Assignment

Of

Business Communication

For

Name Abhimanyu Kumar

Roll No. 1802000207
Drive Spring 2018
Program Master of Business Administration- MBA
Semester Semester 1
Subject Code MBA 102
Subject Name Business Communication
BK ID B1622
 Assignment Set 1
1. Define Communication. What are the characteristics of
communication?

Ans.

Communication is an important part of our personal and professional lives. With

this component we can get success. This is the key to build good relationships. Now
we will discuss about communication.

Defination of communication:

Communication is a process through which two or more persons transmit or

exchange thoughts and ideas among themselves. This is defined differently by some
different writers as following:

 According to W. H. Newman and C. F. Summer, “Communication is an

exchange of facts, ideas, opinions or emotions by two or more
persons.”
 Louis A. Allen defines communication in the following manner:
“Communication is the sum total of the entire 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.”
 The definition for communication of Bellows, Gilson & Odirone is, “A
communion by words, letters, symbols or messages, and as a way
that one organization members share meaning with the others.”
 Hoben said, “The verbal interchange of thoughts or ideas”
 In the words of Berelson and Steiner, “Communication is the
transmission of information, ideas , emotions, skills etc. By the use
of symbols, words, pictures and graphs etc.”
 Anderson Described that, “Communication is the process of
understanding others and turn endeavour to be understood. This is
constantly changing, shifting and dynamic in response to the total
situation.”

From the above definitions we can understand all about communication. It is

obvious that it has some characteristics of communication which we will discuss
below.

Characteristics of communication:
  Unavoidable- This is impossible not to communicate. We communicates
unintentionally all the times with our body language, dressing sense, physical
environment, importance of time and our behaviour, we give massages to
others. You can never avoid giving and taking massages from others in any
situation.
 Process- Each massage is part of a process and does not occur in isolation.
This means that the meaning attached to a massage depends on past, present
or future situations. For example, your boss’s response to your request for a
promotion will depends on your performance, company’s opinion about you
and your relationship with him and other employees in the organization.
 Two way exchange of information- Communication is sharing of
information between two or more persons, with continuous feedback. There
are always two different sides of communication, one who massage originates
and one who it ends.
 Enables Understanding- Communication gives people some information to
understand someone or some situation. People can perform according to the
situation. He can change his method of action to solve the situation.
 Meaning of massage understood by the receiver- Massage given by the
sender is successfully transfers when the receiver understands it very well.
Sometimes it happens that receiver cannot interprets or wrongly interprets the
meaning of the massage, this is called the failed communication. So for a
successful communication is called when the receiver interprets the
information very well.
 It involves a sender and a receiver- Any communication needs a sender
and a receiver of any information to contain some meaning.
 Verbal/Non-verbal –Communication can be made verbally by speaking and
writing, or Non-verbally by our body language, dressing sense, gesture and
facial expressions.
 Dynamic process- Communication contains sharing of thoughts and
experiences in a meaningful manner while receiving, processing and
responding to the person one is talking with. The mode and response may be
vary time to time according to the situation.

These are the characteristics of communication as we know about. Now we know

that nobody can avoid communication. There are some barriers in communication
also.
2. What are the five types of reading?

Ans.

One of the first things you learn about teaching is that there are different reading
techniques and the students should be aware of which technique is most suited,
depending on the reading task required by the text.

The five main types of reading techniques are the following:

 Skimming
 Scanning
 Extensive reading
 Intensive reading
 Loud and silent reading

Skimming
Skimming is sometimes referred to as gist reading. Skimming may help in order
to know what the text is about at its most basic level. You might typically do this with
a magazine or newspaper and would help you mentally and quickly shortlist those
articles which you might consider for a deeper read. You might typically skim to
search for a name in a telephone directory.
You can reach a speed count of even 700 words per minute if you train yourself
well in this particular method. Comprehension is of course very low and
understanding of overall content very superficial.

