I Year Course Code : B. Com (H) -202 Course Title : Business Communication Assignment No. : B. Com -202/ 2022 Maximum Marks : 30 Q1. What are the various means/media of communication? Explain in detail.
Ans: Communication is the process of exchanging information, ideas, or messages
between individuals or groups. The means or media of communication refer to the methods and channels used to convey this information. The various means of communication can be categorized into several types:
1. Verbal Communication
Face-to-Face Communication: This is direct communication between
people in the same location. It includes spoken words and can be enhanced by non-verbal cues such as facial expressions and gestures. Telephone/Telephonic Communication: Communication via telephone or mobile phone allows for real-time conversation over a distance. Video Conferencing: Allows people in different locations to communicate as if they were in the same room, using video and audio connections.
2. Non-Verbal Communication
Body Language: Involves the use of physical behavior, expressions, and
mannerisms to communicate non-verbally. Facial Expressions: Convey emotions and reactions, often more telling than words. Gestures: Movements of the hands, arms, or body to express ideas or emotions. Posture: The way someone stands or sits can communicate attitudes, feelings, and intentions.
3. Written Communication
Letters: Traditional method of communication, particularly in formal
settings. Emails: Widely used in business and personal communication for its speed and efficiency. Reports and Proposals: Structured documents used to present information in a formal manner. Memos: Short notes used within an organization to communicate important information. Text Messages (SMS): Quick and informal way to communicate via mobile devices.
4. Visual Communication
Graphs and Charts: Used to represent data visually, making it easier to
understand complex information. Infographics: A combination of visuals and text to present information quickly and clearly. Presentations: Use slideshows and visuals to support spoken communication during meetings or conferences. Photographs and Videos: Convey messages through images, often used in marketing and media.
5. Digital Communication
Social Media: Platforms like Facebook, Twitter, LinkedIn, and Instagram
allow for sharing of information, ideas, and content on a large scale. Webinars and Online Meetings: Allow for communication and interaction over the internet, often with large audiences. Blogs and Websites: Used to share detailed information, ideas, or updates with a wide audience. Instant Messaging Apps: Platforms like WhatsApp, Slack, and Messenger enable real-time text communication.
6. Broadcast Communication
Television and Radio: Traditional mass media used to broadcast
information, news, and entertainment to large audiences. Podcasts: Audio programs that can be downloaded or streamed online, allowing for on-demand listening. Public Announcements: Used in public spaces like airports or stadiums to communicate information to a large audience.
Q2. Define 7Cs of effective communication in brief.
Ans: The 7Cs of effective communication are principles that ensure clarity, effectiveness, and understanding in communication. These are:
1. Clarity: o Ensure that the message is clear and easily understood. Avoid using jargon or complex words that might confuse the receiver. 2. Conciseness: o Keep the message brief and to the point. Avoid unnecessary words or information that could dilute the message. 3. Concreteness: o Use specific facts and figures to support your message. Concrete communication leaves little room for misunderstanding. 4. Correctness: o Ensure the accuracy of the information. Use proper grammar, spelling, and punctuation to avoid misinterpretation. 5. Consideration: o Understand the audience’s perspective and tailor the message to their needs and level of understanding. 6. Completeness: o Provide all necessary information so that the receiver has everything they need to understand the message and take action. 7. Courtesy: o Communicate in a polite and respectful manner. Show empathy and respect for the audience's feelings and viewpoints.
Q3. Write pros and cons of Email Communication in Business.
Ans: Email communication is a widely used tool in business for exchanging
information. However, it has its advantages and disadvantages.
Pros of Email Communication:
1. Speed: o Emails can be sent and received instantly, allowing for quick communication across different time zones. 2. Documentation: o Emails provide a written record of communication, which can be stored and referred to later if needed. 3. Cost-Effective: o Email communication is generally free or very low-cost, especially compared to traditional mail or phone calls. 4. Convenience: o Emails can be sent at any time, making it easier to communicate without the constraints of business hours. 5. Mass Communication: o Emails can be sent to multiple recipients at once, making it efficient for sending information to large groups. 6. Attachment of Files: o Emails allow for the attachment of documents, images, and other files, facilitating the sharing of information and resources.
