Beruflich Dokumente
Kultur Dokumente
TIRUCHIRAPPALLI
ACADEMIC SESSION:
2014-2015
BUSINESS COMMUNICATION
PROJECT:
E-MAIL CORRESPONDENCE
Prof.T.S.Agilla
Gunjan Chandavat
ROLL NO. BC0140023
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Acknowledgement
I also express a deep sense of gratitude to our Vice Chancellor Prof. N Murugavel
for giving me this opportunity. I am obliged to my parents for showing faith which
helped me in completing the project on time.
Lastly, I thank , my friends for their encouragement without which the assignment
would have not been possible.
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DECLARATION
DATE:
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TABLE OF CONTENTS:
INTRODUCTION TO BUSINESS
COMMUNICATION
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ADVANTAGES OF
TECHNOLOGY
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E-MAIL 11
FORMAT 13
ETIQUETTES 14
PROBLEM 16
CONCLUSION 17
In his book Organisation Theory ,William Scott offers the following definition :
Internal communication :
External communication :
It includes communication with govt agencies and departments on the one hand
and distributors ,retailers , individual customers and general public on the other.
1. NETWORKING
2. INTERNET
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The Internet allows communication in two ways: static communication through
Web pages, and dynamic communication through information being exchanged.
Data posted to a Web page, such as product specifications, allow instant access to
the same data from anywhere in the world, a static form of communication that
frees up company resources which would otherwise be engaged in constantly
repeating the same information. Online product orders are a type of dynamic
communication, and can be as complex as keeping a real-time inventory, alerting
employees of changes in costs or real-time chat between a customer service agent
and a customer or field representative.
3. WIRELESS COMMUNICATION
Wireless devices are now capable of doing everything from making a phone or
talking over a walkie-talkie to using the Internet or company network to run
applications and send memos. Wireless technology is quickly evolving, with
products like the iPad and Blackberry taking the place of paper and writing
utensils, distributing information immediately from any location where a signal is
available.
4. CLOUD COMPUTING
Cloud computing takes networking to a whole new level. Documents and programs
can be stored in virtual drives or computers, and can can be accessed by any
authorized user through ordinary Internet connections. Cloud computing allows
real-time communication and interaction exactly the way a network does, with
access extended to global level. Cloud computing eliminates data lost through
system crashes, avoids problems with network downtime as well as providing the
ability for software upgrades to be performed network-wide by upgrading a single
instance of an application. Google Docs is an example of cloud computing where
multiple users can interact on document production in real-time.
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EFFECTS OF MODERN TECHNOLOGY ON BUSINESS
COMMUNICATION
Technology has changed business in many ways, but its affect on communication
is arguably the most significant. Indeed, according to Walden University College of
Management and Technology, communication through email, text messaging,
instant messaging and even budding tools like social networking have been
"among the most profound effects of technology on every area of business."
However, while technology did make business communications faster and easier, it
has also made, at times, communication more distracting and less clear.
Communication is faster
Whether you need to speak with an employee who is traveling in another state or
country or you need to communicate with your supplier half way around the world,
technology allows you to do so instantaneously. In fact, thanks to email and text
messages, you can now send messages to people in other time zones before you
forget without worrying that you will wake them up. In fact, according to Walden
University, the Internet has allowed business people to communicate easily
regardless of time zone and language issues.
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Communication must be more deliberate
Communication technology has changed the way the world conducts business.
Cellular phones, webcams and the Internet are only a few of the many tools
business regularly used that were unheard of a little more than a decade ago. The
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advent of this technology and its variety of benefits has made conducting business
easier and more assessable to small business owners globally.
Financial savings
Expediency
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Specialized Employment
Although it cannot and should not replace all face-to-face communication and
others forms of communication, internal email usage can cover many areas within
the business. Internal emails can function as an effective communication for
sharing basic information, such as new cafeteria prices, paper use guidelines or
security precautions, for example. Sending simple messages to an entire workforce
with just the click of a mouse is fast, easy, convenient and can save the company
money. If saved, the email can function as proof of a message sent or received, and
is easily accessible to remind the recipient of pertinent information. Many
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businesses use email as part of its marketing efforts to share information with
prospects, customers, vendors.
