MB0039 Business Communication - 4 Credits

Assignment Set- 2

Q1. What are some of the relative advantages and disadvantages of email, as compared to other written communication channels? Suggest two ways to overcome the disadvantages of email communication.
Communication is an interchange of thoughts, opinions, or information, through speech, writing or signs. Written Communication means communication by means of written symbols (either printed or handwritten). There are several types of written communication in business like e-mail message, memos, proposals, reports, letters, bulletins, minutes, orders, quotations, contracts, forms, enquires etc. TIPS for effective Written Communication: Draft an outline at the beginning by proper planning. Focus on the audience, purpose, topic and desired outcome. Simply writing or talking, without regard to the recipients response, is conducive to creating a gross misunderstanding George Terry. Structure the Introduction, Body and Conclusion in a systematic and logical order. Focus on each paragraph. Understand the readers perception. Avoid grammatical mistakes. Use proper vocabulary, punctuations, commas, colons and semi-colons. Avoid using slang language. Avoid using you while making any criticism. Always start with a positive phrase. Always write the name of the company and the person correctly. Keep sentences short, clear and concise. Avoid repetition and too many irrelevant details. Elaborate on the technical language and jargons used. Effectively use the charts, graphs, diagrams and pictures.

Never express your anger, frustration, irritation and aggression in written communication. Proof read the document before sending. Use proper communication channel. Get a proper feedback. Continuously update yourself to improve written skills. Knowing the advantages and disadvantages of email will help you analyses the time you spend using it. Advantages of Email.. 1. Cheap . Once youre online, there is no further expense. 2. Easy to reference . Sent and received messages and attachments can be stored safely, logically and reliably. 3. Easy to use . Once youre set up, sending and receiving messages is simple. That goes for a host of other email functions. Data storage and contacts can be accessed quickly and easily. 1 4. Easy to prioritize . Incoming messages have subject lines that mean you can delete without opening. How much time does that save compared to snail mail? 5. Fast . Message to send? Done, under a second! Email is by far the fastest form of written communication. 6. Global . Web based email means you can access your messages anywhere online. Going oversees? Before you go, mail yourself a copy of your passport number, travel insurance details or your accommodation details. 7. Good for the planet . Actually the advantages and disadvantages of email are clear here. Computers themselves arent 'green', but email offsets some of the damage by reducing the environmental cost of contact. 8. Info at your fingertips . Storing data online means less large, space taking file cabinets, folders and shelves. You can access information far quicker if you learn how to use email this way. 9. Leverage . Send the same message to any number of people. Adaptations are simple, too. If you have a product or service to sell, email is an effective medium to get your message out. 10. Send reminders to yourself . Do you use more than one account? Email yourself messages from work to home or vice versa. Does the idea of two or more accounts seem complicated? It's not if you know how to manage multiple accounts.

Disadvantages of Email.. 1. Emotional responses . Some emails cause upset or anger. A reply in the heat of the moment cant be retracted. 2. Information overload . Too many people send too much information. They often cite need to know as the justification. Learn how to use email effectively and youll reduce time wasted on this. 3. Lacks the personal touch . Some things are best left untyped. Email will never beat a hand written card or letter when it comes to relationships. 4. Misunderstandings . Emails from people who dont take the time to read what they write before clicking send. Time is wasted, either to clarify or, worse, acting on a misinterpretation of the message. 5. No respite . The laws of the empty inbox leave it and will grow. Ignore it at your peril! Discover how to get an empty inbox every day. 6. Pressure to reply . Once its in your inbox, you feel an ever increasing obligation to act on it. Procrastinating doesnt making it go away. 7. Spam . Managing spam and spoofs is one of the biggest time wasters online. 8. Sucks up your time . Over checking messages is time wasted on low value, passive activity. 9. Too long . How long is too long? Its hard to say exactly, but the longer it goes on, the harder it is to take in. Email is suited to brevity. 10. Viruses . A virus could seriously affect your computer. If you want know how to use email, you need to know how to deal with these.

