Master of Business Administration Semester I MB0039 - Business Communication (4 credits) Assignment - Set 1 Marks 60

Note: Each Question carries 10 marks each Q1. Briefly describe any situation in your own experience where the communication failed because the non-verbal behavior sent a negative message. Which aspect of non-verbal communication contributed to the failure? How would you correct this? (10 marks) Ans. Situation where Communication was a failure to me: As an Associate Manager, I was a sender for a communication and intended to be received by my executives. I have sent the following communication to my executives through a notice and displayed on the notice board: Coming Second Saturday to complete our targets for the month a review meeting is arranged and all should attend. If any executive is not able to attend should find out the contents of the meeting from their peers without fail. But my communication went wrong and out of 10 executives, only three executives have attended at 4.00 PM who checked-in with me the time of the meeting. Following were the barriers of communication which stood in the way of my communication: The Channel I have chosen communication by Receivers did not ensure the receipt of the The communication lacked the Chronological context The second Saturday being a non working day. The communication has created a Psychological noise by not mentioning correct time of the meeting and confusion has been created. The social context also is one of the cause for the failure of the communication as I have not taken all my executives into confident by giving any advance information or a intention of the meeting earlier. Lessons learnt in order to overcome these barriers of communication: My communication was unclear by not giving exact time of meeting. The media I have used is the placing the notice on the notice board, instead had I circulated to all the receivers and obtained their signatures by asking their availability or feedback my communication

would not have failed. I have chosen a wrong day a holiday though the task was a routine one. I could have maintained good relations with my executives for success of my communication. Overcome the communication barriers When you send a message, you intend to communicate meaning, but the message itself doesnt contain meaning. The meaning exists in your mind and in the mind of your receiver. To understand one another, you and your receiver must share similar meanings for words, gestures, tone of voice, and other symbols. 1. Differences in perception The world constantly bombards us with information: sights, sounds, scents, and so on. Our minds organize this stream of sensation into a mental map that represents our perception or reality. In no case is the perception of a certain person the same as the world itself, and no two maps are identical. As you view the world, your mind absorbs your experiences in a unique and personal way. Because your perceptions are unique, the ideas you want to express differ from other peoples Even when two people have experienced the same event, their mental images of that event will not be identical. As senders, we choose the details that seem important and focus our attention on the most relevant and general, a process known as selective perception. As receivers, we try to fit new details into our existing pattern. If a detail doesnt quite fit, we are inclined to distort the information rather than rearrange the pattern. 2. Incorrect filtering Filtering is screening out before a message is passed on to someone else. In business, the filters between you and your receiver are many; secretaries, assistants, receptionists, answering machines, etc. Those same gatekeepers may also translate your receivers ideas and responses before passing them on to you. To overcome filtering barriers, try to establish more than one communication channel, eliminate as many intermediaries as possible, and decrease distortion by condensing message information to the bare essentials. 3. Language problems

When you choose the words for your message, you signal that you are a member of a particular culture or subculture and that you know the code. The nature of your code imposes its own barriers on your message. Barriers also exist because words can be interpreted in more than one way. Language is an arbitrary code that depends on shared definitions, but theres a limit to how completely any of us share the same meaning for a given word. To overcome language barriers, use the most specific and accurate words possible. Always try to use words your audience will understand. Increase the accuracy of your messages by using language that describes rather than evaluates and by presenting observable facts, events, and circumstances. 4. Poor listening Perhaps the most common barrier to reception is simply a lack of attention on the receivers part. We all let our minds wander now and then, regardless of how hard we try to concentrate. People are essentially likely to drift off when they are forced to listen to information that is difficult to understand or that has little direct bearing on their own lives. Too few of us simply do not listen well! To overcome barriers, paraphrase what you have understood, try to view the situation through the eyes of other speakers and resist jumping to conclusions. Clarify meaning by asking non-threatening questions, and listen without interrupting. 5. Differing emotional states Every message contains both a content meaning, which deals with the subject of the message, and a relationship meaning, which suggests the nature of the interaction between sender and receiver. Communication can break down when the receiver reacts negatively to either of these meanings. You may have to deal with people when they are upset or when you are. An upset person tends to ignore or distort what the other person is saying and is often unable to present feelings and ideas effectively. This is not to say that you should avoid all communication when you are emotionally involved, but you should be alert to the greater potential for misunderstanding that accompanies aroused emotions. To overcome emotional barriers, be aware of the feelings that arise in your self and in others as you communicate, and attempt to control them. Most important, be alert to the greater potential for misunderstanding that accompanies emotional messages.

