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Assignment # 1 (MBA)

525-Bussiness Communication

Allama Iqbal Open University

For

Saeed Ahmed ChaudryHouse No 237-A

St No.11 !ul"ar-e-#ai$Airport %in& 'oa$ 'a(alpin$i

)y

*esba+ A. ,+an'oll # P541892

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525-Bussiness Communication

#-1a Business is not possible without communication. Discuss the statement with specific reference to effective communication.

ommuni/ation is an important /on/ept as it entails t+e s+arin0 an$ transer o &no(le$0e amon0 0roups an$ /ultures.S/+ramm 144 $eines /ommuni/ation at its simplest level as the process of establishing a commonness or oneness ofthought between a sener an receiver. *ana0ers at all levels 0enerally nee$ to be able to /ommuni/ate su//essully.In/reasin0ly t+ey must /ommuni/ate in a ne( (orl$ o $iverse /ollea0ues /lients an$ /ustomers o international operations.In$ee$ t+e (ay one /ommuni/ates to$ay is in /ontrast to even ive years a0o. ommuni/ation via Internet /an enable peopleseparate$ by t+ousan$s o miles to &no( o t+e a/tivities o ot+ers (+om t+ey $o not personally &no( an$ s+o( potentially/ommon elements in t+e (ays $ierent 0eo0rap+i/ally separate$ people /on$u/t t+eir lives .

5eople in or0ani"ations typi/ally spen$ over 746 o t+eir time in an interpersonal situation t+us it is no surprise to in$ t+at at t+eroot o a lar0e number o or0ani"ational problems is poor /ommuni/ations. 8e/tive /ommuni/ation is an essential /omponent oor0ani"ational su//ess (+et+er it is at t+e interpersonal inter0roup intra0roup or0ani"ational or e9ternal levels.

ommuni/ation is &ey to any business su//ess: Unless potential /lients an$ /ustomers are a(are o your business t+ey (ill not+ave t+e inormation to /onta/t you or to pur/+ase your pro$u/ts. ;+en t+ey are a(are o your business t+ey must be able to

/onta/t it easily.ay to $ay /ommuni/ation is base$ on or$inary unstru/ture$ an$ unplanne$ i$eas. In $ay-to-$ay /ommuni/ation t+e ob?e/tive isnot al(ays to a/+ieve any spe/ii/ 0oal but to en0a0e in so/iali"ation an$ ree e9/+an0e o spe/ii/ personali"e$ i$eas.

On t+e ot+er +an$ business /ommuni/ation is base$ on t+e /ertain ob?e/tives t+at +ave to be a/+ieve$ an$ /ertainor0ani"ational inormation t+at +as to be transmitte$. Here t+e /ommuni/ation is planne$ an$ or0ani"e$ to ma&e statements t+atare /orre/t an$ a//urate. Usually in business /ommuni/ation t+e statements ma$e may +ave le0al an$ bin$in0 impli/ations so it+as to be (ell t+ou0+t out.

Alt+ou0+ t+ere are aspe/ts o business /ommuni/ation t+at resemble $ay to $ay /ommuni/ation or e9ample in an or0ani"ation(+en t(o equally positione$ /ollea0ues (rite or spea& to one anot+er t+ey may use a personali"e$ in tone to en/oura0e a/or$ial environment but t+at in no (ay (arrants t+e /ommuni/ation to be li&e $ay to $ay /ommuni/ation be/ause it impa/ts t+e$e/isions an$ business a/tivities o t+e or0ani"ation an$ in so $oin0 +ol$s (ei0+t t+at or$inary /ommuni/ation $oes not.

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$ ,hat are the -even s of communicating$ Discuss with e+amples from practical situations which guielines shoul be %eptin view to achieve seven /ualities.

8e/tive /ommuni/ation boils $o(n to &no(in0 t+e purpose un$erstan$in0 t+e au$ien/es nee$s an$ t+en /learly/ommuni/atin0 t+e inormationC&no(le$0e. 8very /ommuni/ation s+oul$ be /lear +uman +elpul an$ as rien$ly as t+e topi/allo(s.

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# 2a 89plain t+e impa/t o mo$ern te/+nolo0y on t+e style o business /ommuni/ation (+i/+ problems are anti/ipate$ $ue

to te/+nolo0i/al revolutionG

*o$ern te/+nolo0i/al a$van/ements in /ommuni/ation +ave 0reatly ae/te$ t+e style o business /ommuni/ation.

