GE2402: Business Communication in English

ASSESSMENT

Assignment One: E-mail message- individual assignment

Due Date: Week Five

Value: 15%
Length: 200-250 words

Instructions

Read the instructions for Assignment Five (report) and choose a topic. Then select a
company that you could use in your report and write an e-mail message to the
appropriate person requesting some information. If you choose report topic one, your
request should be for information on the main policies and initiatives that the
company is taking in the area of Corporate Social Responsibility (CSR). If you
choose report topic two, your request should be for information on differences
between the companys headquarters and its branches in other countries.

Make sure that your e-mail meets these requirements:

It is addressed to an appropriate person

It is clear and concise, so that the reader is likely to understand immediately
what you are requesting
The content is organized appropriately for an e-mail message
The tone is polite and formal without being too indirect or evasive

Grade range Aims, Content and Language

Organization

A+, A, A- An excellent email, requiring Hardly any mechanical

hardly any revision errors
Completely achieves its Choice of language entirely
aims appropriate for topic and
situation
Purpose of email is very
clear; clearly states the Tone entirely appropriate for
action the reader has to take reader-writer relationship
Contains only relevant facts;
facts explained fully; entirely
Highly readable and fluent
comprehensible
style
Organization: effective
transitions; sections
arranged in a logical
manner; each paragraph
effectively develops one
topic
Includes all parts of the
email format

B+, B, B- Requires minor revision Some noticeable mechanical

errors
Largely achieves its aims

Purpose of email is clear;

 states the action the reader Choice of language mostly
has to take appropriate for topic and
situation
Contains relevant facts;
facts explained quite well;
some parts are not clear but Tone mostly appropriate for
the overall comprehensibility reader-writer relationship
is not affected
Organization: suitable
transitions; sections Mostly readable and fluent
arranged in a mostly logical style
manner; each paragraph
develops one topic

Few errors in email format

C+, C, C- Requires considerable Many mechanical errors
revision
Only achieves aims partially Choice of language not
Purpose of the email is always appropriate for topic
unclear; the action the and situation
reader has to take is not
clearly stated Tone not always appropriate
for reader-writer relationship
Contains some relevant
facts; facts not all explained
adequately; some parts are Style does not make for
unclear easy reading
Organization: transitions in
some parts lacking;
arrangement of sections not
always logical; not all
paragraphs are well
developed
Several errors in email
format
D Requires a major overhaul So many mechanical errors
Does not achieve its aims that it affects readers'
comprehension of the
Purpose of email is very message
unclear; the action the
reader has to take is either Choice of language often
not included or quite inappropriate for topic and
ineffectively stated situation
Contains few relevant facts;
facts explained Tone largely inappropriate
inadequately; many parts for reader-writer relationship
are incomprehensible
Organization: transitions in Style makes it difficult to
many parts lacking; read
arrangement of sections not
logical; many paragraphs
are inadequately developed
Numerous errors in email or
format

F Requires complete rewriting So many mechanical errors

that it is very difficult for
Does not achieve aims in
readers to understand the
any way
message
Purpose of email is not
stated; the action the reader Choice of language
 has to take is not included inappropriate for topic and
situation
Does not contain relevant
facts; the email is in general
incomprehensible Tone inappropriate for
reader-writer relationship
Organization: no transitions
in many parts; arrangement
of sections illogical;
paragraphs are inadequately
developed
Email format conventions
mostly ignored

Assignment Two: Business meeting group simulation, individual assignment

Due Date: Week Nine

Value: 20%
Length: about 25 minutes for the meeting, about 5 minutes input for each participant

Overview of Assignment

Assignment 2 activity (EasyFix Decision-making Meeting) is divided into two parts:

Part I. Pre-meeting Preparation and Part II. Board Meeting. In this assignment, you
will make individual decisions in Week 7 and then participate in a group decision-
making meeting in Week 9. In week 8, your tutor will inform you of (i) your group
number; (ii) group members; and (iii) time of your Week 9 meeting. The group size
will be five or six.

Procedures

Part I. Pre-meeting Preparation

1. Read the case scenario carefully (Guffey& Du-Babcock, 2010, pp. 461 ~ 462)
and make individual decisions.
2. Mark your individual decisions and provide rationale on the Recording Form
for EasyFix Decision-making meeting to indicate your individual preferences
on both US and Asia markets (see textbook on p. 463).
3. Submit your Recording Form to your tutor in week 7 (February 27 to March
2).
4. Collect information about your assigned group from your tutor in Week 8.

