Report On Business Communication 3d1v1w

BUSINESS COMMUNICATION TERM REPORT LEARNING BUSINESS COMMUNICATION

ANUM ARSHIA FA14-EX-0060 SEMESTER: FALL-14

DECEMBER 21, 2014 MBA WEEKEND PROGRAM MUHAMMAD ALI JINNAH UNIVERSITY KARACHI

TABLE OF CONTENTS

Executive Summary ...................................................................................................................................... 1 Objective ....................................................................................................................................................... 2 Introduction ................................................................................................................................................... 3 Communication In Business ......................................................................................................................... 3 Communication ......................................................................................................................................... 3 Business Communication.......................................................................................................................... 3 Types Of Business Communication .......................................................................................................... 3 Assertive Communication ......................................................................................................................... 4 Importance Of Business Communication ................................................................................................. 4 Different Forms Of Communication ......................................................................................................... 4 Communication Model ............................................................................................................................. 5 Business Writings ......................................................................................................................................... 6 Writing A Business Letter ........................................................................................................................ 6 Writing A Resume .................................................................................................................................... 6 Writing A Notice/ Memo .......................................................................................................................... 6 Writing An Agenda ................................................................................................................................... 6 Sentence Structures ....................................................................................................................................... 7 Simple Sentences ...................................................................................................................................... 7 Compound Sentences ................................................................................................................................ 7 Complex Sentences ................................................................................................................................... 7 Compound-Complex Sentences ................................................................................................................ 7 Guffey’s 3x3 Writing Process ....................................................................................................................... 7 Prewriting.................................................................................................................................................. 7 Writing ...................................................................................................................................................... 8 Revising .................................................................................................................................................... 8 Persuasive Messages ..................................................................................................................................... 8 Preparing To Write Persuasive Messages ................................................................................................. 8 Organizing The Message .......................................................................................................................... 9 Writing A Successful Persuasive Request ................................................................................................ 9 Negative Messages........................................................................................................................................ 9 Bad News .................................................................................................................................................. 9

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Report Writing ............................................................................................................................................ 10 Types Of Business Reports ..................................................................................................................... 10 Informal Reports ..................................................................................................................................... 10 Formal Reports........................................................................................................................................ 11 Difference Between Formal & Informal Reports.................................................................................... 11 Conclusion .................................................................................................................................................. 12

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TERM REPORT ON LEARNING BUSINESS COMMUNICATION

EXECUTIVE SUMMARY The main idea behind this report is to share the knowledge, I gained during my course of Business Communication in an effective and efficient manner. Communication is necessary to convey an idea, knowledge and information successfully, this can be intentional or unintentional and can take place in several forms like verbal, non-verbal, signs, symbols and in written form therefore Business Communication is essential for any MBA graduate to become a successful manager since it aids in learning effective communication skills. Communication is life blood of an organization, when communication stops, organized activity ceases to exist. Business Communication. Business Communication Skills gives you a clear insight into what constitutes effective oral and written business communication in a fast-paced global business environment, and provides you with the opportunity to develop your own workplace communication skills. In Business, parties communicate with the help of several means like business letters, memos, notice, agenda, publications and emails. Business Messages can be positive with convincing facts and figures and they can be negative with critical points. Sometimes it is also needed to right reports either informal or formal in an organization these reports can be memos, show cause, incidental report, request for proposals and quotations etc. All above are formal business documents, written with the intention to grow business and achieve the desired objective. Business Communication is an essential tool and an art to convey any sort of message clearly positively and under pressure. If one learn this art, can become a successful manager in his/ her career.

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TERM REPORT ON LEARNING BUSINESS COMMUNICATION

OBJECTIVE 

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The main objective of writing this report is to convey my knowledge and understanding which I have gained regarding business communication in classes conducted at Muhammad Ali Jinnah University by Mr. Ramman Rajput. Telling the benefits of learning this course and its importance in the business organizations as well as non-profit organizations. With the help of this proposal I recommend and put forward a necessary need of business communication to become successful manager or an entrepreneur in the modern business world.