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b ;+at is meant by business et+i/sG ;+at /are s+oul$ be ta&en to prevent liti0ation in t+is re0ar$G

!e%inin Business Ethics

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o t+e in$ivi$ual to t+e /ulture an$ t+e in$ivi$uals a/quisition o t+ose values an$ attributes. Hoste$e 11 reers to t+is as t+ecollective programming of the min. In$ee$ /ulture is not an easy p+enomenon to quantiy +avin0 seen no less t+an one+un$re$ $einitions (it+ $einition su/+ as /ulture a share s"stem of perceptions an values or a group who share a certains"stem of perceptions an values. ierent 0roups o people per/eive t+in0s on t+eir o(n (ay an$ perorm t+in0s $ierently rom ot+er 0roups. Some aut+orsar0ue t+at &no(le$0e o a /ulture /an +elp re$u/e /omple9ity an$ un/ertainty in $e/ision-ma&in0 (+ile ot+ers ar0ue t+at t+eissue o /ulture an$ t+e nee$ or better un$erstan$in0 +as be/ome ma?or parts o or0ani"ational be+avior.A/a$emi/s +ave $ebate$ t+e importan/e o un$erstan$in0 t+e /ulture values o orei0n asso/iates.

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# 3a ;+at are t+e ive plannin0 steps in preparin0 a business messa0esG

ierentiate bet(een soli/ite$ an$ unsoli/ite$ sales letter an$ sales letter an$ sales promotion letter (+at 0ui$eliness+oul$ be observe$ or (ritin0 t+ese lettersG

Soli/ite$ sales letter are t+ose t+at are (ritten by t+e sellin0 or0ani"ation in response to an inquiry initiate$ by t+e prospe/tive/lient ;+ereas an unsoli/ite$ letter is one initiate$ by t+e or0ani"ation to t+e prospe/tive /lient base$ on t+e possibility o0eneratin0 interest in t+e pro$u/t an$ subsequent sales.

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listenin0

/onversation

summari"in0

parap+rasin0

Havin0 0oo$ interpersonal /ommuni/ation s&ills support su/+ pro/esses as@

sellin0

/ounsellin0

/oa/+in0

mentorin0 an$ /o-mentorin0 (+i/+ is mentorin0 in 0roups

/onli/t resolution

5roposals

A proposal is an oer or bi$ to $o a /ertain pro?e/t or someone. 5roposals may /ontain ot+er elements--te/+ni/al ba/&0roun$re/ommen$ations results o surveys inormation about easibility an$ so on. )ut (+at ma&es a proposal a proposal is t+at itas&s t+e au$ien/e to approve un$ or 0rant permission to $o t+e propose$ pro?e/t.

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+e are ine%%icient listenersNumerous tests /onirm t+at (e are inei/ient listeners. Stu$ies +ave s+o(n t+at imme$iately ater listenin0 to a 1-minute oralpresentation t+e avera0e listener +as +ear$ un$erstoo$ an$ retaine$ 4 per/ent o (+at (as sai$.;it+in DL +ours t+at $rops o anot+er 4 per/ent to a inal level o 25 $ercent e%%iciency.In ot+er (or$s (e oten /ompre+en$ an$ retain only one ourt+ o (+at (e +ear. ;e all (ant to be more t+an 24 per/entei/ient. Its not $ii/ult to see t+e many problems inei/ient listeners /an /reate or t+emselves an$ ot+ers. 5oor listenin0/auses us many personal an$ proessional problems.

)istenin s(ill su%%ers ,ith aeOt+er stu$ies in$i/ate t+at our listenin0 s&ill suers as (e 0et ol$er. >r. 'alp+ !. Ni/+ols lon0-time proessor o r+etori/ at t+eUniversity o *innesota no( retire$ says in +is boo& Are 7ou 0istening$t+at Ji (e $eine t+e 0oo$ listener as one 0ivin0 ullattention to t+e spea&er irst-0ra$e /+il$ren are t+e best listeners o all.J

)istenin is hard ,or(Anot+er li&ely reason or inei/ient listenin0 is t+at its +ar$ (or& to listen intently. Have you been or/e$ to listen intently or ane9ten$e$ perio$ o timeG

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. Su'mit to emotional ,ords.;ere all a(are o t+e emotional impa/t o some (or$s. >emo/rat an$ 'epubli/an areemotional (or$s or some people. So are nort+ern an$ sout+ern or ot+ers. ont letemotional (or$s 0et in t+e (ay o +earin0 (+at a spea&er is really sayin0.