Q.2 Imagine that you are the marketing Manager of a multinational FMCG company, write a job rejection letter to a prospective candidate in the appropriate format, explaining why he/she was not selected for a Management Trainee position with the company.
Job Rejection Letter. Prospective employers like to know as soon as possible whether a job offer has been accepted or not.

When a job offer is rejected, they would like to know the reasons why it has been declined. Candidate Rejection Letter Sample Date: Name of Applicant: Applicant's Address: Dear (Applicant Name): Subject: Job rejection We interviewed a number of candidates for the Management Training position, and we have determined that another candidate is the most qualified for the requirements of our opening. This letter is to let you know that you have not been selected for the position. Thank you for taking the time to come to (Company Name) to meet our interview team. The team enjoyed meeting you and our discussions. We wish you success with your job search and in the future. Thank you for your interest in our organization. Regards, Real Person's Name and Signature Example: Marketing Manager for the Employee Selection Team

Q.3 Select and briefly describe two corporate ads that you have seen recently which you feel are effective. Explain how they benefit the company] .
Perhaps what they really need is a new approach to marketing. It's not clutter or even targeted ads that are going to improve the effectiveness of TV ads it's an understanding that more and more consumers are choosing to ignore marketers messages and now control the message. US marketers are willing to explore alternatives to the 30-second TV commercial as they shift budget from TV to social media, banners, and search. More forward-looking marketers are ready to experiment with online video ads, branded entertainment, and interactive TV. With research suggesting that more than 75% of marketers are planning to beef up their social media budgets one has to wonder just how much of that money will be truly wasted because they threw some mud against the wall hoping some of it would stick. Marketing effectiveness, or lack thereof, is not because marketers spent too much money on TV

(even though social media evangelists would have us believe that) it's because the elements of a well executed marketing plan are changing and evolving. The old model was that you saw an ad on TV then went to the store and purchased a product. Today there are way too many obstacles to that model including consumers reluctance to spend money and the redefinition of value. In the world, many ads are running in the market. But some ads are very effective. Like Tata tea, (Jogo India Jogo.) and. Hamara Bajaj. Hamara Bajaj This iconic ad in 1989 reflected the pride that Indians took in the name of Bajaj which was synonymous with their sole vehicle of dreams: a scooter. Rajeev Bajaj has unfolded his vision of building Pulsar, Avenger, Discover and Platina as strong brands that can flourish with an identity independent of Bajaj. Type Pulsar on youtube and you will see user created videos of stunts pulled by the Pulsar bikers, a true indicator of the power of brands to connect to their consumers. Bajaj Auto started its operation in the year 1945 and was initially involved in importing and selling two and three-wheelers in India. In the year 1959 it got license from the Indian government to manufacture and sell its own scooters in India. Rajiv Bajaj (MD, Bajaj Auto) said that declining scooter sales was one of the primary reasons behind this decision. He also said that company wants to entirely focus on the emerging motorcycle market throughout the world. Currently the worldwide bike market is estimated at 30 million units per annum. Bajaj makes 3 million units every year. Rajiv Bajaj is of the opinion that by shredding of scooter operations, Bajaj Auto can look to increase its share in the bike market. At present Bajaj is producing a single model in the scooter segment i.e. 100 cc Kristal. It plans to stop the production of scooters by the end of this fiscal It is a well known fact that during 70s, 80s and even 90s scooters gained a vast popularity among the Indian middle class. It was a matter of pride to own a Priya or Chetak (brands by Bajaj). The demand was so huge that people usually had to wait for months before they could take the possession. It

