Business Communication

BUSINESS COMMUNICATION SKILLS
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ISO 9001:2008
N.P.R. COLLEGE OF ENGINEERING & TECHNOLOGY
N.P.R. Nagar, Natham - 624 401, Tamil Nadu, India.
AN ISO 9001:2008 Certified Institution
(Approved by AICTE, New Delhi, Affiliated to Anna University, Tiruchirappalli)
No. : 04544 - 291333, 291334, 245422, 245423 & Fax No.: 04544-245392, 93
Website: www.nprcet.org, www.nprcolleges.org E-Mail: nprgc@nprcolleges.org


Miss. VMS.Sumathy, B.Sc., M.B.A.,
Lecturer
Department of Management Studies,
N.P.R. College of Engineering and Technology,
Natham Tk, Dindigul Dt.


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COMMUNICATION SKILLS
LT P C
3 0 0 3
UNIT I COMMUNICATION IN BUSINESS 9
Importance and Benefits Components Concepts & Problems 7Cs Barriers to Communication
Interpersonal Perception Johari Window Transactional Analysis

UNIT II NON-VERBAL AND INTERCULTURAL COMMUNICATION 9
Importance of non-verbal communication - personal appearance - facial expressions movement posture
gestures - eye contact voice - beliefs and customs- worldview and attitude.

UNIT III ORAL COMMUNICATION 9
Listening - types and barriers to listening - speaking - planning and audience awareness - persuasion-
goals - motivation and hierarchy of needs - attending and conducting interviews participating in
discussions, debates - and conferences - presentation skills

UNIT IV BUSINESS CORRESPONDENCE 9
Business letter - principles of business writing- memos -e-mails agendas- minutes- sales letter-
enquiries- orders- letters of complaint- claims and adjustments- notice and tenders circulars letters of
application and rsum.

UNIT V BUSINESS PROPOSALS AND REPORTS 9
Project proposals- characteristics and structure- Project reports types- characteristics- structure - Process
and mechanics of report writing- visual aids- abstract - executive summary recommendation writing-
definition of terms.

TOTAL: 45 PERIODS
TEXTBOOKS
1. Murphy, Herta, Herbert W Hildebrandt, and Jane P Thomas, Effective Business Communication.
7th ed. Tata McGraw-Hill, New Delhi.
REFERENCES
1. Raman, Meenakhshi, and Prakash Singh, Business Communication. O U P, New Delhi,2008.
2. Guffey, Mary Ellen., Business Communication: Process and Product. 3rd ed. Thomson and
South-western, 2004.
3. Lesikar, Raymond V., John D Pettit, and Mary E FlatlyLesikars, Basic Business
Communication, 10th ed. Tata McGraw-Hill, New Delhi, 2007.
4. Bovee, Courtland and John V Thill, Business Communication Today, 8th ed. Pearson Education,
New Delhi, 2008.


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UNIT I

COMMUNICATION IN BUSINESS


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UNIT I COMMUNICATION IN BUSINESS

Importance and Benefits Components Concepts & Problems 7Cs Barriers to Communication
Interpersonal Perception Johari Window Transactional Analysis

INTRODUCTION
To analyze, optimize and automate business communication process
-Nicole Wang
Communication is the process by which we exchange meanings, facts, ideas, opinions or
emotions with other people. The word communicate has been derived from the Latin word
communicare that means to share or participate.

BUSINESS COMMUNICATION

According to Scott, administrative communication is a process which involves the transmission
and accurate replication of ideas ensured by feedback for the purpose of eliciting actions which will
accomplish organizational goals.

FUNCTIONS OF COMMUNICATION

Control
Motivation
Emotional Expression
Information

IMPORTANCE TO EFFECTIVE COMMUNICATION
Growth in the size of organizations
. The people working in these organizations may be spread over different states of a
country or over different countries.

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Growth of trade unions
. No management can be successful without taking the trade unions into confidence
Growing importance of human relations
. Workers have their own hopes and aspirations. Management has to recognize them above
all as sensitive human being and work towards a spirit of integration with them
Public relations
. Every organization has a social responsibility, specially towards customers, government,
suppliers and the public at large.
Advances in behavioral sciences
. Modern management is deeply influenced by exciting discoveries made in behavioral
sciences like psychology, sociology, Transactional Analysis etc.
Technological advancements
. The world is changing very fast, owing to scientific and technological advancements.
Motivation and morale
. Communication plays and important role in inspiring people to work hard and in
fostering positive attitudes.
Corporate image
. Communication is indispensable for every organization to develop and maintain
reputation or goodwill in society.

ELEMENTS OR COMPONENTS OF COMMUNICATION


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FUNDAMENTALS TO COMMUNICATION

Direction:
Downward
Upward
Crosswise
Networks:
Formal vs. Informal
PROBLEMS TO COMMUNICATION
Communication problems happen when:
Communication fails to happen (purposefully or accidentally)
Communication is misinterpreted
Communication is unclear

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Communication contains incorrect data, information, or knowledge
Communication leads to incorrect action
Unethical behavior on the part of sender or recipient
Wrong channel(s) is chosen for communication
Environmental pressure to not communicate or to communicate only in certain ways
REASONS TO PROBLEMS
Information is presented in confusing or misleading ways
Bad visuals
Poor document design
Obfuscator language
Action is taken on incomplete or missing information
Information is leaked outside of its context

DEALING WITH PROBLEMS
Fix the immediate problem that has been caused by poor communication
Take steps to get correct information to all parties
Issue appropriate statements (as necessary)
Identify the source of the problem
Identify the causes of the problem
Create or revise communication protocols to avoid a repeat of this problem
HOW TO PREVENT PROBLEMS TO COMMUNICATION
Have clear protocols for communication
Practice reflective listening and feedback
Create an open communication climate
Design visuals that clearly represent data
Design documents that are easy to read
Use clear and unambiguous language

BARRIERS TO COMMUNICATION

^ Noise
^ Lack of planning
^ Semantic problems
^ Cultural barriers
^ Wrong assumptions
^ Poor listening
^ Goal conflicts
^ Offensive style
^ Socio-psychological
^ Emotions
^ Selective perception
^ Filtering
^ Information overload
^ Poor retention

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^ Insufficient period for adjustment
^ Loss by transmission
HOW TO OVERCOME BARRIERS?

Overcoming perceptional barriers
Effective Listening
Create synergistic environment
Convey emotional contents of the message
Use appropriate language
Use proper channel
Encourage open communication
Ensure two-way communication
Make best use of body language
INTRAPERSONAL COMMUNICATION

Communication occurring within the mind of a person
TWO IMPORTANT FACTORS
Internal stimuli
Persons motives
Attitudes
Self concept
External stimuli
Events, objects, persons outside the individuals
Perceptions, feelings and meanings
Four state of consciousness
Walking state
No control
Self-remembering or self-consciousness
Enlightenment
INTERPERSONAL COMMUNICATION

Communication among two or more person
Theories of interpersonal communication
Transactional analysis
Johari window
TRANSACTIONAL ANALYSIS

* TA synthesis the interpersonal behavior by looking at both the internal states
of an individual and his external behavior towards others
* Eric Berne developed it as a method of examining transactions or social
intercourse and determining which part of the multiple natured individual is
activated as parent, adult and child

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Ego states
Parent
E A person acts and speaks like elders (parents) setting norms,
making moral judgments, controlling and nurturing others.
Adult
E A person gives factual information in logical, calculated,
quiet and dispassionate way. Here his behavior is like an
adult solving problem or making decision in a rational way.
Child
E The person acts in impulsive and emotional way. His behavior
Natural child may be expression of joy, excitement, anger or rebellion
Little professor may be intuitive or creative
The adapted child may be in compliance with the demands of authority


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JOHARI WINDOW

The Johari Window is model of interpersonal interaction.
Each of us can be represented by a window.

