Study of Ibrahim group

“Business communication”

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BUSINESS COMMUNICATION REPORT
ON
IBRAHIM GROUP

BY
KAMRAN SAIF
F07MD035

Institute of Business and Information Technology

University of the Punjab
Lahore

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 ACKNOWLEDGMENT
All acclamation to Allah who has empowered and enabled us to accomplish the task successfully

First of all we would like to thank our Allah Almighty who really helps us in every problem

during the project. We would like to express our sincere and humble gratitude to Almighty who’s

Blessings, help and guidance has been a real source of all our achievements in our life. We would

like to admit that we completed this project due to parents who pray for our success.

Last but not the least our team efforts, support, cooperation and encouragement showed by each

member in the group with each other.

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 DEDICATION

Our PROJECT is dedicated to our beloved Parents, teachers, brothers, sisters and all of

our well wishers

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 EXECUTIVE SUMMARY
Today the world is defined by the term 'Information Age.' All businesses, both large and small,
require effective and efficient business communication solutions in order to continuously meet
their customer expectations and attain a competitive advantage, and therefore are successful.
Whether a company is large or small it is realized that, the right amount of financing, materials,
talent, and experience are not enough to succeed without a good communication system in place
that enables smooth transaction sealing. Communications is at the heart of regional and
international integration. The “IBRAHIM FIBER LIMITED” started with a cloth trading business
in the industrial city of Faisalabad. Late Haji Sheikh Mohammad Ibrahim, founder of the Ibrahim
Group. The Mission Statement Is “To build the company on the sound financial footing with better
productivity, excellence in quality and improved efficiency at lower operating costs by utilizing
blend of state of the art technologies”. Ibrahim Group acquired Allied Bank Limited, one of the
five largest commercial banks in Pakistan under the scheme of re-construction of the Bank’s
capital undertaken by The State Bank of Pakistan. The objective of IFL is profit earning & growth
through effective communication.

IBRAHIM FIBER LIMITED defines communication by focusing on three objectives A

(Attention), B (Brief), C (Clarity). Business communication channel mainly based on E-mail &
have in-house E-Mails system that is directly connected with Karachi & Lahore. This E-mail
system is design by their I.T department. The decision making approach is both centralized & de-
centralized. They communicate externally using medium such as conferencing, website, & market
mobilization. Ibrahim IT department is very strong. Ibrahim using following technologies to
communicate such as Oracle, Microsoft, HP, Siemens and Cisco Provides BlackBerry mobiles
phone to managers for communication Ibrahim build strong culture & discipline character. Have
Friendly environment within organization & professional outlook that shows their good repute &
image. Ibrahim industry has strong interdepartmental communication. In Future Ibrahim Fiber
Limited enhance their communication patterns & implement IT technology to enhance effective
communication.

INTRODUCTION:
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Ibrahim Group at a Glance:

The group started with a cloth trading business in the industrial city of Faisalabad. Late Haji
Sheikh Mohammad Ibrahim, founder of the Ibrahim Group, settled in Faisalabad after partition of
India in 1947 and re-established his ancestral business of cloth trading by the name of “Ibrahim
Agencies”. What is known in business today as Ibrahim Group with diversified business interests
from Spinning to PSF, Financial Institutions to Banking and Energy, started off as a mere cloth
trading agency just half a century ago. It was middle of the fifties, when Sheikh Mukhtar Ahmed,
present Chairman of the group, joined in this family business. It was then, that he took initiative to
integrate the business vertically upwards adding up yarn trading as an additional line of business.
Turning out to be a milestone in the future progress, it did not take long before the group was
widely reputed and respected in marketing of cotton and blended yarns. Backed by this goodwill
and experience in marketing, in 1980, manufacturing of own blended yarn was initiated by
establishment of Ibrahim Textile Mills Limited. With long term considerations and a simple
principle of “no compromise on quality “two more textile spinning companies; A.A. Textiles
Limited in 1982 and Zainab Textile Mills Limited in 1987 were established. A power generation
Company Ibrahim Energy Limited was incorporated in 1991 to improve the efficiency of the
existing manufacturing companies. All these manufacturing companies have now been merged
into Ibrahim Fibers’ Limited.