Scanning
Picture yourself visiting a historical city, guide book in hand. You would most
probably just scan the guide book to see which site you might want to visit. Scanning
involves getting your eyes to quickly scuttle across sentence and is used to get just a
simple piece of information. Interestingly, research has concluded that reading off a
computer screen actually inhibits the pathways to effective scanning and thus,
reading of paper is far more conducive to speedy comprehension of texts.
Something students sometimes do not give enough importance to is illustrations.
These should be included in your scanning. Special attention to the introduction and
the conclusion should also be paid.

Intensive Reading
You need to have your aims clear in mind when undertaking intensive reading.
Remember this is going to be far more time consuming than scanning or skimming.
If you need to list the chronology of events in a long passage, you will need to read it
intensively. This type of reading has indeed beneficial to language learners as it
helps them understand vocabulary by deducing the meaning of words in context. It
moreover, helps with retention of information for long periods of time and
knowledge resulting from intensive reading persists in your long term memory.
This is one reason why reading huge amounts of information just before an exam
does not work very well. When students do this, they undertake neither type of
reading process effectively, especially neglecting intensive reading. They may
remember the answers in an exam but will likely forget everything soon afterwards.

Extensive reading
Extensive reading involves reading for pleasure. Because there is an element of
enjoyment in extensive reading it is unlikely that students will undertake extensive
reading of a text they do not like. It also requires a fluid decoding and assimilation of
the text and content in front of you. If the text is difficult and you stop every few
minutes to figure out what is being said or to look up new words in the dictionary,
you are breaking your concentration and diverting your thoughts.

Loud and silent reading

Most of our day-to-day reading is done silently. When we read an article or
advertisement, we are engaged in the process of deriving meaning from the passage.
Actually when we read aloud, our concentration is divided between reading and
speaking. This makes reading difficult and may cause problems in understanding the
matter. However, there are situations when we may have to read things aloud when
others do not have access to them- for example, notices and circulars. We need to
read the instructions aloud to students or employees, so that there is no confusion
later is no confusion later. Apart from these extraordinary situations, most of the
time the natural way of reading is silent reading, which is ideal and helps
comprehension.

3. Mention the advantages and disadvantages of intranet.

Ans.
The intranet is a computer-based network devised so that people can easily and
efficiently distribute data and information among colleagues Internet
facilities. Intranet has advantages like it enables users to share diverse kinds of data,
transmit files and creates a corporate information repository for all authorized users
to access.
Advantages of Intranet
There are number of advantages of intranet discussed below

 Intranets offering workforce productivity which can help user to find and
observe information very fast. User may also use applications according to their
roles and tasks. Through web browser a user can get access to entire contents of
any website from anywhere or any time. Intranet also increase the ability of
employee’s by performing their job confidently very fast, and accurately.
 Intranet permits business companies to share out information to employees
according to their need or requirements. Employees may also link to
appropriate data at their expediency.
 The best advantage offered by intranet is communications within an
organization or business company, landscape or portrait. Intranets are helpful
to converse planned initiative that has an international reach all through the
organization. The well known examples of transportation are chat, email, and
blogs. A actual world example of Intranet is Nestle had a number of food
processing plants.
 The most significant advantage of Intranet is Web publishing which permits
burdensome corporate knowledge to be continued and effortlessly access all
through the company using Web technologies and hypermedia. The familiar
examples of web publishing consist of training, news feed, company polices,
documents, and employee manual. Intranet can be accessed general internet
standards such as CGI applications, Flash files, and Acrobat files. Each unit can
bring up to date the online copy of a document and intranet always provides the
most recent version to employees.
 Intranet offering business operations and administration solutions because it
also being used as a platform of mounting and organizing applications across
the internet world.
 Another advantage of Intranet is time saving because there is no need to
maintain physical documents such as procedure manual, requisition forms, and
internet phone list.
 Now intranet facilitates their user o view and gets information and data via web
browser. Intranet also save the money of any organization on printing,
publishing and overall maintenance.
 Through Intranet common corporate culture every user can view the similar
information.
 Intranet offer improve teamwork through which teamwork is enabled and all
certified users can get access to information.
 Intranet providing cross platform capability for UNIX, Mac, Windows.
 Intranet offering their user to write applications on their browser without cross-
browser compatibility issues.
 Intranet is a Web-based tool that permits users to produce a customized site
according their requirements. You can pull all Internet actions and most wanted
contented into a single page which make easier to access.
Disadvantages of Intranet
 Intranet has great features for interconnected manners but has some
disadvantages too.
 Management does need to stop control of specific information, this problem can
be minimized but with appropriate prudence.
 The other disadvantage of Intranet is security issue.
 Intranet gathered everything in one location which is really good but if it is not
prearranged then you will spoil everything.
 The cost of intranet is very high but has lots of advantages after implementing.
 Assignment Set 2
1. Explain the wheel of communication. Who are the internal stake
holders in an organization.

