Documenti di Didattica
Documenti di Professioni
Documenti di Cultura
Assignment Set- 1
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meeting.
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
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ideas you want to express differ from other people’s 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 doesn’t 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 receiver’s 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 there’s 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 receiver’s 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
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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.
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 don’t assume
that certain behaviors mean the same thing to everyone.
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Non-verbal communication plays an important role in business
communication. Given its importance, an understanding of the
different types of the non verbal communication is essential.
Therefore it’s a common misconception that non verbal
communication is synonymous with body language and
includes only body language. The fact is that it is a vast area
which has be widely researched and includes several aspects.
The table below lists the different types of non-verbal
communication, with the corresponding communication
technology.
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Physical Environment Physical Context
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that you are attentive, since slouching or a relaxed
posture conveys a relaxed attitude.
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Most of us also have a “social and public” space, which
includes official or workplace relationships, where the
communication is of a more formal nature.
In a business context, it is more relevant to understand
the concept of “fixed space” and “semi fixed” space.
Empathetic Listening:
In this type of listening, we try to put ourselves in other
person’s place and understand the models, beliefs, goals and
feelings behind the speaker’s words. It requires excellent
discrimination and paying attention to the nuances of
emotional signals. It also requires a high degree of sensitivity
and tactful probing on the part of the listener.
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when dealing with customer complaints, employee feedback
and problems. A manager doing a performance appraisal with
an employee for example, should listen to the employee’s point
of view and understand the real reasons for lack of
performance.
Therapeutic Listening:
In this type of listening, the listener goes beyond merely
empathizing with the speaker and tries to help him to change
or develop in some way. In other words, he plays the role of a
therapist, by diagnosing the problem at hand and offering a
remedy or solution. This type of listening is common in social
situations, where family and personal problems are resolved
through counseling.
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conveyed by the speaker’s nonverbal behavior. This can
be achieved by closely observing various aspects of the
speaker’s body language and tone of voice.
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Developing effective listening in the workplace through
effective listening activities, is a way of fortifying emotional
intelligence at work. This works with the logic of 'a friend in
need, is a friend indeed'. If your employees can establish strong
relations with each other, it's going to benefit your
organization. Those of you, who think that your employees may
conspire if they mingle too much, then let me tell you, boss,
you are wrong!! Hearing out one another, working together,
sharing load, being a helping hand and walking the extra mile,
will go a long way in making your organization successful. Read
more on emotional intelligence.
Work days are longer, the pace of life is faster, and there's an
endless contest for our attention. In an environment full of
deadlines, cell phones, e-mail and other distractions, focusing
long enough to listen to another human being can be a
challenge.
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Example
Indiana's Chief Deputy Building Commissioner Bill Franklin has
a reputation for being an excellent listener. When the writer for
this article contacted the building commissioner's department,
she didn't have a contact name to request, only the description
"a manager who implemented better listening skills." The
receptionist immediately said, "You must mean Bill Franklin.
He's the best listener I've ever worked with."
Franklin started developing his listening skills when a manager
from the elevator and amusement safety division came to his
office at wit's end. He requested Franklin to facilitate a team
within his division because "they just don't listen to me."
To do this, Franklin decided to become a better listener himself.
So he attended an eight-hour training course that emphasized
reflective listening, and returned to his offices to set an
example.
The results show on several fronts. One noteworthy example: In
1999 after four years of absorbing an active listening culture, a
division team was given 40 days to conduct a plan review. The
employees accomplished the task in seven days.
From Franklin's point of view, understanding employees' latent
feelings means his staff now spends extra time working to
understand the core issues before striving to solve problems.
Once they are able to hear each other's positions, they can
better formulate solutions that meet the needs of the team.
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Entrepreneurs want a planning tool that helps them create,
conceptualize and clarify the idea for themselves firstly so that
they can then passionately communicate it to key stakeholders.
The planning should be less about controlling existing worlds
and more about creating new ones. It needs to accommodate
the entrepreneur's ambiguity, sixth-sense and hunches with a
work towards goals and objectives at a much later time in the
process. It must enhance the entrepreneur's win-win story. The
plan should be directed to the critical factors of success and be
strategic rather than operational in focus. It should be detailed
on the things that matter (steps to launch & plans to
sustainability) whilst applying a broad brush to most everything
else. It must believe that recourses are more likely to follow a
great team with an ordinary idea than a great idea with an
ordinary team.