Known to Self Not Known to Self
Known to Others Open Blind
Not Known to Others Hidden Unknown
The "open" window represents things I know about myself and that you also know about me.
This corresponds to the win-win situation in game theory, because when we have certain
knowledge in common, our friendship is more valuable.
The "hidden" window represents things that I know, but that you don't know about me. When I
reveal information about myself, it goes into the open window, potentially increasing the value of
our relationship. But there is a risk, depending on the kinds of information revealed.
The "blind" window are things that you know about me, that I don't know about myself. By my
taking the risk to reveal a personal problem, you may be able to provide insights that I am not
aware of myself, thereby helping me.
The "unknown" window represents things I don't know about myself and you don't either.
Initially, in a relationship, this is the large window, because we don't know anything about each
other

PART A
1. Define the term Communication?
2. Define the term Business communication?
3. Explain the process of communication, giving examples?
4. Explain the components of communication?
5. Effective communication has always been essential for success in business. Explain the statement
in detail?

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6. Why is communication so important to an organization? How does it relate the organization to
the outside world?
7. Explain the barriers to communication?
8. How to overcome the barriers to communication?
9. What is transactional analysis?
10. Define intrapersonal communication?
11. Define interpersonal communication?
12. Explain fundamentals to communication?
13. Explain the importance to communication?
14. What do you mean by Johari Window?
15. Differentiate between Interpersonal and Intrapersonal communication?
PART B
1. Explain in detail the components of communication?
2. Effective communication has always been essential for success in business. Explain the statement
in detail?
3. Why is communication so important to an organization? How does it relate the organization to
the outside world?
4. Explain the barriers to communication?
5. How to overcome the barriers to communication?


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UNIT III
NON VERBAL COMMUNICATION

AND
INTERCULTURAL
COMMUNICATION


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UNIT II NON-VERBAL AND INTERCULTURAL COMMUNICATION
Importance of non-verbal communication - personal appearance - facial expressions movement posture
gestures - eye contact voice - beliefs and customs- worldview and attitude.

INTRODUCTION

As it has been said in the very beginning communication is a process in which people exchange
messages/meanings through mutually understood signs/ symbols.

VERBAL COMMUNICATION
^ The word verbal means connected with words and the use of words.
^ Human beings are the only species gifted with the use of words that makes language
^ Words are the most accurate and powerful set of symbols.
^ That is why it is observed that all serious or formal communication is in words.
^ Spoken communication or the communication employing speech is known as oral communication


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ORAL COMMUNICATION
As speech comes before writing it is worthwhile to take up oral communication before written
communication.
Man learns to speak much before writing
In the same way, in an organization people speak much more, before writing.
In fact speech, or oral use of language, acts as the first binding factor between one person and
another.
That is also the reason why communication becomes conversational in nature.

ADVANTAGES

. It provides immediate feedback to the participants in the communication event.
. It is time-saving.
. Builds up a healthy climate in the organization.
. Becomes an effective tool of persuasion.
. It is also very economical.
. Opportunity for the speaker to correct himself.
. The speaker enjoys the advantages of understanding the group he is addressing.

LIMITATION

* May not always be time-saving.
* Cannot always be retrained in the listeners memory.
* Do not have legal validity.
* May lead to misunderstanding.
* The length of the new message may pose a problem.

LISTENING AS A COMMUNICATION TOOL

- Any discussion of oral communication is incomplete without considering
listening as a communication tool.
- Speaking and listening, listening and speaking go hand in hand.
- No oral communication can be effective without proper listening.


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EFFECTIVE LISTENING

All listening is not of the same type, it varies depending upon the context,
the purpose, the speaker and the listener.
While listening we must discriminate, evaluate, appreciate, and react.
o Discriminative listening
o Evaluative listening
o Appreciative listening
o Empathic listening.
IMPORTANCE OF LISTENING
. Frequent activity of the human being as well as an important event in the communication process.
. Listening skill plays a vital role in the career success, whether as a general manager, sales person,
personnel manager etc.
. The misunderstandings are a rule rather than exception mostly because of poor listening, neutral
words, attempting to communicate positive message can convey negative and opposite message,
if the listener possess wrong perceptions and prejudices.
. Proper listening assures the speaker that the listener is sincere and can be trusted.
. Listening is so intimately related to listening that one may almost say: No listening No learning.

TYPES OF LISTENING
Pretending listening
o Pretending through facial expression that communicated message is listened.
Selective listening
o Selecting the desired part and ignoring the undesired part of the message.
Attentive listening
o Paying attention on the words that are being spoken rather than understanding the head
and heart of the person speaking.
Emphatic listening
o Listening not only through ears but also through eyes and heart.
Listening for mutual creativity
o Listening for creativity not only smoothes but accelerates the
understanding process through communication of hearts and minds.
Intuitive listening
o Intuitive listening like listening for mutual creativity is higher form
of listening.
o It means listening through intuitive mind by silencing the other internal dialogues goes
simultaneously

BARRIERS TO EFFECTIVE LISTENING

^ Hearing problem
o Hearing deficiency interrupts in the way of listening
^ Rapid thought

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o The speaker talks about 125 words per minute leave ample idle time for the mind to
wander to other matters than concentrating on the speakers message.
^ Overload of message
o Difficult for the brain to digest the overloaded message.
^ Egotism
o Is self-centered attitude eg: myself is always right
^ Perceptions
o Perceptions are selective and limited. We do not listen to what the other is saying but
what we want to listen.
^ Faculty assumptions
o Only senders responsibility to communicate effectively.
o Listening is basically a passive activity in which the receiver is a sponge quietly
absorbing the speakers thoughts.
^ Cultural differences
o Employ people from different countries, creeds and communities with different cultural
background.
^ Lack of training
o Listening seems natural like eating, breathing or sleeping.
o But effective listening requires great hard work, patience of sitting
passively-alert and absorbing other persons words with suspension
of judgment for time- being.

HOW TO MAKE LISTENING EFFECTIVE

Stop talking as you cannot listen during effective.
Watch and witness your body and mind to ensure that you are free from negative emotions, which
may interrupt the listening process, and you are feeling released and revitalized.
Free your mind from presumptions and preconceived ideas by being aware of them.
Avoid any external distraction if there is any like playing of T.V or radio, noise in the near by
place, attending somebody else, etc.
Be patient and allow the talker sufficient time to clarify his point. Do not interrupt him
Suspend the judgment for the time being to avoid premature evaluation and judgment.
Be careful that your listening is not selective and partial, but total and deep.
Put the talker at ease with smiling face and sweet words, so that he can communicate frankly and
fearlessly.


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NON-VERBAL COMMUNICATION

Sign language

There are vast range visual and audio signs outside the gamut of words.
Regarding the use of visual elements a Chinese proverb says

A picture is worth a thousand words.

VISUAL SIGNS

An organization can, often does, make a very profitable use of visual signs like posters, drawings,
photographs, cartoons, caricatures, statues etc., to convey message for general information/
educational purposes.
Maps and diagrams are indispensable in books of geography, science, economics, and history and
very often in presentations.
A larger number of visual, signs/symbols speak a universal language understood by people all
over the world. For example, anybody anywhere can recognize the sign for a telephone booth, or
a gents/ladies toilet, no smoking, or a factory.