6. Differing backgrounds Differences in background can be one of the hardest communication barriers to overcome. Age, education, gender, social status, economic position, cultural background, temperament, health, beauty, popularity, religion, political belief, even a passing mood can all separate one person from another and make understanding difficult. To overcome the barriers associated with differing backgrounds, avoid projecting your own background or culture onto others. Clarify your own and understand the background of others, spheres of knowledge, personalities and perceptions and dont assume that certain behaviors mean the same thing to everyone.

Q2. What are the biggest barriers that prevent you from listening effectively? Explain how you could overcome these barriers. (10 marks) Answer: Listening is not easy and there are a number of obstacles that stand in the way of effective listening, both within and outside the workplace. These barriers may be categorized as follows 1. Physiological Barriers This was discussed earlier under the barriers to communication. Some people may have genuine hearing problems or deficiencies that prevent them from listening properly. Once detected, they can generally be treated. Other people may have difficulty in processing information, or memory related problems which make them poor listeners. Another physiological barrier is rapid thought. Listeners have the ability to process information at the rate of approximately 500 words per minute, whereas speakers talk at around 125 words per minute. Since listeners are left with a lot of spare time, their attention may not be focused on what the speaker is saying, but may wander elsewhere. 2. Physical Barriers These refer to distractions in the environment such as the sound of an air conditioner, cigarette smoke, or an overheated room, which interfere with the listening process. They could also be in the form of information overload. For example, if you are in a meeting with your manager and the phone rings and your mobile beeps at the same time to let you know that you have a message; it is very hard to listen carefully to what is being said. 3. Attitudinal Barriers Pre-occupation with personal or work related problems can make it difficult to focus ones attention completely on what a speaker is saying, even if what is being said is of prime importance. Another common attitudinal barrier is egocentrism, or the belief that you are more knowledgeable than the speaker and that you have nothing new to learn from his ideas. People with this kind of closed minded attitude make very poor listeners.

4. Wrong Assumptions The success of communication depends on both the sender and the receiver, as we have seen in an earlier unit. It is wrong to assume that communication is the sole responsibility of the sender or the speaker and that listeners have no role to play. Such an assumption can be a big barrier to listening. For example, a brilliant speech or presentation, however well delivered, is wasted if the receiver is not listening at the other end. Listeners have as much responsibility as speakers to make the communication successful, by paying attention, seeking clarifications and giving feedback. Another wrong assumption is to think that listening is a passive activity, in which a listener merely absorbs the thoughts of the speaker. On the contrary, real listening or active listening is hard work it requires speaking sometimes to ask questions, agree or disagree with the speaker, give feedback, etc. Yet another barrier of this type is to assume that speakers are more powerful than listeners. Speakers are seen as being in command of things, whereas listeners are seen to be weak and lacking authority. According to communication experts however, the reverse is true. Listeners are as important and as powerful as speakers. In fact David J. Schwartz, writer and management professor, emphasizes the importance of listening by saying Big people monopolize the listening. Small people monopolize the talking. 5. Cultural Barriers Accents can be barriers to listening, since they interfere with the ability to understand the meaning of words that are pronounced differently. The problem of different accents arises not only between cultures, but also within a culture. For example, in a country like India where there is enormous cultural diversity, accents may differ even between different regions and states. Another type of cultural barrier is differing cultural values. The importance attached to listening and speaking differs in western and oriental cultures. Generally, Orientals regard listening and silence as almost a virtue, whereas Westerners attach greater importance to speaking. Therefore this would interfere with the listening process, when two people from these two different cultures communicate. 6. Gender Barriers Communication research has shown that gender can be a barrier to listening. Studies have revealed that men and women listen very differently and for different purposes. Women are more likely to listen for the emotions behind a speakers words, while men listen more for the facts and the content. Example A salesperson giving a demonstration of a new type of office equipment may be asked by two colleagues if the equipment will work without any problems and respond by saying Sure. A male user may take his answer at face value, whereas a female user may detect some hesitation in his voice. This is because the male user listens for the content of the message, whereas the female user listens for the tone of the message. 7. Lack of Training

