BUSINESS COMMUNICATION (MB 0039)

Question 1: Irrespective of the setting in which communication takes place, there

are some key elements involved. What are the key elements of communication?
Answer: a
The key elements of communication can be understood through the following diagram

1) Sender: He is the person who sends the message. Also known as encoder. If we
take an example of an organization the manager is the sender. He sends the message
to his subordinates regarding the work they have to do.
2) Receiver: He is the person who receives the message. Also known as the decoder.
If we take the example of the organisation the employees working there are the
receiver. They receive the message that they have to accomplish.
3) Message: It is the signal or the information send to the other person. It can be
intentional or unintentional. For e.g. presentation to convey intentional message and
non verbal activities like playing with pen to convey unintentional message.
4) Channel: It is the method or the medium used to send the message. In the
organisation we have a choice of channels. Some of the channels are through letter,
email or telephone.
5) Feedback: when the receiver gives some reply to the message he received is called as
feedback. Feedback could be formal or informal, oral or written. For e.g. asking of
doubts during the class can be formal and oral, feedback through body language,
gestures can be informal, feedback through writing in the form of letter can be
written.
6) Context: This shows that how the communication takes place. It can be classified as
follows Physical context: It refers to the physical environment. the social environment
where the communication takes place. For e.g. communication takes place at
office, office party or lunch.
Social context: It refers to the relationship between the sender and the
receiver. For e.g. how you get along with your boss or superior.

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 Chronological context: It refers to the time related factors that influence the
communication. For e.g. if you talk to your boss about salary increment. At
what time you are communicating with him.
Cultural context: It refers to the similarity of backgrounds between the
sender and the receiver such as age, language,etc.

Question 2: What is the importance of Kinesics and Proxemics in

communication? Explain with example.
Answer:
KinesicsIt is referred for non-verbal communication and refers to the body language. The body
language includes:
Facial Expression: They show our feelings of surprise, fear, anger, happiness,
sadness. For e.g. if you meet a person who has suffered with a great loss and says you
are very sad for his loss but with happy expression you will be taken as happy instead
of sad.
Eye Movement: The eyes also show the feeling of surprise, fear, interest,
nervousness. When we do eye contact with someone we are taken as interested and
confident with the communication but on the other hand when we try to avoid the eye
contact with a person we are taken as nervous or guilty. For e.g. while giving an
interview the person who is confident gives the answer with the proper eye contact
and the person who is nervous he avoids the eye contact.
Gestures: It includes the movement of our hands, feet,etc. For e.g. some people make
use of their hand while delivering a speech or while general talk the hand movement
indicates his involvement in the matter he is speaking.
Physical Appearance: It refers the way in which we present ourselves. It includes the
way we dress up, the accessories we carry and the make-up we wear. For e.g. going
for a interview in a party dress with dark make-up can spoil your impression.

Proxemics:
It is derived from the word proximity meaning closeness. It refers to the personal space and
distance while making a communication. The different type of space is:
Intimate Space: the inner most circle of our life in which we allow some selected
people such as family members or close friends, is referred as intimate space.
Personal Space: It includes other friends, colleagues or co-worker.it involves
communication of informal nature.

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 Social and Public Space: it includes official relationships in which the

communication is of formal nature.
In business context,
Fixed Space: It means the physical features of the work environment such as
furniture, room size which are permanent. It conveys an impression of formality.
Semi-Fixed Space: It means that some elements of the environment can be changed
such as changing the seating plan conveys an impression of informality.

Question 3: What are the steps in making oral business presentation?

Answer:
The steps in making oral business presentation are:
Definition of the purpose of the presentation-It is important to know the purpose of
the presentation. A statement of purpose must be made to know why we are making
the presentation.
o To Inform: A presentation that seeks to inform would merely create awareness
about developments and progress on specific fronts or try to spread knowledge
about something new.
o To Persuade: A presentation that aims to persuade would try to change the
attitude or behaviour of the audience.
o To Entertain: A presentation with this purpose is meant to make the audience
relax and have a good time.
Development of the key idea-It is that statement that expresses the main idea of the
presentation that is to be conveyed to the audience. The key idea is for the audience
and it is stated at the beginning of the presentation.
Audience Analysis-The person giving the presentation must gather the following
information about his listeners.
o Job Designation and area of expertise: You have to find out that your audience
is of a particular field such as information technology or other.
o Preferred style of presentation: You should find out the style of presentation
that your audience prefer
o Demographic characteristics of the audience: You should also find out the
demographic characteristics of your audience such as age, gender, income
status, etc.
Analysis of yourself as a speaker- Self-analysis is also important for the speaker to
determine the purpose of making the presentation, your level of knowledge on the
subject and your feelings about the subject.
Analysis of the circumstance- The speaker should also analyse the circumstances
that is effecting his presentation such as limitation of infrastructure, time and context.
Preparation of outline- A standard format is followed while making the outline of
the presentation:
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o Introduction: This must include an attention getter to get the audience

involved and interested in the presentation.
o Body or main section: This is where the main points will be presented and
elaborated upon.
o Conclusion: A brief summary of the presentation, along with concluding
remarks would be included in this section.
Collection of information and material- After the outline is framed the speaker
must collect the information and the relevant material to be presented at the
presentation. It is time taking.
Organisation of the body- The body must be prepared before the introduction. It
consists of identification of the points that support your main idea.
Planning the introduction- The introduction must be made with care as it makes the
first impression on the audience. It must be of 10 to 15 percent of the total speaking
time.
Planning the conclusion- The conclusion must be shorter than the introduction and
must only consist of 5 percent of the speaking time.
Selection of the delivery- some of the delivery styles are:
o Speaking impromptu
o Speaking extemporaneously
o Memorising the presentation
o Reading from written notes
o Speaking from notes

Question 4: Imagine a new product from kids apparel industry. Write a

persuasive letter to customers, persuading them to buy your companys product.
Answer:

Dear sir/madam,

Sub - LANUCH OF KARROT KIDS BOYS COTTON LONG RICH SLEEVES TEES.

