BUSINESS

COMMUNICATION

PROJECT BY KRISHNA YADAV B-22

Meeting

Generally, meeting means an occasion when people come together to discuss or decide something. Meeting
member to get together and discuss a problem or issue or a special matter. It is also defined as a situation in
which two or more people meet together in order to take a decision. It is an effective and important tool in
the communication process. Meeting enables face to face contact with a number of people at the same time.
Many meetings take place in a business organization. Some definitions of people at the same time. Many
meetings take place in a business organization.

So, meeting is a situation in which two or more people meet together forformal group discussion about a
specific problem, issues, predetermined topic.

PRECONDITIONS OF A VALID MEETING

A Valid meeting should have the following elements:

1. Legal objectives: Any meeting must have legal objectives. Meetings on illegal or unethical purposes
cannot be valid in the eye of law.

2. Convened by proper authority: A valid meeting should be contended by the proper authority of the
company.
 3. Serving proper notice in proper time: Notice of a meeting must be served timely by maintaining rules
and regulations of the companies act.

4. Presence of authorized persons: To make a meeting valid person who is entitled to present in a
particular type of meeting should be present at the meeting.

5. Presided over by a chairman: A valid meeting should be presided over by a chairman who will be
selected by the members.

6. Specific agenda: A detail agenda should be prepared before the meeting and the meeting should be
operated by following agenda.

7. Quorum: Quorum is the minimum number of persons that must be present at the meeting to make it
valid.

TYPES OF MEETING:

Meetings are broadly of three types:

1. Informative: Informative, where the purpose is to give information to the participants about a new
scheme, product, etc.
2. Consultative: Consultative, in which the members are consulted to solve a problem.
3. Executive: Executive, in which decisions are taken by those empowered to do so.
In practice, most of the meetings serve more purposes than one. Some additional classifications of meetings
are – meeting for negotiation purpose, meeting for giving instructions, etc.

CATEGORIES OF NON VERBAL COMMUNICATION

Most of us know just enough about non-verbal communication to be dangerous, and end up over-simplifying
it. There's a lot more to it than most lay people understand. There are actually six different kinds or
categories of non-verbal communication. Some are most valuable for professional public speakers, while
some are not valuable for "regular people". Here's the categories in brief. For more detail about each one.

Paralanguage: Paralanguage refers to what most of us would call "tone of voice" but it also includes

1.Vocal Quality

2.Vocal Modifiers

3.Vocal Identifiers

4.Voice Quality
Sign Language: Sign language includes forms of oral speech where numbers, punctuation and words have
been supplanted by gestures.

Gestures and Body Action: Action Language includes all gestures, posture, facial expressions and
movements that are NOT used exclusively as substitutes for words.

Object Language: Object language refers to the display of material things – art objects, clothes, decoration
of a room, physical appearance like hair styles and so on.

Tactile Communication: Tactile communication is communication that occurs via touch.

Space and Time Communication: This has to do with how space and time are used to communicate. The
most common example here is the use of interpersonal space.

REPORTS

In business, the information provided in reports needs to be easy to find, and written in such a way that the
client can understand it. This is one reason why reports are divided into sections clearly labelled with
headings and sub-headings. Technical information which would clutter the body of the report is placed in the
appendix.
The structure of a report and the purpose and contents of each section is shown below.

TITLE PAGE report title

your name
submission date

EXECUTIVE SUMMARY overview of subject matter

methods of analysis
findings
recommendations

TABLE OF CONTENTS list of numbered sections in report and their page numbers

INTRODUCTION terms of reference

outline of report’s structure

BODY headings and sub-headings which reflect the contents of each

section. Includes information on method of data collection (if
applicable), the findings of the report and discussion of findings
in light of theory

CONCLUSION states the major inferences that can be drawn from the
discussion
makes recommendations

REFERENCE LIST list of reference material consulted during research for report
 APPENDIX information that supports your analysis but is not essential to its
explanation

GROUP DISCUSSION

Group discussion (GD), by virtue of the term, means exchange of views by participants on a given subject.
The whole idea is to bring together a set of people on a common platform to share their ideas, thereby giving
an opportunity to exhibit not only their knowledge, but also to understand and enhance their learning by
absorbing the thoughts of other people.