Listening is not an inborn skill. People are not born good listeners. They have to develop the art of listening through practice and training. Lack of training in listening skills is an important barrier to listening, especially in the Indian context. Lee Iacocca, former Chairman of the Chrysler Corporation in the US, was one of the first to recognize the need for organized training programs in listening skills. Today, many organizations both in India and abroad incorporate listening skills in their training programs. 8. Bad Listening Habits Most people are very average listeners who have developed poor listening habits that are hard to shed and that act as barriers to listening. For example, some people have the habit of faking attention or trying to look like a listener, in order to impress the speaker and to assure him that they are paying attention. Others may tend to listen to each and every fact and, as a result, miss out on the main point. Yet another habit is to avoid difficult listening and to tune off deliberately, if the subject is too technical or difficult to understand. Sometimes, the subject itself may be dismissed as uninteresting, because the listener does not want to listen. Strategies for Effective Listening: Although a number of barriers stand in the way of effective listening, these can be overcome through conscious efforts, training and practice. Some of the suggested methods are discussed in detail below 1. Create a Conducive Environment To an extent, you can try to control the environment in which communication takes place, so that listening can take place without any distractions. Ensuring a proper sound system and acoustics so that the speaker is audible, avoiding places with high levels of activity, loud noises from the outside environment and poor air conditioning systems, shutting off mobile phones and telephones, are some of the ways in which you can overcome some of the physical barriers to listening. 2. Select Face-to-face Channels Listening is less accurate in the absence of face-toface communication. For example, listening to and understanding ideas correctly over the telephone are much harder than through a face-to-face meeting. Take the case of calling a restaurant and placing orders over the telephone for home delivery of a meal. The chances are that your orders may not be understood correctly. Therefore, as far as possible, arrange face-to-face contact to ensure more accurate listening. 3. Be Open-minded and Avoid Distractions Listening is an exhausting activity which requires the right attitude and mindset. You have to focus your attention completely on what the speaker is saying, without letting your mind wander. This kind of concentration can be developed through various techniques and through constant practice. In addition, it is also important to rid yourself of the notion that you have nothing new to learn from the other person. Even if it is a subject about which you may be knowledgeable, the speaker may offer a different perspective or point of view. Therefore it is important to listen actively.