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TERM REPORT ON LEARNING BUSINESS COMMUNICATION

INTRODUCTION Every student striving to seek higher degrees must have some dreams, similarly I took ission in Muhammad Ali Jinnah University to become a successful manager after getting my MBA degree. Although I have done B.E in Industrial Engineering & Management but it gives me technical skills to deal with work and people in work life, for conceptual and human skills to develop and for becoming a successful and knowledgeable manager MBA has become very important now a days in this competitive world. During my course of study I am required to learn many managerial skills out of them one is Communication Skills, which is the basic need today to get a separate identity and to highlight yourself in a crowd. Business Communication is the course which aids Graduates in developing effective communication skills. In Business Communication, I learned several techniques and skills of listening, speaking, communicating, writing and responding. Every mean of communication in business has separate importance and requirements. For example while writing an email, memo, letter, tags and brochures there is a separate requirement of each, having alike patterns, methods and most importantly audience. Every document in business should have positive appeal, attention grabbing tactics and a proper format. This report is based on all these techniques and methods which I learned during four months trimester, required to seek the attention of audience and making message clear, concrete, concise and complete.

COMMUNICATION IN BUSINESS Communication is a life blood of any business. If we somehow remove communication from the organization it would be dead since businesses all around the world are running on the basis of information flow with the help of several means and channels like internet, media, ments, publications and campaigns.

COMMUNICATION It is exchange of information from one to one or one to many. It is an act by which one person gives or receives from another person, information, ideas and opinions in written, verbal, symbolic and signs form.

BUSINESS COMMUNICATION Business Communication is any communication held with an aim of the promotion of product, service or organization to fulfill the objective of making sale. Communication in businesses take place for several other purposes too but all has the same goal of making business profitable.

TYPES OF BUSINESS COMMUNICATION There are two types of business communication in an organization 1. Internal Communication 2. External Communication

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TERM REPORT ON LEARNING BUSINESS COMMUNICATION

Internal Communication Communication held within the organization is called internal communication. For Example communication between employees, managers and other staff. This communication is helpful to achieve the goal of the organization. Internal Business Communication is further divided into sub types a. Upward Communication: This communication is sort of requests, and outcome which a subordinate give to its supervisor. When a first line or lower level employee communicates with his/ her superior such type of communication is referred to as upward communication. b. Downward Communication: When Manager, top level managers commands their subordinates than downward communication takes place. c. Horizontal/ Literal Communication: When two equal level employees have conversation and communicate with each other they are in literal communication with each other.

External Communication Communication with people outside the organization is called External Communication, For example, purchase managers talking to vendors and sales force communicating with customers etc.

ASSERTIVE COMMUNICATION It is a communication tool used to express positive and negative ideas and information in an open, honest and direct way. This method of communication can be perceived as aggressive at times when one deliver some negative message openly and directly. It gives self-satisfaction to the sender of information and reduces anxiety of the receiver. It enables sender to express any sort of feelings and thoughts, verbally and non-verbally but assertive communicates does not has warranty of successful positive desired .

IMPORTANCE OF BUSINESS COMMUNICATION Business Communication has big significance in any business to achieve its goals; Flattened Management Hierarchies: If an employee has good communication skill he can easily communicate with the vendor or the customer and can make decision himself and no need to convey messages to the superiors and wasting time is transferring information. More Participative Management: Management now a days are more participative rather than commanding therefore they expect their subordinates to be more intellectual and participating in the main goals of the organization. Globalization: As world is now a global village and business has crossed the geographical boundaries therefore interacting with people belonging to different cultures is now very necessary. Innovative Communication Technologies: Email, fax, internet, social networking all need effective communication skills to communicate more rapidly than ever before therefore writing and speaking skills are becoming essential for one to must learn. Increased Emphasis on Project Teams: Work organization are structured in matrix and team forms now a days and working in those teams need an effective communication skills for the purpose of interacting, listening and sharing ideas, solutions, managing conflicts and implementing decisions.