The Group diversified into the financial services by floating First Ibrahim Modaraba and also
established a leasing company; Ibrahim Leasing Limited. Subsequently First Ibrahim Modaraba
was merged into Ibrahim Leasing Ibrahim fiber limited Page 14Business Communication Limited.
Upon declaration of the privatization policy by Government of Pakistan, Ibrahim Group together
with other leading groups participated in the bidding to acquire controlling shares of Muslim
Commercial Bank Limited. Under the scheme of reconstruction proposed by State Bank of
Pakistan, Consortium of Ibrahim Leasing Limited, Ibrahim Group and its sponsors acquired more
than 75% of the shareholding of Allied Bank of Pakistan Limited. Management and control of the
Bank was handed over to Ibrahim Group on August 19, 2004. At present Ibrahim Group is holding
more than 80% shareholding of this bank. One of the top five banks of Pakistan, Allied Bank has
more than 742 branches across the country with 7,139 employees and financial assets of Pak
Rupees 234 billion. The Group plans to inject its own dynamism and energy in the bank to turn it

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into a premier financial institution of the country. After the acquisition of the bank Ibrahim
Leasing Limited has been merged into Allied Bank limited. The strength of the group today stands
manifold with entrepreneurial skills and visionary leadership of Sheikh Mukhtar Ahmed added
with fresh concepts and professional skills of Mohammad Naeem Mukhtar who has done his MBA
from the University of Wales, Cardiff, UK. and Mohammad Waseem Mukhtar who has done his
Bachelor in Computer Science and Masters in Total Quality Management (TQM) from the
University of Glamorgan, Wales, UK .

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 Vision

To be a Sustainable, growth oriented company and achieve scale to remain competitive, in the
barrier free global economy.

Mission

To build the company on the sound financial footing with better productivity, excellence in quality
and improved efficiency at lower operating costs by utilizing blend of state of the art technologies.

To accomplish excellent results through increased earnings this can benefit all the stakeholders.

To be a responsible employer and to take care of the employees in their career planning and
reward them according to their abilities and performance

To fulfill general obligations towards the society, being a good corporate citizen

Ibrahim Fiber Limited

Businesses

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1. Polyester

Immer AG Germany; market leaders in the Polyester Polymer capacities with nearly 30% share in the
world market has supplied the engineering and technology for Ibrahim Fibres Limited Polyester Plant and
has also guaranteed not only the designed capacity but the quality of finished goods to be in compliance
with world standards.

2. Textile

Spun Yarn Division of Ibrahim Fibers Limited consists of three projects;

TP1 (Ibrahim Textiles)

TP2 (AA Textiles)

TP3 (Zainab Textiles)

All these projects were operating as independent public limited companies and were listed on stock
exchanges in Pakistan till September 2000 before their merger into Ibrahim Fibers Limited.

These projects are equipped with Real Time Ring Monitoring System (RTRMS), Uster Ring Expert, Spin
Vision, and Coner Pilot for online monitoring and analyzing to facilitate production and efficiency while
maintaining quality parameters. Moreover, auto-doffing system has been installed on the spinning and
winding machines to automate the manufacturing process.

To maintain and to keep an edge we keep on adding latest machinery and technical know-how.

3. Power generation

Ibrahim Energy Limited was incorporated as a Private Limited Company on 2nd June, 1991, converted into
a Public Limited Company on Feb 26,1992 and the power generation started from January 1994. Ibrahim
Energy now merged into Ibrahim Fibers Limited. Power generating capacity of the project is 31.8 MW
based on heavy fuel oil.

The plant and machinery of the project comprises of 6 furnace oil generating sets, each having a capacity to
produce 5.3 MW, supplied by Nigata Engineering Company, Japan.

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4. Financial services

Allied Bank

The consortium of Ibrahim Leasing Limited and Ibrahim Group assumed the control of the Allied bank in
August 2004 by injecting Rs 14.2 billion into the capital of Allied bank for acquiring 325 million additional
shares.