Ans.
Communication Wheel:

 Data- Facts about what happened.

 Judgements- Benefits/judgements/conclusions about that has been
happened.
 Feelings- How you felt/feel about it. E.g.- Angry, sad, afraid, happy, peaceful,
annoyed, guilty etc.
 Wants- Declare what you want for yourself, for the other person, for the team,
the organization.
 Willing- What are you willing to do to move in a constructive direction: make
a request, a promise, inquiry, advocacy, offer, complement, constructive
feedback, clearing, etc.

1. Data

(What happened)

A simple Description of what happened

4. Wills
(Actions) 2. Judgements

Requests & Promises Your Interpretation

Offers, Declaration, about what happened

Inquiries, Advocacies, The Issue

You are willing to make

4. Wants 3. Feelings (The

emotions you had
during this experience)
For you, For other person,...

For the team, etc. Anger, Fear, Sadness, etc.

 Internal Stakeholders:

Internal stakeholders are those parties, Individuals or group that participates in

the management of the company. Internal stakeholders are dedicated to
providing services to the company. They are highly affected by the decisions,
performance, profitability and other activities of the company. In the absence of
internal stakeholders, the organization will not be able to survive in the long run.
The following are the list of internal stakeholders:
 Employees- Employees are the primary internal stakeholders. Employees
have significant financial and time investments in the organization and play a
defining role in the strategy, tactics, and operations the organization carries
out. Well run organization take into account employee opinions, concerns, and
values in shaping the strategy, vision and mission of the firm.
 Managers- Managers play substantial role in determining the strategy of the
organization, and a significant voice in operational decisions. Managers are
also accountable for the decisions made, and act as a point of contact between
shareholders, the board of directors and the organization itself.
 Owners- Owners (who in publicly traded organizations can include
shareholders) are the individuals who hold significant shares of the firm.
Owners are liable for the impacts the organization has, and have a significant
role in strategy. Owners often make substantial decisions regarding both
internal and external stakeholders.
 Board of directors- They are the group of individuals who governs the
incorporated entity. A board of directors is a group of individuals that are
elected as, or elected to act as representatives of the stakeholders to establish
corporate management related policies and to make decisions on major
company issues. They are elected by the members of the company at the AGM
(Annual General Meeting).
 Investors- An investor is any person who commits capital with the
expectation of the financial returns. Investors utilize investments in order to
grow their money and/or provide an income during retirement, such as with
an annuity.

2. Define meeting. Explain types of meetings.

Ans.
Definition:
 Generally meeting means an occasion when people come together to discuss or
decide something. Meeting member to get together and discuss about a problem or
issue or a special matter. It is an effective and important tool in the process. Meeting
enables face to face contact of a number people at the same time. Many meetings
take place in business organization.
According to Denyer, “Company means an organized assembly of
persons according to law for transaction of business of common
interest.”