ADVANTAGES

Easily convey the message in visual terms.
Communication interesting and motivate viewer.
Useful for illiterate workers
Effective way of advertising.

AUDIO/SOUND SIGNALS

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The modern world of business has conveniently adopted them. In olden times
drum beating are used by people living in jungles to sound an alarm or to tell
the people to gather at some place still used in modern times to mark different
occasions like an important announcement or to tell the people to assemble at
some place.
There are various kinds of alarms like fire alarm, accident alarm, air raid or
assault alarms, VIP motorcade alarm, and machine breakdown alarm and so on.
Different kinds of sirens, hooters, buzzers, whistlers etc, are used for these purposes. The main
idea is to caution the listeners and make him to take the right step.
A clock or watch alarm makes us aware of our time and programme our schedule.
ADVANTAGES

Very quick in conveying the intended message.
Useful in time management.
Streamline the working of the organizations.

BODY LANGUAGE

Body plays the most important role a serious study the way body communicates
This branch of study is known as Kinesics which means body movement.
EXPRESSION OF OUR FEELINGS AND STATUS

Human body and its various parts play an important role in communication.
It must be noted, though it is known to almost all, that all our body movements, gestures, postures
etc., guided by our feelings and thought processes.
The nodding of our head, blinking of our eyes, waving of our hands, shrugging of our shoulders
etc., are expressions of our thought and feelings.
Regarding the importance of body language it has been observed that we may play fast or loose
with words, but our body speaks out the truth.

HEAD
^ In any face-to-face communication or meeting or interview the way we hold our head is very
important.
^ There is an old saying hold your head high.
^ It is a sign of honor and self respect, confidence and our
interest in the person before us
^ A head bent low shows drawn too far backwards or stiffly
held modesty, politeness or diffidence and head drawn
too far backward or stiffly held straighten up indicates
pride.
^ Head jerks indicate rejection or agreements, depending
upon the context and the personality of the person.


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FACE

. It has been said that the face is the index of the mind. Whatever we feel deep inside is reflected
on our face. Every facial muscle is an instrument of communication and plays an important role
in face-to-face communication.
. The lines of our forehead, the eyebrows, the muscles of our cheeks, our lips-in a smile or in
surprise all these speak louder than words.
EYE CONTACT

Eye contact is of paramount importance in face-to-face communication.
The eyes, along with the eyebrows, eyelids and the size of pupils communicate our deepest
feelings.
GESTURES

. Movements of our arms, legs, hands, torso and head are called gestures. And gestures also
communicate very meaningfully.
. A forefinger and a thumb touching to form a circle stand for OK.
BODY SHAPE AND POSTURE

Our body shape and posture affect the way we think about ourselves, how we relate to others and
others relate to us.
Body shapes may be thin and tall, athletic and muscular or fat and round.
We cannot do much about our body, but whenever needed we can try to make the best possible
impression.

INTERCULTURAL COMMUNICATION

A situated communication between individuals or groups of different linguistic and cultural
origins.
content
competence
CONTENT

Autonomous courses theoretical, not necessarily linked to languages
Cases of courses with:

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theory, practice, relationships between language-related aspects and language-
independent aspects
COMPETENCE

Knowledge of language(s) and of the context
Skills to express oneself in language appropriate to rhe context concerned
Attitudes to deploy these skills
FOCUS

The acquisition of skills and human attributes likely to enhance intercultural communication is
reviewed exclusively as a component of language programmes.

INTERCULTURAL COMPETENCE

knowledge
skills
attitudes
7 SIGNIFICANT ISSUES

1. ICs relationship with language itself,
2. Its integration into language teaching pedagogy
3. Its identification or otherwise with nationhood,
4. Its link with personal identity,
5. The psychological principles underpinning the formation of attitudes and stereotypes,
6. The disciplinary structure of higher education (HE) in different countries and institutions,
7. More general economic and cultural aspects of academic environments, internal and external, in
which learning takes place.

PART A
1. Write the importance on Non-verbal communication?
2. What is non-verbal communication?
3. Define the term sign language with its example?

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4. Differentiate between audio and visual sign in non-verbal communication?
5. What is meant by Inter-cultural communication?
6. What are the significant issues to Inter-cultural communication?
7. Look around in your institution and make a list of visual and audio signs there. Write a short note
on each of them?
8. What do you mean by body language? Discuss its various aspects in detail?
9. Write a note on the saying, The face is the index of the mind.
10. Write short notes on eye contact
11. Write short note on grapevine
12. What do you mean by stiff standing body position
13. Write a note on Time is Money.
14. Differentiate posture and gesture?
15. Write on note on the use of sound signals clearly distinguishing the different kinds and uses?
16. Discuss the use of at least two examples of sign language?
17. What do you mean by nodding?
18. Differentiate Verbal and Non-verbal communication?
19. How Non-verbal communication is effective?
20. Determine the factors influencing non-verbal communication?

PART B
1. Write short notes on
a. Eye contact
b. Nodding
c. Stiff standing body position
d. Constant gaze
2. Write a note on the saying, The face is the index of the mind.
3. Explain inter cultural communication with examples?
4. Write the importance of verbal and non- verbal communication?
5. Write a note on the use of sound signals clearly distinguishing the different kinds and uses?


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UNIT III

ORAL COMMUNICATION


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UNIT III ORAL COMMUNICATION
Listening - types and barriers to listening - speaking - planning and audience awareness - persuasion-
goals - motivation and hierarchy of needs - attending and conducting interviews participating in
discussions, debates - and conferences - presentation skills

ART OF SPEAKING

Talking and Eloquence are not the same; to speak and to speak well are two
things.
-Ben Jonson

PURPOSE OF THE SPEECH
Informative Speech
The purpose of an informative speech is to teach the audience a small but useful tidbit of
information
E.g. Mount Kinabalu was designated as the world heritage sight.
Persuasive Speech
The purpose is a persuasive speech is to change people's minds or behavior about
something.
E.g. Dont Drink and Drive
Special Occasion Speech
is an emotional speech that marks a major event or rite of passage
Sample of SOS are;
Welcoming speech,
Introductory speech,
Inauguration Speech, and
Entertainment Speech
CHARACTERISTICS OF SPEECH

CLARITY
LENGTH
INFORMATIVE

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APPEAL
WAVELENGTH
INFORMAL
CONCRETE FACTS

HOW TO MAKE SPEECH EFFECTIVE?