4. Use Non-verbal Cues to Indicate Active Listening It is important to communicate to the speaker that you are listening actively to what he is saying. This can be done even without verbal communication. All the different aspects of non-verbal communication discussed earlier should be used for maximum effect. For example, maintaining steady eye contact with the speaker, sitting up with an erect posture, nodding now and then to show appreciation and understanding and appropriate facial expressions are some of the ways in which your non-verbal communication can indicate that you are involved in what the speaker is saying. 5. Use Verbal Communication to Indicate Active Listening While nonverbal behavior by itself can communicate that you are an active listener, it is also important to engage in verbal communication with the speaker. Silence is often interpreted as lack of understanding or attention. You need to seek clarifications, give feedback and suggestions, or just paraphrase in your own words what the speaker has said, in order to convey that you have understood his message. 6. Listen First Before Responding Always let yourself finish listening before you begin to speak. Avoid the tendency to formulate your own response, even before you have listened completely to the speakers words. If you are too busy thinking about what to say next, you may miss the main point that the speaker is trying to make. This also gives the speaker the impression that you are pre-occupied or rude. 7. Use the Speaker-listener Gap constructively It was pointed out earlier that listeners have the ability to absorb information faster than speakers rate of speech. This spare time available to listeners is often misused by letting the mind wander and is one of the physiological barriers to listening. One way of overcoming this barrier is to try to use this spare time to note down what the speaker has said, review what has been said so far and anticipate what he may say next. Thinking ahead of the speaker and trying to guess where his talk is leading is a good strategy for effective listening. This is not easy, but can be learnt through proper training. 8. Focus on the Verbal and Non-verbal Message Listening involves not only hearing and understanding the meaning behind the words, but also being alert to the non-verbal behavior of the speaker. The importance of non-verbal cues has been emphasized throughout this book. It is important to watch for any positive or negative messages that may be conveyed through the speakers tone of voice, facial expressions, gestures and outward appearance. 9. Focus on the Content, rather than the Delivery In order to grasp the true meaning of what the speaker is saying, it is important to concentrate on the content of the message, rather than on how the message is delivered. For example, looking at the power point slides during a speakers presentation may distract your attention from the main point that he is trying to convey. Similarly, being over critical of the speakers accent or mannerisms may make you miss the essence of the message.

10. Ask Questions of Yourself and Make Notes In order to engage in active listening, you also need to ask certain questions to yourself while listening. For example, What is the key idea that the speaker is trying to convey?, How does this fit in with I already know on the subject? or How is this presentation organized?, are some possible questions that you could jot down along with the answers.

Q3. List and briefly describe the five most important guidelines, in your opinion, to be followed when making oral business presentations. (10 marks). Answer: Some basic rules need to be followed when using them 1. Use Visual Aids only if they Add Value Make sure that you have a reason to use a visual, rather than using it for its own sake. If your ideas are better explained through words, avoid the visual, since this will only distract the attention of the audience. 2. Match your Visuals with the Level of the Audience Your visual aids should be made more or less sophisticated, depending on your audience. For example, if you are making a presentation to top management, the graphics should be extremely polished. For less formal presentations, simple graphics created on your own computer or laptop should be sufficient. 3. Make the Visuals Clear and Large enough Avoid creating visuals that are so small that that they have to be described. It is better to use no visual support, than to use visuals that cannot be seen. 4. Make the Visuals Simple When creating visuals, avoid making them too intricate and detailed, so that the audience can understand them without difficulty. 5. Avoid Too Much Text with Visuals Visuals should have short captions, using only key words and simple typefaces, so that attention is drawn to the visual alone. For the sake of easy identification, make sure that each visual is given an appropriate caption and is numbered.

Q4. You are a management trainee reporting to the Marketing Manager of an organization. You have been asked to go through business publications and summarize articles related to Branding. Explain the purpose of reading in this case and the type of reading that you will be required to do. (10 marks). Answer: As I asked to read business publication and summarizes only about branding then I need to go through very Intensive reading.

Purpose: Here my reading purpose is to get an indepth understanding of the Matter and find branding of the business , and I need to understand whole matter because I need to write summarize articles also. Type of reading: In this case need to read slowly with concentration to get specific details of brand. So, I prefer to read as intensive reading. When you read a book as a resource material for research, you read it intensively because the overall understanding is not the objective or purpose of our reading. When you read an article in order to write a review on it, you read it intensively. We use all the skills of reading when we do intensive reading.

Q5. In your opinion, what are the five most common mistakes made during business meetings. Justify your answer. (10 marks) Answer: Common Mistakes made at Meetings Since meetings are prone to so much inefficiency, it would be relevant to round off this unit with a list of common mistakes to avoid, both from a chairpersons as well as a participants perspective. 1. Lack of Structure Meetings should be structured in terms of an agenda being sent to participants in advance, the discussion being initiated by a specific person and the chairperson ensuring that different points of view emerge. A loosely structured meeting will not be successful. 2. No Goals or Agenda It was pointed out earlier that a meeting without an agenda lacks direction. 3. No Pre-meeting Orientation This is the job of the chairperson. Members must be briefed on how to prepare for the meeting. 4. Inadequate Preparation This is a mistake made by members who attend the meeting without preparation. 5. Not Focusing on the Subject This is a common mistake made by participants who discuss matters that are not relevant to the meeting.

