Question 1:

Ritu wants to prepare a presentation for the first time for her HNI customers about the
new scheme launched by her financial company. In light of this situation, discuss the
three-step process for planning a presentation in detail. How should Ritu go about using
the three steps for her?

Answer: -
Introduction: Planning a Presentation:
Business communication/presentations has involved all our communication skills
from research through nonverbal communication. Which will let us demonstrate our
business insight as well.
Feeling nervous during the time of presentation is perfectly a normal thing which we all
might have faced in our career especially when delivering presentation to the senior
management people of the organization. The good news is it can be managed by
following certain positive steps.
A high-quality presentation for an important event can consume more time but make
sure that we are left out with sufficient time to complete the presentation.
The purpose of most of the business presentations is to inform or cascade the progress
to the company’s management people or to introducing a product to the customers.
Whatever the scenario it may be planning a presentation plays a vital role in creating
and delivering a high-quality presentation.
In this chapter let’s discuss more about planning a presentation.

Concept & Application:-

Presentations let us demonstrate our thinking abilities on our own, understand
complex business issues ease and handling critical issues in challenging issues. If the
thought of presenting gives a nervous feel we should keep the following three things in
mind. First, everybody gets nervous when speaking in front of groups. Second, being
nervous is actually a good thing it means we care about the topic, audience and career
success. Third, with practice we can convert those nervous feelings into positive energy
that helps us to give more compelling presentations.
Planning a presentation is much like planning any other business message. We should
first analyse the situation, gather right information, select right medium and organize the
information. Gathering information for presentations is essentially the same as for
written communication projects. The other three planning tasks have some special
applications as follows.
 • Plan
• Write
• Complete

Plan:-
o Analyze the situation:
Defining the purpose and develop a profile of our audience, including their
likely emotional states and language preferences.

o Gathering information:
Finding out audience needs and obtaining information that are necessary
to satisfy those needs.

o Choose Medium and Channel:

Identifying the best combination for the situation, message and audience
including handouts and other support materials.

o Organize the information:

Defining the main idea, limiting out scope and verifying the time is one of
the most important tasks in organizing the information. Select the direct
and indirect approach, and outline our content.

Write:-
o Adapt to your audience:
Adapt the content of the presentation to our own style depends on the
type of the audience and specific to the situation. Be cautious and alert to
audience needs and expectations with a “You” attitude, politeness, positive
emphasis and soft professional language.

o Composing a presentation:
Start with an attention getting introduction, body and close. Prepare
supporting visuals and speaking notes.

Revise the message:-

o Master your delivery:
Choosing a perfect delivery mode and practicing the presentation
 o Prepare to speak:
Verify the facilities and supporting equipment’s such as online connections
and software setups. In fact hiring a interpreter is also an best thing that
we can do in presenting to the audience who are not comfortable with our
language.

o Overcoming Anxiety:
Take required steps to feel more confident and to appear more confident
on stage.

Conclusion:-
Knowing the audience’s state of mind will help us to adjust the message and
delivery. Learn as much as you can about the setting and circumstances of the
presentation based upon the size of the audience, seating arrangements and potential
interruptions.
The presenter needs to determine that the audience is comfortable in listening to
the language that we speak. Also consider the circumstances in which you’ll be making
the presentation, Will you be speaking to five people in a conference room where you
can control everything such as sound, temperature and light or will be demonstrating a
product on the floor of a trade show where you might have 1 to 500 listeners.
On the subject of planning, the presenter must aware that preparing a professional
quality business takes time.
Question 2:
Networking is the most important skill for anyone. Especially so at the start of one’s
career. Discuss some points towards using specific potentials towards solutions
focusing on taking initiatives towards finding right opportunities from the crowded
market and building one’s own network for reaching to the opportunities.

Answer:-
Introduction: Building own network:
Business communications use the wide range of digital media options from
conventional email and messaging to social networking tools. Different digital initiatives
like ERP, a centralized data system to achieve excellence through step by step digital
transformation in the process.
These initiatives helps us to understand the requirements and preferences of end
customers, creating a forced digital vision and drive appropriate synergies to build
technology platforms to excel customer focussed information or innovation.
Succussing in a digital world is all about the way we understand and create an
ecosystem that is digitally connected.
Let’s discuss more about this topic here in the upcoming context.