Advantages of Group Discussions

1. Better understanding of the subject: GD offers a great opportunity to the discussants to take a deep
dive into the subject, and understand it profoundly. It expands the horizon of knowledge and
learning. In addition, it extends a chance to the participants to improve their abilities to think
critically and develop their analytical skills.
2. Solve problems: Since GD brings together a group of people holding diverse opinions, it also
perceived as one of the sought after ways to arrive at solutions to problems. Because of the fact that
people bring in a wide range of insights, GDs help in changing the thought process from a narrow to
a wider view, thereby paving the way to solutions.
3. Improve listening skills and confidence: Since GDs necessitate the contribution of ideas and
thoughts, the participants are required to be listen keenly to others’ observations. In this sense, group
discussions are a fantastic way to enhance listening skills, and also boost the confidence of speakers
by engaging them and encouraging them to express their thoughts.
4. Enhance communication and interpersonal skills: While one aspect of GDs is that it encourages
people to share their knowledge, the other important aspect is that it gives an opportunity to people
to build their communication skills. The participants, in the process, learn how to express their ideas
while also respecting viewpoints of others. This in turn contributes to the development of
interpersonal skills among the peer group.
5. Team building exercise: GDs help in developing teamwork and leadership attributed in people,
which are extremely important in the current context. Working in a group helps them increase
tolerance and respect towards others, and also how to unanimously arrive at conclusions.

EMAIL ETIQUETTE
What is Email?

Electronic mail, most commonly called email or e-mail since around 1993, is a method of exchanging digital
messages from an author to one or more recipients. Email operates across the Internet or other computer
networks.
Email is an information and communications technology. It uses technology to communicate a digital
message over the Internet. Users use email differently, based on how they think about it. There are many
software platforms available to send and receive. Popular email platforms include Gmail, Hotmail, Yahoo!
Mail, Outlook, and many others.

What is email etiquette?

Email etiquette refers to the principles of behavior that one should use when writing or answering email
messages. It is also known as the code of conduct for email communication. Email etiquette depends upon to
whom we are writing- Friends & Relatives, Partners, Customers, Superior or Subordinates.

Why should we follow email etiquette?

We must follow email etiquette in our professional communication because it is a form of communication
which is a reflection of senders and responders. Bad email etiquette reflects badly on us, and a record of this
is kept in mailboxes over which we have no control. Good email etiquette reflects well on us, improves our
public perception and persona and increases the chance of a prompt and comprehensive response. It’s not
hard to maintain good email etiquette once we know what it is. A company needs to implement etiquette
rules for the following three reasons:

1.Professionalism: by using proper email language your company will convey a professional image.
2.Efficiency: emails that get to the point are much more effective than poorly worded emails.
3.Protection from liability: employee awareness of email risks will protect your company from
costly law suits.

Before Compose:

One thing before you start, before creating or responding to an email, ask yourself this: is email the right
medium for this communication? If you are not sure, pick up the phone or walk over to the person and have
a conversation. Email only if it is the right medium.
This article contains a comprehensive list of rules and recommendations learned through experience and
research (Wikipedia, Communication Books & Journals, great professional’s lectures etc.).
The first step in writing e-mail message:

1.Identify the purpose of the message and determining what the recipient reading the message has to
do.
2.Focus your objective. Achieve the five I's: Inform, Inquire, Influence, Instruct and Incite.
3.Focus your content. Don't let unnecessary ideas impose on your principal message.
To line:

Each individual on the To line is responsible for response or taking the action (or part of an action) outlined
on the Subject line and the message relates directly to them.

Cc line:

1.No action or response is expected of individuals on the Cc The recipient needs only to read or file
the message.
2.The individuals whose work is indirectly affected by the communication should be included on the
Cc
Bcc line:

1.A feature similar to CC except that in BCC or blind courtesy copy, recipients are invisible to the
other recipients.
2.Use Bcc field cautiously.

Subject: line

Subject line should effectively summarize the message. If the subject-line is clearly written, each recipient
on the To line will have a clear understanding of the objective that the message relates to.