Part II. Board Meeting

1. Twenty-five to thirty minutes are allocated for the decision-making meeting.
2. Each group will receive a hard copy of the Group Recording Form from your
tutor. Mark the group decisions on the Recording Form for Easyfix Decision-
making Meeting and hand in the Recording Form to your tutor.

Meeting Participation Guidelines:

The Assignment 2 is a group simulation, but will be individually assessed.

 Consequently, you should take active role in the decision-making meeting. If
each member would participate equally, the participation time for each group
member would be approximately FIVE minutes. It is important that you both
initiate ideas and actively comment on ideas of others. An example of a situation
where you will lose marks is the reading of a pre-written script. You are allowed
to prepare and bring notes to the meeting, but reading the notes will result in a
lowering of your marks. An important way of increasing marks is to exhibit
careful listening and then responding to the content put forth by other group
members. Another way of increasing your marks is to summarize the previous
discussion and solicit the input of group members who have not actively
participated or whose opinions you think are worth building on.

Assignment Two: Meeting Simulation

Grade range Aims, content and Language

organization

A+, A, A- Meeting objectives Hardly any language errors

completely achieved
Role as chair/participant
very effective
Contribution totally adequate
and constructive
Presentation of ideas very
clear and effective
Pronunciation very clear and
accurate
Very fluent
Use of language for
meetings highly appropriate

Ethical issues fully

addressed
Interaction very effective and
natural
Body language and eye
contact entirely appropriate
Voice quality very good
Agenda followed strictly

Time management very

effective

B+, B, B- Meeting objectives largely

Some noticeable language
errors
achieved
Pronunciation mostly clear
Role as chair/participant
and accurate
mostly effective
Contribution mostly Mostly fluent
adequate and constructive
Use of language for
Presentation of ideas largely meetings mostly appropriate
clear and effective
Ethical issues mostly
addressed
Interaction mostly effective
and natural
Body language and eye
contact largely appropriate
Voice quality mostly good
 Agenda mostly followed
Time management largely
effective

C+, C, C- Meeting objectives not all Many language errors

achieved
Role as chair/participant not Pronunciation not always
always effective clear
Contribution not always
Some problems with fluency
adequate or constructive
Presentation of ideas not Use of language for
always clear or effective meetings not always
Ethical issues partly appropriate
addressed
Interaction not always
effective or natural
Body language and eye
contact not always
appropriate
Voice quality not always
good
Agenda not always followed

Time management not

always effective
D Meeting objectives barely Use of language impedes
achieved comprehension
Role as chair/participant Pronunciation largely
mostly ineffective unclear
Contribution mostly
Considerable problems with
inadequate or ineffective
fluency
Presentation of ideas mostly Use of language for
unclear or ineffective meetings largely
Ethical issues barely inappropriate
addressed
Interaction mostly ineffective
or unnatural
Body language and eye
contact mostly inappropriate
Voice quality impedes
comprehension
Agenda rarely followed
Time management mostly
ineffective

F Meeting objectives not

achieved
Role as chair/participant
totally ineffective
Contribution completely
inadequate or ineffective
Presentation of ideas totally
unclear or ineffective
Ethical issues not addressed
Use of language totally
impedes comprehension
Pronunciation
incomprehensible
Not fluent at all
Language for meetings
either totally inappropriate or
not used
 at all
Interaction totally ineffective
or unnatural
Body language and eye
contact totally inappropriate
Voice quality totally impedes
comprehension
Agenda not followed

Time management
completely ineffective

Assignment Three: Persuasive message individual assignment

Due Date: Week Ten

Value: 15%

Length: 250-300 words

Instructions

Read the following scenario and write a message in response to it. Assume that this
message could be delivered in either e-mail or letter format.

Scenario

Your company is a very aggressive distributor specializing in high quality audio

equipment, such as stereo speakers and amplifiers. You have 12 branches. In order
to further expand, your company has decided to approach ABC, a world-famous
British speaker manufacturer, about the possibility of your company importing their
products into Hong Kong. If your company could import the ABC products, you could
easily double or even triple your sales turnover in a year.

