CONSTANTIN BRÂNCUŞI UNIVERSITY

FACULTY OF ECONOMICS
BUSINESS DEVELOPMENT MANAGEMENT

BUSINESS COMMUNICATION IN ENGLISH

QUESTIONS

STUDENT: DUDUIALA MIHAELA MATILDA

YEAR: I
GROUP: I C

2020
 Answers to Questions - Set I

1. Define communication according to its meaning in dictionaries.

The dictionary meaning of communication is to convey or exchange
information and share ideas.

2. When is communication effective?

Communication is effective when the message means the same thing to both
the sender and the receiver.

3. Which is the communicator ”s goal?

The communicator’s goal is to convey the meanings or ideas without
distortion and the success of the leader and the enterprise depends upon adequacy
of communication.

4. What is also important from the point of view of organizational

efficiency?
The correct interpretation and understanding of the message is important
from the point of view of organizational efficiency.

5. Define business communication

Business Communication refers to the communication relating to business
activity which means providing goods and services to the consumers with a view to
earning profit.

6. What does largely depend upon good communication?

The success of a business enterprise depends largely upon good
communication.

7. Through what channels of communication is message conveyed in

business communication?
In business communication, message is conveyed through various channels
of communication including internet, print (publications), radio, television,
outdoor, and word of mouth.
 8. What does internal communication mean and what types is it?
All communication within an organization is called “Internal
Communication” and it can be Upward and Downward Communication.

9. What is horizontal communication important for?

Communication among employees at the same level is crucial for the
accomplishment of the assigned work and thus,horizontal Communication is
essential for: solving problems; accomplishing tasks, improving teamwork;
building goodwill; boosting efficiency.

10. What does external communication lead to?

External communication leads to better: sales volume; public credibility;
operational efficiency; company profits and it should improve: overall
performance; public goodwill; corporate image. Ultimately, it helps to achieve
organizational goals and customer satisfaction.

Answers to Questions - Set II

1. What is web-based communication?

Web-based communication includes everyday communication channels like
emails and instant messaging applications.

2. Why are video conferencing systems important?

Video conferencing systems are important because they enable people at
remote locations to run meetings that feel as close to in-person meeting as possible.

3. Which meetings generate more ideas?

Research shows that face-to-face meetings generate more ideas than virtual
meetings.

4. How is extra-clarity provided in business communication?

The ability to refer to a written document at any moment provides extra
clarity in communication and reduces the chance for confusion or disagreement.

5. How are larger groups conducted in meetings?

In meetings, larger groups are often conducted through presentations
supported by reports and/or PowerPoint.
 6. Why are surveys beneficial for organizations?
Both internal and customer surveys are beneficial for organizations because
they enable a healthy cycle of feedback-supported improvements and open a
communication channel between all levels inside an organization.

7. Give as many objectives of business communication as you can

Generally speaking the main objective of communication is to give
information and to persuade different persons. Other objectives include conveying
suggestion, opinion, idea, advice, request, etc.; imparting instructions, guidance
and counseling; providing training; giving warning; appreciating good work;
boosting of morale; etc.

8. What should employees be well-informed about?

Employees should be well-informed about their positions, powers and in general.

9. Why is persuasion one of the important objectives of communication?

Persuasion is one of the important objectives of communication because it
means influencing other people to believe or to do what one wants and, thus, the
seller often influences the buyer through persuasion to buy his/her products
rejecting earlier decision to buy other products.

10. What can help the progress of an organization?

Interaction of suggestions and ideas help the progress of an organization.

11. On what may a businessman need advice from experts?

Since today’s business world is very complex and no one can be an expert in
all the spheres of business, a businessman may need to take advice from experts
regarding the matters in which he is not well-informed. For example, he may need
advice regarding banking, insurance, stock exchange, tax rules, legal procedures,
etc.

12. What motivating factors can you name?

Motivating factors include monetary incentives, security of job, job
satisfaction, good working environment, participation in decision-making, fixation
of target, etc.

