BUSINESS COMMUNICATION

ASSIGNMENT – 1

NAME: Snigdha Dhupal

COURSE: MBA-Business Analytics
ROLL NUMBER: 2k21/BMBA/20

1. Presentation
A presentation is a means of communication that can be adapted to various speaking
situations, such as talking to a group, addressing a meeting or briefing a team. A
presentation can also be used as a broad term that encompasses other ‘speaking
engagements’ such as making a speech at a wedding, or getting a point across in a
video conference. To be effective, step-by-step preparation and the method and means
of presenting the information should be carefully considered. A presentation requires
you to get a message across to the listeners and will often contain a 'persuasive'
element. It may, for example, be a talk about the positive work of your organization,
what you could offer an employer, or why you should receive additional funding for a
project.

Components of presentation:
a) Presenter: The role of the presenter is to communicate with the audience and
control the presentation. Remember, though, that this may also include handing
over the control to your audience, especially if you want some kind of interaction.

b) Audience: The audience receives the presenter’s message. However, this

reception will be filtered through and affected by such things as the listener’s own
experience, knowledge and personal sense of values.

c) Message: The message or messages are delivered by the presenter to the

audience. The message is delivered not just by the spoken word (verbal
communication) but can be augmented by techniques such as voice projection,
body language, gestures, eye contact (non-verbal communication), and visual aids.
The message will also be affected by the audience’s expectations. For example, if
you have been billed as speaking on one particular topic, and you choose to speak
on another, the audience is unlikely to take your message on board even if you
present very well. They will judge your presentation a failure, because you have
not met their expectations.

d) Reaction: The audience’s reaction and therefore the success of the presentation
will largely depend upon whether you, as presenter, effectively communicated
your message, and whether it met their expectations. As a presenter, you don’t
control the audience’s expectations. What you can do is find out what they have
been told about you by the conference organizers, and what they are expecting to
hear. Only if you know that can you be confident of delivering something that will
meet expectations.
 e) Impediments: Many factors can influence the effectiveness of how your message
is communicated to the audience. For example, background noise or other
distractions, an overly warm or cool room, or the time of day and state of audience
alertness can all influence your audience’s level of concentration. As presenter,
you have to be prepared to cope with any such problems and try to keep your
audience focused on your message.

f) Method: How will the presentation be delivered? Presentations are usually

delivered direct to an audience. However, there may be occasions where they are
delivered from a distance over the Internet using video conferencing systems, such
as Skype. It is also important to remember that if your talk is recorded and posted
on the internet, then people may be able to access it for several years. This will
mean that your contemporaneous references should be kept to a minimum.

2. Meetings
A meeting is a group communication in action around a defined agenda, at a set time,
for an established duration. Meetings can be effective, ineffective, or a complete
waste of time. If time is money and effectiveness and efficiency are your goals, then if
you arrange a meeting, lead a meeting, or participate in one, you want it to be worth
your time.

Meetings can occur face-to-face, but increasingly business and industry are turning to
teleconferencing and videoconferencing options as the technology improves, the cost
to participate is reduced, and the cost of travel including time is considered.
Regardless how you come together as a team, group, or committee, you will need to
define your purpose in advance with an agenda.

Strategies for Effective Meetings:

 Send out the last meeting’s minutes one week before the next meeting.
 Send out the agenda for the current meeting at least one week in advance.
 Send out reminders for the meeting the day before and the day of the meeting.
 Schedule the meeting in Outlook or a similar program so everyone receives a
reminder.
 Start and end your meetings on time.
 Make sure the participants know their role and requirements prior to the
meeting.
 Make sure all participants know one another before discussion starts.
 Formal communication styles and reference to the agenda can help reinforce
the time frame and tasks.
 Follow Robert’s Rules of Order when applicable, or at least be familiar with
them.
 Make sure notes taken at the meeting are legible and can be converted to
minutes for distribution later.
 Keep the discussion on track, and if you are the chair, or leader of a meeting,
don’t hesitate to restate a point to interject and redirect the attention back to
the next agenda point.
  If you are the chair, draw a clear distinction between on-topic discussions and
those that are more personal, individual, or off topic.
 Communicate your respect and appreciation for everyone’s time and effort.
 Clearly communicate the time, date, and location or means of contact for the
next meeting.

3. Office Memorandum
An office memorandum meaning a memo issued by a member of a governing body or
an organization is simply a method of communication which will convey certain
details between two members (or department heads in some cases) of the same
organization/governing body.