However, there is a problem. ABC has a sole and exclusive distributor in Hong Kong,
which means that your company is not able to sell ABC products. If your company
wants to sell ABC products, you will have to persuade ABC to change its policy of
selling through an exclusive distributor. This means that ABC would replace its
present distributor with your company or discontinue the exclusive distributor policy
by adding your company as an additional distributor. The present sole and exclusive
distributor, Fortune Audio Co., Ltd. is an old, reputable, and family-owned company.
The company is not as active as before. The company president, Mr. Wong, is
advancing in age and several employees including their top salesperson have
recently left the company. You know that there is a close personal relationship
between Mr. Wong and the CEO of ABC.

Your company was established in 2005. Your major shareholders include one of the
top five trading companies in Hong Kong, two leading local investment banks, and a
dozen local big business companies. Your sales turnovers in the past five years have
been HK$ 1.0 billion, HK$ 1.8 billion, HK$ 3.5 billion, HK$ 5.0 billion, and HK$ 9.0
billion. Your company presently is the sole and exclusive distributor for several major
high quality, famous, and expensive brands of home stereo products.
Your task:

Assume that you are Peter Pang, Manager of the Corporate Communications
Department. With the above data write a message to Mr. Alvin Brown, Executive
Director, International Sales Division, ABC Corporation. You have met him at a
reception of ABCs new product exhibition six months ago at the Island Shangri-La
hotel.

Notes:

Your answer will be judged on how persuasive it is, including the organization,
content, and use of language.

You should paraphrase the information if needed. For those who copy sentences
extensively from the original text, the marks on the use of language will be affected.

Assignment Three: Persuasive Message

Grade range Aims, Organization and Language

Content

A+, A, A- An excellent document,

Hardly any mechanical
requiring hardly any revision
errors
Completely achieves its
aims Choice of language entirely
appropriate for topic and
Purpose of document is very situation
clear; clearly states the
Tone entirely appropriate for
action the reader has to take
reader-writer relationship
Contains only relevant facts;
facts explained fully; entirely Highly readable and fluent
comprehensible style
Organization: effective
transitions; sections
arranged in a logical
manner; each paragraph
effectively develops one
topic

B+, B, B- Requires minor revision Some noticeable mechanical

errors
Largely achieves its aims

Purpose of document is
clear; states the action the Choice of language mostly
reader has to take appropriate for topic and
situation
Contains relevant facts;
facts explained quite well;
some parts are not clear but Tone mostly appropriate for
the overall comprehensibility reader-writer relationship
is not affected
Organization: suitable Mostly readable and fluent
transitions; sections style
arranged in a mostly logical
manner; each paragraph
develops one topic


C+, C, C- Requires considerable Many mechanical errors

revision
Only achieves aims partially
Purpose of the letter/e-mail Choice of language not
is unclear; the action the always appropriate for topic
reader has to take is not and situation
clearly stated

Contains some relevant Tone not always appropriate

facts; facts not all explained for reader-writer relationship
adequately; some parts are
unclear
Style does not make for
Organization: transitions in easy reading
some parts lacking;
arrangement of sections not
always logical; not all
paragraphs are well
developed

D Requires a major overhaul

Does not achieve its aims
Purpose of letter/e-mail is
very unclear; the action the
reader has to take is either
not included or quite
ineffectively stated
Contains few relevant facts;
facts explained
inadequately; many parts
are incomprehensible
Organization: transitions in
many parts lacking;
arrangement of sections not
logical; many paragraphs
are inadequately developed
So many mechanical errors
that it affects readers'
comprehension of the
message
Choice of language often
inappropriate for topic and
situation
Tone largely inappropriate
for reader-writer relationship
Style makes it difficult to
read

F Requires complete rewriting So many mechanical errors

that it is very difficult for
readers to understand the
Does not achieve aims in
message
any way
Purpose of letter/e-mail is
Choice of language
not stated; the action the
inappropriate for topic and
reader has to take is not
situation
included

Does not contain relevant Tone inappropriate for

facts; the letter/e-mail is in reader-writer relationship
general incomprehensible

Organization: no transitions Style makes it unreadable

in many parts; arrangement
of sections illogical;
paragraphs are inadequately
developed

Assignment Four: Oral presentation group assignment

Due Date: Weeks Twelve and Thirteen

Value: 20%
Length: 20 minutes for group presentation, 5 minutes for question-answer session

Instructions

You will present your topic for assignment 5 (business report) to the Corporate
Annual Meeting of your company. Your presentation should include Powerpoint or
Keynote, and should highlight your findings and recommendations. You audience will
be internal, consisting of participants who may not know much about your topic, but
who have an interest in your project being successful.

