BCom II

O LYMPIA B USINESS S CHOOL
CERTIFICATE IN BUSINESS STUDIES
Filo-Text
Business Communication II
October, 1998 12 weeks
R AFFLES E DUCATION G ROUP

Kuala Lumpur w Petaling Jaya w Penang w Singapore w Jakarta w Bangkok w Beijing w London w New-York
School of Computing and Information Science
T ABLE
OF
C ONTENTS
TABLE OF CONTENTS ............................................................................................................................... 2 INTRODUCTION.......................................................................................................................................... 3 THE SUBJECT BUSINESS COMMUNICATION II................................................................................................ 3 HOW TO USE THE FILO-TEXT? ............................................................................................................... 4 ASSESSMENT ............................................................................................................................................... 5 INDIVIDUAL ASSIGNMENT ............................................................................................................................ 5 MID-TERM E XAMINATION............................................................................................................................. 5 TEAM PROJECT............................................................................................................................................. 5 FINAL E XAMINATION.................................................................................................................................... 6 ATTENDANCE.............................................................................................................................................. 6 FEES............................................................................................................................................................... 6 CONTACT-TIME.......................................................................................................................................... 7 FULL-TIME ................................................................................................................................................... 7 PART-TIME ................................................................................................................................................... 7 THE ACADEMIC TEAM ............................................................................................................................. 8 THE ACADEMIC PLANNER....................................................................................................................... 9 WEEK 1 ....................................................................................................................................................... 10 WEEK 2 ....................................................................................................................................................... 13 WEEK 3 ....................................................................................................................................................... 16 WEEK 4 ....................................................................................................................................................... 19 WEEK 5 ....................................................................................................................................................... 22 WEEK 6 ....................................................................................................................................................... 25 WEEK 7 ....................................................................................................................................................... 28 WEEK 8 ....................................................................................................................................................... 31 WEEK 9 ....................................................................................................................................................... 32 WEEK 10 ..................................................................................................................................................... 35 WEEK 11 ..................................................................................................................................................... 38 WEEK 12 ..................................................................................................................................................... 39
Olympia Business School
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I NTRODUCTION
THE SUBJECT
Welcome to Business Communication II.
BUSINESS COMMUNICATION II
You have completed Business Communication I and are now poised to make a further educational leap into the realm of communication. Business Communication I introduced you to basic concepts of communication. You will now be exposed to the subject more deeply and study the intricate points of report and proposal writing. Business Communication II will allow you take a closer look at the way you communicate with people of other cultures. Thus Business Communication II will not only be text book exam oriented but it will also allow you to closely examine our concepts of communication in the multi-cultural context in which we live. Business Communication II will give you insights that are both theoretical and experiential. So, studying Business Communication II is studying about ourselves and the context in which we communicate.
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H OW
TO USE THE
F ILO -T EXT ?
The Filo-text is a tool providing you guidance for this subject. It provides you a general information on the following: Assessment Attendance Fees Contact time The academic team The academic planner