13. Why may employees need to be trained?

Senior employees may need to be trained to update them about the new
technological developments so as to adjust themselves to changing work
environment or job demands while the new employees may also require training at
the initial stage to cope up with the methods, techniques and systems of work in
the organization.

14. Why is instruction, guidance and counseling necessary for

employees?
Legal, vocational and medical guidance and counseling are provided free of
cost for the employees in a good business organization because the underlying
objective of such assistance is to keep the employees physically fit and mentally
alert so that they can work whole-heartedly for the well-being of the organization.

15. What resources are utilized properly through communication?

Not only material resources, but also the financial resources, human
resources and other resources are utilized properly through communication.

Answers to Questions – SET III

1. What aspects of context can you name?

One aspect is country, culture and organization. Every organization, culture
and country communicate information in their own way. Another aspect of context
is external stimulus, the sources of external stimulus including meetings, letters,
memos, telephone calls, faxes, notes, emails and even casual conversations.
Internal stimuli is another aspect of communication including your opinions,
attitude, likes, dis-likes, emotions, experience, education and confidence.

2. How does an encoder convey his message?

In order to best convey his message and achieve his desired response, an
encoder uses a combination of symbols, words, graphs and pictures understandable
by the receiver.

3. Should the encoder consider the receiver when writing a message?

While writing the message, encoder should keep in mind all aspects of
context and the receiver (How he will interpret the message).

4. When is the oral medium effective?

The oral medium, to convey your message, is effective when your message is
urgent, personal or when immediate feedback is desired.
 5. What is the receiver influenced by?
The receiver is influenced by the choice of medium by sender to transmit the
message and by the context, internal and external stimuli.

6. Why is feedback important in business communication?

Feedback is the most important component of communication in business
because communication is said to be effective only when it receives some
feedback.

7. What is the encoding of the idea?

When the idea is converted into a symbolic form in terms of some kind of
language, it may be termed as the encoding of the idea.

8. What does the selection of the channel of communication depend on?

The selection of an appropriate channel (i.e., verbal, non-verbal, written,
etc.) depends upon urgency, distance, availability of means, cost and time factor,
etc.
9. What does the decoding of the message mean?
Decoding means understanding or bringing out the meaning of the message
and it is vital because if the receiver understands the message in the same sense as
the sender intends, the objective of communication is presumed to be fulfilled.

10. What does the feedback evaluate?

The feedback evaluates the effectiveness of the message. If the sense of the
message is realist properly, the feedback or the response will be desirable and, if it
is not, one has to understand that there are some barriers in the process.

11. What popular channels of communication can you name?

Oral or telephonic message, letter, different audio and video media,
computer, e-mail, fax, etc. are the popular channels of communication.

12. What may noise result in?

Noise distorts the message and conveys ideas not intended by the sender
resulting in chaos, confusion and complexity.
 Answers to Questions: Set IV

1.Classify the channels of business communication according to:

A) organizational structure:
On the basis of organizational structure, the channels of business communication
may be divided into:
- Formal,
- Informal.
B) direction:
The direction of business communication channels may be:
1. Downward
2.Upward
3. Horizontal or Lateral
C)way of expression, they are two types:
written channel
- oral channel

2. When is a written channel selected?

A written channel is often selected in the following cases:
A. immediate feedback is not required;
B. the receiver stays in a far off place and cannot be brought to contact easily;
C. distortion of message is not desirable;
D. detailed, complex and planned messages are required to be sent; and
E. permanent record is necessary for future reference.

3. When is an oral channel selected?

An oral channel is to be selected if:
A. feedback is required immediately.
B. the receiver of message or audience can be brought to contact easily.
C. interaction is necessary.
D. simple messages are communicated.
E. no permanent record is to be kept.