would not be wrong to say that during those times, Bajaj scooter was one of the most common wedding gifts (dowry) offered by the brides family to groom. Bajajs ads before the landmark "Buland Bharat ki buland tasveer, Hamara Bajaj". Uncannily, all ads after that by Bajaj for their two wheelers (esp. bikes) has been innovation personified. The Boxer had the image of all females in a particular ad covered and ended with a mom shielding her daughter with an umbrella from taking a look at the "good looking" Boxer. Last some week Bajaj Auto announced that it would stop the production of scooters and would concentrate only on bikes. Known for its brands like Priya and Chetak, Bajaj was once the largest scooter manufacturer in the country. Tata tea, (Jogo India Jogo)Tata tea is the worlds second largest tea producer and distributor, Tata Tea Limited is taking a stand on corruption in India through an integrated marketing initiative. Launched in 1985, Tata Tea was responsible for starting the polypack revolution in tea. The brand was built on the support of the garden fresh story, with the platform of 'Asli Taazgi'. From a single variant, this brand today has 4 variants Tata Tea Premium, Tata Tea Gold, Tata Tea Agni and Tata Tea Life. Tata Tea Premium, the portfolio's flagship brand, is currently the largest packet tea brand in the country with an All India value share of 8.8%. Tata Tea has been rated as the No.1 beverage brand in the country and has been listed in Super brands (Top 100 Brands in the country). The brand has also won numerous consumer awards viz, AMGF Mera Brand award and the Reader's digest platinum award to name a few. The new communication attempts to migrate tea from being a physical and emotional revitaliser to becoming a catalyst for 'social awakening' with the message Har Subah Sirf Utho Mat, Jaago Re. This establishes thought leadership for the brand thereby reinforcing its market leadership. Tea has long been an affordable staple in India, and Tata has recently grown in popularity, particularly within the youth segment. While aiming to create awareness among all generations, a key goal of Jaago Re is to encourage the younger generation to make a pledge against corruption and not blindly vote for politicians. Tata Tea also hopes to change the minds of the people that do not plan to vote, and asks for their participation in order to make a difference. In my previous posts for the Global Voices special coverage on the 2009 Indian general elections,

I have analyzed how Indian politicians and political parties are using internet and mobile tools for election campaigning and civil society groups in India are using digital tools to run voter registration and transparency campaigns. As interesting as these initiatives are, the three most effective election campaigns in the 2009 Indian general elections are run by corporate brands: Jaago Re by Tata Tea. The Jaago Re campaign was launched by Tata Tea and Janaagraha in September 2008 (press release) to start a voter registration drive in colleges and corporate in 35 cities across the country and register four million voters. The voter registration itself is driven through an interactive application on its website and a kiosk, which helps users identify their constituency, prepares a ready to print voter registration form in five minutes, guides them to the nearest voter registration center and updates them via SMS when their names are added to the voting list.

Q.4 List and explain five important principles of business report writing.
The purpose of a Business report is to communicate information to assist in the business decision making process. Some reports might propose solutions for business problems or might present relevant information to assist in the problem solving process. A Business plan is a kind of report which serves to communicate the Business model, Business management model and the commercial objectives of a business. In general when writing a business report the following steps have to be followed 1. Planning of the report:- The first question to be asked before gathering information & writing reports, is regarding the type of reports that is required. We classified reports into four main types based on the purpose the audience to whom they addressed and the frequency of the report. In planning the report is to do an audience analysis , we have seen that reports may be addressed to internal or external audiences of the organisation. The tone, length, complexity & degree of formality of the report will depend

largely on the readers characteristic. E.g.: reports addressed to peers would adopt. a more conversational tone , while reports on companies procedures addressed to subordinates would adopt an emphatic tone. 2. Selecting a method to solve the problem: - after defining the problem and doing an audience analysis, a method has to be selected to collected the necessary information to solve the problem. 3. Gathering & organization data:- once the method of gathering information has been selected, the actual process of gathering the information began. The raw data should be evaluated for its usefulness & organized in the form that is meaningful to understand, table, charts, graphs, and summaries should be used to do this. 4. Arriving at a conclusion: - once the information has been checked for its validity and reliability, it must be interpreted and conclusions drawn. A common mistake made in the interpretation of is the tendency of the researchers to used subjective judgments instead of objective reasoning based on facts. 5. Writing of reports: - The actual of writing the reports should begin only after a satisfactory solution to the problem has been found. As pointed out earlier, a well written report that contain a bad answer is worse than a badly written report that contain a good answer.