For every week, it then provides you with the following information: The topic The objective(s) of the lecture The textbook and the chapter(s) and page(s) related to the given topic The other reference books available to you in the library Additional reference material for your own research The objective(s) of the tutorial Questions to prepare for discussion during the tutorial Questions for your personal research
Use the Filo-text to prepare yourself prior to the lecture, between the lecture and the tutorial and after the tutorial.
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A SSESSMENT
Student assessment will be evaluated based on the following breakdown: 1) 2) 3) 4) Individual Assignment Mid-Term Examination Team Project Final Examination 15 % 15 % 20 % 50 % 100 %
Total INDIVIDUAL ASSIGNMENT
An individual assignment will be given to the student on the first week and will have to be returned no later than week 6. The marked assignment will be returned to the student by no later than week 8. The assignment will be related to the topics covered between week 1 and week 4 inclusive. It will comprise a written report of approximately 500 words. Should the student fail to submit his/her assignment on week 6, the result will automatically be nil. MID-TERM EXAMINATION A mid-term examination will be conducted during the lecture session of week 8. It will assess the students knowledge and understanding of the topics covered up to week 6. The results, together with the answer scripts, will be returned to the students no later than week 10. Should a student be absent without a valid apology, the result will automatically be nil. TEAM PROJECT A team project will be assigned to students during the first week. The team will comprise of 4 to 6 students. The report of the team project will have to be submitted to the subject lecturer by no later than week 10 and will be presented on week 11. Late submissions wont be entertained and will automatically result in no marks being awarded.
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FINAL EXAMINATION The final examination will be conducted on week 13 or week 14 and its duration will be 3 hours. Registration for the examination is open from week 3 and is closing on week 6. Make sure you register on time. No late registration will be entertained. The format of the examination is as follows: Section A Section B Section C Total Multiple Answers Questionnaire Short Questions Essay-type Questions 20 * 1 Point 5 * 4 Points Any 3 out of 5 * 20 Points 100 Points
A TTENDANCE
Attendance for both the lectures and the tutorials is compulsory. Any student not attending a class should provide a medical certificate or a written justification (signed by a parent or guardian in the case of a full-time student). Should a student fail to do so, he/she will be considered truant. Should a student's attendance for a given subject be lower then 70 %, he/she will not be allowed to sit for the final examination. Punctuality is equally important. The lecturer is entitled to refuse entry into the classroom to any student that presents him/herself late.
F EES
The registration fee is to be paid upon registration. The course fee is paid either in full, per semester or by installments. For payments made in full, the payment is due before the first lecture. For payments made by semester, the payment per semester is due on the first day of the semester. For monthly installments, the first payment is due on the first day of classes while the subsequent payments are due on the first day of each subsequent month. Should any student have difficulty to pay his/her fees on time, he/she must meet with the (Deputy) Principal to arrange an alternative. Any student that has not settled his/her fees and has not met with the (Deputy) Principal will not be allowed to attend classes or sit for an examination.
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C ONTACT -T IME
FULL-TIME The duration of the classes is 12 weeks. Contact time consists of 1 1/2 hours of lecture and 1 1/2 hours of tutorial per week. PART-TIME The duration of the classes is 12 weeks. Contact time consists of 1- hours of lecture per week. For each hour of contact, the student is expected to spend at least 2 hours of unsupervised work, either individually or in a group.
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T HE A CADEMIC T EAM
At the beginning of the first lecture, please fill-in the following: Day Time Starting Lecture Lecturer Consultation Tutorial Tutor Consultation Class Lecturer Consultation Lecturer-in-Charge Consultation Principal Consultation Head of Department Consultation Subject Representative Finishing Room
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T HE A CADEMIC P LANNER
Here is an outline of the topics you will cover, week after week. Ensure you fill-in the dates of the respective lectures during the first lecture. Week 1 2 3 4 5 6 7 8 9 10 11 12 13 Date Topic Communicating Successfully in an Organization Intercultural Communication Communication Through Technology Resumes and Letters of Application Interviewing for Employment & Follow-up Planning and Researching Reports and Proposals Writing and Completing Report and Proposals Mid-Term Examination Reports and Proposals as Business Tools Developing Visual Aids Revision Presentation Final Examination
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W EEK 1
Lecture Subject: Lecture Objectives: On completion of this lecture, the student will have acquired an understanding of the following: The internal communication network The external communication network The characteristics of effective organizational communication COMMUNICATING SUCCESSFULLY IN AN ORGANIZATION
Textbook: Chapter(s) John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall Additional Reference Material: 1) 2) 3) Excellence in Business Communication Contemporary Business Communication Human Communication (Nell Blackwell) 1 Pages 2 -24