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unless it’s a small project or you are a genius. Picasso once said
I begin with an idea and then it becomes something else.
I will begin with explanation of general idea, business model,
inspirational graphic concept, description of some behavior
requirements, pages of website or interfaces of software
product or even defining some domain-specific entities. The
way in which it’s easier to start depends on the project and
information available, or on the way of thinking of people
engaged in the process. In any case the key idea is to begin
moving in an easy way without creating huge, detailed things
which are expected to be final from the beginning, but rather
starting with any known elements and reshaping or changing
them as the time goes, to finally get smooth, clear, structured,
sufficient and up-to-date documentation.
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explained in writing for the benefit of all interested parties.
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among the group for creative ideas for the advertising
campaign.
2. Encouraging balance participation: It is also the
responsibility of the chairperson to encourage the silent
members to contribute to the meeting and to moderate
the dominate members; so that they do not hijack the
meeting there are several techniques to encourage
participation.
• Encourage participation in the reverse order of
seniority – This means getting the junior members to
speak or air their opinions first. If the senior people speak
first, they may feel suppressed or be afraid to disagree
with their superiors.
• Nominal Groups Technique – In this method, the
meeting participants are encouraged to work and
contribute their ideas independently. This method is more
suitable fir decision making meetings involving important
issues. Since the process is anonymous, there is less room
for conflict and more freedom to air one’s ideas.
• Encourage participation in turns - In this method, the
chairperson goes around in turns, to make sure that each
member contributes to the meeting. This is a good way to
break the initial silence and start off a meeting:
• Use overhead questions – These are questions that are
addressed to the entire group and which may be
answered by anyone in the group.
• Use Direct Questions - These are questions that are
addressed to individual members. The idea is to get quiet
members to speak out. Direct questions should be used
tactfully, since they tend to create a “classroom
atmosphere”, which may be resented by the meeting
participants.
• Use Relay Questions – This is similar to an overhead
question. When a member asks the chairperson a
question, the chairperson refers it to the entire group, to
encourage participation. This type of question is
particularly useful when the chairperson does not want to
give his own opinion and influence the group.
3. Managing Time: There is no prescribed length for a
meeting. The duration of a meeting will depend on the
type and purpose of the meeting. Problem solving
meetings will take longer than other routine meetings. In
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any case, the chairperson should set a time budget for the
meeting, depending on the agenda and ensure adherence
to the time limit.
4. Keep the meeting focused: Often a lot of time’s wasted
during meetings by going off the track & discussing topics
that are irrelevant. In this situation, it is responsibility of
the chairperson to make sure that the discussion remains
focused on the topic mentioned in the agenda. Some
techniques that could be used to do this are follows:
• Remembering members of time constraints - When
members dwell on a topic for too long, or engage in
irrelevant discussions, the chairperson must intervene to
remind members that time is running out and request
them to proceed to the next item.
• Summarizing & moving on – When an item on the
agenda has been fully discussed but the discussion
rambles on, the chairperson can quickly summarize the
ideas, acknowledge the contributions and mention the
next item to be discussed.
• Postponing discussion of irrelevant ideas –
Sometimes participants may waste time by coming up
with ideas that are not relevant to the topic being
discussed. In this case, the chairperson should be firm but
polite, by appreciating the idea and promising to discuss it
after the meeting.
5. Ensuring convergence: Convergence means hearing the
points of the view of all the members and then arriving at
decision. It is again the responsibility of the chairperson to
bring the meeting to a point where an opinion emerges on
each item of the agenda.
6. Summing up: This means summing up the different
points of the view, the decisions and the actions to be
taken. This should be done by the chairperson, identifying
the role of each person on each item of the agenda, along
with the specified deadline.
• Concluding the meeting: The way a meeting is
concluded is as important as the opening, since it will
influence the follow-up action taken on decisions made
during the meeting. The chairperson should know when
and how to conclude the meeting by indicating the time
limit, summarizing decisions & actions & acknowledging
contribution.
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• Keeping minutes of the meeting: - Since the meeting
is called to take important decision concerning the
organisation, it is important to keep the records of the
proceedings.