1. +aste thouht $o,er.Ni/+ols 1t+ ba$ listenin0 +abit is t+e one +e eels is most important. It is (astin0 t+e$ierential bet(een t+ou0+t spee$ an$ t+e spee$ at (+i/+ most people spea&.

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#Da !oo$ /ommuni/ation improves employees attitu$e an$ perorman/e in an or0ani"ation. >is/uss

8mployees attitu$e is $etermine$ by +is level o ?ob satisa/tion &no(le$0e o t+e (or&in0 environment an$ t+e ?ob nature an$t+e sense o se/urity $erive$ rom ee$ba/& rom ot+er members o t+e or0ani"ation. All o t+ese a/tors are $epen$ant on t+equality o /ommuni/ation (it+in an$ outsi$e t+e or0ani"ation.

Mob satisa/tion is a/+ieve$ (+en an employee eels t+at +is (or& is (ort+ (+ile an$ +isC+er (or& is a$$in0 value to t+eor0ani"ation an$ improvin0 +isC+er s&ills. ire/tor +as as&e$ or your opinion in t+e matter an$ +as requeste$ or brie report on t+e sub?e/t. ;ritesu/+ a report.

*he m$act o% 0orein exchane %luctuation on Business

'ntrouction

On Mune 3 you as&e$ t+at I prepare a report on t+e re/ent lu/tuations in orei0n e9/+an0e rates an$ t+e impa/t on ourbusiness operations. 5lease in$ belo( my in$in0 on t+e matter.

ollar in t+e past ollar 'ate s+eet or t+e past 2 mot+s a 0rap+ (as 0enerate$ or t+e $ollar pri/e verses time an$ as one /ansee t+ere is a 0ra$ual rise in t+e pri/e (it+ almost linear be+avior.

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6eview of 'mports an 3oreign service purchases in the past 8 months

>ue to t+e +eavy pro$u/tion operations 0oin0 on sin/e t+e last mont+ t+is /+an0e in t+e $ollar arte +as brou0+t up our /ost opro$u/tion si0nii/antly. Our orei0n pur/+ases in/lu$in0 servi/es (as appro9imately 3 US> in Muly an$ 21 in Au0ust.

Sin/e our operations are still on0oin0 an$ pro$u/tion $epartment envisa0e$ an e9pe/te$ /ommissionin0 $ate or t+e maina/ilities to be aroun$ O/tober it seems t+at (e (ill +ave to bear t+is e9pense or t+e time bein0.

onclusions

As is evi$ent rom t+e $ata (e are a/in0 a ma?or in/rease in our /ost o pro$u/tion $ue to t+is une9pe/te$ rise in t+$ $ollarpri/es an$ it seems t+at (e +ave no /+oi/e but to /ontinue till our pro$u/tion operations t+at involve +i0+ pro/ee$ imports are/omplete$ by t+e en$ o O/tober. Ater t+is (e (ill +ave to plan uture a/tivity by &eepin0 in vie( t+e $ollar situation an$ ort+in0s t+at /an be postpone$ (e (ill +ave to (ait or t+e rates to stabili"e (+i/+ is anti/ipate$ by t+e inan/ial analysts to beappro9imately by t+e last quarter o 2D.

/ 5repare notes or a s+ort tal& to a 0roup o employees about ee/ts o +i0+ turn over o personnel in your or0ani"ation.

Ob?e/tive@>is/uss on t+e ee/ts o +i0+ employee turnover on t+e or0ani"ation.

*embers to parti/ipate@

!6 Manger

Accounts Manager

-ales Mangers

5ther relate personnel

A0en$a

1. Statisti/al inormation about t+e turnover rate sin/e t+e past 1 year@ inormation on total turnover an$ t+e overallmont+ly rise or t+e past one year (ill be revie(e$ usin0 i0ures rom t+e H' $epartment. Inormation on $epartment-

(ise se0re0ation (ill also be require$. Finan/ial Inormation overall /ost o up&eep or t+e personnel or one year (illbe require$ in/lu$in0 all employee relate$ e9penses t+at (ere in/urre$. *ont+ly an$ $epartmental se0re0ation (ill berequire$. Also Sales inormation Overall status o sales an$ sales revenue (ill be require$ or t+e past year.