Milestones

Ibrahim fiber limited Page 17Business Communication

2008

Ibrahim Group acquired Allied Bank Limited, one of the five largest commercial banks in Pakistan under
the scheme of re-construction of the Bank’s capital undertaken by The State Bank of Pakistan. Ibrahim
Group injected equity of PKR. 14.2 billion Into the Bank against 325 million shares of the Bank.

Major Modernization & Replacement of the Back process equipment of Textile Plant 1 (Ibrahim Textile
Mills Ltd.)

2006

The expansion unit of Polyester plant started commercial production thus increasing the PSF production
capacity from 70,000 tons per annum to 208,600 tons per annum.

2004

Four Group companies, Ibrahim Textile Mills Ltd., A.A Textiles Ltd., Zainab Textile Mills Ld. and Ibrahim
Energy Limited were merged into Ibrahim Fibers Limited.

2000

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Commissioning of the Polyester Staple Fiber plant having an annual production capacity of 70,000 tons per
annum

1996

The Group commenced the start-up of Polyester Staple Fiber Manufacturing Plant having a capacity to
produce 70,000 tons of PSF per annum. The Group established Ibrahim Energy Limited, a 31.8 MW power
generation plant.

1990

The Group established the third Textile spinning plant, Zainab Textile Mills Limited, having a capacity of
38,400 spindles.

1984

The Group established the second Textile spinning plant, A.A Textiles Limited, presently having a capacity
of 40,128 spindles.

1980

The Group established Ibrahim Textile Mills Limited, a Textile spinning plant presently having a capacity
of 58,080 spindles.

Chairman's Message
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 Chairman communicates his message

“By carrying out business activities with customer centric focus and by attaining the confidence of
our shareholders, customers and society, Ibrahim Fibers aims to be a Company making a
significant contribution to the national economy. We will continue to strive for excellence in all
spheres of our activities and to manufacture high quality products through the use of advanced
technology in our business operations, be an attractive organization to work with and a reliable
business partner.”

Mohammad Naeem Mukhtar

Chairman

INTRODUCTION TO
COMMUNICATION
In this Field Study Report, we have discussed what is communication, channels of
communication, types of communication in an organization, interdepartmental communication in
an organization, policies regarding communication & decision making approach etc..For this
purpose we have visited and studied the functions relating to our topic of “IBRAHIM FIBER
LIMITED”.

IFL Stands for

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  I(Individually & collectively)

 F(friendly & caring)

 L(life styles with leading qualities)

That communicates the IFL Good Image & Repute both internally & externally

Communication
Communication may be defined as the transfer of information from sender to receiver, with the
information being understood by the receiver. The communication function is the means to unify
an organized activity, through transfer of information from one individual to another, or from one
system to another.

According to IBRAHIM FIBER LIMITED they define communication by focusing on three

objectives

 A = Attention

 B= Brief

 C= Clarity

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 Importance of Communication
Communications is the means by which people are linked together in an organization to achieve a
common purpose. Indeed group activity is impossible without communication because
coordination and change would not be effected. Sociologists and psychologists have also realized
the importance of communication in interpersonal relationships, and have focused their study on
communication networks.

IFL give more importance to communication because they emphasize On Attention, Brief &
clarity of communication & IFL retain customers through proper communication.

Purpose of Communication
The purpose of communication in an enterprise is to effect change. In an organization, there can be
two types of communication, i.e. internal and external. Internal communication means
communication within the organization, whereas external communication is the communication
with the outside environment. The following diagram depicts the purpose and function of
communication in an IBRAHIM FIBER LIMITED organization.

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As can be seen from the above diagram, the purposes of internal communication in an IFL are as
follows:

Internal communication
Inside communication means giving and receiving information by all hierarchical levels. It
includes vertical communication covering downward communication, upward communication,
horizontal communication and diagonal communication. It includes communication flowing at any
intermediate level as well as at operating level, or top management level, because internal
communication is indeed required by all who work together in an organization to accomplish
common goal

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 Requirements for Effective Internal
Communication
 Internal communication must be recognized as an essential tool of management. It is a way
to achieve corporate objectives, build teamwork, and motive: It can make managers
become better leaders. This requirement recognizes that, employee attitudes and resulting
performance are improved by effective communication.

