MB0023 SET-1 FALL 2009

NAME: AMBRISH KUMAR ATRAY

ROLL NUMBER:
LEARNING CENTER: 02882

SUBJECT NAME : Business Communication MB0023

ASSIGNMENT NO.: Set-1

DATE OF SUBMISSION AT THE LEARNING CENTRE:

FACULTY SIGNATURE:

AMBRISH KUMAR ATRAY

MB0023 SET-1 FALL 2009

ASSIGNMENTS- MBA Semester I

Subject code : MB0023

Set 1
Subject Name : Business Communication

Q.1. Describe any situation in your experience where the communication was a
failure. Analyze the barrier(s) which stood in the way of successful communication.
Explain how you would overcome the barrier(s). (10 Marks
Answer :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 did not ensure the receipt of the
Communication by “Receivers”
• 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.

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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.

Q.2. Select an article of around 200 words from any business publication. Analyze
the readability of the article using the “Fog Index”. Is the reading level appropriate for
the reader of the publication? (10 Marks).
Answer : “Readability formulas” are methods used to find out if
documents are written at the right reading level for their targeted
audience. Gunner’s Fog Index is one of the most famous. The Fog Index
measures the level of reading difficulty of any document. It assumes that
the bigger the words you use and the more complex your sentences, the
more difficult your document will be to read. The Fog Index level
translates into the number of years of education a reader needs to read
the material easily. The “ideal” score is 7 or 8; anything above 12 is too
hard for most people to read. The Fog Index does not determine directly if
the writing is too basic or too advanced for a particular audience. It does
help you decide whether a document is likely to be hard to understand –
and might
benefit from editing using “plain English” or “plain language.”
Analysis by FOG Index
1. Select a short document or passage and count the number of words

(usually around 100 words). For example:

Article:

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The responsive manager tends to succeed by building bonds of respect

and trust with those around him/her. Staff responds positively to
responsive managers; they work more diligently, work to help the
manager and the organization succeed, and will go the extra mile when
necessary. That is because responsive managers act consistent with the
principle that their jobs are to help their staff do their jobs. So, a basic
inter-dependence emerges based on behaviors that show concern,
respect and trust. Responsive managers also influence those above them
in the hierarchy. Because responsive managers have the ability to read
and act upon the needs of their "bosses", they are perceived as helpful
and reliable, or in a simple way, very useful. This allows them to get the
"ear" of people above them in the system, and further helps get things
done when needed. Contrast this with the limited influence of the UN
responsive manager. The unresponsive manager is restricted in influence
because those around him/her do not respect or trust them to look out for
their welfare. Influence is more limited to the use of power coming from
the formal position, and fear, a motivational component that is hard to
sustain over time. Unresponsive managers tend to be perceived as self-
interested, or at best uninterested in the needs of those around them.
1.Number of words : 220
2. Count the number of sentences within the passage.

Number of sentences : 11
3. Count the number of big / difficult words (3 or more syllables).

Exclude
words in which “es” or “ed” form the third and final syllable, hyphenated
words like “state-of-the-art”, and compound words like “newspaper.”
Number big or difficult words : 9
4. Calculate the average sentence length by dividing the number of words
by the number of sentences.
Average length of sentence : 220/11: 20 words
5. Calculate the percentage of big words by dividing the number of big
words by the number of words, and multiplying by 100.

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Percentage of big words : (11/220)*100 : 5%

6. Add the average sentence length to the percentage of big words and
multiply that result by 0.4; that’s the Fog Index score.
FOG Index : (20+5) *0.4 : 10
This passage requires 10th class level of reading ability. A 10th class
student will understand this passage without any difficulty.

Q.3.Imagine that you are the Chairperson of the Board of Studies of the Department
of Management & Commerce of Sikkim Manipal University Department of Distance
Education. You have been asked to call a meeting of the members of the Board to
discuss the launch of new management programs and new specializations in the
existing management program. What kind of meeting would be required? Prepare a
comprehensive agenda for the participants of the meeting. (10 Marks)

As the meeting has been called to discuss the launch of new management
programs and new specializations in existing management programs, this
type of meeting is a called Task Oriented Meeting that is to discuss and
make arrangements for a specific event. All the key people involved may
be asked to attend the meeting to discuss the arrangements that are to
be made for this.
AGENDA
Date : September 30th, 2009
To :
Mr. Sharma [Incharge - Administration]
Mr. Prasad [Incharge – Curriculum]
Ms. Nivedita [Incharge –Adv. & Marketing]

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MB0023 SET-1 FALL 2009

Mr. Rathod [Incharge – Admissions]

Mr. Manjunath [Incharge – Examination]
From : Mr. A.K.Atray [Chairperson – BSDMC]
Subject : “Launch of new Management Programs and
new
Specialisations in existing programs”
Time : Wednesday, September 30th, 2009 from
10.00AM to 11.00AM
Place : Fourth floor Conference Room
Background : Planning to launch new management programs
And new specializations in existing management programs for the spring
session of 2010.Meeting is planned to discuss the necessary changes in
our existing system.We will discuss the following:

• Administration arrangements and learning centres – Mr. Sharma

• Research and Design of curriculum – Mr. Prasad
• Publicity methods and press releases of new programs – Ms. Nivedita
• Admission procedures and dates – Mr. Rathod

• Examination patterns – Mr.Manjunath

Q.4 Select a corporate ad of your choice from any publication. Analyze the ad
in terms of its specific objectives and type of corporate advertising. Is it
effective? Why or why not? (10 Marks
Answer : Advertisement of Tata Consultancy Services

AMBRISH KUMAR ATRAY

MB0023 SET-1 FALL 2009

The above is a corporate advertisement form Tata Consultancy Services.