Q6. Select any article from a business publication and prepare a summary of it in one fourth its size.. Write this in the form of a one page memo, addressed to your professor. Attach the original article with your assignment.(10 marks). Answer: Article: World Markets Rise As Double-Dip Fears Ease: World stock markets advanced modestly Monday as investors rode momentum from Friday, when an upbeat U.S. jobs report eased fears that the global economy could slip back into recession. With Wall Street closed for a holiday, however, trading was expected to remain light. Markets took heart after official data last week showed private employers in the U.S. added 67,000 jobs in August, more than analysts expected. The figure bolstered optimism that the U.S. will maintain a slow but steady recovery from last year's recession and avoid another economic contraction later this year. By mid-afternoon in Europe, Britain's FTSE 100 index was up 0.3 percent at 5,446.17, Germany's DAX was 0.3 percent higher at 6,153.31 and France's CAC-40 was up 0.3 percent at 3,684.20. Asian indexes closed higher and trading on Wall Street was to remain shut for Labor Day weekend after closing higher on Friday. With most major governments reining in economic stimulus measures and many pushing through austerity spending cuts to reduce deficits, investors worry the global economy would be pushed into a double dip recession, particularly as the U.S. slows down quickly. Because the U.S. economy is the world's largest and consumer spending there accounts for a fifth of global economic activity, the stronger-than-expected jobs data on Friday helped calm investors' frayed nerves after weeks of worrying indicators. "The renewed flight to safety we have witnessed over the past month is overdone and risks an equally large reversal when the worries over a double dip subside," analysts from Rabobank said in a report. "As the unexciting, steady and below-trend global recovery continues, it's important not

to confuse it with a double dip recession." Japan's benchmark Nikkei 225 stock index climbed 2.1 percent, or 187.19, to 9,301.32 and South Korea's Kospi rose 0.7 percent to 1,792.42. Hong Kong's Hang Seng index added 1.8 percent to 21,355.77. Australia's S&P/ASX 200 gained 0.8 percent at 4,575.50. Markets in mainland China, Taiwan, India, Indonesia and Singapore were also higher. The Dow Jones industrial average jumped 1.2 percent to close at 10,447.93 on Friday. The broader Standard & Poor's 500 Index rose 1.3 percent to 1,104.51. Shares in the U.S. ended the week in the positive, the first time that has happened in a month. The early gains in September mark a stark turnaround from August trade, when shares fell on doubts about the global economic recovery. The dollar fell to 84.24 yen from 84.27 yen on Friday. The euro was slightly lower at $1.2880 from $1.2895. Benchmark oil for October delivery was down 40 cents at $74.20 a barrel in electronic trading on the New York Mercantile Exchange. The contract fell 42 cents to settle at $74.60 on Friday. Memo: TO : The Prof. R. K.Singh FROM : Rajesh DATE : Feb 16th, 2011 SUBJECT : World Markets Rise As Double-Dip Fears Ease. As discussed during our last meeting, I have summarized a recent article on the Article World Markets Rise As Double-Dip Fears Ease, for your review. World Markets Rise As Double-Dip Fears Ease: World stock markets advanced modestly as investors rode momentum, when an upbeat U.S. jobs report eased fears that the global economy could slip back into recession. Markets took heart after official data last week showed private employers in the U.S. added 67,000 jobs in August, more than analysts expected.

The figure bolstered optimism that the U.S. will maintain a slow but steady recovery from last year's recession and avoid another economic contraction later this year. In Europe, Germany's and France's stock index was up 0.3 percent. Asian indexes closed higher before the holiday.