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Questions available for self-assessment: 1) Define communication. 2) Define internal communication. 3) Define external communication. 4) Identify the characteristics of effective organisational communication. 5) Identify & discuss the three basic roles of a manager. 6) Give examples of documents used in internal communication. 7) Give examples of documents used in external communication 8) What do you understand by open communication climate? 9) What are the advantages & disadvantages of written communication 10) What are the advantages & disadvantages of oral communication
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Tutorial Subject: Tutorial Objectives:
COMMUNICATING SUCCESSFULLY IN AN ORGANIZATION
On completion of this tutorial, the student will have acquired the following: Ability to recognize internal communication Ability to recognize external communication Ability to use effective communication
Questions to prepare for discussion during the tutorial: 1) Why do you think good communication in a organisation improves employees attitudes & performance? 2) Discuss how an organisation uses internal communication ? 3) Discuss the difference between external & internal communication ? 4) Draw up an organisation chart and discuss the communication flow in the organisation. 5) Explain how companies communicate with outside audience.
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W EEK 2
Lecture Subject: Lecture Objectives: On completion of this lecture, the student will have acquired the following: Textbook: Chapter(s) John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. Additional Reference Material: 1) Contemporary Business Communication 2) Human Communication (Nell Blackwell) 3) Excellence in Business Communication 3 Pages 54 - 71 Understanding of the importance of intercultural business communication Understanding of the basics of intercultural business communication Understanding of some common methods to communicate with people of diversified cultures INTERCULTURAL COMMUNICATION
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Questions available for self-assessment: 1) Define culture. 2) Define Intercultural communication. 3) Identify and discuss the factors to be considered in doing business abroad. 4) Define ethnocentrism . 5) Define sub-culture. 6) "Culture differ in several ways that affect communication" . Discuss the factors.
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INTERCULTURAL COMMUNICATION
On completion of this tutorial, the student will have acquired the following: Basics of intercultural communication Knowledge of how to communicate with people from other cultures
Questions to prepare for discussion during the tutorial: 1) Discuss what makes intercultural communication important ? 2) Discuss the difference between culture & sub-culture ? 3) Discuss the difference between cultural communication and intercultural communication? 4) Discuss the skills to be developed for intercultural communication. 5) Discuss the ways in which people differ culturally. 6) How do you think company managers from a country that has a relatively homogenous culture might react when they have to do business with the culturally diverse staff of a company in a less homogenous country? Explain your answer.
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W EEK 3
Lecture Subject: Lecture Objectives: On completion of this lecture, the student will have acquired the following: Textbook: Chapter(s) John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. Additional Reference Material: 1) Contemporary Business Communication 2) Human Communication (Nell Blackwell) 3) Excellence in Business Communication 4 Pages 84 - 108 Understanding of technology in written communication Understanding of technology in oral communication Understanding of how technology is changing communication COMMUNICATION THROUGH TECHNOLOGY
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Questions available for self-assessment: 1) Define communication technology. 2) Identify and describe at least 5 communication technology tools commonly used in an organisation. 3) List the 4 major guidelines to be observed in choosing the means of communication. 4) Identify at least five benefits in using communication technology. 5) Distinguish between internet and intranet. 6) Define the following when choosing communication technology a) Audience expectation b) Time & Cost c) Nature of message d) Presentation needs
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COMMUNICATION THROUGH TECHNOLOGY
On completion of this tutorial, the student will have acquired the following: Ability to use technology in written communication Ability to use technology in oral communication Ability to see how technology is changing communication
Questions to prepare for discussion during the tutorial: 1) Explain how technology affects business communication ? 2) Describe the advantages of electronic-mail. 3) Highlight some of the uses of intranet. 4) Identify and discuss the merits provided by internet. 5) Is it important for everyone in a company to know how to use the latest technologies tools for document preparation? Why or why not?
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W EEK 4
Lecture Subject: Lecture Objectives: On completion of this lecture, the student will have acquired the following: Textbook: Chapter(s) John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. Additional Reference Material: 12 Pages 378 - 411 An understanding of your career Understand the art of writing a resume Understanding of how to write an application letter Understanding of how to write other types of employment messages RESUMES AND LETTERS OF APPLICATION
1) Contemporary Business Communication 2) Human Communication (Nell Blackwell) 3) Excellence in Business Communication
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Questions available for self-assessment: 1) Define Resume 2) Define Application Letter 3) Differentiate the use of the 3 types of resumes. 4) List the sources of how employers find candidates for employment. 5) What are the essential elements in a resume? 6) What is a solicited application letter? 7) What is an unsolicited application letter? 8) What should the closing paragraph of an application contain? 9) What are the other types of employment messages? 10) What should you keep in mind when writing the perfect resume?