DIFFERENT FORMS OF COMMUNICATION 1. Announcements 4|Page

TERM REPORT ON LEARNING BUSINESS COMMUNICATION 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15.

Publications. Emails Memo Notice Agenda Resume Policies Minutes of Meeting Public Addressing Press Releases Media Newspapers Presentations Declarations

COMMUNICATION MODEL

PROCESS OF COMMUNICATION Sender: Person having an idea and an intention to share an information Sender Encodes an idea in a message: Sender converts his/ her idea into a verbal written or any other transferable form. Message travels over a Channel: Channel or medium is the means through which message is transferred from encoder to decoder Receiver Decodes Message: Receiver as gets message his/her brain converts the message into understandable form. : It is a response from the receiver after getting the message. It is the sign of completion of any communication. Noise is the disturbance or distortion which stops message to successfully deliver to the receiver and as a result required is not received by the sender.

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TERM REPORT ON LEARNING BUSINESS COMMUNICATION

BUSINESS WRITINGS Business Writing are referred to as the documents we write for the transfer of information within or outside the organization. Such documents are named as business letters, notice, memo, agenda, minutes of meeting and resume.

WRITING A BUSINESS LETTER It is document often used for communication in between two organizations. A formal letter written to social, political and other business organizations for achieving some objective is a business letter. A formal business letter consist of six parts; heading, inside address, salutation, body, close and signature. Business letter are written in full blocked and semiindented formats. Business letter are sent in an envelope with the sender’s address at the top left corner and receiver’s address in the right in the center. Business Letter writing involves selection of appropriate format and composing by fulfilling the pattern requirement and finally it should follow the communication Cs.

WRITING A RESUME Resume showcases an individual in an efficient manner. Resume writing is an essential part of job search. It consist of summary on education, experience, details, skills and bio data of the job seeker. Resume writing is also an effective communication skill necessary to get an ideal job. Business Communication helps in writing a good resume. In a competitive world one must know how to write a complete and concise resume so that he/ she can be chosen among several candidates on the basis of the effectively written summary of work life.

WRITING A NOTICE/ MEMO Notice and memos are written for transferring an information inside the organization. It consist of 5 parts; To: addressed to the concerned people or the audience it is mostly written as “to whom it may concern”. From: Sender can be MIS department or the manager who routes the message. Date: Date on which document is written. Subject: Main idea behind writing the notice or memorandum. Body: It consist of message in which information is encoded by the sender.

WRITING AN AGENDA An agenda is a list of the items to be discussed at a meeting. Agenda is as important as a captain is important for a ship. Agenda serves as a guide to the of the meeting, it is routed in an email or is displayed before a presentation to acknowledge the participants of the main idea behind the discussion and meeting. A well written agenda serves many functions like participants prepare before the meeting with necessary deliverables and updates.

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SENTENCE STRUCTURES Written Communication needs a good vocabulary and grammar knowledge therefore in business communication it is also taught to the graduates to write messages correct without any spelling and grammatically mistakes.

SIMPLE SENTENCES Simple Sentences are independent sentences having a complete thought and expressing a complete idea in simple words. Simple sentences have one subject and one predicate. Example; I have my own car

COMPOUND SENTENCES Two or more independent sentences to form a compound sentence. Example; It is a cloudy day today and it is expected to rain heavily.

COMPLEX SENTENCES One independent clause when s with one or more dependent clauses they form a complex sentence. Example; He reached late to school because van came late.

COMPOUND-COMPLEX SENTENCES When two or more independent clauses and one or more dependent clauses together they form a compound complex sentences. Example; Mr. Ahmed was a good cricket player and he played for international team but leg injury caused him to retire.

GUFFEY’S 3X3 WRITING PROCESS

Marry Ellen Guffey, introduced this writing method in which there are three steps and each steps consists of further three steps. These steps are prewriting, writing and revising as mentioned in the picture

PREWRITING It is the stage before writing when sender Anticipate of the audience and analyze the purpose of writing and finally adapt the best possible method to appeal the audience with effective writing. 7|Page

TERM REPORT ON LEARNING BUSINESS COMMUNICATION

WRITING It is the process of scripting when sender research using several means the best possible ways and words and sample scripts and then organize the material in a suitable manner and compose an attention seeking document for the audience.