4. Name the advantages and disadvantages of oral communication

The advantages of oral communication are:
1. There is high level of understanding and transparency in oral communication as
it is interpersonal.
2. There is no element of rigidity in oral communication. There is flexibility for
allowing changes in the decisions previously taken.
3. The feedback is spontaneous in case of oral communication. Thus, decisions can
be made quickly without any delay.
4. Oral communication is not only time saving, but it also saves upon money and
efforts.
5. Oral communication is best in case of problem resolution. The conflicts,
disputes and many issues/differences can be put to an end by talking them over.
6. Oral communication is an essential for teamwork and group energy.
7. Oral communication promotes a receptive and encouraging morale among
organizational employees.
8. Oral communication can be best used to transfer private and confidential
information/matter
The disadvantages of oral communication are:
 Relying only on oral communication may not be sufficient as business
communication is formal and very organized.
 Oral communication is less authentic than written communication as they
are informal and not as organized as written communication.
 Oral communication is time-saving as far as daily interactions are
concerned, but in case of meetings, long speeches consume lot of time and are
unproductive at times.
 Oral communications are not easy to maintain and thus they are unsteady.
 There may be misunderstandings as the information is not complete and may
lack essentials.
 It requires attentiveness and great receptivity on part of the receivers/
/audience.

5. Name the advantages and disadvantages of written communication

The advantages of written communication are:
 Written communication helps in laying down apparent principles, policies
and rules for running of an organization.
 It is a permanent means of communication. Thus, it is useful where record
maintenance is required.
 It assists in proper delegation of responsibilities. While in case of oral
communication, it is impossible to fix and delegate responsibilities on the grounds
of speech as it can be taken back by the speaker or he may refuse to acknowledge.
 Written communication is more precise and explicit.
 Effective written communication develops and enhances an organization‘s
image.
 It provides ready records and references.
 Legal defenses can depend upon written communication as it provides valid
records.
 The disadvantages of written communication are:
Written communication does not save upon the costs. It costs huge in terms
of stationery and the manpower employed in writing/typing and delivering letters.
Also, if the receivers of the written message are separated by distance and if
they need to clear their doubts, the response is not spontaneous.
Written communication is time-consuming as the feedback is not immediate.
The encoding and sending of message takes time.
Effective written communication requires great skills and competencies in
language and vocabulary use. Poor writing skills and quality have a negative
impact on organization‘s reputation.
Too much paper work and e-mails burden is involved.

6. What is Non-Verbal communication?

It is communication of feelings, emotions, attitudes, and thoughts through
body movements / gestures / eye contact, etc.

7. Name the non-verbal components of communication

The components of Non Verbal Communication are:
Kinesics: It is the study of facial expressions, postures & gestures.
Oculesics: It is the study of the role of eye contact in non verbal
communication
Haptics: It is the study of touching
Proxemics: It is the study of measurable distance between people as they
interact.
Chronemics: It is the study of use of time in non verbal communication
Paralinguistics: It is the study of variations in pitch, speed, volume, and
pauses to convey meaning.
Physical Appearance: Your physical appearance always contributes towards
how people perceive you

8. How must business communication be?

A communication to be business communication must be:
1. Practical,
2. Factual,
3. Clear and brief,
4. Target-oriented,
5. Persuasive.
 9. How is business communication be?
The process of business communication has a lot of characteristics. They are:
1. Integral Part of Management Process
Communication encompasses those activities by which the ideas, opinions and
decisions of the managers are conveyed to the subordinates of different ranks. It
also involves the exchange of facts, feelings, suggestions and responses between
the superiors and subordinates.
2. Two-Way Traffic:
Communication does not only mean its downward movement from superior to the
subordinates it implies both the transmission and reception. So, when conveying
any information, a manager should know its reactions and responses
3. Mutual Understanding:
The basic purpose of business communication is to bring about understanding
between individuals in the organization. It is an important element for establishing
human relationships. A leader can lead and a manager can direct effectively by
establishing perfect understanding with the subordinates, peers and superiors in the
organization.
4. Pervasive:
The subject-matter of business communication covers a wide range and extends to
all functions—purchases, production, sales, finance, recruitment, wages, dividends,
market standing, innovation, productivity, etc. It also moves through all levels of
management— upward, downward and sideways. Business communication is,
thus, said to be a pervasive function.
5. Continuity:
Communication is an ever-present activity and without it an organisation cannot
exist. Communication is as necessary to an organisation as blood circulation in a
living body. Therefore, the managers should ensure that adequate and smooth
communication flows in all directions.
6. Specific:
A business communication is generally specific in nature. It means that a particular
communication should deal with a single subject at a time. This is necessary for the
effectiveness of communication.
7. Result and not Cause:
Sound communication is the result of competent management, not the cause of it.
Business communication is a means to an end and acts as a tool in the hands of the
managers. Successful handling of this tool depends upon the competence of the
managers. It is not an independent activity, rather an essential ingredient of
managerial function.
8. Internal and External:
Business communication is primarily internal. It is, thus, a part of administrative
function and intended to apply to the members belonging to an organisation.
9. Different Types:
Business communication may be of different types—formal, informal, upward,
downward, sidewise, written, oral, etc.
10. Feedback:
A communication cannot be complete unless and until feedback or response of the
recipient is made. Feedback may be written, oral or gestural. Sometimes mere
silence may also constitute a feedback.