Assignment Four: Oral Presentation

Grade range Aims, Content and Language

Organization

A+, A, A- Presentation objectives Fluent

completely achieved
Hardly any language errors
Introduction very effective
Pronunciation very clear and
All relevant information accurate
included and presented
Tone highly appropriate
effectively
Delivery (pace, eye contact,
Conclusion very effective
posture, gestures,
Information correctly enthusiasm) excellent
structured
Transitions very adequate
and effective
Visuals always appropriate
and effective

Team work managed very

effectively
Question-and-answer
session very professionally
and effectively handled
Time management very
effective

B+, B, B- Presentation objectives Mostly fluent

mostly achieved
Introduction mostly effective
Most relevant information
included and presented
effectively
Conclusion largely effective
Information correctly
structured in most sections
Transitions mostly adequate
Some noticeable language
errors
Pronunciation mostly clear
and accurate
Tone mostly appropriate
Few problems with delivery
(pace, eye contact, posture,
gestures enthusiasm)
 and effective
Visuals largely appropriate
and effective

Team work mostly effective

Most parts of question-and-
answer session
professionally and effectively
handled
Time management mostly
effective

C+, C, C- Not all presentation Some problems with fluency

objectives achieved Many noticeable language
Introduction only partly errors
effective Pronunciation often unclear
Some relevant information or inaccurate
included and presented Tone often inappropriate
effectively
Some problems with delivery
Conclusion only partly (pace, eye contact, posture,
effective gestures enthusiasm)
Information correctly
structured only in some
sections
Transitions often inadequate
or ineffective
Visuals often inappropriate
or ineffective

Team work often

ineffectively managed
Many parts of question-and-
answer session ineffectively
handled

Time management often

ineffective
D Presentation objectives
Serious problems with
fluency
barely achieved
Language errors impede
Introduction barely effective comprehension
Little relevant information Pronunciation largely
included or presented unclear or inaccurate
effectively Tone mostly inappropriate
Conclusion barely effective
Many problems with delivery
Information correctly (pace, eye contact, posture,
structured in very few gestures, enthusiasm)
sections
Transitions mostly
inadequate or ineffective
Visuals mostly inappropriate
or ineffective
Team work mostly
ineffective

Most parts of question-and-

answer session ineffectively
handled
 Time management mostly
ineffective

F Presentation objectives not Not fluent at all

achieved
Introduction totally
ineffective
Very little relevant
information included or
presented effectively
Conclusion totally ineffective
or missing
Information poorly structured
throughout
Use of language totally
impedes comprehension
Pronunciation
incomprehensible
Tone is totally inappropriate
Problems with delivery
(pace, eye contact, posture,
gestures, enthusiasm)
render presentation
incomprehensible

Transitions totally
inadequate or ineffective
Visuals totally inappropriate
or ineffective
Team work totally
ineffective

Question-and-answer
session totally ineffective
Time management totally
ineffective

Assignment Five: Business report group assignment

Due Date: Week Fourteen

Value: 30%
Length: 2,000-2,500 words

Instructions

Choose one of the following topics and write a formal business report in response to
it.

Topic One

Scenario

You are the Chief Executive Officer (CEO) of a startup company in your choice of
industry, and you are considering the organization and policies of your company,
which are still in the process of being developed. You have been hearing a lot about
the importance of corporate social responsibility (CSR) as part of effective business
practice. The CSR Network defines CSR as being about how businesses align their
values and behaviour with the expectations and needs of stakeholders - not just
customers and investors, but also employees, suppliers, communities, regulators,
special interest groups and society as a whole. CSR describes a company's
commitment to be accountable to its stakeholders.
You want to find out more about this in relation to your business, because you want
your company to be cutting edge and up-to-date with the current business scene.
You also want to get some ideas from other companies who have used CSR
successfully or unsuccessfully and learn from their successes or failures. You then
want to make a plan on incorporating CSR policies in your company organization.

Task:

Find out about CSR and discuss its possible applications with your team members.
Consider the advantages and problems involved in CSR projects and policies. Also,
research two companies of your choice, in a similar industry to your companys, and
find out what their position is as regards CSR. For this, you can use the information
you gathered from your e-mail assignment.