REVISING After writing the draft version sender/ writer revise the document and edit and remove the further irrelevancies and make a document fulfilling the 7Cs of communication and then again proofread the written script after editing for grammar, punctuation, format and overall appearance and finally evaluate the document as per the reader’s perspective and anticipate that whether the final document will achieve its objective of writing or not.

PERSUASIVE MESSAGES Persuasive messages are information for convincing audience with the help of facts and figures. For example, suggesting a more efficient production process to the manager with research and past data graphical represented so that manager’s belief can be frequently change after viewing the message. Persuasive requests are to two types: 1. Persuasive requests for action 2. Persuasive requests for adjustments.

PREPARING TO WRITE PERSUASIVE MESSAGES Here are some vital points of persuasive writing, and an explanation of the human nature that makes these points pertinent to persuasive writing. As you study these tactics, you will come to better understand your readers, enabling you to perhaps get more effective in writing persuasive copy. Make an Emotional Appeal: The object is to get his core emotions into play (fear, anger, guilt, ion, etc.). When using emotions in your writing, the reader will react almost automatically and will be hooked on reading the copy, and if done right, moved to action. Tell a Story: Storytelling is the art of creating a scenario that moves forward, conveying events with words.. Starting sales copy with a story is a well-known technique to pull in the reader and enable him to better relate to the message. Use Analogy and Comparisons: Without becoming too “literary,” you can use analogies and comparisons to make the topic clearer and more compelling Repeat Important Factors: Repeating important concepts in an article or within web copy is effective in persuasion. Tell the Reader the Reason Why: Relating the benefits of some product or service is one way to communicate the reason a person should buy or take some action. Be Consistent: Changing your message mid-stream is destructive of obtaining agreement since valued social trait is being consistent in thoughts and actions. Readers agree and associate with copy that is rational and stable.

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TERM REPORT ON LEARNING BUSINESS COMMUNICATION Provide Authorities or Proof: Using testimonials or quoting authority is a way to lend importance to what you are communicating. This is a great force in social media marketing today. Mentioning a well-known personality, aligning him with your message, can give more credence to your writing. Name-drop if you must. It’s effective in persuasion.

ORGANIZING THE MESSAGE A-Attention The main idea serves as the attention grabber. I-Interest The writer could build interest with the reasoning and explanation. Showing the problem and revealing the solution. D- Desire The desire would be created through evidence. Back up your claims, and give examples of how the audience would benefit. A-Action Again restate the main idea, and detail the exact action you would like your reader to take.

WRITING A SUCCESSFUL PERSUASIVE REQUEST A successful persuasive request is one having all appealing tactics along with accomplishing the AIDA requirements. If any message containing all these components is a successful persuasive request or a claim for any action or adjustment.

NEGATIVE MESSAGES In business writing, a letter, memo, or email that conveys negative or unpleasant information or information that is likely to disappoint, upset, or even anger a reader is termed as negative messages.    

Should have an indirect approach Need to be empathetic Must contain a reason Need to be explained very clearly

BAD NEWS Bad-news messages include rejections (in response to job applications, promotion requests, and the like), negative evaluations, and announcements of policy changes that don't benefit the reader. A bad-news message conventionally begins with a neutral or positive buffer statement before introducing the negative or unpleasant information. This approach is called the indirect pattern.

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TERM REPORT ON LEARNING BUSINESS COMMUNICATION The introductory paragraph in the bad-news message should provide a buffer to cushion the bad news. Deliver the bad news in the body of the message. State it clearly and concisely, and explain the reasons briefly and unemotionally. Avoid apologies; they weaken your explanation or position. Try to embed the bad news in a ing, not the topical, sentence of a paragraph. Furthermore, try to embed it in a subordinate clause of a sentence. The purpose is not to conceal the bad news, but to soften its impact The closing of a message containing negative news should be courteous and helpful. The purpose of the closing is to maintain or rebuild good will. The closing should have a sincere tone. You can even offer the receiver another option, presenting another option shifts the emphasis from the negative news to a positive solution.

