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Midterm Exam.

Business Communication.

Submitted By:

Shehroz Amir Khan

Section-H

18u00633

Answer of Question-1.

Part (a).

Following are the five characteristics of effective business messages:

Practical – Provide knowledge that is useful. Provide valuable knowledge to recipients, whether
it's to assist them in performing a desired action or understanding a new organization policy.

Factual – Give specific details rather than generalizations. Use straightforward, persuasive,
precise, and ethical language, as well as detailed detail and facts. Even when an opinion is
needed, provide convincing evidence to back up your position.

Concise – Present data in a clear, succinct, and effective manner. Concise messages value
people's time and increase the likelihood of a favorable answer. To assist your readers, try to
simplify complicated subjects as much as possible, and avoid unwittingly complicating simple
subjects by sloppy writing. If you're recruiting new hires or pitching a business proposal to
investors, the ability to describe a complicated topic in clear terms is highly important.

Clear – Make sure that everyone understands what is expected of them. Messages should be
written to elicit a particular response from a specific audience. Clearly state what you expect
from audience members or what you can do for them when necessary.

Persuasive – Make persuasive, persuasion-inducing points and suggestions. Show your readers
how reacting to your message in the way you want them to would help them.

Part (b).
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Following are the three primary types of listening.

Content listening – The main aim of content listening is to comprehend and remember the
knowledge conveyed by the speaker.

Critical listening – The purpose of critical listening is to comprehend and assess the speaker's
message on several levels, including the rationale of the claim, the intensity of the proof, the
validity of the conclusions, the message's consequences, the speaker's motivations and motives,
and the omission of any significant or relevant points.

Empathic listening – Empathic listening helps to consider the speaker's thoughts, wishes, and
expectations so that you can appreciate his or her point of view, whether or not you agree with it.

Part (c).

There's a distinction to be made between presenting bad news and being pessimistic. You place
undue strain on business relationships when the tone of your message is negative. Never try to
conceal bad news; instead, look for positive things that will help you develop a positive
relationship with your audience. The bad news should be presented in a constructive manner that
does not make the user feel bad.

Part (d).

The ability to work effectively in teams is important for the following reasons.

Increased information and knowledge – A team can gain access to more knowledge by pooling
the experiences of many individuals.

Increased diversity of views – Team members may bring a broad range of views to the decision-
making process as long as they are motivated by a common purpose.

Increased acceptance of a solution – Many that are interested in the decision-making process
are more likely to endorse it and inspire others to do so.

Higher performance levels – Workers who share a sense of mission and shared responsibility
will experience new levels of innovation and energy when they work in groups. When it comes
to solving complex problems, effective teams will outperform top-performing individuals.

Part (e).
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An ethical dilemma occurs when a person must choose between two or more options that aren't
obvious. Maybe two contradictory options are both ethical and true, or maybe the options are
somewhere in the gray area between clearly right and clearly wrong. Every business has several
obligations to various groups of people both within and outside the company, and those groups
often have conflicting interests. Employees, for example, understandably want higher pay and
benefits, while investors who have put their money into the business want management to keep
costs down so that profits are good enough to push up the stock price. Both sides have a moral
stance that is true.  An ethical breach, on the other hand, is a distinctly immoral decision. The
pressure to deliver results or justify decisions can make unethical communication a promising
option in both internal and external communication efforts.

Example – Telling a potential customer you can complete a project by a certain date when you
know you can’t is simply dishonest, even if you need the contract to save your career or your
company. (this is ethical lapse). If a company faces a case of lack in sales due to negligence of
employees, the company would have an option to motivate the employee or fire the employee
(this is ethical dilemma).

Part (f).

Facial expression – Your face is the primary means by which you convey your emotions; it
shows both the nature and strength of your feelings. When it comes to signaling attention and
interest, influencing others, controlling contact, and establishing dominance, your eyes are
particularly powerful.

Gesture and posture – The way you move and position your body sends out both precise and
general messages, some of which are voluntary and some of which are not. Many movements,
such as a hand wave, have unique and deliberate meanings. Other forms of movement are
accidental and convey broader messages. Slouching, leaning forward, fidgeting, and rapid
walking are all unspoken signs that reveal whether you're feeling optimistic or anxious, pleasant
or aggressive, assertive or passive, dominant or powerless.