 Great emphasis must be placed on communication and measurement Communication

cannot be left to chance. There must be a plan who communicates that how to whom, for
what purpose and to what effect.

 Top management must establish a communication climate other divisions and departments
will reflect this climate

 A long‐term investment in professional talent and communication programming must be

made Programming and qualified people cost money, but it is well spent.

Written communication setup of

Ibrahim Fiber Limited
Written messages also take many forms. At one extreme are the scribbled notes and at the other
are formal reports. Regardless of the form, written messages have one big advantage they let us to
plan and control the message. The other advantages of written communication are that it can
provide records, references, and legal defenses when needed. Written messages can be transmitted
to a large audience through the mail or through mass media like newspapers etc. Written
communication is also useful in maintaining uniformity in policies and procedures. However,
disadvantages of written communication are that the feedback is not immediate, effective
messages are difficult to produce if the sender is not sufficiently skilled, and the written
communication may create heaps of paper which may become difficult to manage.

“IFL strongly focuses on written communication”

In the following about different common forms of written communication are explained

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 LETTERS
The medium used for written messages to persons outside the organization is the business letters.

Business letters are substitute of personal visits and paper representatives of the writer. Letters are
written for many purposes such as appointment letters, promotion letters, termination letters, Etc.
Letters are also used for downward communication. Letters are written to the customers as well as
to other external agencies like suppliers, taxation authorities, governmental regulatory bodies etc.

PARTS OF A BUSINESS LETTER

Memorandums
Memorandums are in contrast to the letters which are used for routine in day-to-day exchange of
information within the organization and also for downward communication. This medium is
basically intended to communicate to employees, the rules, regulations, and policies of the
company.

OFFICE MEMORANDA
Office memoranda are also used for downward communication. This medium is basically intended
to communicate to employees, the rules, regulations, and policies of the company as well as to
explain something.

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 External communication
External communication is equally important as internal communication to provide a link between
the employees and the shareholders and other third parties. As a matter of fact, external
communication is considered as lifeblood of the modern business. External communication can be
arranged by oral or verbal communication as well as through written media. Telex, television,
telephone, tele‐printer, transmitters, STD, ISD, and other modern sophisticated communication
technologies can be used for external communication. Written media like letters, circulars, notices,
legal notices, newspapers, magazines, manuals, periodical reports, pamphlets etc., are also used
towards external communication.

External correspondence is mostly in written form except in extraordinary circumstances resorting

to telecommunication services. It is utmost necessary to build attitudes, develop rapport, create
confidence, win goodwill, morale support and influence, mutual understanding by keeping them
well informed. There are many broad areas outside the organization about which information
should be communicated

Internal communication in IFL

Internal communication of IBRAHIM FIBER LIMITED is mainly downward, but upward and
crosswise communication is also encouraged.

 Establish and disseminate goals of the organization.

 To develop plans for achievement of these goals.

 To organize human and other resources effectively and efficiently.

 To select, develop, and apprise members of the organization.

 To control all activities.

External communication in IFL

External communication helps the managers of IFL to become aware of:

 The needs of customers.

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 The availability of suppliers.

 The claims of stockholders.

 The regulations of government

 The concerns of the communities

Channels of communication in IFL

Internal channels of IFL

 E-mails

 Faxes

 Letters

 Reports

 Memo

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  Telephones

 Conferencing

 Meetings

Following are the channels that IFL use to communication within the organization. The most
important channel they focus to communicate is “E-MAILS”. All work is done through E-
Mails.IFL have in-house E-Mails system that is directly connected with Karachi & Lahore. This
E-mail system is design by their I.T department who is responsible for controlling it & gives
access to each & every person within the organization. They communicate on daily basis internally
& externally both to Communication more clearly & correctly.