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RESUMES AND LETTERS OF APPLICATION
On completion of this tutorial, the student will have acquired the following: Understanding of the need to plan a career Ability to write a resume Ability to write a letter of application
Questions to prepare for discussion during the tutorial: 1) Identify and discuss the steps in career planning 2) What are the characteristics of a good resume? 3) Prepare an application letter by attaching a resume of your choice in a given situation. 4) When would you use a targeted resume? 5) When would you use a functional resume?
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W EEK 5
Lecture Subject: Lecture Objectives: On completion of this lecture, the student will have acquired the following: Textbook: Chapter(s) John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. Additional Reference Material: 13 Pages 414 - 440 Exposure to interview with potential employers Understanding of follow-ups after an interview INTERVIEWING FOR EMPLOYMENT & FOLLOW-UP
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Questions available for self-assessment: 1) Define Job Interview 2) Identify the 5 basic forms of interview 3) Describe the 1st stage in the Job interview process 4) List the six steps in preparing for a job interview 5) What are the three stages in the interview process? 6) In a job interview, what are the seven questions that applicant must have answers? 7) What is pre-employment testing? 8) What are the follow-up messages that can be used after an interview? 9) What is a letter of acceptance? 10) What is a letter declining a job offer?
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INTERVIEWING FOR EMPLOYMENT & FOLLOW-UP
On completion of this tutorial, the student will have acquired the following: Understanding of the interview process Ability to make preparations for a job interview Understand how to be interviewed
Questions to prepare for discussion during the tutorial: 1) Discuss the dual purpose of job interview 2) Discuss the steps in the interview process 3) Identify and describe the different types of interview 4) Role play a job interview. 5) What are the follow-up employment messages used?
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W EEK 6
Lecture Subject: PLANNING AND RESEARCHING REPORTS AND PROPOSALS Lecture Objectives: On completion of this lecture, the student will have acquired the following: Textbook: Chapter(s) John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. Additional Reference Material: 15 Pages 474 - 500 Understand the five steps in following reports Understand how to define the problem and propose solutions Understand how to outline issues for investigation Understand how to prepare a work plan Understand how to conduct research Understand how to analyze and interpret data
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Questions available for self-assessment: 1) Identify the stages in planning reports. 2) Define a work plan. 3) Distinguish between a problem statement and a statement of purpose. 4) Explain the criteria a sound conclusion should fulfil? 5) Define primary data. 6) Define secondary data. 7) What are rules of division? 8) What is problem factoring? 9) What is the difference between recommendations and conclusions? 10) What are four main types of primary sources?
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PLANNING AND RESEARCHING REPORTS AND PROPOSALS
On completion of this tutorial, the student will have acquired the following: Ability to apply the five steps in planning a report
Questions to prepare for discussion during the tutorial: 1) Discuss the steps in planning reports. 2) Describe the advantages of a report. 3) You are conducting research for a supermarket chain, and you are trying to answer two questions: Do men or women make larger supermarket purchases? Does the age of the customer help predict the size of the purchase? Visit a local supermarket during a busy time and observe customers passing through one cash register for half an hour. You are interested in the gender, approximate age of the customers, the size and composition of the groups they are in and size of their purchases. Before your investigation prepare a sheet that will help you collect data systematically; then draft a brief narrative and statistical report of your findings.
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W EEK 7
Lecture Subject: Lecture Objectives: On completion of this lecture, the student will have acquired the following: Textbook: Chapter(s) John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. Additional Reference Material: 17 Pages 532 562 Understanding of report production Understand the components of a formal report Understand the components of a formal proposal WRITING AND COMPLETING REPORTS AND PROPOSALS
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Questions available for self-assessment: 1) Define a title fly. 2) What is a formal report? 3) What is an informal report? 4) What is a manuscript report? 5) What is a memo report? 6) What is a Pre-printed form report? 7) What is a periodic report. 8) What is an executive summary? 9) What is a synopsis? 10) Explain the purposes of report.
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WRITING AND COMPLETING REPORTS AND PROPOSALS
On completion of this tutorial, the student will have acquired the following: Ability to identify and prepare components of a formal report Ability to identify and prepare components of a formal proposal
Questions to prepare for discussion during the tutorial: 1) Discuss the components of formal reports. 2) Discuss four formats of report writing . 3) How would you decide on the length of your report. 4) Your organisation is considering diversification into franchising its range of cosmetics and toiletries in the retail sector. Write a short informal internal report to the Marketing Director. 5) Prepare letters of : Authorisation, acceptance, and transmittal.
