job. 2. Why did you choose this company?

The answer will help you determine the organization's strengths and weaknesses with this insider's perspective. 3. How do you see me benefiting the company? This tells you exactly what they're looking for in a candidate and where they see your strengths. 4. Is there room for growth and advancement? This points to your drive and initiative and underscores your intent to secure a career, not just a job. 5. Are there opportunities for professional training or further education? This shows a willingness to learn and adapt as changes in the position or industry occur. Adaptability is very important in today's fickle employment market and may make you very valuable to the company should a reorganization occur. 6. How will I be evaluated and by whom? This provides insight into the company's corporate culture and the department structure in which you will be working. 7. What is the general culture of the company? This can tell you if you will fit into the organization. If they're strictly a "suit and tie" operation and you're all about comfort clothes, you may want to rethink the position. 8. Are there other job responsibilities not mentioned in the ad? This reveals exactly what the ad meant when it said: "...and other duties as assigned." Will you be helping other departments in a pinch? Making coffee? These are things you should know before going any further in the candidate selection process. 9. When will you be making a decision on the successful candidate? Knowing this helps you gauge when to follow up on the interview. 10. May I call you if other questions arise? This keeps the door open for further communication. The interview is an artful conversation designed to help both parties learn more about each other in an effort to decide if the candidate and the position are a good match. Use it as an opportunity to spotlight your accomplishments and determine if the job is right for you.

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