Master of Business Administration-MBA Semester 1 MB0039 Business Communication - 4 Credits (Book ID: B1128) Assignment - Set- 1 (60 Marks)

) Q.1 Explain the different types of communication with relevant examples. [10] Ans. Communication is a process that involves exchange of information, thoughts, ideas and emotions. Communication is a process that involves a sender who encodes and sends the message, which is then carried via the communication channel to the receiver where the receiver decodes the message, processes the information and sends an appropriate reply via the same communication channel. Types of Communication Communication can occur via various processes and methods and depending on the channel used and the style of communication there can be various types of communication. Types of Communication Based on Communication Channels Based on the channels used for communicating, the process of communication can be broadly classified as verbal communication and non-verbal communication. Verbal communication includes written and oral communication whereas the nonverbal communication includes body language, facial expressions and visuals diagrams or pictures used for communication. Verbal Communication: Verbal communication is further divided into written and oral communication. The oral communication refers to the spoken words in the communication process. Oral communication can either be face-to-face communication or a conversation over the phone or on the voice chat over the Internet. Spoken conversations or dialogs are influenced by voice modulation, pitch, volume and even the speed and clarity of speaking. The other type of verbal communication is written communication. Written communication can be either via snail mail, or email. The effectiveness of written communication depends on the style of writing, vocabulary used, grammar, clarity and precision of language.

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 persons face say a lot about his/her mood. On the other hand gestures like a handshake, a smile or a hug can independently convey emotions. Non verbal communication can also be in the form of pictorial representations, signboards, or even photographs, sketches and paintings. Types of Communication Based on Style and Purpose Based on the style of communication, there can be two broad categories of communication, which are formal and informal communication that have their own set of characteristic features.

Formal Communication Formal communication includes all the instances where communication has to occur in a set formal format. Typically this can include all sorts of business communication or corporate communication. The style of communication in this form is very formal and official. Official conferences, meetings and written memos and corporate letters are used for communication. Formal communication can also occur between two strangers when they meet for the first time. Hence formal communication is straightforward, official and always precise and has a stringent and rigid tone to it. Informal Communication Informal communication includes instances of free unrestrained communication between people who share a casual rapport with each other. Informal communication requires two people to have a similar wavelength and hence occurs between friends and family. Informal communication does not have any rigid rules and guidelines. Informal conversations need not necessarily have boundaries of time, place or even subjects for that matter since we all know that friendly chats with our loved ones can simply go on and on.

Q.2 What are the general principles of writing, especially business writing? [10]. Ans. The process of good writing involves three basic steps - preparing, writing, and editing. Practicing the following 16 principles will help you be a more effective writer. 1. Know your objective Think before you write. What's your goal? Make sure you fully understand the assignment. Are you writing a one-paragraph executive summary or a five-page? 2. Make a list Write down the ideas or points you want to cover. Why? This helps you get started in identifying the key ideas you want to discuss. If you have trouble getting started, try discussing your ideas with someone else."Kicking an idea around" often helps you clarify your objective and fine-tune what you are trying to accomplish. 3. Organize your ideas Just as it's difficult to find what you want in a messy, disorganized desk drawer, its hard to find important ideas in a poorly organized message. Here are a few ways you can organize your ideas: Importance - Begin with the most important piece of information and then move on to the next most important. Chronological order - Describe what happened first, second, third. Problem-Solution - Define the problem, and then describe possible alternatives or the solution 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. 6. Use bullets or numbers If you are listing or discussing a number of items, use bullets or number your points like I have done in this paper. Here's an example of using bullets. Join the Business Club to: Increase sales Gain new marketing ideas Make new friends Give back to your profession

7. Write complete sentences

A sentence is about someone doing something - taking action. The someone maybe a manager, employee, customer, etc. The "doing something - taking action" can include mental processes such as thinking, evaluating, and deciding, or physical actions such as writing and talking. A good rule to practice is to have subjects closely followed by their verbs. 8. Use short sentences Sentences should be a maximum of 12 to 15 words in length. According to the American Press Institute, sentences with 15 or fewer words are understood 90% of the time. Sentences with eight or fewer words are understood 100% of the time. 9. Be precise and accurate . Words like "large," "small," "as soon as possible," "they," "people," "teamwork," and "customer focus" are vague and imprecise. The reader may interpret these words to mean something different than what you intended. Reduce communication breakdowns by being specific and precise. Define terms as needed. The reader may not understand certain acronyms and abbreviations. 10. Use commas appropriately Use a comma to separate the elements in a series of three or more items: His favorite colors are red, white, and blue. Use a comma to set off introductory elements: After coffee and donuts, the meeting will begin. Use a comma to separate adjectives: That tall, distinguished, good-looking professor teaches history 11. Use the correct word Here are several words that cause confusion. Youre a contraction for "you are" Your means possession, such as "your coat." It's is a contraction for "it is." Its indicates possession.

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 its proper to write the number, such as "The report indicated 68 customers" 14. Have a conclusion Would you really enjoy watching a movie or sporting event that had no conclusion? No. The conclusion ties your points together. The reader wants to know the final score - the bottom line message. 15. Edit your work Read what you have written several times. On your first read, focus on organization and sentence structure. Shorten long sentences. Cross out unnecessary words and phrases. Reorganize material as needed. Read it again and make sure commas are used appropriately and that there is punctuation mark at the end of every sentence. Read it a third time and focus on choice. Are there certain words that are vague or unclear? Replace them with specific words.

 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.