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W EEK 8
Lecture Subject: Topics to be Covered: Week 1 to week 6 - worth 15% of coursework Textbook: Chapter(s) John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. Additional Reference Material: 1 3 4 12 13 15 Pages 2 - 24 54 - 71 84 - 108 378 - 411 414 - 440 474 - 500 MID-TERM EXAMINATION
1) Contemporary Business Communication 2) Human Communication (Nell Blackwell) 3) Business Communication Today
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W EEK 9
Lecture Subject: Lecture Objectives: On completion of this lecture, the student will have acquired the following: Textbook: Chapter(s) John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. Additional Reference Material: 14 Pages 446 - 471 Understanding of the characteristics of a good report Understanding of how to plan short reports Understanding of the organization of short reports Understanding of how to make reports and proposals readable REPORTS AND PROPOSALS AS BUSINESS TOOLS
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Questions available for self-assessment: 1) What is a report ? 2) What are the options in selecting a format for a written report. 3) What is a proposal? 4) Identify the purposes of a report in an organisation. 5) Identify the types of proposals. 6) What is an unsolicited proposals. 7) What is a solicited proposal. 8) What is a sales proposal. 9) What are the four structural clues used in reports
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REPORTS AND PROPOSALS AS BUSINESS TOOLS
On completion of this tutorial, the student will have acquired the following: Ability to plan and organize short reports Ability to prepare short reports Ability to prepare business proposals
Questions to prepare for discussion during the tutorial: 1) Differentiate a report from a proposal 2) Discuss the purposes of reports and proposals 3) Discuss the characteristics of a good business report or proposals 4) Discuss the development of the six types of reports. 5) Discuss the types of proposals 6) Discuss the factors to be considered in deciding the reports style, format and organisation.
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W EEK 10
Lecture Subject: Lecture Objectives: On completion of this lecture, the student will have acquired the following: Textbook: Chapter(s) John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. 16 Pages 504 - 529 Understanding of how to plan visual aids Understanding of how to design visual aids Understanding of how to produce visual aids DEVELOPING VISUAL AIDS
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Questions available for self-assessment: 1) What is a visual aids ? 2) What is an organisational chart ? 3) What is a surface chart ? 4) Identify the purposes of visual aids. 5) Identify the some major uses of visual aids in presentation. 6) List the different visual aids available
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DEVELOPING VISUAL AIDS
On completion of this tutorial, the student will have acquired the following: Ability to plan visual aids Ability to design visual aids Ability to produce visual aids
Questions to prepare for discussion during the tutorial: 1) Discuss the advantages in using visual aids. 2) Discuss the factors to be considered in preparing visual aids. 3) What similarities do you see between visual aids and non-verbal communication? 4) In what ways might visual aids help people overcome some of the barriers to communication? 5) You are writing a report to the Director of Human Resources on implementing participative management throughout your company. You want to emphasize that since the new approaches were implemented six months ago, absenteeism and turnovers have been sharply reduced in all but two departments. How do you visually present your data in the most favorable light?
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W EEK 11
Lecture Subject: Lecture Objectives: On completion of this lecture, the student will have acquired a stronger understanding of the topics discussed throughout the semester Textbook: Chapter(s) John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. John V. Thill & L. Bovee, Business Communication Today 5th Edition by Prentice Hall. Additional Reference Material: 1) Contemporary Business Communication 2) Human Communication (Nell Blackwell) 3) Excellence in Business Communication
Olympia Business School Page 38 SCIS/HOD/980828
REVISION
Pages 2 - 24 54 - 71 84 - 108 378 - 411 414 - 440 474 - 500 532 - 562 446 - 471 504 - 529
1 3 4 12 13 15 17 14 16
W EEK 12
Lecture Subject: Lecture Objectives: Students are required to present the projects of their respective groups, showing the following: Understanding and ability to communicate professionally Understanding and ability to apply the topics covered through the semester Ability to use appropriate methods of communication for presentation purposes PROJECT PRESENTATION
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O LYMPIA B USINESS S CHOOL

CERTIFICATE IN BUSINESS STUDIES

R AFFLES E DUCATION G ROUP

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Total INDIVIDUAL ASSIGNMENT

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Tutorial Subject: Tutorial Objectives:

COMMUNICATING SUCCESSFULLY IN AN ORGANIZATION

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Tutorial Subject: Tutorial Objectives:

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Tutorial Subject: Tutorial Objectives:

COMMUNICATION THROUGH TECHNOLOGY

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Tutorial Subject: Tutorial Objectives:

RESUMES AND LETTERS OF APPLICATION

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Tutorial Subject: Tutorial Objectives:

INTERVIEWING FOR EMPLOYMENT & FOLLOW-UP

Olympia Business School

School of Computing and Information Science

Olympia Business School

School of Computing and Information Science

Olympia Business School