1.Subject line should effectively summarize the message

2.Not use more than 6 or 7words in subject line
3.Never use CAPITAL letter
4.When replying, change the subject line when the topic changes.

Salutations:

We should be very careful in writing the salutation because it can be mistranslated the reader about the
sender. So the sender must ensure that his/her reader is comfortable and happy with my salutation, otherwise
rest of the communication may not bring any positive result. Below table shows some salutations for various
circumstances

Body [Anatomy of an email]

The area where the message is entered

Before you type anything into a new message, answer these two questions:

1.Why am I writing this?

2.What exactly do I want the result of this message to be?

Opening:

1.Begin with a line of thanks. Find any way to thank target receivers. This will put them at ease, and
it will make you appear more courteous. For example:
2.Thank you for contacting Group QA.
3.Thank you for your prompt response.

Composing the Content

In the first 1-3 lines of your email, specify what this email is about after composing the mail answer the
following questions:

1.Does it include action required?

2.Does it require a reply back by a certain date?
3.What information is contained that the reader will find necessary for their job?

The four most common types of actions are:

1.Action: recipient has to perform a physical action(Actions should always have a deadline). Ex:
"Please provide the Reconcile report of November’15 by 10th December’15."
2.Respond: recipient needs only to respond to your message. Ex: “Can you attend the staff meeting
on Saturday?"
3.Read only: recipient needs only to read your message. Ex: “Please read the attached HR action
plan before next HR meeting on Dec 12th."
4.For Information Only: recipient needs only to file your message for future reference. Even reading
the message is optional. Ex: "Enclosed for your records.

Privacy:

1.Email is not and never has been private. Once you send an email, the recipient can and will do
what they want with it. If you need to share private information, pick up the phone, use a different
secure system, or use coded attachments.

2.If you can help it, never email confidential information either. Once emailed, confidential
information becomes public as email is not private. Even though we hate the damn things,
confidentiality agreements do exist to theoretically enable people to email confidential stuff around,
but they rely on discretion and trust that the recipient agrees the information is confidential. As with
private information, if you do need to send confidential information, wrap it in a locked format like
 PDF, password protect it and encrypt it. But be aware, there is nothing really to prevent the recipient
of unlocking the information and still sharing it publicly.

3.Use your corporate email for work only. Never use it for personal stuff. Corporate email is not
private, it is archived, it is monitored, and most have policies against it. Use your private email for
personal affairs never send personal messages to a recipient’s corporate addresses.

4.Use the blind copy (BCC) or mail merge function to protect the privacy of your contacts.

Attachments:

When you are sending an attachment tell your respondent what the name of the file is, what program it is
saved in, and the version of the program.

1.Compress large attachments and send attachments only when they are absolutely necessary.
2.Have a good virus scanner in place. People will not be very happy with mails full of viruses

Delivering Bad News:

1.Deliver the news up front.

2.Avoid blaming statements.
3.Avoid that sound ambiguous.
4.Maintain a positive resolve.

Writing a complaint:

1.You should briefly state the history of the problem to provide context for your reader.
2.Explain the attempts you made previously to resolve the problem.
3.Show why it is critical for the problem to be resolved by your reader.
 4.Offer suggestions on ways you think it can be resolved or how you are willing to help in the
matter.

Before you hit Send, review...

1.Read it as if you were an outsider — how clear is it?

2.negative comments about management
3.criticisms of staff or performance issues
4.see if you can shorten the email
5.bonuses or salary issues
6.product or liability issues
7.gossip
8.humor or other ambiguities

Check, and then check again ……..

1.Edit and proofread. You may think you're too busy to do the small stuff, but your reader may think
you're careless, unqualified, or unprofessional.
2.Review and spell-check your email one more time to make sure it's truly perfect.

Reply or Reply to all:

Ask yourself: “Does everyone need to know this information?”