And the other work is done by using different channels that are letters, reports etc. Different types
of reports are prepared on suggestions or recommendations on personnel, activity execution time
and plans for overcoming the difficulties. Reports are made on daily basis & weekly basis. Each &
every department of IFL is responsible for submitting their report so that information is update on
daily basis. And communication will be more effective & efficient. Minutes are prepared of every
meeting for the purpose to implementation of the decision and record.

External channels of IFL

 Toll free number/U.A.N

 Video conferencing

 Audio conferencing

 Web-site(static)

 Newspaper

 Marketing mobilization

 letters

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These are the channels that IFL uses to communicate with external environment that includes
customer, suppliers, stockholders & government etc IFL communicate with their customers in a
better way & correctly to retain their customers. Their objective is communicates clearly with
customers. For this they provide facilities to their customer such as a TOLL free Number through
this customer gets information regarding their products & services or anything they want to know.
By communicating in that ways IFL gain the loyalty of customers. Even no little confusion occur
in communication because while communicating with customer or making any contract they
confirm it many times. So less chances of miss-understanding occur.

Letters are written to the customers as well as to other external agencies like suppliers, taxation
authorities, governmental regulatory bodies etc

Decision making approach

Two types of decision making approach that are

 Centralized

 De-centralized

Centralized:

The degree to which decision-making is concentrated at a single point in the organizations.

Organizations in which top managers make all the decisions and lower-level employees simply
carry out those orders.

IBRAHIM FIBER LIMITED follow the “Centralized structure” & all work in controlled and
checked by C.E.O He is responsible for major decision making.

De-centralized:

Organizations in which decision-making is pushed down to the managers who are closest to the
action, Employee Empowerment by increasing the decision-making authority (power) of
employees. IBRAHIM FIBER LIMITED also follows the de-centralized structure to get strong
FEEDBACK from employees.IFL communicate with their employees to get feedback and their

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suggestions regarding company policies & procedures. This communication leads to high growth
and profit of the organization. That shows their good management teamwork because IFL can’t
take things guaranteed.

IFL Technology for communication

During the last decade, digital technology has changed the world in profound and exciting ways.
Today we communicate instantly and no one questions the competitive advantages that come
when we can communicate and collaborate instantly with customers and business partners around
the world. Global supply chains enable businesses to manufacture products and move them to
market with incredible speed and efficiency. Mobile devices ensure that we are productive no
matter where we are. During the next decade, the world's information will be digitized.

As organizations strive for increased profitability and growth, the pressure is on to provide faster,
better information to ever-increasing numbers of business users, analysts and decision makers.
Everyone wants the ability to reach information they can trust, when they need it, for effective
decision-making. Use of Information Technology based solutions fulfills these requirements
effectively. The end result is dramatic improvements in collaboration between users, applications,
and technology components, generating significant value for any business and creating
competitive advantage.

Technologies for communication

At Ibrahim Fibers Limited, we have adopted state of the art IT solutions available from various
giant in the Information Technology industry like,

 Oracle

 Microsoft

 IBM

 DELL

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  HP

 Siemens and Cisco

That shows their strong communication with the organization as well as outside the
organization.IFL also provides “BLACK BERRY” mobile phones to their employees for
communication and for business purpose.IFL defined their HOTLINES Codes for different cities
to communicate for Karachi the code is 4200 & For Lahore the code is 5200.

Use of Jargons
They also used Official Abbreviation or jargons to communicate in their organization

For Example

 JA (Javaid Ashraf)

 WP (Waseem Pasha)

 AY (Asim Yaseen)

B/c in this way IFL can deliver the specific message to the specific person easily.

Professional & HR development

At Ibrahim Group, strength is derived from a firm belief in the potential of each individual
associated with the Company. Every department is managed by highly qualified team of
professionals with vast experience in their respective fields. Professional development courses and
training programs are frequently undertaken to groom every member of the team. The standards
prescribed by international institutions for the quality of management systems, working
conditions, hygiene and environment at the workplace are strictly adhered to.IFL communicate
with their employees through HRM department that is responsible for hiring, recruitment,

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appraising, and performance management & give employee training. Through communication
employee will motivated both towards organization & towards their work.