Speed:
When you need to get an important message to a client or business associate who is
located thousands of miles away, one of the fastest ways to do it is by email. The
advantage email has over the telephone in communication speed is that you can
send attachments with an email that contain important documents or even a
presentation to clarify your message.
Availability:
Cost Effective:
Aside from the cost of your Internet connection, email is free. You can send as
many messages, files, videos, documents and presentations as you want without
having to pay anything. It significantly reduces your company's shipping and
postage costs.
Vulnerability:
It would take a manual effort on the part of someone to access all of your important
printed documents and destroy them. But all of your emails and important
information can be lost with a simple hard-drive crash. If you store your email
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information on another server, then you could lose your data if that site goes down
or out of business.
Accessibility
When someone hands you a business letter, you are the only person that receives
that letter. An email can be intercepted by a hacker or go to an incorrect email
address and wind up in someone else's inbox. Your sensitive information and
messages are very accessible to hackers and even unsuspecting recipients when
you use email.
Emotionless
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BUSINESS E-MAIL ETIQUETTE RULES
Whether sending an internal or external email, the subject line should accurately
represent the content of the email. Use proper punctuation and capitalization, and
use bold, italics and white space to make important information stand out from the
rest of the content. Use a salutation to begin the email and only send to individuals
that readily need or request to receive information from your business. Business
emails should be brief, positive and professional.
Considerations
Effects
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SAMPLE FORMAL E-MAIL TO BOSS:
To: jjones@jonesofficesolutions.com
From: tmcaden@jonesofficesolutions.com
Mr. Jones,
I have been researching our choices for internet providers over the past week, and I
wanted to update you on my progress. We have two options: H.C. Cable and Toll
South. Both offer business plans, and I will go over the pricing of each plan at the
meeting on Tuesday. Both of the options I listed have comparable speed and data
usage offerings as well. I called your personal provider, GoGo Satellite, but they
did not have any business offerings. They primarily do residential internet service.
I will talk with Joe and Susan in IT about these options and get their suggestions. I
will also send out meeting requests to everyone, including Mr. Morris in
operations. If you have any questions prior to the meeting, please let me know.
Respectfully,
Tina McAden
Administrative Assistant
http://www.jonesofficesolutions.com
(555) 124-5678
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Problem :
Assume that you are Public Relations Officer of a business company .Draft an e-
mail to be sent to all Heads of Divisions, requesting them to ensure that all the
employees under their control are to be present at the flag-hoisting ceremony on
15th Aug 2009.
From: gchandavat1996@gmail.com
Dear all,
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I on behalf of the organisation invite you all for the flag hoisting ceremony on
independence day i.e. this Friday at 9:00am in front of the Admin block. Please
circulate this information in your respective departments and assure that there is
maximum number present from your department. CEO Mr. Kapoor will also be
present at the function ,felicitating the ones who have done great work year for the
organisation in order to motivate employees.
With Regards,
Gunjan chandavat
ABC organisation
CONCLUSION:
Hence we conclude that,the role of the Internet in business communication is
varied and has come to be of great importance. It can be used to increase effective
communication both internally and externally. Use of the Internet can make it
easier to connect with others quickly and more often, in addition to exchanging a
wide array of media types. It can be used to communicate purchase information to
vendors and by customers to ask questions. The factors that make the role of the
Internet in business communication important can also cause conflict, depending
on the way the medium is used.
Email is one of the most popular uses of the internet in business communication. It
is widely used for both internal and external communications. Email enables users
to communicate with each other at any hour and from several locations. It can also
be an effective way to keep track of requests, conversations, and other important
data as it provides a record of what was communicated.
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One of the most significant internal uses of the Internet in business communication
is the intranetsite. This is a website that is only available to the members of a
particular organization. It typically serves as both a sort of community bulletin
board and a place to access forms, information, and other resources that are
necessary or helpful for employees. Most intranet sites are password protected and
some even have sections which are only available to certain groups of employees.
Some roles of the Internet in business communication are less positive. Though the
speed with which communications can be sent over the Internet can be useful, it
can also lead to complications. This can include errors in documents which are sent
so quickly that they can not be corrected in time to avoid a costly mistake. Another
common problem is with email, which can easily be sent to the wrong party or
group. Miscommunication in email can lead to minor and major conflicts, which
can waste time, money, and resources.
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