1.Answer swiftly:Each e-mail should be replied to within at least 24 hours and preferably within the
same working day.
2.If the email is complicated, send an email saying that you have received it and that you will get
back to them. This will put the people’s mind at rest and usually they will then be very patient!
3.Respond only to messages that require one. When replying make sure that you are adding value to
the conversation, truly moving it forward.
4.While replying to an e-mail message with an attachment, which is to accompany your reply, you
must forward the message instead of using the "Reply" or "Reply All" button. Otherwise, the
attachment is not included with the message.
5.Be conscious of responding to the sender or Reply to all Do not overuse Reply to all.
6.Don’t reply to spam

The Closing:

In the business world, ending an email professionally is just as important as perfecting the rest of the
message. If you do it sloppily, you might lose some precious business opportunities.
Courtesy is always important, no matter how short the email is.

1.Before you end your email you can add some sentence as follows:
 2.Thank you for your patience and cooperation.
3.Thank you for your consideration.
4.Include an accurate follow-up statement:
5.I will send you additional information.
6.I look forward to receiving your input.
7.If you have questions or concerns, do let me know.
8.I look forward to hearing from you.
9.Please let me know if you need further assistance on this.
10.If a response is required, specify what, when.

Signatures:

A professional signature makes it easy to contact you. Your email account can automatically add these data
to the bottom of the email:

1.Full professional name

2.Job title
3.Business phone/fax numbers
4.Business street address
5.Business website (if any)
6.A legal disclaimer (if required by your company).

Complementary Closings:

Below table shows some complementary closings for various circumstances.

HOW TO IMPROVE NON-VERBAL
COMMUNICATION

By now, you should be convinced of the importance of developing strong nonverbal communication skills.
The next step is to start developing your skills so you can put them into practice. Here are just a few ways
for you to do just that.

1. Establish Eye Contact Making eye contact with people can help to encourage a sense of trust
because it shows that you’re open and communicative. Just make sure that you’re not overdoing it because
you don’t want to seem creepy. It should feel natural and one-on-one eye contact should be interspersed with
regular breaks so that it doesn’t get too intense. When you’re speaking to a group or presenting in front of an
audience, consider making eye contact with different audience members as you look out into the crowd.

2. Face People No matter whether you’re delivering a keynote or whether you’re in a meeting with an
important client, you need to make sure you’re facing the people you’re communicating with. Make sure that
you’re not looking down at a screen or some notes and failing to look at your audience. If you’re meeting in
person, then face them head on instead of giving them silent glances.

3. Smile Languages vary from country to country, but smiles are universal. By simply smiling at the people
that you’re talking to, you’ll send out nonverbal signals that you’re approachable and open to a two-way
dialogue. It shows that you’re talking to your peers and not in a formal situation. Smiling can also win
people over to your cause, especially if you’re saying something controversial or picking a side in a debate.

4. Match Other People Keep an eye on what other people are doing when you’re talking to them and
consider adapting your own body language to suit theirs. If they’re gesturing rapidly, then follow suit, and do
the same if they lean towards you. At the same time, though, it’s important not to copy any negative body
language, such as frowning, fiddling or crossing your arms.

5. Concentrate On Your Tone of Voice Technically, this one is verbal, but it’s also nonverbal in that
it’s not about what you say but how you say it. The way that you speak can convey everything from awed
respect to boredom and outright hostility. That’s why you should use the way you speak to reflect the content
of what you’re saying. If you’re excited about something, show it!

6. Shake Hands Firmly and Sit Up Straight Doing this will show that you’re confident, serious and
professional. First impressions count for a lot, and not just when it comes to your nonverbal communication.
Nevertheless, taking these two small actions will make you seem much more professional. Sitting up straight
will also help you to pay more attention to the conversation you’re having.

7. Brush Up Your Appearance Building on the last point, you’ll want to take the time to brush up and
to make yourself look beautiful ahead of any big presentations or public speaking engagements. This will
signal that you take care of yourself and pay attention to detail. It will also give you a little self-
confidenceand make you feel more prepared for the task in hand.

8. Pay Attention One of the major habits that successful people have in common is their tendency to
make everyone they meet feel like the most important person in the world. You can borrow from this by
paying as much attention as possible to everyone you speak to. They’ll notice – and you won’t have to say a
word to make them notice. As part of this, it’s a good idea to minimise distractions where possible so that
you can focus solely on the conversation you’re having.