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A memorandum may have any format, or it may have a format
specific to an office or institution. In law specifically, a
memorandum is a record of the terms of a transaction or
contract, such as a policy memo, memorandum of
understanding, memorandum of agreement, or memorandum
of association. It usually short contains To, From, Date, Subject
Headings and Message sections does not need to be signed,
but sometimes has the sender s name at the bottom to be
more friendly, or the sender s full name to be more formal.
Alternative formats include memos, briefing notes, reports,
letters or binders. They could be one page long or many. At its
most basic level, a memorandum can be a handwritten note to
one's supervisor.
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to provide a detailed background about the purpose. If they are
new to the project, provide detailed background information so
that they understand the situation and can provide constructive
feedback if desired. It is helpful, however, to inform readers
about the context. In other words, do not only write that a
meeting will take place by listing the date and time. Inform why
the meeting is occurring in the first place. Also, do not assume
that your readers have contact information. Always include
some way for them to get in touch with you and other members
of the team working on the project.
Informational Memo
An informational memo is an in-house communication
addressed to one or more individuals. Objective is to
convey one or more pieces of information that relate
specifically to the topic in the subject line. Besides the
actual information, the scope of a memo must provide a
reason for why the information contained in it is relevant to
the reader.
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Persuasive Memo
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put them in separate paragraphs with double line spacing,
otherwise use single line spacing between lines
• Use active not passive voice:- Use of personal pronoun &
active voice is permitted in the memo, unlike a formal
report where the passive voice should used for the sake of
objectivity.
• Use simple language:- the important of using simple
English was emphasized. Use short, uncomplicated words
and avoids trying to impress by using unnecessary jargon
and technical terms.
• Avoid giving too many reason :- Although it is important to
provide a justification when you make request, or try to
persuade someone to do something , do not overdo it.
• Close with a call for action:- Do not leave the reader
hanging. If wish to persuade him to accept your request or
recommendation, you must say so clearly, using action
words and indicating a time frame or limit. E.g.:- “I would
like to discuss this in a person with you & get your
approval before the end this week.” The two business
situations that would require either an informational or a
persuasive memo.
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process, the briefing note should provide a coherent synopsis of
a policy problem, identify different policy options for addressing
the problem, articulate opposing perspectives and advocate a
recommended option. The typical structure for a briefing note
includes: a description of the proposed policy; relevant
background information; a discussion of key considerations
(including implementation concerns, financial considerations,
stakeholder impacts, and possible unanticipated
consequences), a summary of arguments for and against the
policy and a recommended decision. There is no universal
standard for a briefing note, but it is generally understood to be
a concise, coherent summary of a public policy problem with a
clearly articulated logic for following a recommended course of
action. ”Next to a political nose, and a logical brain, the most
important skill of the good treasury [person] resides in [their]
fine drafting hand. The concise, coherent and penetrating note
is the final expression of all other talents.”
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MB0039– Business Communication
Assignment Set- 2
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communication informal. Sending and receiving e-mails
takes less time, so it can be used as a tool for interaction.
• Easier for reference: When one needs to reply to a mail,
there is a provision in the mailing system to attach the
previous mails as references. This refreshes the recipient's
knowledge, on what he is reading.
• Automated e-mails: It is possible to send automated e-
mails using special programs like the auto responders. The
auto responders reply back to the sender with generalized
pre-written text messages.
• Environment friendly: Postal mails use paper as a
medium to send letters. Electronic mail thus, saves a lot of
trees from being axed. It also saves fuel needed in
transportation.
• Use of graphics: Colorful greeting cards and interesting
pictures can be sent through e-mails. This adds value to
the e-mail service.
• Advertising tool: Many individuals and companies are
using e-mails to advertise their products, services, etc.
Disadvantages of Email
The e-mails, though beneficial in our day-to-day life, has got its
own drawbacks that are off late coming to the fore.
• Viruses: These are computer programs having the
potential to harm a computer system. These programs
copy themselves and further infect the computer. The
recipient needs to scan the mails, as viruses are
transmitted through them and have the potential to harm
computer systems.