Purpose of a Memorandum: A memo can have many uses and this versatility
combined with its official capacity is why it is used quite often in an organization.
The uses of a memorandum are as follows:

 A way to transfer knowledge of a specific process

 To convey specific details on a project

 To request specific information

 To offer suggestions on a matter

 To report to a superior

 To offer congratulations or positive news

 To share ideas

Advantage of a Memorandum: Memos are a timesaving mode of communication

and are quite convenient to use (especially with an intranet). Given that memos are
intra-office, there will be no need to use expensive paper. The recycled paper will be
acceptable. Memos are stored for the future, and such can be referred later if needed.

How to write a Memorandum: Memorandum writing consists of multiple segments.

A memorandum paper comes with the following parts:

 The Header: The head segment can be split into four parts:

 To: Enter the recipient’s name and position

 From: Enter the sender’s name and position

 Date: Enter the date of sending

 Subject: Enter a short reason for the memo

  Opening Segment: The opening should contain a brief version of why this
memo is necessary, so the recipient knows exactly what is happening.

 Context: If there are any specific reasons or circumstances for the memo, they
can be listed in this section.

 Action Segment: This segment should be used to instruct the recipient on any
steps to be taken or tasks to be performed related to the context or subject of
the memo. One should be clear and specific about this task to avoid any
confusion later on.

 Summarizing: While memos should be short, some can turn out to be rather
long based on the subject in question. In such cases, a memo should also carry
a summary to help the recipient (or recipients) understand what is required and
why.

 Discussion: If necessary, one can attach this segment to convey the various
ideas that lead to the reason for this memo and the possible policy behind it.

 Closing Segment: This segment should end the memo politely and in a
positive note to help initiate whatever action may be required. It is also
important that any needed attachments supporting the content in the memo be
displayed as well.

4. Report Writing
Reports are documents designed to record and convey information to the reader. Reports
are part of any business or organization; from credit reports to police reports, they serve
to document specific information for specific audiences, goals, or functions. The type of
report is often identified by its primary purpose or function, as in an accident report, a
laboratory report, a sales report, or even a book report. Reports are often analytical, or
involve the rational analysis of information. Sometimes they simply “report the facts”
with no analysis at all, but still need to communicate the information in a clear and
concise format. Other reports summarize past events, present current data, and forecast
future trends. While a report may have conclusions, propositions, or even a call to action,
the demonstration of the analysis is the primary function. A sales report, for example, is
not designed to make an individual sale. It is, however, supposed to report sales to date,
and may forecast future sales based on previous trends. This chapter is designed to
introduce you to the basics of report writing.

Reports vary by size, format, and function. You need to be flexible and adjust to the
needs of the audience while respecting customs and guidelines. Reports are typically
organized around six key elements:
 Whom the report is about and/or prepared for
 What was done, what problems were addressed, and the results, including conclusions
and/or recommendations
 Where the subject studied occurred
 When the subject studied occurred
  Why the report was written (function), including under what authority, for what
reason, or by whose request
 How the subject operated, functioned, or was used
Goals:
 Report considers the audience’s needs
 Format follows function of report
 Format reflects institutional norms and expectations
 Information is accurate, complete, and documented
 Information is easy to read
 Terms are clearly defined
 Figures, tables, and art support written content
 Figures, tables, and art are clear and correctly labelled
 Figures, tables, and art are easily understood without text support
 Words are easy to read (font, arrangement, organization)
 Results are clear and concise
 Recommendations are reasonable and well-supported
 Report represents your best effort
 Report speaks for itself without your clarification or explanation

Types of reports: Reports come in all sizes, but are typically longer than a page and
somewhat shorter than a book. The type of report depends on its function. The function of the
report is its essential purpose, often indicated in the thesis or purpose statement. The function
will also influence the types of visual content or visual aids, representing words, numbers,
and their relationships to the central purpose in graphic, representational ways that are easy
for the reader to understand. The function may also contribute to parameters like report
length (page or word count) or word choice and readability. “Focusing on the content of your
longer business documents is not only natural but necessary because doing so helps ensure
complete, correct information”.

Reports vary by function, and they also vary by style and tradition. Within your organization,
there may be employer-specific expectations that need to be addressed to meet audience
expectations. This chapter discusses reports in general terms, focusing on common elements
and points of distinction, but reference to similar documents where you work or additional
examination of specific sample reports may serve you well as you prepare your own report