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NMIMS Global Access

School for Continuing Education (NGA-SCE)


Course: Business Communication
Internal Assignment Applicable for December 2020 Examination

1. Javed is a supervisor in one of the biggest automobile companies MATA Motors. He is


an expert in diesel engine vehicles and has been working for 6 for over 16 years in the diesel
vehicle department. While he is well liked by his subordinates and his managers, his
appraisal for this semester does not talk very positive of him. The only weakness that has
been proving to be undesirable is that his lack of business etiquette in writing. He
needs to acquire skills in building stronger relationship by understanding his audience. The
HR decides to send him for a communications training workshop. In light of this case,
please elaborate on the point of ‘adapting to your audience’
Answer (1) 
Introduction Every communication involves one sender, a message and a recipient. This may
sound simple, but communication is actually a very complex subject. The transmission of the
message from sender to recipient can be affected by a huge range of things. These include our
emotions, the cultural situation, the medium used to communicate, and even our location.
Concept & Application

 Javed is a supervisor but he needs to be more efficient in communication skills more likely in
writing. So for Javed his HR decided to provide him Training in communication. So that he will
be good in writing communication and perform well in the organisation.

There are four main type of communication we make use of on a daily basis:

 Verbal: Communicating by way of a spoken language.


 Nonverbal: Communicating by way of body language, facial expressions and vocalic ,
gestures, non verbal communication consist of such things as vocal qualities and variety
of unspoken signals sent by people often in conjuction with verbal communication.
 Written: Communicating by way of written language, symbols and numbers.
 Visual: Communication by way of photography, art, drawings, sketches, charts and
graphs.

Audience analysis involves identifying the audience and adapting a speech to their interests,
level of understanding, attitudes, and beliefs. Taking an audience-centered approach is important
because a speaker's effectiveness will be improved if the presentation is created and delivered in
an appropriate manner. Knowing your audience helps you figure out what content and messages
people be worried about. Once you have an idea of what to say, knowing your audience also tells
you the suitable tone and voice for your message. It identify the audience and adapt a speech
according to the interests of the , level of understanding, attitudes, and beliefs. Taking an
audience-centered approach is vital because a speaker’s effectiveness are improved if the
presentation is made and delivered in an appropriate manner. Identifying the audience through
extensive research is commonly difficult, so audience version often relies on the healthy use of
imagination First of all it is good for Javed to do the audience analysis because it gives some
benefits like:-

1)Targeting- Knowing your audience can help you target the right group of people who would
listen the things which will be articulated by the communicator

2)Promote Your Product- It is well-known that advertising can be very expensive

3) Reach Out To Your Customers: In order to get the people who are to be targeted is targeted
with the help of audience analysis.

4) the audie4nce analysis helps to attract New Customers

5) Time Savings: The task will be completed on time when specifically asked to complete.

6)Cost Efficient : It will reduce the cost also for the organisation

7) This leads to Complete Data too

For example, you would write and organize your work differently if your audience was a group
of experts in the field of your work than if it was a group of undergraduate students being
introduced to the topic., and purpose. It is what the writer wants the reader to know, feel, or do
after reading the work.

Conclusion: hence it can be concluded that after taking communication training workshop any
supervisor like Javed will succeed in their task. It will equip the basic etiquette and behavior
which expected in the workplace to lead in professional fronts.

2. Bandrej is a company into consumer products. Most of the managers and senior
managers working for them have been with them for years but the new executives are fresh
MBAs and most of them belong to a mobile generation. While there is a gap felt between
the way these two generations communicate at work, creates a rift in the productivity. In
light of this case, please list out a few pointers for making mobile communication effective.

Answer 2

Introduction

Now a days it is important to be upgrade with the economy of the nation and leading countries
too. Bandrej is a company in which there are some employees who work in a traditional way in
the organization whereas there are few who are in the mobile communication. Mobile
Communication is the use of technology that allows us to communicate with others in different
locations without the use of any physical connection (wires or cables). A mobile phone is an
example of mobile communication (wireless communication).Applications of wireless
communication involve security systems, television remote control, Wi-Fi, Cell phones, wireless
power transfer, computer interface devices and various wireless communication based projects.
Communication serves five major purposes: to inform, to express feelings, to imagine, to
influence, and to meet social expectations. Each of these purposes is reflected in a form of
communication.

Concept & Application

Mobile communication is important because Mobile communication can be used to improve the
organization by offering secure file sharing on the go, document collaboration, and many
different apps and software that allow employees to access company info anytime.

Advantages of Mobile Communication

There are following advantages of mobile communication:-

1)Flexibility: Wireless communication facilitate the people to communicate with each other in
spite of of location. There is no need to be in an office or some telephone booth in order to pass
and receive messages.

2)Cost effectiveness: In wireless communication, there is no require of any physical


infrastructure (Wires or cables) or maintenance practice. Hence, the cost is reduced.

3)Speed: improvement can also be seen in speed. The network connectivity or the ease of
indulgent was much improved in accuracy and speed.

4)Accessibility: With the help of wireless technology easy accessibility to the remote areas is
possible. For example, in rural areas, online education is now possible. Educators or students no
longer need to travel to far-flung areas to teach their lessons.

5)Constant connectivity: Constant connectivity ensures that people can act in response to
emergencies comparatively quickly. For example, a wireless device like mobile can ensure you a
constant connectivity though you move from place to place or while you travel, whereas a wired
landline can't.
With the help of various communication skills in the organisation we can achieve the
organisational goal:-

1. Emotional Intelligence: Emotional intelligence is the ability to comprehend and manage your
emotions so as to communicate effectively, avoid stress, overcome challenge and empathies with
others. It’s a skill which is erudite over time rather than obtained. There are four main strand to
emotional intelligence: self-awareness, self-management, social awareness and relationship
management.