Write a report to your Executive Committee that considers the importance of CSR in
the international business world and recommends way in which it can be
incorporated in your company. In your report, give a short description of your
company, discuss the ways in which the two other companies encompass CSR, and
consider the effects of CSR for those companies. Lead to a set of recommendations
on how CSR can be used in your company.

You can get more information on CSR from these sources:

CSR Asia,
http://www.csr-asia.com/weekly.php

Mallen Bakers (business consultant) website,

http://www.mallenbaker.net/csr/definition.php

Harvard Business School Working Knowledge article,

http://hbswk.hbs.edu/item/6484.html

Topic Two

Scenario

You are the Public Relations Officer in a company of your choice. Your company is
opening a branch in another country (the country is also your choice). The Chief
Financial Officer (CFO) has asked you to review and analyze what other similar
companies have done to modify and adapt their public relations documents, such as
web sites, for new overseas branches, and to provide recommendations on some
steps that the company should take to prepare for this.

Task

Research two companies that have international branches, and analyze some of
their PR documents (for example, web sites and newsletters), to find similarities and
differences between different countries. For this, you can also use the information
that you gathered in your e-mal assignment. Possible companies include Disneyland,
HSBC and franchises such as Starbucks, which have international outlets. Then
write a report that discusses these findings and leads to a set of recommendations
on actions that your company should take for the new branch. In your report, include
a brief description of your company and its products to make the discussion relevant.

For more information on company internationalization and relocation, consult these

sources:

Global HR News:
http://www.globalhrnews.com/story.asp?sid=158

Harvard Business School Working Knowledge article:

http://hbswk.hbs.edu/item/6804.html

Assignment Five: Business Report

Grade range Aims, Content and Language

Organization

A+, A, A- An excellent business report Hardly any mechanical

requiring little revision errors
Aims of report completely
Choice of language entirely
achieved
appropriate for topic and
Purpose and scope clearly situation
identified
Tone entirely appropriate for
All relevant information reader-writer relationship
included for analysis
Highly readable and fluent
style
Synthesis of ideas very
effective
Sections organized in a
completely logical and
effective manner
Transitions very effectively
achieved
Business report format
followed throughout

All components of business

report included

Use of graphics totally

effective
Reference and citation
conventions followed
throughout

B+, B, B- A good business report Some noticeable mechanical

requiring some revision
Aims of report mostly
achieved
Purpose and scope largely
clear
Most relevant information
included for analysis
Synthesis of ideas mostly
errors
Choice of language mostly
appropriate for topic and
situation
Tone mostly appropriate for
reader-writer relationship
Mostly readable and fluent
style
 effective
Most sections organized in a
logical and effective manner
Transitions mostly effective

Business report format

mostly followed

Most components of
business report included
Use of graphics mostly
effective

Reference and citation

conventions mostly followed
C+, C, C- Report requires Many mechanical errors
considerable revision
Aims of report partially Choice of language not
achieved always appropriate for topic
and situation
Purpose and scope not clear
Tone not always appropriate
Insufficient relevant for reader-writer relationship
information included for
analysis Style does not make for
easy reading
Synthesis of ideas often
ineffective
Many sections organized in
an illogical or ineffective
manner
Transitions in many parts
ineffective
Business report format only
followed occasionally
Some components of
business report not included
Use of graphics often
ineffective
Reference and citation
conventions not often
followed

D Report requires substantial So many mechanical errors

rewriting
Aims of report barely
achieved
Purpose and scope mostly
unclear
Little relevant information
included for analysis
Synthesis of ideas mostly
ineffective
Most sections organized in
an illogical or ineffective
manner
Transitions in most parts
that it affects readers'
comprehension of the
message
Choice of language often
inappropriate for topic and
situation
Tone largely inappropriate
for reader-writer relationship
Style makes it difficult to
read
So many mechanical errors
that it is very difficult for
readers to understand the
message
 ineffective Choice of language
inappropriate for topic and
Business report format
situation
rarely followed
Tone inappropriate for
Few components of reader-writer relationship
business report included
Style makes it unreadable
Use of graphics mostly
ineffective
Reference and citation
conventions rarely followed

F Report requires complete

rewriting
Aims of report not achieved

Purpose and scope totally

unclear
Very little relevant
information included for
analysis
Synthesis of ideas totally
ineffective
Nearly all sections organized
in an illogical or ineffective
manner
Transitions ineffective
throughout
Business report format not
followed at all

Very few components of

business report included
Use of graphics totally
ineffective
Reference and citation
conventions not followed