REPORT WRITING Report is a self-explanatory statements of facts relating to a specific subject and serves the purpose of providing information for decision making. Reports are a commonplace way of communicating in a variety of professions and academic disciplines. Many scientists, for example, write lab reports and research reports; social scientists write field reports and research reports; and people in business write a range of formal and informal reports. Each type of report has its own conventions, its own customary ways of communicating.

Characteristics of Reports       

Complete & Compact document Systematic Presentation of Facts Prepared in writing Provide information and guidance Self-explanatory document Acts as a tool of internal & external communication Acts as a permanent record

TYPES OF BUSINESS REPORTS Informal business reports are typically communicated via email, memos, letters, or orally. A formal business report is customarily submitted in print and may be the final document submitted in a series of reports--the completion report--or it may be the only document submitted in a project.

INFORMAL REPORTS Informal report is more condensed than formal but it is just as important. The writing style and audience for the short report are the same as the formal report. 1. 2. 3. 4. 5. 6. 7. 8. 9.

Activity reports Minutes of meetings Information reports Justification/ Recommendation Reports Feasibility Reports Policy or procedural directives Progress or status reports Survey reports Trip reports 10 | P a g e

TERM REPORT ON LEARNING BUSINESS COMMUNICATION 10. Summaries

FORMAL REPORTS Formal report is the term used for a group of documents that informed, analyzed or recommend. 1. Analytical reports convey information accompanied by the writer's analysis or interpretation of it. Progress reports, for example, are usually analytical, reporting not only what has taken place but the writer's analysis of it. 2. Informational reports convey information (results, facts, and data) alone, with no commentary. Both formal and informal reports may be solely informational; Minutes of meetings, for example, convey only the events and conversations of a meeting--nothing more. 3. Recommendations convey information; the writer's analysis; and the writer's ideas about appropriate actions that might be taken. Policy directives, in which one or more people announce policy by which the of a group or organization will abide, are an example of this type of business report.

DIFFERENCE BETWEEN FORMAL & INFORMAL REPORTS     

Formal Reports Often External or distant within organization Usually long sections and sub-sections More impersonal Appears on separate title page Content page is useful if report is over 5 pages

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Informal Reports Often Internal Usually Short several sections Personal Appears as subject line in Memo heading Content page in not required

A few general guidelines are applicable to many types of business reports. Introduction: Begin the report with a brief overview of its contents. Summary: Summarize the situation on which you are reporting, or describe the problem or opportunity that your report is exploring. Discussion: Provide some explanatory detail, including the results of whatever research you may have conducted. List the available options. Explain your methods, if appropriate. If you are writing an analytical report or recommendation, give the criteria by which you are making judgments. Conclusions: If you are writing an analytical report or recommendation, explain the implications of each of the available options. If you are writing an analytical report, offer your evaluation here. If you are writing a recommendation or feasibility study, explain which option you think is best, and why. If your report is extensive (more than two pages), you should include descriptive headings for the major sections, to help readers navigate the report easily.

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CONCLUSION In order to be a successful business writer and achieve a good position in the work life it is necessary for every graduate and even every person to be a good listener, speaker, reader and writing. Now a days, in business world it is necessary to be an effective communicator. Business Communication embosses the individual’s as well communication skills of corporations. It is a foundation of becoming an entrepreneur and helpful for managers while they plan, organize, lead and control. It is a key to success if one has the ability to write for his organization a concise and complete business letter to the peers, persuasive letter to the customers, negative responses to the external and internal parties and the agreements, formal Request for proposals and show cause reports. Business Communication gives knowledge of all these mandatory letter, requests and writing to an individual so it is an obligatory course which institutes must teach their students with and organizations also facilitate their employees with seminars, workshops and trainings to develop effective communication skills in them.

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