10.Speak about the pervasive function of business communication.

The subject-matter of business communication covers a wide range and extends to
all functions—purchases, production, sales, finance, recruitment, wages, dividends,
market standing, innovation, productivity, etc. It also moves through all levels of
management— upward, downward and sideways. Business communication is,
thus, said to be a pervasive function.

Answers to Questions: Set V

1. When is communication effective?

There are a lot of communication barriers faced these days by all. It is essential to
deal and cope up with these communication barriers so as to ensure smooth and
effective communication. For effective communication in an organization the
managers should ensure that the individuals are meeting their targets timely
without skipping the formal channels of communication. There should not be much
pressure on employees to meet their targets.

2. When does communication breakdown occur?

The message intended by the sender is not understood by the receiver in the same
terms and sense and thus communication breakdown occurs.

3. What does information overload mean?

The managers should know how to prioritize their work. They should not overload
themselves with the work. They should spend quality time with their subordinates
and should listen to their problems and feedbacks actively.

4. What physical distractions may there be in business communication?

Communication is also affected a lot by noise to distractions. Physical distractions
are also there such as, poor lightning, uncomfortable sitting, unhygienic room also
affects communication in a meeting. Similarly use of loud speakers interferes with
communication.

5. What does poor retention mean?

Human memory cannot function beyond a limit. One can‘t always retain what is
being told specially if he is not interested or not attentive.

6. What should an organization do in order to overcome the barriers of

communication?
To overcome the barriers of communication an organization must do the
following:
 Eliminating differences in perception
 Use of Simple Language
 Reduction and elimination of noise levels
 Active Listening
 Emotional State
 Simple Organizational Structure
 Avoid Information Overload
 Give Constructive Feedback
 Proper Media Selection
 Flexibility in meeting the targets.

Answers to Questions: Set VI

1. What are the characteristics of effective communication?

The characteristics of effective communication are as follows:
 Clarity of Purpose
 Completeness
 Conciseness
 Feedback
 Empathy
 Modify the message according to the audience
 Multiple Channels of communication

2. Why is effective listening essential for good communication?

Listening is a significant part of communication process. Communication cannot
take place until and unless a message is heard and retained thoroughly and
positively by the receivers/listeners. Listening is a dynamic process. Listening
means attentiveness and interest perceptible in the posture as well as expressions.
Listening implies decoding (i.e., translating the symbols into meaning) and
interpreting the messages correctly in communication process.

3. Give some examples of effective listening skills.

 1.Discover your interests‘ field.
 2.Grasp and understand the matter/content.
 3.Remain calm. Do not lose your temper. Anger hampers and inhibits
communication. Angry people jam their minds to the words of others.
 4.Be open to accept new ideas and information.
 5.Jot down and take a note of important points.
 6.Work upon listening. Analyze and evaluate the speech in spare time.
 7.Rephrase and summarize the speaker‘s ideas.
 8.Keep on asking questions. This demonstrates that how well you
understand the speaker‘s ideas and also that you are listening.
 9.Avoid distractions.
 10―Step into the shoes of others‖, i.e., put yourself in the position of the
speaker and observe things from his view point. This will help creating an
atmosphere of mutual understanding and improve the exchange of ideas in
communication process.