IN THE BEGINNING OF THE SPEECH

Raising a Question
Narrating a related interesting story
Opening with a striking quotation
Telling how the topic affects the vital interests of the audience
Highlighting the shocking facts
DURING SPEECH

Put ones heart into the talk
Stress the important words
Vary the pitch of voice
Maintain eye contact
Speak loudly
AT THE END OF THE SPEECH

Summarize
Appeal for action
Pay compliment
Raising a laugh
Quoting a verse of poetry
Using a biblical quotation
Building up a climax


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PLANNING AND AUDIENCE AWARENESS

THE AUDIENCE
An audience is a group of people who participate in a show or encounter a work of art, literature,
theatre, music or academics in any medium.
Audience members participate in different ways in different kinds of art; some events invite overt
audience participation and others allowing only modest clapping and criticism and reception.
Age, gender, race
Academic or Non-academic
Hostile, Neutral, Un-uniform or supportive
Large group or small group
THE SENSE OF AUDIENCE

Theres no excuse for boring your audience. Try to put then first and always keep them in your
mind when you prepare your speech.
Ask friends for feedback. Try to see yourselves as others see you. (Watch or listen to yourself in
video/ audio recording)
Show enthusiasm. Dont look and sound dull. Practice helps to overcome nervousness
Look confident by standing straight and being well prepared; its natural to feel a bit nervous, but
work on mastering/ controlling the feeling.
LOGISTICS

Sound System
Visual Aids System
Climate Control
The Stage
Seat Arrangement
Exits and Entrance
Rest Rooms
Drinks, Snack Bar
CHARACTERISTICS THAT MAKE AND EXCELLENT SPEAKER
Confidence
Use Your Voice and Body Effectively
Art of Storytelling
CONFIDENCE
Content
Organization
Newness
Friendliness
Impression
Dedication
Empathy
Notes
Conviction

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Enthusiasm

INTRAPERSONAL COMMUNICATION
Positive Self Talk
Be your biggest cheerleader
Believe in yourself
Think of yourself in a positive light

USING YOUR VOICE AND BODY LANGUAGE
The speed at which we speak
What is wrong with speaking . . .
Too slowly?
Bores the audience
Too fast?
Hard to understand, run out of breath
PITCH

The vocal notes that you hit while speakingthe highs and lows of your voice
Do not speak in a monotoneit bores your audience
VOICE INFLECTION

Altering your pitch to help bring attention and emphasis to what you are speaking
I think that you are the best.
I think that you arethe best.
I think that you are thebest.
PROJECTION AND VOLUME

The loudness or softness of your voice
Be sure to adapt your volume level to the situation or environment
Alter your volume level when telling a story to add drama
ARTICULATION

The crispness, the distinctness, with which we say the syllables in a word
PRONOUNCIATION

Saying the sounds of a word properly and stressing the correct syllable.
BODY LANGUAGE

Eye Contact
Establish eye contact with the audience frequently
Poise

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Show your audience how confident you are
Hand Gestures
Use to enhance your speech, not as a way to calm your nerves!
SPEECHES TO MOTIVATE
What is motivation of employees?

MASLOWS HIERARCHY NEED FOR MOTIVATION

ALBERT EINSTEINS EQUATION
E = mc
Ken Blanchard advocates
Enthusiasm equals mission times cash and congratulation.

DOS AND DONTS

DOs
Maintain god eye contact with ALL of the audience move your head to include everyone
Use small index cards as cue cards/ prompts
Pause appropriately; give the audience time to digest your points; emphasize key words and
phrases; aim for stress timed delivery, not syllable-timed
Pay attention to diction ; remember to articulate final consonant sounds
DONTs
Read direct from your notes all the time
Use excessive gestures, fidget, play with your hair/ tie etc. as this can be very distracting

PRESENTATION SKILLS


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Most people are more deeply influenced by one clear, vivid, personal
example than by an abundance of statistical data.
Eliot Aronson, Social Psychologist

KINDS OF PRESENTATION

Monologue Presentations
Speaker speaks without interruption.
Guided Discussions
speaker presents the questions or issues
Sales Presentations
convince the audience for buying the products or service or
accepting the new idea.
PURPOSE
Oral presentations have the following three basic purposes
To inform.
To persuade.
To build goodwill.

Key to presentation excellence
Planning think the whole process through
Objectives
Occasion
Audience
Preparation
Draw up an outline
Decide on visual aids, handouts
Actual presentation content(central theme, straightforward, Anticipate questions)
Practice and more practice:
perfecting the delivery, well-timed, comprehensible, convincing
Be prepared:
plan for back-up
do a go-see
Show enthusiasm
Giving effective presentation
Strategy
Specific purpose
Audience expectation
Analyzing audience
Deciding time, location, manner

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Structure
What is to be told
Then it is told
What has been told
Support
White boards
Handouts
Flip charts
Overhead projector
35mm slider
LCD projector
Video tapes
Speech
Manuscript
Memorized
Extemporaneous
Impromptu
Visual elements
Verbal elements
Vocal elements
Structuring Your Presentation
Every presentation has the following:
Introduction
Main Points
Conclusion
The Introduction consists of three objectives:
Get the attention and interest of the audience
Reveal the topic of the presentation
Establish the credibility of the speaker
Get Their Attention
State the importance of the topic
Question the audience
Begin with a quotation
Tell a story
Structuring Main Points
Order is extremely important for both clarity and persuasiveness
There are different kinds of order:
o Chronological: time pattern
o Spatial: directional pattern
o Causal: cause-effect relationship
o Topical: divided into subtopics
Order is extremely important for both clarity and persuasiveness
There are different kinds of order:
o Chronological: time pattern

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o Spatial: directional pattern
o Causal: cause-effect relationship
o Topical: divided into subtopics
CONCLUSION

Closing remarks reinforce the Main Points
The conclusion always has two major functions:
o Lets the audience know the presentation is ending
o Reinforces the understanding of the central idea
Do not be abrupt
Reinforce the Central Idea
Summarize by restating the Main Points
End with a quotation
Make a dramatic statement
Refer back to the introduction
Methods to Signal the End
Simple statements
o In conclusion . . . or Before we wrap up
Ask for questions
o Is there anything that I havent covered?
Thank your audience
o Youve been great
Leave
o Dont have multiple conclusions!
Creating Supporting Materials
Alone, main points are only assertions
Supporting materials give meaning
Supporting materials relate to critical thinking
Research to find supporting materials
What makes a talk poor?
Little/no eye contact
No engagement with the audience
Mumbling
Often because not engaging with audience
Reading from a paper
Too fast, monotone
Little/no structure
Lack of clarity
Too much information
Bad visual aids


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DEALING WITH NERVES

Be prepared
Plan and rehearse
See dealing with nerves box
See handy check list
Deep breathing!
May sound naff, but it works
Engage with your audience
Makes you feel more relaxed
See engage with your audience box

PRESENTING AS A PART OF ATEAM

Plan talk together
Set responsibilities
Structure talk
Intro sections - conclusion
Ensure everyone will speak
Smooth links between speakers
Someone to introduce talk and
Introduce next topic & speaker
Someone to conclude
Your talk must HANG TOGEGTHER
The Message
A presenter is sending multiple messages:
Presentation
Body language
Appearance
Tone of voice
Gestures
Facial expression
Eye contact
The Channel
The channel is the means by which a message is communicated.
One-on-one conversation is the most direct channel for an individual.
Public speaking is the most direct channel for groups of individuals
The Situation
The situation is the time and place in which the presentation occurs
Certain occasions require certain kinds of presentations
Physical setting is very important
Adjusting the situation of a presentation is simply doing conversation on a larger scale.