Because the U.S. economy is the world's largest and consumer spending there accounts for a fifth of global economic activity, the stronger-than-expected jobs data helped calm investors' frayed nerves after weeks of worrying indicators. "As the unexciting, steady and below-trend global recovery continues, it's important not to confuse it with a double dip recession." Japan's, South Korea's, Hong Kong's, Australia's stock index climbed 2.1%,0.7%, 1.8 %, 0.8% respectively. Markets in mainland China, Taiwan, India, Indonesia and Singapore were also higher. first time that has happened in a month that U.S. stock ended the week in the positive. The dollar fell to 84.24 yen from 84.27 yen on Friday. The euro was slightly lower at $1.2880 from $1.2895. Benchmark oil for October delivery was down 40 cents at $74.20 a barrel in electronic trading on the New York Mercantile Exchange. The contract fell 42 cents to settle at $74.60 on Friday.

Master of Business Administration Semester I MB0039 - Business Communication (4 credits) Assignment - Set 2 Marks 60
Note: Each Question carries 10 marks each Q1. You are the Marketing Manager of a consumer durables company, manufacturing washing machines. Write a routine adjustment letter to a customer in response to his routine claim letter requesting replacement of a defective product (10 marks) Answer: Dear Customer, In view of the fact that you are a regular customer, we are sending you a defective part of your washing machines with our technical engineer. He will replace that part and make it working. Still if you get any problem then then we will surly replace your washing machine. I recommend you to go through the user manual completely before conventional uses of washing machine. However, you must sure you take off all small hard item from your cloth before putting in the washing machine. When you put your cloths to your washing machine, just follow the washing instructions on the label. We will be sending you our engineer very shortly. Sincerely, Customer Service Representative

Q2. Write a one page press release, highlighting the launch of an innovative new product by your organization. (10 marks). Answer: FOR IMMEDIATE RELEASE Contact : Patricia Wells DY & R Public Relations (080) 2521 2777 Extn. 309 Magic Moments (logo) Mumbai, 560 046

NEWS RELEASE MAGIC MOMENTS INNOVATIVE GIFT GALLERY COMING TO BANGALORE Mumbai, March 2008. A Mumbai based retail chain that specializes in greeting cards, music, stationery and gift items, plans to enter Karnataka this summer, with at least ten stores, a majority of them being located in Bangalore city. Mr. Stanley Pinto, owner and president of Magic Moments Innovative Gift Gallery, announced this week that potential franchisees are looking at three sites in the North Bangalore area. Two other stores are expected to open in Mysore and Mangalore. What we have done is to take four businesses that are traditionally found in separate store settings and to combine them under one roof, says Pinto. He is of the opinion that the stores will attract heavy traffic, since customers find onestop shopping very convenient. Magic Moments Innovative specializes in 1) Greeting cards for all occasions and festivals; 2) Music audio cassettes and CDs of all types of music, including Indian and Western classical, rock, pop and jazz; 3) Stationery, including hand-made paper, wrapping paper, note books and note pads; and 4) Gift items such as curios, wall hangings, costume jewelry and scented candles. Mr. Pinto, now 30, opened the first store in Mumbai at the age of 20. He began franchising three years later. Today, MAGIC MOMENTS Innovative has 25 stores and 100 more are under development, through master franchise arrangements. What makes these stores so successful? Their unique range of products, special ambience, high profit margins, low overheads and focus on customer service have all contributed to the growth and popularity of the chain, according to Pinto. While some local stores may have a few similar products, no other national chain can match us for the sheer breadth of merchandise and quality of service, claims Pinto. The gift business is booming and we have carved a niche for ourselves in this area that will be difficult to challenge, he says. ####

Q3. List and briefly explain ten guidelines for writing effective business reports. (10 marks). Answer: Writing effective business reports should follows the following guidelines:

1.