Specific Objectives:
The main objective of the corporate advertisement is to make the
organization better understood. With this add Tata consultancy services

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MB0023 SET-1 FALL 2009

are meeting the objective that they have presence in the racing car
segment. The formula one Ferrari is one of the most advanced racing cars
in the world, packing research in aerodynamics, style, engine technology,
brakes, modeling. It has more in common with a jet plane than with the
performance of high speed car.Tata consultancy Services worked with
Ferrari before, during and in between races to help their cars go even
faster. As one of the world’s fastest growing technology and business
solution providers, TCS ensures that all mechanical and electrical systems
perform at their optimum under levels of extreme stress. Managing
pressure and troubleshooting where every little advantage makes a
Very huge difference. And, of course Ferrari to experience certainty.
Type of advertising:
Corporate advertising has not only objectives but has different types of
Advertising. It has also become wider in scope, going beyond the
traditional image building. The Ferrari advertisement of TCS comes under
the ‘Corporate Umbrella Advertising’. This type of advertising is aimed at
consumers and tries to show the identity of the company. This highlights
the services which they offer to customers. The addition of customers to
this umbrella is added in this type of advertising.
Effectiveness:
This advertisement is very effective especially the automobile segment,
where the customers look for maximum, mileage, good performance of
cars with limited resources.

AMBRISH KUMAR ATRAY

MB0023 SET-1 FALL 2009

Q.5 Write an unsolicited job application letter to a company that you would like to
work for in a specific position. Include a one page profile about yourself. (10 Marks)
Answer:
To,
The HR Manager,
Firepro Systems Pvt. Ltd.
Indiranagar,
Bangalore.
Dear HR Manager,
Sub: Application for the post of safety Engineer
I read the latest article in a business publication that your company own a
Prestigious contract and understand that you may want to hire qualified
safety engineers to service the newly acquired contract.

I am engineering graduate with relevant safety qualification. From the

business courses taken during my MBA program, I have learnt how to
take the safety demands of clients by implementing all relevant
regulatory & statutory safety requirements at project sites.

I had a specialization of Project Management during my MBA. As part of

my MBA final year project work, I had taken the topic of implementing
safety culture in unorganized sectors like construction. I am currently
pursuing an International Diploma in Safety, which is highly relevant to
your organization. Please contact the references in my enclosed resume,
for their comments on my knowledge, expertise and interpersonal skills. I
would be grateful if you could indicate whether these would be an opening
for a safety engineer in your esteemed organization, in the near future.
Thanking you,
Sincerely,
Ambrish Kumar Atray
Enclosures: Resume.

AMBRISH KUMAR ATRAY

MB0023 SET-1 FALL 2009

AMBRISH KUMAR ATRAY

Mobile : 9243591125
Email: atray_ak@indiatimes.com
RESUME
Professional Objective
Seeking a position in a highly motivated team, that utilizes my skills and abilities and
offers professional growth while being resourceful, innovative and flexible.
Educational Qualification
• Presently Doing MBA from SMU
• B.Tech from Avadh University in 1987
• Diploma in Safety from National institute of Fire Engineering
• Intermediate (U.P. Boards Allahabad) in 1982
From Janta Inter College Babri M.Nagar U.P
• High School (U.P. Boards Allahabad) in 1979
From Janta Inter College Babri M.Nagar U.P
Software Skills
CCS Certification from Aptech Computer Education.
Packages : Word, Excel, PowerPoint
Dbms : M.S. Access
Language Tools : HTML, DHTML, Front Page 2000
Personal Profile
Name : AMBRISH KUMAR ATRAY
Father’s Name : Sri N .S.SHARMA
Date of Birth : 21st September, 1965
Sex : Male
Marital status : Married
Nationality : INDIAN
Languages Known : English, Hindi
Passport Number : F5546059
Declaration
I affirm that the information in this application is true and correct. I also fully understand
that at any stage it is discovered that any attempt has been made by me to willfully
conceal or misrepresent the facts, my candidature may be summarily rejected and my
employment terminated.

AMBRISH KUMAR ATRAY

MB0023 SET-1 FALL 2009

Date:
(Ambrish Kumar Atray)

Q.6 Case Study (10 Marks)

The Power of Nonverbal Communication

Soon after I graduated from engineering college, I accepted a position with the
Sundaram Foundry, a medium-sized firm located in a small town in Tamil Nadu. It
was a good position, since I was the assistant to Mr. Vishwanath, the General
Manager and president of this family owned company, Although there were many
technical problems, the work was extremely interesting and I soon learnt all about
the foundry business.