Types of meetings:
 Decision making meetings- The vast majority of business decisions are
made by groups in meetings. While small decisions are made in all kinds of
meetings, the more important decisions often get their own dedicated
meetings.
 Problem solving meetings- Problem solving meetings are perhaps the
most complex and varied type of meetings. Whether the meeting is addressing
an identified problem, or it is focusing on creating strategies and plans to
navigate the future, there are rich arsenals of group processes that can be used.
Scopes and priorities need to be defined, opportunities and threats need to be
identified, and possible solutions should be brainstormed, evaluated, and
agreed upon.
 Information sharing meetings- Presentations, panel debates, keynotes,
and lectures are all examples of information sharing meetings. The primary
goal of these meeting is for the speakers to share information with the
attendees. This could be information about things like upcoming changes, new
products and techniques, or in depth knowledge of a domain. Visual
communication tools, like slides and videos, are powerful tools for making the
shared information more memorable.
At information sharing meetings the attendees have historically been
passive listeners. With new technologies like Meeting Sift they can use their
smart devices to go from passive spectators to active participants, making the
meeting more engaging and productive for all.
 Team building meetings- All meetings should contribute to team building,
strengthening relationships and corporate culture. However, now and
then team building activities should be the main focus for a meeting. This
category includes meetings like include all-hands meetings, kick-off meetings,
team building outings, and corporate events. Have participants feet like an
essential part of their unit, team, department, branch, and company has all
kinds of positive impact on their engagement, performance, and satisfaction.
 Status update meeting- Status update meetings is one of the most common
meeting types. This category includes regular team and project meetings,
where the primary goal is to align the team via updates on progress,
challenges, and next steps. Commonly found group activities in these kinds of
meetings are problem solving, decision making, prioritization, and task
assignment.
 Innovation Meetings- Innovation meetings and creative meetings often
start with thinking outside the box, by brainstorming, associating, and sharing
 ideas in a broad scope. Meeting participants can then use various techniques
and processes to reduce the diverse pool of ideas to a more focused short list.
Through ranking, evaluations, and decision making the most suitable idea, or
ideas, are identified, and recommendations and tasks can be assigned based
on this.

3. Define the barriers to listening.

Ans.
BARRIERS TO LISTENING
This handout talks through a number of different barriers to listening. As you’re
reading through them – identify if any of the barriers apply to you. Do some apply
when you are listening to certain people!
 Selective listening-We all listen selectively at some time or other. It is a
necessary skill in order tosurvive in often very noisy environments, however
our selectivity can sometimes be based on two things.
1) our preconceptions about the other person
2) our preconceptions about the importance of what’s being said
Identifying any preconceptions before the review meeting will help reduce this
barrier.
 Talking speed vs speed of thought- There is a considerable difference
between the speed at which people talk and the speed at which they think. The
average person speaks at about 125 words per minute, whereas thinking speed
is in the region of 500 words per minute. We all think a lot faster than we
realise! The result is that when listening to someone we are continually
jumping ahead of what is actually being said. Try to avoid jumping to
conclusions in the review meeting. Keep an open mind!
 Lack of interest- This could be due to lack of interest in the individual
speaking or being distracted by things that are happening to you personally
(e.g. poorly child, deadline for research project funding/reporting).
Remember, the review meeting is the opportunity for the reviewee to talk
about themselves, their thoughts and feelings.
 Beliefs and attitudes- We all have opinions on a variety of current issues;
we feel strongly about certain subjects; we value certain behaviours. How do
you react when someone inadvertently challenges your beliefs and attitudes?
Try to avoid getting emotional particularly in the review situation, remember,
the review is about the reviewee not you!
 Reactions to speaker- Our reactions to the person speaking rather than
what they are saying can cause us to listen less effectively.
 Our preconceptions- Our preconceptions often mean we don’t even give
another person a chance to speak. We can prejudge what they have to say. The
implication of this behaviour is that it implies we don’t value what they might
have to offer.
 The words we hear- Over-repetition of words and phrases is one
distraction, the use of unfamiliar (e.g. jargon) words is another. Another
important point to remember is that words can mean different things to
different people. Good – to one person may mean only just acceptable, to
another it might mean ‘perfect’.

 Physical distractions- This can come in a number of different guises and

ranges from the background noises that are going on (i.e. a telephone ringing
or a fire engine racing down the road), whether we are physically comfortable
(i.e. too warm, too cold, the seat is uncomfortable – too high/too low, thirsty),
the lighting in the room, to distracting pictures on the wall. Some distractions
are within our control (i.e telephone calls) and where possible it’s important to
try and stop them from becoming distractions (e.g. divert all calls).

The End