4. Name some characteristics of a good and effective listener.

A good listener:
 Is attentive
 Do not assume
 Listen for feelings and facts
 Concentrate on the other speakers kindly and generously
 Opportunizes.

5. Name some characteristics of a good/effective presentation.

The presentation ideas should be well adapted to your audience. Relate your
presentation message/idea to the interests of the audience. A detailed audience
analysis must be made before the presentation, i.e., an analysis of the needs, age,
educational background, language, and culture of the target audience. Their body
language instantly gives the speaker the required feedback.
A good presentation should be concise and should be focused on the topic. It
should not move off-track.
A good presentation should have the potential to convey the required information.
The fear should be transformed into positive energy during the presentation. Be
calm and relaxed while giving a presentation. Before beginning, wait and develop
an eye contact with the audience. Focus on conveying your message well and use a
positive body language.
To communicate the desired information, the speaker should use more of visual
aids such as transparencies, diagrams, pictures, charts, etc. Each
transparency/slide should contain limited and essential information only. No slide
should be kept on for a longer time. Try facing the audience, rather than the screen.
The speaker should not block the view. Turn on the room lights else the audience
might fall asleep and loose interest. Organize all the visuals for making a logical
and sound presentation.
A good presentation must be planned. The speaker must plan how to begin the
presentation, what to speak in the middle of presentation and how to end the
presentation without losing audience interests at any point of time.
Rehearse and practice the presentation. This will help the speaker to be more
confident and self-assured. The more the speaker rehearses the better the
presentation turns to be.
The speaker should encourage more questions from the audience. He should be
honest enough to answer those questions. If any biased question is put forth by the
audience, rearticulate it before answering.
Summarize the presentation at the end. Give final comments. Leave a positive
impact upon the audience.
The speaker must have a presentable appearance while giving a presentation. The
speaker should stand with feet far apart maintaining a good balance. He must use
confident gestures. He must use short and simple words.
Try to gain and maintain audience interest by using positive quotes, humour, or
remarkable fact.
The speaker must be affirmative and optimistic before giving presentation. He
should ensure all tools and equipments to be used in presentation are working well.
The speaker must state the objectives of the presentation at beginning of the
presentation.

6. Give some tips for effective writing in business communication.

Tips for making the letter / / presentation worthwhile:
Avoid being verbose: Choose shorter words and sentences. For e.g. ―I
wanted to bring to your notice that the meeting has been cancelled‖. [10 words]
This sentence could be rephrased as ―Please note the meeting has been cancelled‖.
[7 words]
Use objective subject lines: The subject of the / letter / e-mail should be
objective and should reflect the content of the message. For e.g. ―Tips on
Effective Writing for Business‖ conveys to the reader that the message content will
be related to information on effective writing.
Decide your audience: It is advisable to write to one set of audience as
writing to different professionals would require choosing correct verbiage which is
understood by different professionals in the same way. Also, do not use words
which are very technical and can be understood only by a specific audience.
Request for action: Never leave the reader guessing ―what next ?‖ He or she
should know what is expected out of him / her. Close your mail / letter with the
action you are expecting the reader to take.
Share companywide messages with a strategy: Do not overload employees
with a lot of text heavy mails. Divide the message. For e.g. If a company has set up
a videoconference room, the Corporate communication Team should sent out the
first message announcing the launch, the second message on how to use the
equipment, and the third message on how to block the conference room for client
meetings and calls.
Logically format a document: Ensure that the content in the message is
linked to the subject and to the content below and above it. There should be a
logical connection in various paragraphs included in the document.
Be Persuasive: Address one reader rather than many as it increases the focus
and also creates accountability of the reader.
Engage the audience: Talk to the audience. For e.g. Rather than saying,
―There will be two ways for calculating the cost.‖ The sender of the message
could say, ―Financial Analysts can choose one of two procedures to calculate the
cost.‖
Check before you send: Always proofread the mail / memo / document that
is to be sent. Remember the first draft is not always the final draft. Do not only
check for content, but also, check for formatting, subject lines, audience, and
attachments.
Execute with confidence: Do not be fearful while sending the
communication. If a reminder needs to be sent, it should be sent. Do not try to send
it to a group, rather send it to those who haven‘t sent the reports so far. For e.g. In
case you are following up on a report you asked for, address the audience as
―Thank You X, Y, Z for sending the reports. We are still awaiting reports from A,
B, and C. Request you to send them latest by 4:00 PM today.