Personal appearance – People react to others based on their physical appearance, which can be
fair or unreasonable at times. While body type and facial features restrict an individual's
appearance, grooming, clothes, cosmetics, piercings, tattoos, and hairstyle are all under your
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influence. Adopt the look of the people you want to impress to make a strong first impression.
Many employers have rules about clothing, body art, and other matters, so make sure you know
what they are and obey them.

Part (g).

Culture refers to a community of people's characteristics and awareness, which includes

language, faith, cuisine, social activities, music, and the arts.

The performance of a persuasive message is influenced by the atmosphere of an organization,

just as it is by social culture. Some organizations, for example, deal with disagreement and
controversy in a behind-the-scenes manner, while others accept and even promote open dialogue
and exchange of different points of view. Finally, integrity is critical when attempting to
convince a cynical or hostile audience. You must persuade people that you are knowledgeable
about the subject and are not attempting to deceive them.

Part (h).

Following are the four tasks involved in planning business messages.

Planning consists of four tasks:

1) Analyzing the situation.

2) Gathering the information to meet your audience’s needs.
3) Selecting the best combination of medium and channel for the message and the situation.
4) Organizing the information.

Part (I).

When you don't know the audience, use your common sense to figure out what they're interested
in. You can learn a lot about your audience by looking at their age, work, place, income, and
education.

Part (j).

The three step strategy for requesting information and action is as follows.

1) Planning a message.
2) Writing a message.
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3) Completing a message.

Answer of Question-2.

Part (a) – Agenda.

Shoes by Shehroz
Agenda
Date: 17th March 2021
Time: 12:00 PM- 2:00 PM
Venue: Auditorium

Purpose: Proposal of biodegradable shoes in the market.

Call to Order

The CEO:
a) Introduction of the new product
b) General discussion about the topic
12:00-12:10

Head of R&D

a) Alternative sources available

b) Methods to be used
c) Required lead time for procurement
12:10-12:30

Head of Marketing

a) Design unique campaign to create awareness.

b) How the hype will be created in the market.
12:30-12:50
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Head of Operations

a) Need for change in the Inventory Management Systems

b) Need for the required resources.

12:50-1:00

General Discussion and reinforcement

1:00-2:00

Adjournment

Part (b) – Marketing Message.

The following message will be used to attract the customers.

“Do you want to play a role in helping the planet to heal? Our bio degradable shoes can help in
saving you and your planet!”

Part (c).

The following strategies would help us in marketing the product line.

 Promote the product via digital media.

 Exhibit the shoes at environment friendly places and universities.
 Hold awareness seminars.
 PR and bloggers could be a great help.
 Make unique marketing campaigns.
 Use guerilla marketing.
a) General Purpose – To introduce environment friendly shoes in the market and create
awareness.
b) Specific Purpose – To enhance the goodwill of the company.
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c) Audience Profile – The audience profile would include people concerned about the
environment and the people belonging to places where environmental conditions need
improvement.

Answer of Question-3.

Letter using the block format.

March 17, 2021

Mr. Ahmad Khan

57A FINCA building Main Boulevard

Gulberg Lahore, 55000

Dear Mr. Khan:

I hope this letter finds you well. I am thankful to you for allowing me to be a part of this prestigious
institution that helped me immensely in polishing my skills and shaping the future of my career. I
have learnt a lot from FINCA and the environment of the company encouraged me to work hard and
broaden my horizons. The sheer dedication and motivation from FINCA opened new doors of
opportunities for me and I am glad to inform you that I have been offered a job as a Financial Analyst
at TBQ International in Singapore.

I am looking forward to showcase my skills by availing this opportunity as it would diversify my

experience and help me in gaining more exposure about the international market. I have served
FINCA for 3 years (2013-2015). I worked for FINCA will sheer dedication and hard work. Now, in order
to pursue the new opportunity that awaits me, I need you to encourage me to do better in my career
and avail this opportunity by sending a recommendation letter directly to TBQ Singapore since it is a
requirement of TBQ. This would be a huge favor to me and it would help in in pursuing my
professional life in a suitable manner.

Moreover, I look forward to stay in touch with the FINCA team and serve the team again in future if
needed. I would be highly grateful to you if you send my recommendation letter to TBQ directly.
Please consider my request and wish me luck for the future.

Sincerely,

Shehroz Amir Khan

Finance head.
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