BUSINESS COMMUNICATION

Q.1 EXPLAIN THE MEANING AND SIGNIFICANCE OF

BUSINESS COMMUNICATION
ANSWER
THE TERM COMMUNICATION HAS BEEN DERIEVED FROM THE LATIN
WORD COMMUNIS WHICH MEANS TO SHARE . COMMUNICATION MAY
THEREFORE BE DEFINED AS THE PROCESS OF SHARINGINFORMATION,
IDEAS AND FEELINGS SO AS TO CREATA MUTUAL UNDERSTANDING AND
COOPERATION AMONG PEOPLE.
COMMUNICATION IS THE PROCESS OF SENDING AND RECEIVING VERBAL
AND NON-VERBAL MESSAGES.
COMMUNICATION IS THE SUM TOTAL OF ALL THE THINGS ONE PERSON
DOES WHEN HE WANTS TO CREATE UNDERSTANDING IN THE MIND OF
ANOTHER . IT IS A BRIDGE OF MEANING. IT INVOLVES A SYSTEMATIC
AND CONTINUOUS PROCESS OF TELLING , LISTENING AND
UNDERSTANDING.
SIGNIFICANCE
HUMAN BEINGS HAVE AN INBORN DESIRE TO COMMUNICATE WITH
EACH OTHER. MAN IS A SOCIAL ANIMAL AND IN ORDER TO SOCIALISE HE
MAKES USE OF LANGUAGE AND BODY MOVEMENTS. COMMUNICATION
HAS BECOME INDISPENSABLE TO THE SUCCESS AND WELL BEING OF
PEOPLE EVERYWHERE. COMMUNICATION IS EQUALLY ESSENTIAL TO
ORGANISED ACTIVITY. AN ORGANISATION IS A GOAL ORIENTED GROUP
OF PEOPLE WHO MUST REMAIN IN CONTINUOUS TOUCH WITH EACH
OTHER IN OTHER TO FUNCTION TOGETHER AS A TEAM. ACCORDING TO
HERBERT SIMON, WITHOUT COMMUNICATION THERE CAN BE NO
ORGANISATION FOR THERE IS NO POSSIBILITY THEN OF THE GROUP
INFLUENCING THE BEHAVIOUR OF THE INDIVIDUAL.
COMMUNICATION IS THE VEHICLE THROUGH WHICH BASIC
MANAGEMENT FUNCTIONS ARE CARRIED OUT. MANAGERS CANNOT
PLAN, ORGANISE,DIRECT AND CONTROL WITHOUT COMMUNICATION. IT
IS NO EXAGGERATION TO SAY THAT COMMUNICATION IS THE MEANS BY
WHICH ORGANISATIOSATIONAL ACTIVITY IS UNIFIED, BEHAVIOUR IS
MODIFIED , CHANGE IS EFFECTED AND GOALS ARE ACHIEVED .
SOUND COMMUNICATION PLAYS A VITAL ROLE IN ORGANISATION IN
THE FOLLOWING WAYS:
1) EFFECTIVE PLANNING AND DECISION MAKING
ACCURATE AND UPTO DATE INFORMATION CONCERNING THE
EXERTERNAL ENVIRONMENT INTERNAL CONDITIONS IS NECESSARY FOR
TAKING RIGHT DECISION AT THE RIGHT TIME
2)TRAINING AND DEVELOPMENT
COMMUNICATION IS ESSENTIAL FOR THE ORIENTATION AND ON –
GOING TRAINING OF BOTH WORKERS AND EXECUTIVES.
3) MOTIVATION AND MORALE
COMMUNICATON PLAYS AN IMPORTANT ROLE IN INSPIRING PEOPLE TO
WORK HARD AND IN FOSTERING POSITIVE ATTITUDES.
4) COORDINATION
COMMUNICATION IS THE MOST EFFECTIVE MEANS FOR UNIFYING
INTEGRATING THE EFFORTS OF INDIVIDUALS TOWARDS THE COMMON
GOALS.
5)LEADERSHIP
A LEADER CAN MODIFY THE BEHAVIOUR OF HIS PEOPLE THROUGH TACT
AND PERSUASION . FOR THIS PURPOSE THE LEADER NEEDS TO BE A
GOOD ORATOR AND PATIENT LISTENER .
6)EFFECTIVE CONTROL
COMMUNICATION FROM THE BOSS SERVES AS THE BASIS ON WHICH
EMPLOYEES REGULATE THEIR WORK AND KNOW HOW WELL THEY ARE
DOING.
7)TEAM WORK
8) CORPORATE IMAGE