2. Cohesion and Clarity: Good communication is much more than saying the right thing; it is
about communicating messages clearly and concisely.

3. Friendliness In any kind of communication, make certain that you set the right tone. A friendly
tone will encourage others to communicate with you.

4. Empathy: Within a busy work environment, everyone will have their own ideas about how
things should be done. Even if you have disagreements with your colleagues or partners, their
point of view should be considered and respected.

5. Listening: Good communication is all about listening effectively. Take the time to listen to
what the other person is saying and practice active listening. As communication is two way
process in which listening and speaking both are to be practiced properly.

Conclusion: Hence it can be concluded that M-communication is very efficient and effective
source of communication which can help the business entities to provide the communication and
information services to mass audience anytime, anywhere, This will help the organization to lead
in the global fronts.

3. Mody Associates is a legal firm in a big city and handles a lot of celebrity cases. The two
of their start lawyers, Divya Mody and Jahangir Mody are also directors and new age
lawyers slowly taking over the operations. They work together very well even though have
different styles of working and communications. However, there is only one aspect that
both them have a difference of opinion and that is about using the right channel for
messaging. Divya believes in mobile messaging but Jahangir prefers to communicate
through emails. Both of them usually have a tiff trying to convince each other about their
own points of view. Please answer following questions in light of this case.
a. Divya promotes advantages of messaging in one of the arguments and shares some great
guildelines for making the use of messaging more effective. Please put up some points for
making messaging effective.

b. Jahangir promotes emails writing and he likes to share the ways to make emails more
effective. Please share any 6 ideas to make email communication more effective.

Answer 3

Introduction Modi associates are a legal firm and they have two lawyers Divya Modi and
Jahangir Modi. Both of them have different opinions about their communication techniques.
Divya believes in mobile messaging whereas Jahangir believes in Emails. Both the techniques
are good in their own way.

Concept & Application

(A) Mobile messaging includes SMS-based texting, in-app chat, push notifications, and
messaging apps like Facebook Messenger and WhatsApp. Mobile messaging is a more
immediate form of communication than email or other options.

Benefits or advantages of SMS Communication

Following are the benefits or advantages of SMS Communication:

➨Less time is needed to communicate. Hence it is the fastest way to reach anyone.

➨Communication history is logged automatically to view old messages.

➨It is very polite and cost effective way for sending information.

➨SMS notifications can be automated.

➨One can store the SMS messages for desired duration as per settings in the mobile. Set
message expiration as per desired choice.

(B) According to Jahangir Email messaging is way more better than sms messaging.
Email (or e-mail) communication can be defined as the exchange of short informational
messages between at least two people over a computer network. These messages containing plain
text, images or document attachments are delivered through email web-based services like
Gmail, Outlook, or Yahoo.

Email is a good way to get your message across when:

The information you want to share is not time-sensitive. You need to distribute information to a
large number of people quickly (for example, a memo that needs to be sent to the entire office
staff). You need a written record of the communication.

The Advantages of Email for Communications:-

● Email is a free tool. Once you are online, there is no further expense that you need to spend on
in order to send and receive messages.

● Email is quick. Once you have finished composing a message, sending it is as simple as
clicking a button. Email, especially if an email system is integrated into the network, is sent,
delivered and read almost immediately.

● Email is simple. It is easy to use. Once your account is set up, composing, sending and
receiving messages is simple. Also, email allows for the easy and quick access of information
and contacts.

● Email allows for easy referencing. Messages that have been sent and received can stored, and
searched through safely and easily. It is a lot easier to go through old email messages rather than
old notes written on paper.

● Email is accessible from anywhere – as long as you have an internet connection. Whether or
not you are in the office or on the field, or even overseas, you can access your inbox and go
through your messages.

Jahangir promotes emails writing and he likes to share the ways to make emails more effective
There are 6 ways through which we can make email communication more effective:-

1) Start on a Personal Note


Not just to start from “hope you are well” but striking more personal like “how was your very
last meeting this weekend?” or, when emailing stranger, start by saying somewhat own such as
“I am a giant fan of your locate and your recent piece on feminism really strike a chord with
me”. It’s good to get to the point, but including a personal note or two can warm up the whole
exchange.

2) Emotions, in particular anger and desperation, totally seep through your fingers into your
email message and high emotion words like irate, intolerable, unprofessional and bad-mannered
are especially dangerous in a new email swap over when you don't have your facial expressions
to make softer the meaning. Try looking for softer alternatives or, better yet, if you're feeling
angry, misunderstood, or otherwise intense, do not write that email!

3) A longer email doesn't mean that you have cover all points, it just means you have given
additional zone-out room where people blank out your message because it just draaaaaags.

4) read the email at least once prior to sending it

This is in particular key for emails in which you’re giving out information that can be potentially
misinterpret or where a convinced action is required. One final reading can mean the difference
between dismissal and immediate action.

5)If it’s a critical email, DO NOT under any circumstances send it right away.

Write the email and then save it as a draft before you send it (especially for those middle-of-the-
night, half-asleep missives).

Leave the email in the draft folder and have a cup of coffee before you hit that send button. You
will see the email in a new light after that cuppa… promise!

6)To ensure the subject line of your email serve its purpose
Consider using desired actions as email subjects rather than subject matter and you will see how
your mail will get opened and produce a response. For example, in an email to a client or a team
leader, something like “Need Your Action Please” would get the task done much faster rather
than subject line “The Meeting Notes

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