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2. auses or t+e rise in employee turnover. ;e (ill attempt to +i0+li0+t an$ analy"e t+e /ause or t+e rise in employeeturnover or t+is perio$ an$ loo& at t+e a/tors ae/tin0 turnover rates. ;e also nee$ to /ompare (it+ t+e in$ustrytren$s an$ see i t+is +as any relation to t+at or is it pe/uliar to our or0ani"ation

3. 8e/ts. ;e nee$ to loo& at t+e overall ee/t o t+is rise an$ /orrelate (it+ t+e inan/ial $ata available to us. Is it really0ivin0 us proitsG ;+at are t+e overall lon0 term ee/ts envisa0e$G

D. Future /ourse o a/tion. A uture plan +as to be /+al&e$ out to $eal (it+ t+e issue an$ to (or& out strate0ies toma9imi"e our ei/ien/y an$ pro$u/tivity ta&in0 into /onsi$eration t+e $ire/tion t+at (e are +ea$e$.

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$ ;rite a letter to t+e appropriate aut+ority ma&in0 a spe/ii/ /omplaint about t+e roa$ servi/es in your area. ;rite alsot+e reply on be+al o t+e aut+ority.

1 Au0ust 2D

ire/torapital >evelopment Aut+orityIslamaba$

Sub on$ition o ,ayaban-e-Mau+ar an$ its ee/ts on t+e lo/al resi$ents

>ear Sir

It is submitte$ t+at (e t+e resi$ents o I-1C2 are a/in0 0reat $ii/ulty in /ommutin0 to our (or& pla/es $ue to t+e +orrible stateo t+e main roa$ to (+i/+ sub?e/t reers.

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1 O/tober 2D

'e @>ACC237L73CI-12

*esba+ A ,+anLE ,+ayaban-e-Mau+arI-1C2Islamaba$.

Sub on$ition o ,ayaban-e-Mau+ar an$ its ee/ts on t+e lo/al resi$ents

It is in t+e noti/e o t+is aut+ority t+at t+e sai$ roa$ is in repairable /on$ition an$ t+at a/tion nee$s to be ta&en in t+is re0ar$. =our/omplaint +as been re0ister nonet+eless.

5lease note t+at repairin0 a/tivities or ,+ayaban-e-Mau+ar are plane$ soon an$ /ontin0ent upon ot+er a/tors repair a/tivity (illta&e pla/e (it+in t+e year 24. ire/tor ivil ;or&s>A

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#4a ;+at are t+e un/tions o a business reportG ;+at are its &in$sG 89plain

'eports are 0enerally (ritten as a (ritten presentation topi/ or t+e purpose o inormin0 t+e au$ien/e o t+e resear/+ $one on aparti/ular topi/.

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b 89plain +o( summaries /on/lusions an$ re/ommen$ations are use$ in lon0 reportsSummaries

One /ommon (ay to (rap up a report is to revie( an$ summari"e t+e +i0+ points. I your report is rat+er lon0 /omple9 +eavily$etaile$ an$ i you (ant your rea$ers to /ome a(ay (it+ t+e ri0+t perspe/tive a summary is in or$er. For s+ort reportssummaries /an seem absur$--t+e rea$er t+in&s J=ouve ?ust tol$ me t+at:J Summaries nee$ to rea$ as i time +as passe$ t+in0s+ave settle$ $o(n an$ t+e (riter is vie(in0 t+e sub?e/t rom +i0+er 0roun$. A summary is ob?e/tive. It in/lu$es only t+e maini$eas (+i/+ are essential to t+e /omplete report. It is /on/ise. A summary is usually about si9 to ei0+t lines lon0 representin0 2to 4 6 o t+e report. A summary is usually in t+e orm o a para0rap+ but it may be a sin0le senten/e.

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/ ;rite a /ompre+ensive report to your /+ie e9e/utive (+o as&e$ you to visit a a/tory (+ere (or&ers are on stri&e ort+e last t(o (ee&s. 5oint out t+e 0rievan/es o (or&ers an$ also 0ive t+eir reme$ies.

5oints observe$

ntroduction

On 21st Muly 2D a stri&e (as observe$ in t+e S+i&arpur a/tory t+at laste$ or one (ee&. All ?unior sta (as involve$pro$u/tion a/tivities (ere /ompletely +alte$ $urin0 t+is perio$. I (as inorme$ by t+e pro$u/tion man0er an$ I arrive$ on2Et+Muly to investi0ate t+e matter.

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on/lusions an$ 'e/ommen$ations

From observations ma$e above t+e ollo(in0 /on/lusions +ave been $erive$@

1