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FACTORS AFFECTING PRESENTATIONS

Audience analysis
Communication environment
Personal appearance
Use of visuals
Opening and closing of presentation
Language and words
Quality of voice
Body language
Answering questions

GROUP DISCUSSION

Group Discussion is a modern method of assessing
student personality.
It is both a technique and an art and a comprehensive tool
to judge the worthiness of the student and his
appropriateness for the job.
The term suggests a discussion among a group of persons.
The group will have 8 & 12 members who will express
their views freely, frankly in a friendly manner, on a topic
of current issue.
Within a time limit of 20 to 30 minutes, the ability of the members of the group is measured.
PREREQUISITES OF A GROUP DISCUSSION

Topics given by panelists
Planning and preparation
Knowledge with self-confidence
Communication skills/ power of speech
Presentation
Body Language and personal appearance
Being calm and cool
Extensive knowledge base related to state, country and globe.
Areas are politics, sports, science &trade commerce, Industry and Technology, MNC, etc.
Analyze the social, economical issues logistically.
Listening skills
Co-operation.
TYPES OF GROUP DISCUSSION

Factual Topics
The education policy in India

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Controversial Topics
Women make better managers
Abstract Topics
Children are .,
Case based Topics
BENEFITS OF GROUP DISCUSSION

Stimulation of thinking in a new way.
Expansion of knowledge
Understanding of your strength and weakness.
Your true personality is revealed and qualities of leadership crystallize
provides chance to Expose
Language skills
Academic knowledge
Leadership skills
people handling skills
Team work
General knowledge
ESSENTIAL ELEMENTS OF GROUP DISCUSSION

Initiating a discussion
Possessing requisite knowledge
Communicate effectively
Role of body language
Maturity and mutual respect
Making an impact
Technique of interruption
Reaching consensus
SALIENT FEATUES OF GD

Topic may be given to judge your public speaking talent.
Discussion revolves around a specific subject.
The examiner does not interfere once he announced the topic.
Maintain cordiality and free expression of thought and opinion.
DOS IN GROUP DISCUSSION

Appropriate to the issue.
Make original points & support them by substantial reasoning.
Listen to the other participants actively &carefully.
Whatever you say must be with a logical flow, & validate it with an example as far as possible.
Make only accurate statements.
Modulate the volume, pitch and tone.
Be considerate to the feelings of the others.
Try to get your turn.

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Be an active and dynamic participant by listening.
Talk with confidence and self-assurance.
DONTS IN GROUP DISCUSSION

Being shy /nervous / keeping isolated from G.D
Interrupting another participant before his arguments are over
Speak in favor ; example: Establish your position and stand by it stubbornly
Changed opinions
Dont make fun of any participant even if his arguments are funny
Dont engage yourself in sub-group conversation.
Dont repeat and use irrelevant materials.
Addressing you to the examiner.
Worrying about making some grammatical mistakes, for your interest the matter you put across
are important.
IMPORTANT POINTS IN GD

Be assertive: An assertive person is directing, honest
careful about not hurting others self-respect.
A patient listener: listening to another person is one way
of showing appreciation.
Right language: Words can make friends & right words at
the right time make the best results.
Be analytical and fact-oriented: It is necessary to make
relevant points which can be supported with facts and
analyzed logically.

SUGGESTION FOR EFFECTIVE GD

Never try to bluff.
Practice group discussion with friends on different subjects.
Remember! Speech is a powerful weapon.

TOPICS OF IMPORTANCE FREQUENTLY ASKED

Is India Shining
Mobile phones / Internet a boon or nuisance
Students focusing on software industry-good or bad
Child marriage
India 2020
Daughters are more caring than sons
Influence of western culture in Indian Universities
Influence of computers in medical sciences


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DEBATES

Always remember
Speakers are not born, they are
made

BENEFITS OF DEBATING
Cultivates quick and multi-dimensional, logical thinking.
Enhances the ability to develop reasoned opinions.
Gives a better understanding of the current events and the world around us.
Improves self-confidence, speaking style and command of language.
Enriches your overall leadership qualities.
GOOD DEBATERS POSSESS

Good knowledge of current issues.
Ability to generate ideas.
Ability to think critically and logically.
Ability to present the ideas systematically.
Ability to handle culturally diverse and challenging situations with great ease and to ones their
(own) enjoyment.

IFFERENT FORMATS OF DEBATES
Good knowledge of current issues.
Ability to generate ideas.
Ability to think critically and logically.
Ability to present the ideas systematically.
Ability to handle culturally diverse and challenging situations with great ease and to
ones their (own) enjoyment.
Royal Malaysian/ Asian
3 members to a team
POIS are allowed.
British Parliamentary (World Debates)
2 member to team and 4 teams in a debate
POIs are allowed
A DEBATE IS DISCUSSED ON THE BASIS OF
1. Matter: What you present (i.e. the content)
2. Manner: How you present (i.e. the style)
3. Method: Organisation/ structure of your presentation.


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INTERVIEW SKILLS
Interview is a social process, which involves interactions between two persons- the interviewer and the
interviewee. It gives a chance to the interviewer to have a glimpse of the inner traits and qualities of the
interviewee.
BEFORE THE INTERVIEW
Research the company
Determine location of interview or prepare for a phone interview
Prepare your attire
Make sure your resume is ready for further inspection (same applies to your ePortfolio)
THE THREE PS - PREPARATION
- Know Your Product (a.k.a. YOU)
- Complete a Self-Assessment
Strengths, weaknesses, academic performance, career interests, personal goals, work
experiences, and special skills
- Know your Resume
- Know how your qualifications can benefit the employer (match them to the job description)
- Be able to articulate this information and back it up with specific examples
- Know your customer, services, etc.
- Read employer literature & visit the organizations website
- Speak with recent graduates or second year MSIs who have recently been through the interview
process
Preparation is everything!
Understand the job, the organization, and where you fit
Review the job description
Anticipate the questions
Research and set your salary range
Prepare questions to ask the interviewer
Practice, practice, practice

PRACTICE
Be concise

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Strive for poise
Be clear
Be specific
Use examples
Tell stories

AT THE INTERVIEW
The Introduction
The Interviewer Background
The Discussion
Ask Questions
The Close
PERFORM

Be alert, friendly, and courteous
Maintain good eye contact
Be positive about yourself
Be confident, but not cocky
Act natural and be yourself
Be honest
Send the right behavioral signals
Communicate carefully
Participate, dont dominate
Be enthusiastic
Sell yourself and your strengths
Be conscious of your personal grooming
Your goal is to look professional!
Your goal is not to look trendy or hip
Business Attire vs. Business Casual
Know the organizations culture
Arrive on time or ten minutes early
Bring two copies of your resume and other applicable
information
Make a good first impression
Make a good last impression
Dont let them doubt your interest in the position

DECISIONS ARE MADE EASILY
Usually within the first 5 minutes!
You must IMMEDIATELY convey confidence (attire, handshake, eye contact, body language is
important!)
START STRONG, END STRONG!
AFTER THE INTERVIEW


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Relax, but learn from the experience
Keep a log
Send a Thank You note
E-mail is acceptable
Written note stands out!
Professional vs. personality
Stay in pursuit - follow up with the recruiter
Be patient
Dont wait too long
INTERVIEW QUESTIONS

The questions are about you, so dont get caught up with stories about other people or extraneous
details
You are the expert on yourself
Open-ended beginnings are your opportunity
There is a perfect answer to the salary question
Be ready for inappropriate questions
Technical questions might arise
Know your resources for determining these ahead of time
Prepare a few questions of your own

TYPES OF INTERVIEWS

Employment interview
Orientation interview
Counseling interview
Performance appraisal interview
Grievance interview
Correctional interviews
Exit interviews
Information gathering interviews

TYPES OF INTERVIEW QUESTIONS

o Tell Me About Yourself (a.k.a. Resume Screen)
o Why havent you? (a.k.a. High Stress)
o What have you done..? (a.k.a. Behavioral Interviewing)
o What would you do? (a.k.a. Case/Simulation)
o What the #@!*& .? (a.k.a. Abstract)

TYPICAL INTERVIEW QUESTIONS

Tell me about yourself
Why are interested in this position/ organization?