Set a date for completion of the report and get started early Beginby first preparing an outline and writing an initial draft, which can be refined later.Starting late is bound to affect the quality of the report. Start with an easy section It is best to start writing those sections of the report which you feel are easier than others. This will help you to get into the rhythm of writing, which will be carried over to the more difficult sections. Write quickly, with the intention of rewriting It is better to put down your thoughts on paper in the form of a rough draft and to get this done quickly. Once this difficult part is over, it becomes easier to improve. Set aside uninterrupted writing time A long block of uninterrupted writing time, such as three to four hours a day, should be set aside for writing the report. Interruptions can make you lose your train of thought. Review and rewrite where necessary Ideally, the report should be reviewed a couple of times, to see if any improvement is needed. The first review should be to see if any improvement in content is needed, while the second review should check for any errors in writing style, grammar, spelling and punctuation. State facts in an objective manner Avoid using superlatives and emotional terms that introduce bias in the research, or that suggest that you are passing judgment. For example, avoid saying There was an incredible increase in sales, compared to the last year. Instead, simply state the amount or percentage of increase. This will be more acceptable to the reader. Provide expert opinions Although facts are more convincing than the opinions of others, they may not always be available. In this case, the opinions of a specialist in the field may be presented, highlighting the background and experience of the expert. This can enhance the credibility of the report.

2.

3.

4.

5.

6.

7.

Example This is the opinion of an eminent lawyer, who has over three decades of experience in dealing with similar cases.
8.

Use documentation Footnotes are citations that are placed numerically at the bottom of the page in the body of the report, along with the direct references. This is one way of mentioning the sources of information presented in the report. A bibliography or list of references, explained earlier, is another way of providing documentation. This helps to convince the reader that the information is based on reliable sources. Use concrete nouns Business reports should use concrete nouns, rather than abstract nouns as the subject of sentences, since they are easier to visualize. Example Mr. Johnson authorized the study. Here, Mr. Johnson is a concrete noun and is easy to visualize. Compare this with the sentence Authorization for

9.

the study was received by Mr. Johnson. Here an abstract noun, authorization, is the subject of the sentence and is harder to visualize. .
10.

Avoid pronouns referring to the writer or reader The first person pronoun I and the second person pronoun you should be avoided in business reports, as far as possible. The use of I risks placing more emphasis on the writer of the report, rather than on the ideas.

Q4. You have just completed your MBA from SMU. Write a job application letter in response to an appointment advertisement for a position in your area of specialization, addressed to the HR Manager of the organization. (10 marks). Answer: April 2, 2009, HR Manager Zyloc pvt. ltd. Bangalore-5600048 Dear HR Manager, I am writing in response to the ad that you placed in Times of India. I would like to apply for the position of Assistant Marketing Manager. I was very excited when I saw the ad because you offer "practical training on the professional level in marketing of consumer goods" I am also excited about the possibility of earning internship credit. Currently, I am working as a Marketing and Promotions Coordinator for Hindustan unilever Ltd. My job duties include: Market Research for Products and Marketing Programs targeted to develop different consumer products. Primary and Secondary Sales Tracking Conducting of various education programs for the trainees to generate awareness on consumer satisfaction

I believe that the marketing skills that I have learned at Hindustan unilever Ltd. would be a tremendous help to me in a position such as the one you are trying to fill. I am a very outgoing and energetic person, and I am involved in many extracurricular activities. I am an assistant coach for a local high school football team. These experiences have helped me learn the speaking and motivational skills that are important to the marketing profession. I believe that I am a hard working and strong willed person. I have continuously held a part job since I was sixteen years old, as well as going to school. I work well with others, and because of the many different types of

jobs I have held, I believe that I am a well-rounded individual. I feel that my skills and my work experience could assist Postal Annex greatly.