IFL Communicate towards community

care
Ibrahim Fibers Limited is committed to constantly strive for higher standards in health, safety and
environment. The Company strictly follows the safety standards at all levels and training is
provided under the supervision of qualified manager and various sessions are being held to create
safety awareness. Environmental issues have raised concern all over the world due to the rapid
industrialization and drastic increase in population. In this regard National Environmental Quality
Standards as laid down by Pakistan Environmental Protection Ordinance 1997 are being strictly
followed. The horticulture department, under the supervision of a qualified horticulturist, has been
established and every year a plantation campaign is launched by the

Company at all its locations to provide healthy and clean environment to all personnel.
Arrangements have been made to provide pure mineralized water, high standard foods and
medical care for all the employees working at the plant sites. As part of the organizational culture
of IFL, the Company fulfils its social responsibilities and apart from monetary contributions to
educational institutions and hospitals the Directors of the Company are directly participating in the
management of educational institutions and hospitals.

Formal & informal communication

Ibrahim fiber limited communicates in both ways formally & informally. They have friendly
environment in their company so that each and every employee feel free to share their ideas,
opinions etc.

Interdepartmental communication

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IFL interdepartmental communication is very strong and effective because they communicate on
daily basis and updated data, exchange information as well.

For example in IBRAHIM FIBER LIMITED the Marketing department communicates with other
department. The figure is given below

Inter- cultural communication within

IFL
IFL communicate in better way by following the culture. IFL emphasis on strong & effective
communication within organization that shows their strong culture

IBRAHIM FIBER LIMITED

 Focuses on professional life style

 Emphasis on effective style of communication

 Focus on manners

 Proper & professional dressing

 Style of offices shows strong management

 Strong culture

 Use Good approach for communication

 Follow moral values & ethics

 Attentive

 Focus on individual character or behavior

 Build discipline character

Analysis of the organization in the light of communication

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 Strengths:

 Business communication channel mainly based on E-MAILS

 Friendly environment

 Strong communication channels

 Strong IT system for communication

 less chances of error in communication

Weaknesses:

 Lack or customer awareness through advertising

 Technical personnel have less command on effective business writing.

Recommendation Strategies for

Improvements
After having analyzed the deficiencies of IBRAHIM FIBER LIMITED we would now recommend
strategies to overcome these weaknesses in the following lines:

Repetition:

Repetition of a message, such as an advertisement, creates greater impact on the recipients. This
technique should be employed. It is important to note, however, that repetition should be only
where it is necessary.

Effective business writing:

While writing letters or other any type of written communication to others especially to executives
of organizations, be sure about the accuracy of figures, facts and words of the correspondence.

Training:

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Imparting of such training would greatly improve the communication skills of the engineers on
technical matters.

Conclusion:

 Developing a communication strategy and its implementation in an efficient and effective

manner is quite beneficial for an organization.

 Need to be transparent about your goals and values.

 Consistency has to be maintained.

 Need to adopt comprehensive & persuasive methods for that.

 All this needs a long term focus.

Key learning outcomes

 Able to write all business correspondence

 Able to demonstrate how important information technology in business communication

today

 Have skill required in telephone communication

 Ability to plan a group presentation

 Able to design relevant visual aid for a presentation

 Build confidence

 Gain more knowledge about effective communication

 Ability to communicate in effective way by using body language

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 Enhance the knowledge about how organization communicate with internal and external
environment effectively

 Able to write a C.V

 Able to explain the difference b/w formal & informal communication

 Learn to enhance personality

 Capable to become a good listener as well as good speaker

 Capable to organize immense of work

 Improve communication skills

 Further enhance and develop written communication strategies

 Acquire and incorporate relevant vocabulary in both written as well as oral tasks and
activities

 Interact and participate confidently in group based tasks, discussions and presentations.

 Use of an original vocabulary

 Clarity and accuracy of the summary

 Able to prepare ourselves for an interviews