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What attracted you to this field?
Tell me about your work experience
What qualifies you for this position?
What are you strengths? What is your greatest weakness?
Where do you see yourself in five, ten years?

PART A
1. What do you mean by the word verbal?
2. Why verbal communication is regarded as serious?
3. Write a note on the importance of oral communication?
4. What are the limitations of oral communication?
5. Write short notes on the following
a. Listening as a communication tool.
b. Evaluative listening
c. Empathic listening
d. Appreciative listening
6. What are the various barriers in effective listening? How can they be overcome?
7. Explain the characteristics of a good speech?
8. Explain how presentation differ from speeches?
9. Which factor affect the presentation?
10. Design various speech?
11. What is interview? What are the various types of interviews?
12. How information gathering interview is conducted? What are the points that interview or an
interviewee should consider for information gathering interview?

PART B
1. Every successful and effective presentation requires 4-s. explain this statement?
2. Discuss various types of presentations?
3. What are the factors for interviews?
4. What is a letter of appointment? What precautions are taken while drafting it?
5. What should be the behavior of interview during interview?


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UNIT IV
BUSINESS CORRESPONDENCE

UNIT IV BUSINESS CORRESPONDENCE

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Business letter - principles of business writing- memos -e-mails agendas- minutes- sales letter-
enquiries- orders- letters of complaint- claims and adjustments- notice and tenders circulars letters of
application and rsum.

INTRODUCTION

Correspondence means communication by letters on matters of personal, official and business
interest.

TYPES OF CORRESPONDENCE

Personal correspondence
Business correspondence
Official correspondence
PURPOSE AND USES OF BUSINESS CORRESPONDENCE

Ideas can be put more clearly in writing
It becomes a record
It becomes a legal document
It can be used for future reference.
It cut short distance between parties
IMPORTANCE OF BUSINESS CORRESPONDENCE

^ Correspondence in business activity is an important function
^ It is only through correspondence the parties in a business come into contact with each other and
conduct a business activity of their choice.
^ The correspondence helps to bridge the distance and bring people close together as it is also a
cheap and reliable method
^ It may avoid disputes and quarrels and eliminate litigation.
^ Development of business further leads to development of a nation, since through better trade, and
more and more commercial and industrial activities, the financial position of a country is
strengthened
^ It brings people together, businessmen and nations together.
^ The business will be reduced to nothing if it is unable to do correspondence in an effective and
purposeful manner.
^ That is why that correspondence is the backbone of any business.


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BUSINESS LETTERS

Business letters are formal messages following specific formats. They may be addressed to a particular
person or organization. Most of the time business letters are sent outside of your
company.

SO WHEN SHOULD WE WRITE
most formal
Usually sent to someone from a different company than yours, or a different
school, etc.

MEMOS

A memo is a document sent within a company. It is presented in short form, highlighting certain
aspects.
less formal than letters, yet more formal than e-mails
often filed as business correspondence
use short sentences, less formal language,
and bullet points to convey important
information
Contains a header that tells who it is from,
who it is to, the date, and the subject.

E MAIL

An e-mail is a communication sent from one computer to another, usually via a network. It is the
least formal method of written communication within a company.
less formal - written in a conversational style
Sent to your work colleagues or fellow students/professors from the
same school.


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LAYOUT OF A BUSINESS LETTER

Telephone : _______________ Telegr: _______________
Post Box No : _______________ Telex : ________________
1. Name of Sender
(Details of Business)
Address
____________________
____________________
____________________
____________________
2. Ref : __________________ 3. Date: _____________
4. Inside Address
__________________________
__________________________
__________________________
__________________________

5. Sub: ___________________________
Ref:_________________ (Receivers reference) ______________________
__________________________________________________
6.Salutation _______________________

7.Introductory Para
________________________________________________________________________________________________________
________________________________________________________________________________________________________
_______________________________________________
Main
Body___________________________________________________________________________________________________
________________________________________________________________________________________________________
____________________________________________________
ClosingPara______________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
__________________________________

8.Complimentary close

Sd/-
(Name)
9.Designation
For: _________________
10. Encl. 1._________________
2._________________
11.Initials of Dictator and Typist

12. Copy to: 1._________________
2._________________

AGENDA
Meaning
Agenda is a document that outlines the contents of a forthcoming meeting. It is usually sent along
with the notice of the meeting. Sometimes agenda is prepared after the circulation of the notice in order to
enable the members to get included in the agenda any item that they would like to be discussed at the
meeting.

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Example: - The next quarterly meeting of the Board of Directors will take place on Monday, 21
st
October
, 20. At 5pm, in the conference room
Simco India Limited, Chennai
AGENDA
1. Minutes of the last meeting.
2. Matters arising from the minutes.
3. Financial irregularities in Arichuur branch.
4. Reorganization of work in Chennai branch.
5. Any other business
6. Date of next meeting.
MINUTES
Meaning
Minutes are the official record of the proceedings of a meeting. All organizations, whether commercial or
social, attach great importance to maintaining a proper record of the business transacted at their various
meeting. Once minutes are approved and signed, even a court of law accepts them as evidence of the
proceedings.

OBJECTIVES AND IMPORTANCE OF MINUTES
The main uses of minutes are as follows:
1. Minutes contain a record of the business transacted and decisions taken at a meeting. They serve
as a permanent record for future reference.
2. Minutes serve as a reminder of the actions to be taken to implement the decisions arrived at a
meeting.
3. In case of joint stock companies, law requires maintenance of minutes. The interested parties are
allowed to inspect the minutes.
4. Minutes can be produced as evidence of the proceedings in a court of Law.
5. Minutes help in the efficient conduct of business. If proper minutes are not kept, the decisions
arrived at meeting may be questioned by any member or Auditor and these cannot be proved in a
Court of Law.
DISTINCTION BETWEEN MINUTES AND REPORTS

MINUTES REPORTS
A minute begins with the word resolved. The word resolved is not written while writing a
report
Minutes are general not written in a narrative
form. They record date, time and place of the
meetings and resolutions passed.
Reports are always written in a narrative form
giving, a historical account of all that was
discussed
Minutes are summarized record of the
proceedings of a meeting.
Reports may be verbatim or summarized.
Approved and signed minutes are accepted by
the courts as evidence
Reports are not accepted by the courts as evidence.
Minutes can be prepared within a reasonable
time after the meeting.
Reports are prepared just after the meeting
Separated minutes have to prepare for each
meeting.
A report may include summarize of more than on
one meeting.
The exact wording of resolutions adopted at the A report need not contain exact wording of the

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meeting must be recorded in minutes. decisions arrived at the meeting.

TYPES OF MINUTES
1. Minutes of resolution
a. In this type of minutes only the resolutions passed at the meeting are recorded
b. It always begin with the words Resolved that followed by the exact resolution
2. Minutes of narration
a. In this type of minutes, the resolutions passed at the meeting are recorded.
b. In addition, a brief account of the business discussed and transacted and the voting
pattern are also recorded
c. Minutes of narration are somewhat similar to a report.

CONTENTS OF MINUTES

1. The kind of meeting
2. Date, time and place of the meeting
3. The name of the person in the chair.
4. Name of directors, secretary and persons in attendance
5. Reading and confirmation of the minutes of the last meeting and their signing by the Chairman,
together with any matters arising from the minutes
6. Brief subject heading of each minute with the resolutions adopted
7. Financial statements and reports presented and approved in the meeting. These may be put in the
form of Appendix
8. Appointment made, if any.
9. In the case of special resolution, the number of votes for and against.
10. Names of persons dissenting with any resolution passed at the meeting
11. Instructions given by the meeting to the secretary or other officers.
12. Chairmans signature and date of verification of minutes as correct.