The foundry workers were mostly older men and were a closely knit team. Many of
them were related and had been in the foundry for several years. Therefore, they felt
that they knew the business in and out and that a technical education had no value.
In fact, Mr. Vishwanath had mentioned to me even at the time of my joining, that I
was the only engineer ever to be employed in the foundry. He also let me know that
the foundry workers, although a good group, were very clannish, since they had
been working together for several years. Therefore, it would probably take them
some time to accept me.

I introduced myself to the group of foundry workers, a few days after my joining. As I
went around in turn, I felt them eyeing me coldly. As I went down the main aisle of
the foundry, I heard them talking to each other in low voices and laughing. I found
their behavior to be very childish and felt that it was best to ignore these signs of
hostility. I thought that if I ignored them, they would automatically stop these antics.

A few weeks after this incident, I happened to visit the enamel shop. As I entered, I
noticed a worker cleaning the floor with a hose, from which water flowed at high
pressure. I was aware that it was the practice to clean the shop at least once a week.
I turned my back on the worker and was busy near a dipping tank, when I suddenly
felt the force of a stream of water hitting me. I was almost knocked down by the
pressure and slipped on the wet floor. When I turned around, the worker looked
away in the other direction, as if he had not noticed this happening. However, I was
pretty sure that he had intentionally turned the hose on me.

Questions

1. How could the engineer, the foundry workers and Mr. Vishwanath be more
effective, both verbally and nonverbally?
2. What do you suggest that the engineer should do, after the hosing incident?

AMBRISH KUMAR ATRAY

MB0023 SET-1 FALL 2009

Verbal communication provides the opportunity for personnel contact and

two away flow of information. Nonverbal communication on the other
hand is the communication without words. It refers to any way of
conveying meanings without the use of verbal language. This is generally
unintentional.
The engineer, the workers and Mr. Viswanath can be more effective both
verbally and nonverbally.Even though large part of communication
occupied by verbal communication ,the nonverbal is having a great
power.
Engineer:
The engineer has recently graduated from engineering college, is with full
of enthusiasm and interest to start his career as an assistant to
Mr.Viswanath.The foundry was family owned and it is located in a small
town in Tamilnadu.Instead of introducing himself to the foundry workers
after few days he joins,he would have done it on the day of the joining
itself. He has been moving in the foundry and observing the workers
activities without introducing himself.He could have wished them daily or
whenever they happen to se him or he happened to see them.
Nonverbally he might be showing some signs of pride as he is the only
person with technical qualification in the foundry. He might have spent
most of his time with Mr. Viswanath and started to move closely with him.
This might have been taken wrongly by the foundry workers as he is
occupying their space and inviting more trust from Mr. Viswanth than the
foundry workers.
Foundry Workers:
The foundry was family owned one. The workers were closely knit with
them and were mostly older men. This means that they have formed an
internal circle among them and they were having good work experience
and are working in the foundry for many years. The sudden entry of a
qualified engineer into the foundry and he was observing their work and

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advises by him was not getting acceptance from the workers as the
behavior of the engineer was entirely different form the workers. They
were not able to accept anyone in their circle of influence. They also
believe that technical education adds no values to the business. Instead
of policing and playing tricks with the engineer like taking and laughing
behind him etc., they would have got themselves introduced to the
engineer by showing seniority and accept the engineer into the
organization. This would have helped him, gain more knowledge from
their experience and share his technical knowledge with them.
Mr. Viswanath:
He was the president and General Manager of the foundry. The business
was a family owned and is in a small town in Tamil nadu. Most probably
he would have taken workers form the town and trained them in the
work. They might have close relationship with him. He was realised that
to cope up with the technical snags in the foundry, better to hire a
technically qualified person.As he is having a close relationship with
workers, he would have consulted them and when the engineer joins the
organization, he could have organized a small gathering and introduced
workers to the engineer and the engineer to the workers, by explaining
his roles clearly and seeking cooperation from workers.He was warned the
engineer verbally about the situation he may face, but not given any
advice on how to cope up with it.
b. Suggestion to the engineer after the hosing
incident :
After facing all sort of problems as result for ineffective verbal and
nonverbal communication like,
- Talking behind him low voices and laughing
- Pointing of water jet behind him and slipping him down on the floor.
The engineer can go and speak to the worker in a cordial manner and
explain his intentions that neither he is not against them nor he dislikes
their job. But want to be friendly with them and want to learn from them
as they are more experienced than him. Instead coming to work and

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MB0023 SET-1 FALL 2009

doing his job, he can interact with them whenever he has time and mingle
with them so that they will accept him as a member of their team.
As the foundry is having some technical problems, he could understand
the problems form them and based on his technical knowledge advise
them on how to do the work in a better way by overcoming the snags.
Most importantly engineer can exchange a sweet smile [not laughing]
with the team on the foundry, as the nonverbal communication is more
powerful than the verbal communication.

AMBRISH KUMAR ATRAY