Concept & Application:-

There are a large range of digital media options that are available for business
communication that enables to grow as communication tools development in the
business:
● Email: Usual email has been a fundamental medium for business communication,
although in many demands it is being sapped by other advanced tools which provides
satisfactory results for instant communication.
● Web content. Websites are one of the most significant digital media types, starting
from small-business sites for a small scale industries to to large corporate sites with
thousands of pages based upon the business requirements.
● Podcasting: Currently business communications use podcasts to switch from some of
the conference calls, newsletters, training courses and other important communication
activities.
● Social networks: Social networks have grew into a major business communication
technology, starting from public networks to the private networks, internal networks that
many companies uses at present.
● Information- and content-sharing sites: Apart from social networks, a wide range of
systems have been designed specifically for content sharing,
● Wikis: The joint nature of wikis—websites that can be developed and edited by user
communities or the public that make them fit for gathering the knowledge of groups
ranging from individual departments to large public group.
● Blogging and microblogging: The capability to update content quickly and easily
makes blogs and microblogs is a natural medium when communicators want to publish
messages rapidly.
● Online video: Online video have transformed what used to be a specialized tool into a
majority business communication medium.

Website Content:
In the business commination we probably not be developing web content like the way
we use the emails and social media networks. However majority of the companies or
business nowadays holds at least a basic website, that might be involved in planning or
expanding the business.
The flexibility of websites are having both advantages and disadvantages. When we talk
about the advantages - a single web can satisfy multiple requirements for multiple
audiences. For example, a company website can have sections for employees,
investors, customers, business partners, etc.
That flexibility is also having disadvantages, as it makes websites more challenging to
plan and organize virtually than any other type of communication. Each of the targeted
audience has unique needs from the website and maybe little interest in the other things
that might be on the site.

Drafting Website Content:

While drafting a website content the following points has to be kept in mind as a prime
focus for effective writing to web content
● Taking special attention to build trust with your focus audiences, as careful readers
can be uncertain of online content. Make sure your content is precise, modern,
complete, and reliable.
● It should help the readers to absorb information by breaking it into small, self-
explanatory that are linked together logically.
● Display your information in a brief format. Effective websites use a variety of
resources to help readers read quickly, including lists, careful use of color and boldface,
informative headings, and helpful summaries that give readers a choice of learning.
● Use direct and short link names that serve for both site navigation and content
browsing.
● Adapt your content for a global audience as much as possible. Translating content is
costly, however, many companies compromise by localizing the homepage in its original
language.

Conclusion:-
Since the web is a multidimensional medium, readers move around in any order they
want there is no beginning, middle, or end. When organizing a website, we need to
anticipate the various paths the readers will like to follow and make sure that we provide
the right hyperlinks in the right places to help readers explore successfully. On easier
sites with few content categories, the information architecture is direct. These sites can
be particularly good for mobile devices because navigating them requires nothing more
than simple scrolling action by the user. Companies also use one-page designs for
individual sections of a larger website. Thinking beyond the information construction of a
website is essential to creating a fulfilling experience for the site visitors
Question 3:
Rakesh is planning for a short workshop about using social media for home business
owner women. He thinks they can use social media to their benefit a lot and need to
share ideas with them. He is planning to focus on creating effective content for social
media. Please answer the questions based on the given situation.
a) What tips should Rakesh share with those entrepreneurs for using social media for
business communication?
b) How should Rakesh elaborate on the role of microblogging in business
communication?

Answer 3(a):-
Introduction: Tips to entrepreneurs for using social media for business communication
Every industry or companies focusses in virtual marketing business use social
media and continue to research with new practices to stay connected with its customers
and other stakeholders.
Starting from offering valuable tips and catalogues on using their products to
serving customers to meet each other, these social media enabled companies show
their massive range of potential that new media promotes to bring to business
communication.