SALES LETTER or SALES PROMOTION LETTER
A sales promotion letter may be otherwise called a trade circular which is important type of a circular
letter.
A sales promotion letter is written with the following objectives and purposes:
To stimulate sales when it is selling or it is not increasing as per expectations.
When it is intended to convey a change in product or quality or programme.
To offer of new varieties of a product to the present customer or prospective one.
To open-up new markets for an old product or a new product.
The qualities of a sales letter should conform to the AIDA formula.


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ENQUIRY LETTER

A letter of enquiry is written by a prospective buyer to a prospective seller for the purpose of
making enquiry into the terms and conditions for buying a product.

An enquiry letter is primarily of two types:

SOLICITED ENQUIRY

Due to competition, every seller tries to reach prospective buyers directly or even indirectly
Direct contact includes contacts through travelling salesmen and medical representatives, sending
price lists and catalogues etc
UNSOLICITED ENQUIRY

The buyer takes the initiative and contacts the seller


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To make the enquiry, they may collect the names or addresses of the various sellers selling the same
product from the advertisements issues by the various sellers.

QUOTATION LETTER

It is a letter written by a prospective seller to the prospective buyer quoting his various terms and
conditions for the sale of the products with which he deals.

It may contain the following points

Sometimes the quotation may be sent by the seller without an enquiry. In such a situation, it may be
called an offer letter. In government offices, it is called a Tender.

ORDER LETTER
After selecting the best seller through the comparative statement, a buyer moves on the next step
namely to buy the product. An order is to be places with the selected seller. A letter containing the order
is prepared and sent to the seller.

An order letter invariably should contain the following terms
1. The name and address of the buyer
2. The order number and date
3. The sellers name and address
4. Other specific terms and conditions regarding the transaction which is to take place are
a. Name and quality specification of the products which he wants to buy.
b. Quantity to be bought in each of the product and in each quality
c. Unit price very clearly mentioned along with other terms like FOR, FOB, CIF, etc, if any.

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d. Date of delivery of the goods.
e. The discount rates for both quantity and cash purchases, if any
f. Packing, transportation and delivery charges, if any and by whom to be paid.

LETTER OF ACCEPTANCE OF ORDER

A seller will examine the terms and conditions of the order carefully and find out whether it is
profitable for him to accept the order or not.

Acceptance can be studied in the following aspects:
1. Importance of acceptance
2. Consequence of acceptance
3. The act of conveying or not to the buyer of acceptance
4. Methods of acceptance.
REFUSAL OF ORDER (REJECTION OF ORDER)

A supplier always tries to execute the order placed with him but due to compelling situation
which may be beyond his control, they may refuse the order. Refusal of order may be done by the seller
on the basis of several reasons which are as follows
1. Terms and conditions are not acceptable
2. The quality and quantity demanded by the buyer may not be available with the seller at that time.
3. There may be a strike or lockout going on in the factory due to which the supplier may not be in a
position to accept the order
4. The supplier is compelled by the government to divert a major portion of his production to
essential government departments like defense, civil supplies, hospitals etc
5. Difficulty in getting the railway wagons in the case of bulky material like coal, iron, steel, timber,
cement etc.

COMPLIANCE LETTER

^ It is written by the supplier to the buyer for the purpose of informing the buyer about the dispatch
of the goods.
^ It is normally written immediately after sending the goods. This letter takes the name compliance
because the seller.
PARCEL WAY BILL
The receipt given by the parcel office after taking charge of the parcel or packet from the consignor for
sending it to the consignee is called the Railway Receipt or Parcel Way Bill.

COMPLIANTS AND CLAIMS LETTER

A complaints letter, it should be remembered, is written only for the purposes of getting the
wrong righted and not to pick-up a quarrel with the seller. So a buyer should be careful enough to see
that a compliant letter is written only when it is essential, that is, if the complaints are causing
considerable financial loss

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Before writing a complaint letter, the following points should be taken into considerations.
1. There should be solid and real complaint existing in the delivery of the goods.
2. A complaint letter should be written not on the basis of guess work.
3. A complaint letter should be written as far as possible avoiding the word complaint.
4. It should be written in a convincing, tactful, polite and forceful manner.
5. Every effort should be made to see that the complaint letter does not affect the interest of the
buyer and the seller.
Complaint letter may contain anyone or more than one of the following points:
1. Wrong quality of material received.
2. Wrong quantity delivered.
3. Late delivery of consignment.
4. Goods received in a damaged condition due to defective packing.
5. Wrong mode of transport used causing late delivery or damage.
6. Difference in charges due to over pricing.
7. Any violation of any other term and conditions of the order.

ADJUSTMENT LETTERS

An adjustment letter deals mainly with a proposal for adjustment by the buyer. In other words it deals
with a claim for adjustment. Hence before adjustment letters are written, a decision should be taken to fix
responsibilities of the claim and the manner in which it can be settled.
1. Something is wrong with the execution of the order somewhere.
2. Who is the person, who has committed the mistake, the seller or the buyer or the third party like a
manufacture or a transporter?
3. How to deal with the complaint.

CIRCULAR LETTER

The letter is known as circular letter because it is circulated to a large number of customers.
Necessary number of copies may be cyclostyled, printed or electrostated and one copy addressed to one
individual by post. The copies can also be distributed at random.
Circulars may be of various types namely


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A circular letter is different from the other types in its layout, content and matter.

FEATURES OF A CIRCULAR LETTER


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MODEL RESUME #1


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MODEL RESUME # 2


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MODEL RESUME # 3


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MODEL RESUME # 4


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Unit v
Business proposal


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UNIT V BUSINESS PROPOSALS AND REPORTS
Project proposals- characteristics and structure- Project reports types- characteristics- structure - Process
and mechanics of report writing- visual aids- abstract - executive summary recommendation writing-
definition of terms.

INTRODUCTION TO PROJECT

A project may be defined as a complex of non-routine activities that must be completed within a set
time period and with a given amount of resources. A Project may be
Establishment of new factory
Modernization of plant and machinery
Undertaking of a research study
Development of a new product

CHARACTERISTICS OF A PROJECT
Focus
Set of objectives for achievement
Life span
Always time-bound, time limits are well defined
Separate set-up
Temporary organization structure or team is assigned the responsibility of completing the
project.
Life cycle
Several stage conceptual phase, definition phase, planning phase, operational phase,
post-accomplishment and divestment phase
Uniqueness
Fingerprint of individuals
Budget
Specific budget and expected to complete within assigned funds.
OBECTIVES FOR PREPARING A PROJECT

E Represents the results of technical, economical, and financial feasibility studies of the project.
E Serves as the basis on the basis of which the concerned government agency gives clearance
E Serves as the guide for the starting and implementation of the project.
E Helpful in achieving the time and cost limits.
E Helpful in obtaining financial assistance from banks.
E Reflects commitment of the project.