Company has designed a unique product for your kids under the name of KARROT KIDS
BOYS COTTON LONG RICH LEEVES tees (t-shirt) which is purely a cotton product to
keep the skin of child dry and makes him feel cold all the time .

Moreover the t-shirt is launched in light colors to prevent your child from the scorching heat
of sunlight if the kid went out in sunlight. The company has designed colorful shirts engraved

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with generally featured cartoon for the likings of the kids. on t-shirt many types of cartoon
for regarding to the kids like Angry bird, Doorman, Choate beam etc. kids are more attract
this types of t-shirt and they went to wear this type of clothes just because of cartoons they
are more happy when they are wearing cartoon t-shirts and they want like this clothes.

The fabric used is flexible to stretch to cater to the needs of different age groups. as if your
child is a bit healthy as per his /her age it can fix to their body well. Apart from this the price
of the cotton rich T-shirt is in your range starting from merely 99- 299. The segmentation in
price is purely on the basis of age groups not quality as the quality is same. In light of above
features you are requested to kindly ponder your precious time to ABC ltd product under the
name of KARROT KIDS BOYS COTTON LONG RICH SLEEVES.

Yours Faithfully
Vishnu kumar

Question 5: You are going to face a job interview for the post of manageroperations. Which aspects you will keep in mind while facing the interview?
Answer:
The aspects to be kept in mind while facing the interview are as follows:
Opening formalities: Creating the first important is very important for an interview.
It includes the way you shake hand, introduce yourself, your posture while sitting for
the interview, etc. The way you behave during the interview, how you use the name of
the interviewer are some common things observed during the interview.
Non-verbal communication: Non-verbal communication can make a interview more
effective and gives a positive message. It includes direct eye contact, facial gestures,
nodding to show you are listening.
Group interviews: Group interview is the type of interview in which a group of
people take interview of a single candidate. The group include people from different
departments. In this interview when the interviewee is asked a question from a
interviewer from a particular department, he should have a eye- contact while giving
the answer to that interviewer.
Two- way interview: Generally a interview is a one-way process but a interviewee
can make it a two-way process. In the two-way interview the interviewee can also ask
some questions apart from answering asked from interviewer wherever possible.
When the interviewee asks some question to the interviewer he shows the interest in
the interview as well as in the organisation.
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Honesty and humility: During an interview the person is to honest. He should say he
dont know the answer rather giving inappropriate answers. Humility is equally
important in an interview.
Positive answer: The answers given should be positive. If asked about the previous
job the answer should be positive and honest but should not be such that it gives a
negative impression.
Salary discussion: The discussion on the topic of salary is to be initiated by the
interviewer not the interviewee, especially you being a fresher. When asked for a
salary the interviewee should indicate a range instead of a certain figure of amount.
The interviewee should not compare the salary with his previous job.
Closing the interview: The way you close the interview is also as important as you
open it. Most of the time the interviewer gives the indication that he is going to close
the interview through his body language or some statement like we will inform you
about the result, etc. As the closing take place of the interview the person should have
a firm handshake with the interviewer.

Question 6: Write short notes on:

a) Skimming
b) Notices
Answer:
A. Skimming: It refers to looking only for the general or main ideas, and works best
with non-fiction (or factual) material. With skimming, your overall understanding is
reduced because you dont read everything. You read only what is important to your
purpose. It is defined as looking over a text or a book quickly in order to get a
general or superficial idea of the content. In this process the person takes an over
look of the book to get an idea about the content of the book without looking in detail.
For example, a person goes to a book store to purchase a book he looks through the
index and flips over the pages of the books to get an idea about the book without
reading it in detail at that particular time. This process is called as skimming. It helps
in saving time as it is not much time consuming. Skimming can be done by looking
through index, starting and end paragraphs, diagrams, preface, etc.
Some of the examples of skimming are:
Newspaper
Magazines
Travel brochures, etc.
B. Notices: It is a form of written communication that takes place in organisations,
institutions, etc. Notices are meant for large group of people and are put up on notice
board. It contains information that is for all employees of the organisation. For
example, list of holidays. Common purpose of using a notice is:
Invitation for a meeting.
Information of a new rule to be initiated.

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Information about an event to be held.

Information about the deadline for submitting any paperwork.

Show notice is a special kind of notice that is sent to individuals or group demanding
for an explanation on an issue. Notices are read by a large number of people so it has to be
taken care that the place chosen to display the notice is within reach of all the people. Notices
can even be used as evidence in court so the language for a notice should be clear and simple.
It must be short and to the point. The tone used must be firm and not arrogant and offensive.

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