• Spam: E-mails when used to send unsolicited messages
and unwanted advertisements create nuisance and is
termed as Spam. Checking and deleting these unwanted
mails can unnecessarily consume a lot of time, and it has
become necessary to block or filter the unwanted e-mails
by means of spam filters. Spamming includes, sending
hoax e-mails. E-mail spoofing is another common practice,
used for spamming. Spoofing involves deceiving the
recipient by altering the e-mail headers or the addresses
from which the mail is sent.
• Hacking: The act of breaking into computer security is
termed as hacking. After the e-mail is sent and before it is
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received by the desired recipient, it "bounces" between
servers located in different parts of the world. Hence, the
e-mail can be hacked by a professional hacker.
• Misinterpretation: One has to be careful while posting
any kind of content through an e-mail. If typed in a hurry,
the matter could be misinterpreted.
• Lengthy mails: If the mail is too long and not properly
presented the reader may lose interest in reading it.
• Not suitable for business: Since the content posted via
e-mails is considered informal, there is a chance of
business documents going unnoticed. Thus, urgent
transactions and especially those requiring signatures are
not managed through e-mails.
• Crowded inbox: Over a period of time, the e-mail inbox
may get crowded with mails. It becomes difficult for the
user to manage such a huge chunk of mails.
• Need to check the inbox regularly: In order to be
updated, one has to check his e-mail account regularly.
Every new technology enters the social world with its share of
benefits and drawbacks. Different people interpret and utilize it
in different ways. In order to make the most of the available
technology, users should try to understand both, the positive
and negative sides of the tool they use. No technology can be
totally perfect!
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a rejection letter to each and every applicant. However, doing
such a deed does have many advantages. However, there are
certain etiquette that have to be followed when writing a
rejection letter to applicant after interview.
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21st August 2010
Ms. Sneha
10, Bali Rosd
Mumbai -60
Thank you for the opportunity to meet with you and discuss
your qualifications for the position of Management Trainee.
You have our best wishes for success in locating the career
opportunity you deserve. We will retain your resume in our
files to review for future openings for up to six months. In the
event of an appropriate available position, we will not hesitate
to contact you.
(Bushra Mohammed)
Human Resources
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Corporate advertising is a promotional strategy that is designed
to not only interest consumers in products and services offered
by the company, but also to cultivate a positive reputation
among consumers and others within the business world. The
focus of corporate advertising is on the company itself, with the
attention to the products produced by the corporation being a
byproduct of the advertising effort. This type of corporate
marketing is often employed along with advertising campaigns
that are directly focused on the goods and services produced
by the company. The main function of corporate advertising is
to generate and enhance a sense of confidence and appeal
among vendors and consumers. Depending on the exact nature
of the corporate marketing approach, the advertising may also
be developed with an eye of enhancing the reputation of the
company among its peers in a community or within a given
sector of the marketplace. In any application, the idea is to
build the most agreeable public image for the corporation as
possible.
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within corporate advertising campaigns. Those are left to
product advertising efforts that focus specifically on the goods
produced for sale.
COCA-COLA ADD SPOTED AT THE AIRPORT
In the new life style, where people are addicted to junk food
and soft-drinks but are worried about their health and
physique, this has come as a solace.
This add targets all age groups including teenagers who are so
concerned about their appearance, corporate people who often
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get addicted to soft drinks and aged people who are worried
about cutting down their caffeine intake but cannot give up the
intake of soft-drinks completely.
Fair & Lovely, the largest selling skin whitening cream in the
world, is clearly doing well. First launched in India in 1975, Fair
& Lovely held a commanding 50-70% share of the skin
whitening market in India in 2006, a market that is valued at
over $200M and growing at 10-15% per annum (Marketing
Practice, 2006). Fair & Lovely was the second-fastest growing
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brand in HLL’s portfolio of 63 brands, with a growth rate of
21.5% per year (HLL, 2002). Its two closest rival competitors,
both produced by local Indian firms, CavinKare’s brand Fairever
and Godrej’s FairGlow, only have a combined market share of
16%. Claiming to possess a customer base of 27 million Indian
customers who use its product regularly, Fair & Lovely has
successfully launched new product formulations from lotions to
gels and soaps. Fair & Lovely is marketed by Unilever in 40
countries in Asia, Africa and the Middle East, with India being
the largest single market. Fair & Lovely is certainly doing well
financially.