CONTENTS OF A PROJECT

General information about the project
Background of the promoters.
Particulars of the business concern undertaking the project.
Details of the project
* Capacity

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* Process
* Technical arrangement
* Management
* Location and land
* Buildings
* Plant and machinery
* Raw material
* Utilities
* Effluents
* Labor
* Labor housing
* Schedule of implementation
* Other projects of the concern
Cost of the project
Means of financing
Marketing and selling arrangements
Profitability and cash flow details.
Economic considerations
Government clearance

GUIDELINES FOR WRITING A PROJECT
+ General information
^ The feasibility report should include an analysis of a industry to which the project
belongs.
^ It should deal with the past performance of the industry.
^ The description of the type of industry should also be given, i.e., priority of the industry,
increase in production, role of the public sector, allocation of investment of funds, choice
of technique, etc.
+ Preliminary analysis of alternatives
^ It should contain present data on the gap between the demand and supply for the outputs
which are to be produced, data on the capacity that would be available from projects that
are in production or under implementation at the time of the report is prepared.
+ Project description
^ The report should provide a brief description of the technology or process chosen for the
project.
+ Marketing plan - It should contain
^ Data on the marketing plan. Demand and prospective supply in each of the areas to be
served.
^ The methods and the data used for making estimates of domestic supply and selection of
the market areas should be presented.
^ Estimates of the degree of price sensitivity should be presented
^ It should contain an analysis of past trends in prices.
+ Capital requirements and costs
^ The estimates should be reasonably complete and properly estimated.

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+ Operating requirements and costs
^ Operating costs are essentially those costs which are incurred after the commencement of
commercial production.
^ Cost of raw materials, intermediaries, fuel, utilities, labor, repair and maintenance, selling
expenses and other expense.
+ Financial analysis
^ The purpose of this analysis is to present some measures to assess the financial viability
of the project.
^ A proforma balance sheet for the project data should be presented.
+ Economic analysis
^ Social profitability analysis need some adjustments in the data relating to the costs and
return to the enterprise.

MEANING OF REPORT

A report may be defined as a formal statement describing a state of affairs or what has happened.
The main features of a report are as follows:
A statement containing some information
Orderly presentation of facts about some activity or event or programme
An objective and unbiased presentation of facts.
Is written for a specific audience
Contains conclusions drawn by the writer together with the procedure
Often includes recommendations
Written for some specific purpose
Is submitted by a lower authority to a higher authority.

IMPORTANCE OF A REPORT

. Reports provide valuable information for planning and decision-making.
. Reports help to measure employee performance and thereby assisting managerial control.
. Aim at analyzing the impact of changing business conditions on the performance and growth
of an enterprise.
. Means of keeping in touch, and maintaining contacts with customers, shareholders, creditors
and the government.

TYPES OF A REPORT

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CHARACTERISTICS OF A GOOD REPORT
* Simplicity
* Clarity
* Precision
* Completeness
* Irrelevant
* Cross-reference
* Objectivity
* Brevity
* Reader-oriented

STEPS IN REPORT WRITING
The process of preparing a report consists of the following stages.


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PRINCIPLES OF DRAFTING A REPORT
Principle of purpose
Principle of organization
Principle of clarity
Principle of brevity
Principle of scheduling
Principle of cost

PART A
1. Define a project and describe the characteristics of a project?
2. What is a project report? Why it is prepared?
3. Enumerate the major elements of a project report?
4. What guidelines should be followed while writing a project report?
5. Explain the meaning and nature of a report?
6. Explain the importance of reports?
7. Discuss the different types of reports in details.
8. How to summarize annual report?
9. Steps in report writing?
10. What are the principles of the report?

PART B
1. Explain the different types of report?
2. Explain the steps in report writing?
3. Enumerate the major elements of a project report?
4. Discuss the different types of reports in detail?
5. What are the contents of a report? Explain in detail?

MODEL QUESTION PAPER #1
10x2=20 marks
1. Define Communication?
2. Mention the factors that lead to problems in communication?
3. Identify the elements involved in communication process?
4. What are the advantages of listening?
5. Mention the seven steps that are essential for effective oral presentation?
6. Differentiate a short report from long report?
7. What do you mean by memo?
8. What is a proposal? What are the common types?
9. What is Bibliography?
10. Define Pictograms?
5x16=80 marks
11 a) Explain the 7Cs of effective communication?

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b) Describe Intercultural communication? (or)
12 a) Discuss the concepts and problems of communication?
b) Write notes on the importance of non-verbal communication?
13 a) Write note on the steps involved in preparing effective oral presentation?
b) Explain the four methods of delivering a speech? (or)
14 a) Prepare a checklist for improving listening skills?
b) Discuss the basic issues in negotiating the job offer?
15 Hatsun Milk Products Pvt limited, Chennai is looking for a dynamic marketing manager. The manager
will be responsible for organizing sales promotion, publicity, movement of goods and control of various
depots and distribution centres of the company. Draft a suitable application for appointment. (or)
16 a) Discuss the various techniques of conducting and participating in a meeting?
b) Write a job application letter along with a resume to your dream company. Assume necessary
details?
17 a) Draft an application for the job of a Lecturer in management department?
b) Write a sales letter to promote the sales of any of the following
i) a financial product
ii) an educational service (or)
18 Complaints are not routine letters. The writer has to write them with special care and skill Do you
agree with this view? Justify your answer?
19 a) What are the elements that constitute the structure of a formal report? Explain each of them?
b) What are the kinds of proposal? Describe the structure of each? (or)
20 a) Discuss the different types of short reports.
b) Prepare a checklist for Bad-news message.
MODEL QUESTION PAPER #2
Part A A
1. Define personal communication. Does it affect the attitude of individuals?
2. Identify the elements involved communication process
3. How do you give constructive feedback?
4. Name the activities involved in listening.
5. Write the purpose of business letters.
6. Briefly describe the process of writing business messages.

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7. Define business report.
8. Explain the term proposal. Name the types of proposals.
9. What are the different ways of organizing a report?
10. What are structural coherence helpers?

Part B
11. A) List the type of internal operational and external operational communication that may occur in a
medium sized apparel manufacturing unit.
Or
b) Explain the verbal and non verbal barriers to communication.

12. A) meetings involve oral communications. In a meeting a person will be either a leader or a
participant. Elucidate the importance leader and participant role in a meeting.
Or
b) International business would not be possible without international communication. Comment on the
statement.

13. A) In yesterdays daily newspaper you saw an advertisement about some property that just might be
what you have been looking for:
Rocky mountain lodge on 269 scenic acres of forest, breathtaking mountain view, running stream through
property. Twenty two rooms, 25 baths, large kitchen, dining room, and lobby. Giant fireplace. There
service buildings. Two tennis courts, a steal at $2,450,000 p.o box 7413, Denver, CO 802209.

One of the industrial clients of your real estate business is seeking a building like this. The area and the
price are right. But your client has some specific requirements that the advertisement doesnt cover. So
you will write a letter to the advertiser to determine whether the place meets those requirements.

Your client wants a place that is easily accessible throughout the year by auto mobile because the building
would be used as a corporate retreat and training centre, tow rooms suitable for the meetings of up to 15
people 2 would be needed. Then there should be at least 15 rooms suitable for bed rooms. It would be
helpful if the advertiser could send you the picture of the place or a brochure. Also you had like to know
the real estate taxes on the property and how old is the structure. You may think o f the facts your client
should know before inspecting the property. Now write the enquiry letter.
Or
b) Write a sales letter to promote the sales of any one of the following.
i. a financial product.
ii. An educational service.

14. a) answer the following
i. what are the common characteristics of business reports.
ii. What are the common types of business reports?
or
b) write the detailed answer on the common content for research proposal . Give an example of your own

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research proposal.

15). A) how do you collect data for your report. Describe the merits and demerits of the various data
collection methods.

Or
b) Write a short report on the topic business communication

FINAL WORD OF SUGGESTION . . .

Practice makes perfect

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