Communication process bring the whole world in hand

Submitted to: S.M. Akterujjman Course Teacher Business Communication Course code: BBA2106

Group 4 Members are: Syeda Bashira Khatun Aminul Islam Pankoj Roy Salma Akter Rumi Mrinaliny Bhoumick Farhana Sumi

BBA080260787 BBA080260788 BBA080260790 BBA080260792 BBA080260796 BBA050260106

REPORT A report is a statement that states about biosocial, economic, business, religious, political, cultural, natural and other events of human interests. Based on report, various important decisions are made. The Person who prepares report is known as reporter who provides recommendations as necessary in a report.

Any entity whether government owned or private, whether commercial or non commercial requires report to take significant decisions concerning their related interests. so, a report is a communication from someone who has some information to someone who wants to use that information. It should be simple, clear, complete and impersonal presentation of facts useful for making decisions.

BUSINESS REPORT The report arises from the Latin word Reportare which means to carry back. So, a report means any description or statement which is carried back to someone who was not present at the scene. A business report may be defined as an organized statement of facts. Lesikar & Pettit defined, A business report is an orderly, objective communication of factual information that serves some business purposes.

Preparatory steps for drafting a report

1.Recognizing and defining a problem: one must realize what are the problems then the problem should be defined by answering some questionsWhat to study? where do we need to investigation? etc. 2.Defining the purpose and scope of the study: What is the purpose of any study? One reason is discussed here. Then for convenience of the study, the exact scope should also be determined. 3.Developing hypothesis: A hypothesis is a tentative statement of some problem. So a researcher should develop hypothesis.

4.Defining terms clearly: There may be various confusion term which definition should be present nicely. 5.Determining the audience: Who are the target readers of report should be considered. 6.Collection of data: To solve problems we need to collect data from different sources.

7.Organizing analyzing and interpreting the data: All the collected arranged by some logical basis such as time, place etc. then those should be interpret the data in terms of logical meaning. 8.Making an outline: When the reports taken the final shape in the writers mind he prepare an outline to write. An outline helps to writing a systematic report. 9.Writing the final report: The last stage of writing the report. The writer should be careful to word selection and grammatical correction.

ORGANIZATION OR STRUCTURE OF A REPORT There are 3 ways in which a report can be organized 1. Letter form: Its main parts are: Heading, date, address, salutation, body, complementary close, signature. 2. Memorandum form: To follow the simple way of presenting the report. Here the formalities are not maintained the data mentioned at the top and followed by the name of the receiver.

3. Letter text combination form: This form includes three major parts(a) Introductory parts: Title page, authorization, letter of transmittal, acknowledgment, table of contents, list of illustrations and graphs, executive summary. (b) Body of the report: Introduction, description, conclusion, recommendations. (c) Appended parts: List of references, bibliography, glossary, appendix, index.

CLASSIFICATION OF REPORTS There are various types of reports. On basis some most important reports are 1. General: 2 types of general report (a) oral report, (b) written report. 2. Formalities: On this basis report is 2 types (c) formal report (d) informal report. 3. Function: Under this 3 types of report are (e) informative report (f) interpretative report (g) analytical report.

4. Time interval: There are 2 types of this report (h) periodic report (i) special report. 5. Subject matter: There are 4 types of this report (j) financial report (k) performance report (l) technical report (m) geological report. 6. Geography report: There are 2 types of this report (n) internal report (o) external report.

7. Length: There are 2 types of this report (p) short report (q) long report. 8. Direction: There are 2 types of this report (r) vertical report (s) lateral report.

DIFFERENCES BETWEEN INFORMATIONAL & ANALYTICAL REPORT Points of differences 1. Definition Informational report In order to gather information from investigation this report is prepared. Analytical report

The report prepared after analyzing the investigated information.

Point of differences 2. Decision making

3. Experience

Informational report In such report no recommendation is available, so decision making not helpful. Reporter may not require vast experience to prepare such a report.

Analytical report Executive can take decision because of existing analysis and recommendation. Reporter must have experience and efficient to draft such a report.

Points of differences 4. Conclusion

Informational report There is no conclusion in such report.

Analytical report

Conclusion is a part of such report.

5. Index & books In such report In such report reference this are not used. this are added.

Points of differences 6. Writing structure 7. Size

Informational report The structure of report writing is not followed. Comparatively small size. Reporter does not have to scope to add his opinion.

Analytical report The structure of report writing is followed. Comparatively large size. Reporter can add his opinion to the report.

8. Personal opinion

Points of differences 9. Recommendation

Informational report Recommendation from the reporter is not needed.

Analytical report

Recommendation is essentially required here from the reporter.

THE GRAPEVINE communication which does not follow any official or prescribed rules and regulations is called informal communication. Informal communication grows out of social interactions among people who work together in an organization . The grapevine is a major informal communication pathway in an organization. The term grapevine arose during the civil war in America . Intelligence telegraph lines were then loosely strung from tree to tree appearing somewhat like grapevines and the wild grapevines also grew over the lines in some areas .AS a result ,messages sent along these lines were often ambiguous, confusing and destroyed.

Characteristics of grapevines Some basic characteristics of the grapevine have been identified. They are: 1. Bigger Impact: The grapevine has a bigger impact on employees than the formal channels. This is because significantly a large number of employees consider the grapevine to be their primary source of information as well as the reliable channel of transmission about events within the firm . 2. Pervasive: The grapevine is pervasive . It exists at all levels in the organization. 3. Flexibility: It is more flexible than formal channels and it embellishes information to a greater extent than formal channels do.

4.Speed: Information spreads fast through the grapevine. The more important the information the greater the speed. 5.Distortion: It is true that rumors spread fast through the grapevine. But rumors that starts out as true become distorted as they pass long the grapevine. 6. Oral Mode: Most of the messages sent through the grapevine are oral rather than written or nonverbal. written channels are used when words of mouth are not convenient. 7. Many Receivers: Receivers of grapevine messages usually communicate with several other individuals rather than with only one.

8. Unsaid Information: The grapevine normally carries information that the formal system does not wish to transmit and intentionally keeps the information unsaid. 9. Contradictory Information: The grapevine often transmits information contradictory to formally transmitted information. For example, rumors spread through the grapevine that lays offs are imminent inspite of formal statements to the country.

CAUSES OF GRAPEVINE TO BE ACTIVE: Some causes of active in the grapevine are listed below: Excitement and Insecurity: People tend to be more active on the grapevine where they feel insecure about their job and become excited. Involvement of Friends & Associates: The grapevines are active when the friends and work associates are involved in the system. If they are not informed the of real information, they draw the conclusions according to their own perceptions.

 Recent Information: Another cause of grapevine to

active is the current information. The grapevine largely spreads the recent news rather than the state information. Personality: Some people become active on the grapevine because of their nature. They simply like to talk much, or they are more interested to talk because of their special communication abilities. Conversation opportunity: Employees are likely to be active on the grapevine in the organization, if their work environment allows them a scope of conversation.

Any Question