In the new world, fairness and glow of your skin has become so
important to the appearance of girls in all aspects of your life,
whether it be for the socially accepted myth of beauty as “ fair
& beautiful” , a Job or even to the life at personal level for
marriage.
In the Indian society, where girl’s beauty is measured in her
skin fairness, “Fair & Lovely” has become the prayers answered
for many girls. This particular add shows, where a poojari and
his daughter end up at the wrong address for the “Pooja”, the
address turns out to be a modern beauty company and as the
father and daughter start walking away realizing they have
arrived the wrong address the receptionist at the front desk
comments on the girls beauty who is dark. Further it’s shown
how the father in anger explores the Vedic books and uses the
ayurvedic mix in fair & lovely to make his daughter fair &
beautiful. With the quickly achieved fair & glowing skin reaches
the modern beauty company once again and she gets spotted
in front of the receptionist and she is selected as the future
face of the beauty company. And the quick transition shown
from the darker to fairer skin really grabs attention of girls as
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well woman who are keen on getting fairer skin.
The incident shown in the add being a personal experience for
many dark skinned girl at various occasions and in different
situations they tend to easily fall for it and go for the cream
what so ever and the usage believed to give the desired result
increases the sales in many folds.
Increases the hopes of girls who have experienced such
incidents and tends to boost the confidence leading more and
more people to establish trust in the company and to trust the
product manufactured and marketed by this company.
Purpose of a Report
Report is primarily a source of information to the management
or an individual to help in decision-making. Its purpose can be—
1) To give information about a company’s activities, progress,
plans and problems.
2) To record events for future reference in decision making.
3) To recommend specific action.
4) To justify and persuade readers about the need for action in
controversial situations.
5) To present facts to the management to help decide the
direction the business should choose.
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their use
(progress reports and financial report), purpose (informational,
analytical and persuasive report), and frequency of preparation,
length (short and long reports) and whether they are internal to
the business, or are used outside the business.
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opportunity to make an impression. Business copywriting must
convey core brand messages, tell your organization’s story and
create positive perceptions that motivate action.
3. Buyer Persona Focused - Great copywriting makes
personal connections with readers. Copy needs to speak
directly to buyer personas, address their pain points and bring
value. Therefore, your copywriters — whether internal or
outsourced — must have a clear understanding of your
organization’s target audiences, and know how to engage
them.
4. Optimized for Search Engines - Online content must be
crafted for visitors, but optimized for search engines. Ideally,
business copywriters will have core SEO knowledge and
capabilities.
5. Technically Sound - Technically sound copy is concise and
powerful. It uses proper grammar and is written at the
appropriate reading level. It is also consistent in person, voice,
tone and format. Copywriters need strong technical writing
skills, and the ability to apply these skills whatever the task,
medium or subject matter.
6. Creative - Never underestimate the value of quality creative
writing. While many of the other elements we’ve discussed can
be learned, business-savvy creative writers are in high demand
and scarce supply, and can be an invaluable asset to your
organization.
7. Results Driven - Copywriting needs to be tied to your
organization’s objectives, and should play a key role in
delivering results (e.g. generating leads, educating key
audiences, positioning as an industry leader, etc.).
Copywriters should be invested in tracking the content’s
success through metrics such as: page views, content
downloads that leads and social media reach. This enables
future content to be strategized based on past performance,
and can encourage the incorporation of new ideas and topics,
to drive traffic and capture audience
RESUME
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Bushra Mohammed
E-mail : mk.bushra@gmail.com
Tel : +965-99919936
Personal Information
Career Objective
A challenging, growth oriented and dynamic career as an
Assistant Show Room Manager in a reputed organization like
yours to enhance my skills and strength in conjunction with
organizational goals and objectives.
Educational Qualification
Vocational Qualification
• MICROSOFT OFFICE PACAKAGES (Microsoft Word,
Excel & PowerPoint) from IPC TRAINING CENTER,
KUWAIT.
• Trained in MRO & SAP software packages.
Additional Skills
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• Good Presentation & communication skills in Arabic &
English.
• Quick Learner.
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.
Date: 22/08/2010
(Bushra. M)
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• Are there any other questions I can answer for you?
• What are the career paths in this department?
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