Q.2. EXPLAIN PRINCIPLES OF EFFECTIVE BUSINESS

COMMUNICATION
ANSWER
COMMUNCATION EXPERTS HAVE SUGGESTED SEVERAL TIPS AND
TECHNIQUES FOR BETTER COMMUNICATION. THESE TECHNIQUES ARE
CALLED GATEWAYS TO COMMUNICATION;
1)CLARITY
Good communication never happens. It does not take place of hand or
random. RATHER it is the result of advanced thinking and careful
planning. THE principle of clarity implies both clarity of THOUGHT and
clarity of expression. THE process of communication begins with the
generation of a thought in the mind of the communicator.
2)Completeness
Every communication must be complete anD adequate. INCOMPLETE
messages keep the receiver guessing, create misunderstanding and delay
actions. EVERY person should there for be provided with all the required
facts and figures.
3)Conciseness
Brevity is the soul of good communication. THEREFORE we should use
only relevant details in a messages. RUSKIN said say all you have to say
in the furious possible words. BREVITY shapes the time of both the
centre and the receiver of the message. BESIDES saving time brEvity
provides Grace to speech and a force to what you write.
4) Consideration
In order to communicate effectively, think and look from the receiver’s
angle. THE sender should adopt a humane approach and understand the
emotions and sentiments of the receiver. THE golden rule first
understand then be understood should be followed . THE social
psychological background of the receiver must be understood. This helps
to build credibility
5) Correctness
You should not transmit any message unless you are absolutely
convinced of its accuracy and authenticity. If employees forward
incorrect information to managers, decision based on such information
may be wrong. Similarly, transmission of incorrect information to
outsiders may spoil relations and reputation. Give correct facts and send
your message in the correct style
6) Courtesy
Courtesy means a friendly and helpful behaviour towards others. Polite
manners facilitate communications. Politeness begets politeness and
encourage participative communication.
7)Concentration
While sending and receiving a message you must pay full attention.
While transmitting information attention is necessary to ensure that all
the relevant details are included in correct and clear manner. UNdivided
attention to all incoming messages is required to ensure that messages
are fully understood and no point is missed.
Q.3 EXPLAIN AND GIVE EXAMPLES OF CIRCULAR
ANSWER
An office circular is in the form of a letter address by the office to all
branches or to all departments and its drafted in such a way that the
information is useful and his understood by all concerned. The purpose
of a circular is to circulate the information contained therein. Whenever,
the management has to inform anything to entire organisation or maybe
a department it uses office circular. Further circular may be given for any
purpose ranging from inviting office staff to a party to informing the
installation of card punching machine in the office. Office circulars are
meant to be bring information of a general nature to employees in the
organization. They are widely used to intermediate changes in working
hours to invite suggestions, to invite application from employees for
promotion test/ interview to inform changes in medical rules,etc. Office
circular should be brief precise and persuasive. The subject of the
circular should be stated at the top.

Q.4. DEFINE STEPS IN PROJECT WRITING

ANSWER
The exact form design in style of a project depends upon the
requirements of the educational institution concerned and the industry.
A model format is given below :
1) COVER PAGE
2) TITLE PAGE
3) Certificate of approval. This certificate is an authentication of the work
done by the student
4) Approval of Organisational and Faculty Guides
5) Abstract this part of a project report states in brief the topic scope
method conclusions and recommendation. Abstract should be in about
800 to 1000 words or a maximum of two pages tagged in a single space
6) Acknowledgement. The student acknowledgements acknowledges the
help and support from faculty members library computer centre experts
from outside and his/her sponsoring organisation
7) Table of content. It provides a view of the organisation of the material
in the report
8)List of Figures. In case the project report contains figures their listed
after the table of contents on separate page
9)List of tables all the tables in the report are listed on a separate page
10) List of appendices given in the report a listed on the separate page
11)List of abbreviations list of abbreviations used in the report is given
on a separate page
12)Introduction in the first chapter a brief summary of the organisation
it's business and the problem under study is given
13) Research design it contains the following sections
 1)the research methodology used for study
2)the plan and procedure of sampling and the sources of data
3)the procedure used to collect data
4)the quantitative and qualitative techniques used for analysis of
data
5)the manner in which the findings may be interrupted
14) Results and conclusions this chapter contains the result obtained
from the study and the conclusions drawn from this results this should
be linked to the research problem and its various issues
15) Recommendations the recommendations developed from the
analysis and findings of the study are given in the last chapter directions
for the study on the subject may also be given
16)References are given in a proper and complete manner all references
listed in the report must be cross referenced in the text at appropriate
places
17)Appendices
Questionnaire using the study organisation chart of the company its
product mix etc. are given in appendice