Q.5 As a recent MBA graduate from Sikkim Manipal University, write your resume with a specific career objective, including all the other standard components.
The job application process begins with writing resumes and application letter. While a well drafted resume and application letter alone cant get you a job, they can certainly increase your chances of being included in the short list of candidates to be considered. This unit offers some useful guidelines for writhing effective resumes, application letter and other types of employment letter. A resume is a document that summarizes your background, educational qualification, experience and interests. A career objective is generally used in graduate resumes more experienced job seekers use a professional objective. The resume objective should be:

yDescribe the job application process yContains resume action verbs. yContains job & skill related keywords. yExplain how application letters should be tailored to the needs of prospective employer. yFocus on the employer's needs rather than on yours. A career objective expresses what you want to achieve in your career and which position you aspire to. Specific career Objective:A good resume will have the some basic information or standard components1) Contact info - This includes the name, address, telephone number mobile number and email id. The information provides should allow a prospective employer to reach you easily. 2) Objective- An objective should be very specific, stating clearly the position you are seeking and the area in which you want to work. While not necessary, an objective statement gives focus to the resume. It is a brief, one sentence statement which describes the goal and purpose of your resume. 3) Education- Since education is most likely the most prevalent part of your experience so far, it is appropriate to list education early in your resume. Educational qualifications should be listed in reverse chronological order, starting with the most recent qualifications first. The degree earned, the mane of the institution, and date of receiving the degree should be mentioned. It is not always recommended to include high school information, unless you feel it will add to your profile. 4) Experience- The experience section of your resume is not limited to paid experience. Some of your best experiences may have been at an internship or volunteer position. List your title, the company/organization for which you worked, dates worked, and a brief description of your responsibilities. If your experience is limited, you may also list part-time jobs, internship and voluntary work, under the title work experience. 6 5) Skills- If you have significant computer skills, language skills, computer skills or technical skills, you may want to create a section to emphasize them. You might also include any certifications or licenses you have if relevant. 6) References- Stating that your "references are available on request" is not necessary;

however some people feel it gives closure to the resume. If appropriate, you may state that a "portfolio is available on request." You can decide which works best for you. 7) Organizations and Activities - Membership of student and professional associations, clubs and committees, offices held, as well as extra-curricular activities such as sports, music and photography, should be listed, in this section. This information gives prospective employers an idea of your aptitudes, attitudes and personality.

Q.6 Prepare a list of ten questions to ask during a job interview, in order to make the interview a two way process and to show that you are interested in the company and the job you are applying for
An interview is a two-way street. Ask questions. The employer should provide an opportunity for you to ask questions at or near the end of the interview. Interview process:There are many different types of interviews designed to serve different purposes or situations. Regardless of the type of interview, most will incorporate the following stages: establishing rapport, exchanging information, and closing the interview. Pay attention to the job titles of the interviewer(s). This can help you decide how much technical detail to provide in your responses. However, don't ask a question if you are not truly interested in the answer; it will be obvious to the employer. Exchange of Information This is the bulk of the interview. It is your opportunity to let the interviewer know, what you have to offer, and your chance to learn more about the organization. When you answer a question, look the interviewer in the eye. Be aware of the interviewer's reactions. If he or she looks confused, ask if you can clarify anything. Be aware of what your body is saying. Avoid closed postures. Sit upright, but not stiffly. Try to find a comfortable position as that will make you feel more relaxed. Control your nervous habits. Don't swing your foot, talk with your hands (to an extreme), or fiddle with jewellery, buttons, pens, etc. Show that you are interested in the job by asking questions.

Try not to appear bored or anxious. Don't look at your watch. The ten questions to ask during a job interview... 1) Why should I hire you? 2) "What makes you think you are better for this job than the other candidates?" 3) "Tell me about a stressful situation that occurred repeatedly on your last job and how you handled it." 4) According to you, what are the our company's strengths and weaknesses in this competition era? 5) What kind of work can I expect to be doing the first year? 6) What are some of the skills and abilities necessary for someone to succeed in this job? 7) How you can say that you have good leadership quality and you will we a good leader? Tell me experience? 8) Can you describe an ideal employee? 9) How much guidance or assistance is made available to employees in developing their career as well as companys goals? 10) How can we believe you will give your 100 percent?