7. Give some tips on how to write better while applying for a job.
Tips on how to write better while applying for a job:
Start with something interesting: In today‘s market scenario where several
resumes are lying at the desk, why does a particular resume gets picked than the
others in the lot? Thinking... It is because the resume has a cover letter /
introductory note that makes it saleable. A summary of a candidate‘s profile is
always better than a simply stated one line objective which merely talks about a
candidate‘s aspiration and does not tell about his / her profile summary.
Add a personal touch: While writing to potential clients for business, ensure
that the content is customized as per the client‘s profile and requirement. This
helps creating a special bond with the reader.
Give examples and not just adjectives: A candidate must mention a relevant
example to demonstrate or justify the adjectives included in the resume. For
instance, if he / she talks about his strength in area of team management, he / she
should mention an example on how well a team was handled. Avoid giving micro
level details, however, mention about achievements / recognitions.
Leverage numbers: A candidate must back-up achievements / adjectives
stated with numbers. Same goes for the corporate looking for business. Numbers
form a strong base for generating commitment. A percentage movement showing
improvement in performance or scores always catches attention of the readers.
Avoid jargons: If a candidate is applying in a completely different industry
than the one he has worked before in, he should avoid / not use jargons which are
not relevant to the new industry. Jargons tend to confuse people and there is a
possibility of the message being lost. In case a jargon is to be used, the expanded
form should also be mentioned. For instance a jargon EMS should be written in a
statement as "Employee Measurement System [EMS]".
Do not misrepresent data: Write with integrity. Whether it is numbers or
years of experience or sales volume - all facts stated should be true.
Communication Skills: Ensure that the document is error free - no spelling
or grammatical mistake. Always proof read the document / proposal or get it read
by a friend / colleague.
Follow-up: Most of the times a candidate submits a resume or a proposal to
a prospective client and does not follow-up. Remember, there are several other
resumes and proposals which are lying at the desk. A candidate needs to ensure
that a prompt follow-up [ read "not too much"] should be done.

8. Why is it important to communicate well in business?

Communication is a major responsibility is many areas, including government and
nonprofit organizations. In congressional and senatorial offices at state and
national level, communication skills are a major plus as there works a number of
people handling correspondence, preparing speeches, helping write Legislation,
communicating with business. As we know Government is country‘s biggest
business, so needs a large number of effective inter departmental communicators.
Even as an accounting professional, if you don‘t know how to communicate your
crafted reports to the targeted people then those reports would be a failure.
Ability to communicate effectively is a prime requisite for promotion. Some
people rate communication as one of the most important aspects of business
leadership. Those who cannot communicate effectively either orally or in writing
remains ―buried‖ in lower, dead-end jobs. Top management‘s 60 to 90 percent of
working days consists of communication – speaking, writing and listening.
It is confirmed from many surveys and articles over the past decades that for
promotion and success in any business, effective communication is essential.
Surveys conducted on top level executives have proved from their responses that
Business Communication, Business letter and Report writing, and written & Oral
expressions are the subjects most valued in their career growth.

9. What problems does successful business communication solve?

Communicating effectively is a valuable asset for many activities in one‘s personal

life. Talking about your careers, the way of written and oral communication is the
base of your job type, promotion and professional reputation.

In careers requiring mental rather than labor, the only key to progress is through
effective communication of knowledge, ideas and proposals, to others who need or
should receive them.

If we read job opening advertisements in different newspapers, strong

communication skills would be a must in most jobs‘ description.