Cons of Email Communication:
1. Lack of Personal Touch:
o Emails can be impersonal, lacking the warmth and nuance of face-to- face or verbal communication. 2. Miscommunication: o Without the benefit of tone of voice or body language, emails can sometimes be misinterpreted. 3. Information Overload: o The ease of sending emails can lead to an overwhelming volume of messages, making it difficult to manage and prioritize. 4. Security Risks: o Emails can be vulnerable to hacking, phishing, and other security breaches, potentially exposing sensitive information. 5. Delayed Responses: o Unlike real-time communication methods, emails can sometimes go unanswered for extended periods, leading to delays. 6. Spam and Junk Mail: o Inboxes can be cluttered with unsolicited emails, which can distract from important messages.
Q4. Write Commandments of Effective Ethics Communication in
detail.
Ans: Ethics communication refers to the dissemination of messages that adhere to
ethical standards and promote ethical behavior in an organization. The following commandments are essential for effective ethics communication:
1. Be Honest and Transparent:
o Communicate truthfully and openly. Avoid hiding information or manipulating facts to mislead others. Transparency builds trust and credibility. 2. Respect Confidentiality: o Safeguard sensitive information and respect the privacy of individuals and the organization. Do not disclose confidential information unless it is legally or ethically required. 3. Foster an Ethical Culture: o Promote ethical values and behaviors through communication. Encourage discussions about ethics and make ethical standards a part of the organizational culture. 4. Listen Actively: o Pay attention to the concerns and feedback of others. Active listening demonstrates respect and ensures that all viewpoints are considered. 5. Be Fair and Impartial: o Communicate in a way that is free from bias or favoritism. Treat everyone equally and avoid any form of discrimination. 6. Use Clear and Concise Language: o Avoid ambiguity in communication. Clear and concise messages help prevent misunderstandings and ensure that ethical guidelines are understood. 7. Encourage Reporting of Unethical Behavior: o Create a safe environment where employees feel comfortable reporting unethical behavior without fear of retaliation. Provide clear channels for reporting and ensure that reports are taken seriously. 8. Promote Accountability: o Hold individuals accountable for their actions and ensure that ethical breaches are addressed appropriately. Communicate the consequences of unethical behavior clearly. 9. Lead by Example: o Leaders should model ethical behavior in their communication and actions. Demonstrating ethical leadership reinforces the importance of ethics in the organization. 10. Ensure Accessibility of Ethical Guidelines:
Make ethical guidelines and policies easily accessible to all members of
the organization. Regularly update and communicate these guidelines to keep them relevant.
11. Provide Training and Education:
Offer regular training sessions on ethics and communication to ensure that all employees understand the ethical standards expected of them.
12. Evaluate and Improve:
Regularly assess the effectiveness of ethics communication and make
improvements as necessary. Seek feedback from employees to identify areas for enhancement.
Q5. Describe the kinds of Business letter in detail.
Ans: Business letters are formal communications used in professional settings to convey information, requests, or decisions. There are several kinds of business letters, each serving a specific purpose:
1. Inquiry Letters:
Purpose: To request information or ask questions about a product, service,
or business opportunity. Content: These letters typically ask for details such as pricing, availability, or specifications.
2. Sales Letters:
Purpose: To promote products or services to potential customers or clients.
Content: Sales letters usually highlight the benefits of the product or service and include a call to action, such as encouraging the recipient to make a purchase.
3. Order Letters:
Purpose: To place an order for goods or services.
Content: These letters include details about the items being ordered, quantities, and payment terms.
4. Complaint Letters:
Purpose: To express dissatisfaction or report a problem with a product,
service, or experience. Content: Complaint letters should clearly state the issue, include relevant details, and suggest a resolution or request a refund or replacement.
6. Acknowledgment Letters: Purpose: To confirm receipt of documents, payments, or other communications. Content: These letters acknowledge that the item or information has been received, and may also include a brief mention of the next steps or actions to be taken.
7. Recommendation Letters:
Purpose: To recommend someone for a job, promotion, or academic
program. Content: Recommendation letters highlight the candidate’s qualifications, achievements, and suitability for the position or program. They are usually written by someone familiar with the candidate’s skills and experiences.
8. Resignation Letters:
Purpose: To formally resign from a position or job.
Content: Resignation letters include the intended last working day, a brief explanation for leaving, and expressions of gratitude for the opportunity. They are often used to ensure a professional transition.