Concept & Application:-

The use of social media may look like a noticeable movement, but these media are a
major shift in the way companies handle business communication. As many consumers
adopt social media and more businesses experiment with the best ways to combine
these media and to adapt their internal and external communication practices. Social
media have changed the bond between sender and receiver, so the makeup of the
messages needs to change as well. No matter what media you are using for a particular
message, writing for social media requires a different approach than traditional media.
The following tips are vital for creating successful content for social media.
● Conversational, not a lecture: One of the great asks of social media is the feeling of
conversation, of people talking with one another instead of one person talking at
everyone else The more people gain a voice in the marketplace, that the companies try
to maintain the old “we talk, you listen” mindset are likely to be ignored in the social
media landscape. People generally join social networks for the chance to interact, and
you can help increase conversations by asking followers for their ideas, choices, and
feedback
● Write informally but carefully: Write as a human being, not as a robot. At the same
time, don’t make it messy; no one wants to work through misspelled words and half-
baked sentences to find the message.
● Create crisp, specific, and informative headlines: One should avoid the excitement
to engage in clever wordplay with headlines. This advice applies to all forms of business
communication especially in social media platform. Readers don’t want to spend time
and energy figuring out what your funny headlines mean.
● Get involved and stay involved: Social media logically make some business people
so nervous because they don’t permit a high level of control over messages. At the
same time, don’t hide from criticism it can be valuable feedback. Take the opportunity to
correct the mistakes and explain how the mistakes will be fixed
● If you need to promote something do indirectly: Just like that we shouldn’t impose
on people with a sales pitch during an informal social gathering, refrain from manifest
promotional efforts in social media. Honesty is always important.
● Think before you post: Individuals and companies have been charged because of
careless updates, employees have been fired for inappropriate posts, vital company
secrets have been leaked, and business and personal relationships have been strained.
To be safe, believe that every message we post will be read by people beyond our
original audience.

Conclusion:-
The readers of social media expect to have a more engaged relationship with
writers, so creating content for social media requires a new approach before we write in
the social media. A short drift in judgment while writing messages for social media can
cause tremendous damage to our career and to our company. Business communicators
make use of a wide range of specialized and private social networks, in addition to
public networks. Therefore the above discussed points has to be considered carefully
when using social media for business communication.
Answer 3(b):-
Introduction: Role of microblogging in business communication
Microblogging is a variation on blogging in which messages are greatly restricted
to limited character counts. Twitter is the best example media for these systems, but
there are many others sites that exist in social media.
There are few companies which have their private microblogging systems for their
internal uses, either as separate services or as part of broader collaboration systems
Microblog messages frequently involve short summaries that provide links to more
information. In addition to that microblogs look after a stronger social outlook that makes
it easier for writers and readers to forward messages and for their communities.
Concept & Application:-
Similar to regular blogging, microblogging has quickly took on with business
users and it becomes a mainstream business medium nowadays.
In addition, microblogs are often used for providing company updates, offering coupons
and announcements of sales, presenting tips or catalogues on product usage, sharing
interesting information from experts, announcing a new blog posts, engaging with
customers and serving as the backchannel in meetings and presentations.
Customer service is also becoming a popular thing because of its easy and speed
switching between public and private direct messages. Even if a company doesn’t want
to use it as a customer service channel, it should monitor the system to look for
complaints or questions from customers.
In addition to its benefits as a detached system, It has to be integrated with other social
media systems and a variety of broadcasting and reading tools and services. Majority of
these make use of the informal feature known as the hashtag which helps people
making it easy to label and search for topics of interest and to monitor current
conversations about particular topics.
Even though microblogs are designed to encourage spontaneous communication, when
we are using the medium for business communication, it is important not just post
whatever pops into our mind. We should make sure that the messages are part of your
overall communication strategy. As the followers consider that are entertaining,
surprising, informative, or engaging as the most valuable.
Conclusion:-
Business communication uses of microblogging expand well outside the
publication of brief updates. Therefore, it is vital that we don’t let the speed and
simplicity of microblogging comfort us into making careless mistakes; every message
that we post should support our business communication objectives.