Sincerely, Rajesh Kumar Singh. Enclosure

5. What is a case-based group discussion? What are some of the skills required to participate in a case-based GD? ( 10 marks). Answer: Case-based GD This type of GD is more structured and the direction of the discussion is almost pre-determined by the identified problem. Unlike topic-based GDs, these GDs essentially move towards a solution. They require less regulation of the discussion by the moderator, since there is less scope for deviating from the topic, compared to the topic-based GDs. While discussing the case-based GDs, you will be required to assume the role of the person in the case who needs to take a decision. In a topicbased GD, you present your own views and opinions, without assuming the role of anybody else. A case usually has a problem, which requires a solution or decision to be taken. Your approach to taking the decision and your interaction with the other members of the group in the process of taking the decision, will be evaluated by the moderator. Sometimes, the moderator might ask you to write a summary of the case discussion at the end. Skills required for a Group Discussion There are certain specific parameters on which the participants of a GD are evaluated by the moderator. They are: 1. Content 2. Communication 3. Group Behavior 4. Leadership skills 1. Content: You will be tested for what you have to say about the topic. The moderator will test how well-versed you are with the selected topic, the extent of your knowledge and your general awareness. So content becomes an important aspect of the evaluation process. It is very

important for you to clearly display your understanding of all the issues related to the topic. In a GD, the group should gain from its interaction with you, because of what you have to contribute. You should take every opportunity to exhibit your knowledge of the topic in a GD. However, you should limit your ideas to the topic under discussion and not go overboard, just to show that you are well read. 2. Communication: This refers to how you say something, which is as important as what you say. There are three aspects to communication i) Convey what you want to say correctly Very often, the listener interprets the message differently from what we intended to convey. This suggests that we have not put across our ideas properly and correctly. One of the skills required in a GD is to ensure that there are no such gaps during communication and to convey the message clearly, so that it is understood in the way in which it is intended. ii) Listen This is as important in a GD as speaking. A GD does not mean that you have to master the skills of speaking alone. It is as much about listening to others ideas, as about telling them your ideas. You have to make sure that you focus your attention on what other group members are saying, instead of concentrating only on speaking. iii) Pay attention to language Correct use of language is another important aspect of communication. This does not mean using flowery language just to impress. It means using words in the right context. A GD should not be a forum to show off your language or vocabulary skills. Simple English should be used, avoiding complex words and long winded sentences. 3. Group Behavior: This is the third parameter on which you are evaluated in a Group Discussion. How each participant interacts with the other members of the group is very important. Even in a real life situation in an organization, all interaction is between superiors, peers and subordinates. You should listen to and understand the views expressed by the other group members, integrate them with your ideas and help arrive at a consensus in the discussion. There is also a certain etiquette, or code of conduct to be observed during a GD. Shouting or interrupting to gain attention, or making rude remarks about others contributions are to be avoided and will only disqualify your chances of success. 4. Leadership Skills: Participants with leadership skills will be easily noticed. Leadership means showing direction to the group. It means displaying your knowledge, communicating effectively and behaving maturely with your group members. What is required of you is an objective and balanced approach. You have to keep in mind that you are not participating in the GD to make any policy decisions, or to convince all your fellow group members that your point of view is the only one that they should follow.

6. Write your resume with a specific career objective, including all the other standard components. (10 marks). Ans. CURRICULUM VITAE Rajesh Kumar Singh 3rd Main, Indira Nagar, Bangalore-560002 Mail: raj303@gmail.com

Objective: Experience:

to build career in the field of management industry and observe own identity in specific field. Currently working marmeting mangger for TPH publishing house.

Academic Course Completed MBA in HR from Sikkim Manipal University, Sikkim, Completed B.A. Hons (History) from Satyawat Co-ed College (morning), Delhi University with second division in 1999-2002. Completed higher secondary from Central Board of Secondary Education (C.B.S.E), New Delhi in 1999. Completed Senior Secondary Certificate from Central Board of Secondary Education (C.B.S.E), New Delhi in 1997. Other skills: Computer Literate Bilingual Typing (Hindi and English) Completely familiar with Internet

Personal Detail: Fathers name: Date of Birth: Marital Status: Nationality: Languages Known: Sri B. K. Singh 12th April 1985 Single Indian Hindi and English

Declaration:

I do hereby declare that the statements made in this resume are true, complete and correct to the best of my knowledge and belief. I understand and agree that in the event of any information being found false or incorrect or incomplete or ineligibility being detected at any time before or after selection/interview, my candidature is liable to be rejected.

Date:

/ / 2011