9. Respect Personal Space Different people prefer different amounts of personal space, so take the lead
from the people that you’re talking to. If they’re happy to get up close and personal, then be prepared to do
the same. But if they keep a wide berth and like to have a lot of space, then don’t get up in their face and
push them outside of their comfort zone.

10. Practice! They say that practice makes perfect, which means you’ll never stop improving. If you want
to be a strong nonverbal communicator, you need to keep practicing and getting better so that when you’re
called upon, you’ll be ready. One way to spot ways to improve is to film yourself and then to watch it back
to look out for any potential pitfalls. You can even watch it on mute to get a fuller idea of what you’re
expressing outside of the words you’re saying.

Conclusion
Nonverbal communication is more important than many people think. We’ve already seen that it
communicates more than the things that we say. You will start to notice its effect when you put the tips
we’ve shared into practice.

It will help you to engage your audience and to hold their interest. Also, it will help you to add an extra
dimension when you deliver speeches and presentations. And familiarising yourself with the effects of your
body language and other nonverbal forms of communication will ultimately make you more confident in
yourself and improve your delivery as a whole.

CLOTHING ETIQUETTE

There are certain things we all do and wear that could use just a little bit of tweaking. You don’t even have to
buy new clothes or accessories! You just need to know what works with your body because it is so important
for you to feel confident in your own skin and clothes. Here’s a list of some fashion don’ts that I notice every
day, and some quick and easy ways to fix them!

1. Combining black and brown or black and navy in an outfit

•Don’t wear dark brown and black together, especially if the pieces of clothing or accessories are right next
to each other. The colors do not complement each other, and it can look unflattering with the wrong pieces.
•Do combine light tan or nude shoes with black and white stripes or a black dress or top. Tan shoes
complement black and white stripes really nicely.

2. Panty lines
•Don’t wear see-through leggings and hot pink underwear. It might seem obvious, but even if you are
positive that your leggings aren’t sheer, don’t wear your oldest granny panties with your tightest pair of
leggings and a shirt that doesn’t cover things up.
•Do wear underwear that won’t show through your leggings, like a thong or no-show panties from Victoria’s
Secret if thongs aren’t your thing. Be proud of your booty!

3. Showing your bra straps

•Don’t wear a regular bra with a top that doesn’t cover them, like a racerback tank top or a funky backless
top. It takes away from how hot that shirt makes you look! An exception to this is when your bra is a pretty
color or made of lace, which means it's probably meant to be seen.
•Do wear a backless bra with backless tops or wear a racerback bra with racerback tank tops. You can buy a
device that brings your bra straps together, and some T-shirt bras have a handy dandy clip already built in.

4. Super tall high heels

•Don’t buy heels that are uncomfortable and too high for you. You’ll have a bad night in Midtown, and you
run the risk of breaking an ankle.
•Do buy comfortable lower heels that still make your legs look rockin’. Sacrifice some inches to be
comfortable and look confident.

5. Clothes that are too small

•Don’t continue to wear those denim shorts that stopped fitting you a year ago. There’s nothing wrong with
going up a size if the clothes are going to fit you better. Don’t buy shirts that are too small and show off all
your insecurities just to get a shirt in a smaller size.
•Do buy clothes that fit your body right and make you look awesome. Donate the clothes that don’t fit you
anymore, or save them for motivation to lose weight if you want to.

6. Crop tops and low-rise jeans

•Don’t show off your entire stomach to Midtown. Yes, your bod looks great, but it's not be the best look for
going out.
•Do continue to wear crop tops and low-rise jeans – just not together. Crop tops look great with high-waisted
shorts, and low-rise jeans look great with flowy, or at least longer, tops.

7. No contrast in an outfit
•Don’t wear red shorts with a red top because it doesn’t match. Monochrome is a look best left to the
runways.
•Do wear contrasting tops and bottoms, like dark-wash jeans and a lighter top. Contrast always looks good in
outfits, and it makes each piece really pop. You can wear black on black, but you need to find the right black
that matches.
THANK YOU