Monday, September 22, 2008

Learn About Business Communication

Business Communication
Q. What are the parts of a business letter?

Ans. There are ten parts of a business letter. A business letter comprises of the letter head, dateline, return, address, reference line, salutation, body, complimentary close, signature, stenographic reference and at times abbreviations such as enclosures or copies . All the parts are equally important for business and communication. The company’s letter head has the company’s name, address (es), phone numbers etc. The date should be always accurate. The body of the letter is broken down into paragraphs. If we use a typist to type. Our letter we have a stenographic reference – written as FWW/ tg or FWW : tg

Q. Define Memo?

Ans. A memo or a memorandum is used for communicating some important message or information within the organization. If a memo leaves the office then it becomes a letter. A memo should be short, precise, and should convey the message in such a way that it forces the receiver to act or respond, what ever may be the aim of the memo. A lot of skill is required to write a good memo. Avoid making it two long, we should not use slang, jargons, clichés and tardy language, we should not use too many ways we should start with the action we want to be taken and then give our explanations. It should be grammatically correct.

Q. Define Communication?

Ans. Communication is means of expression our thoughts, ideas, beliefs, feelings, etc. to the other. To communicate effectively we need participants, context and a common code. There has to be a sender of the message and a receiver of the message. It is not a simple linear process, as feedback also forms an important part of communication. Business Communication can be written or oral, formal or informal, inter operational or external organization. It can also be personal. It has a very important role in our lives and has brought about the progress of our civilization.

Q. What is active language?

Ans. It is often said that we should use active language in our letter to make then interesting for the reader dull and passive language can not hold the interest of the reader for long. Active or fresh language incites the readers to act accordingly. We should avoid the use of jargon, hackneyed sentences and clichés. Only when we want to sound sympathetic we should use passive language. Active language is fresh and to the point that is specific and the reader does not have to look for meanings within the tent.

Q. What is Written Communication?

Ans. When we communicate by writing a letter, a memo, a report, an invitation etc. Then all these become forms of effective business communication. Written communication has several advantages. There are no geographical limits for a letter, it can travel to any part of the world. It does not require the sender and the receiver to be at the same place at the same time for exchange of thoughts. But it is also an expensive form of communication as it involves a lot of paper, stationery etc. but once something is given in writing, it can be used for reference, becomes permanent and acts as a contract on paper. Thus, written document have more validity and build stronger relations between organizations and their clients etc.

Q. Why is external communication important?

Ans. The Communication that takes place within an organization is internal. And the flow of information into and out of an organization is called external communication. There are a lot of factors or forces acting outside an organization, like market forces, competitions, climate, government policies, ever-changing tastes of the customers etc. Any manager has tp keep abreast of all these external factors, He has his own channels of communication which bring him all the news of the outside world similarly, the organization gives out Information about its products etc. through its Written communication etc.

Q. Write the words frequently confused (25 nos)?

Ans. A lot of words are frequently confused in business communication. We should always keep some reference book, dictionary, to avoid confusion

* Accept : To agree to.
* Except : An exception.
* Cite : Give example
* Site : A location
* Counsel : To make some one understand
* Council : An executive body
* Principal : Most important
* Principle : A value
* Advice : used as noun
* Advise : used as a verb
* Weather : climate
* Whether : choice, option
* We should also avoid using legal terms like here with, there to etc.
* Avoid using technical terms, jargon etc.
* Avoid using slang, clichés and hackneyed sentences.

Q. What corrective action are to be followed when initiating a disciplinary action?

Ans. When initiating a disciplinary action we should follow certain steps. Their order may vary depending upon the gravity of the mistake committed. First a verbal warning is giving to an employee. This is done after clarifying with him / her whether he is aware of all the rules of the organization or these that he might have broken. No record of this is maintained for the first time. But if even after repeated verbal warnings, the employee does not abide then a final warning is given to him, He then gets the warning letter, not abiding to it may lead to his suspension or termination, if passed by the manager of administration. All written warning are documented and are entered into the employee’s records

Q. What are the factors which influence a good communication system?

Ans. A communication system to be effective requires a lot of precision for communication to take place there have to be participants, context (time and place) and a common code (signals, language etc.) A good communication system as not linear. The message is sent from the sender to the receiver. And this message requires a medium to travel. There is also feedback from the receiver and the sender. The language used, should be well-understood to both. The words have to be choose with great precision. Now a day, both men and women occupy important position in most firms, so the language should be gender – inclusive.

Man – hours = Staff hours

Watchman = Security Person

Craft man = Craft worker

Policeman = Police officer

If the words are exchange in a noisy environment, then the speakers have to be loud. The talk should be in active language, fresh and should be able to hold the attention of all.

Q. what function does a business letter serve in a business?

Ans. A business letter serves a very important function in a business. Any information that has to go out of an organization, has a special purpose, and also has the reputation of the company at stake. If the business letter is well-written, half the battle is already won. Whereas, a badly written letter, speaks low of the writer and an organization. We often go through a lot of business letters and save those few which had held our attention because of their style. We use these for our reference in future. A business letter may have the purpose of eliciting some information. Or giving out some information. We should use a single format of writing and be very choosy with the word. These become permanent records and are reference to at several instances. They help to at relations between people of different organization who may never get to meet in person.

Q. Write a letter accepting and refusing an invitation to a birthday party?

Ans. A letter accepting or refusing an invitation to a birthday party should generally be informal unless the same is addressed to your boss or any other superior authority, or some one who is not very well known to you.

A letter of regret should have an apologetic tone, while one of acceptance should state in clear words your willingness to be a part of the ceremony.

Q. Explain the effective business letter which speaks to the render interests and needs?

Ans. A business letter has several parts. There are letterhead, dateline, return address, reference lines, salutation, body, complimentary close, signature, stenographic reference, abbreviations like enclosures or copies. There are different formats of writing a business letter. There is full block, block, semi-block or the simplified form. We can choose any form we like, but we should stick to it.

The company letterhead has the name, address (es), phone number(s) of the company. The date has to be accurate, as it can be used for future reference and should be written in a proper format. The language should be gender- inclusive. The salutation can begin with Ms or Mr. The reference lines could be attention, private and confidential or subject. The body should be broken into paragraphs. The message should be readable and demanding an action from the recipient or the receiver. The aim of writing the letter should be clearly stated. We should avoid the use of slang, jargon and clichés. The sentences should not be too long or tardy. They should be written in active language. Dull language does not attention of the reader for long.

And the most important thing to make the letter interesting is that, most letters are written from the writing’s point of view. The key is that they should be writing from the READER’S OR RECEIVER’S POINT OF VIEW. Without wasting many lines the writing should convey, what is expected of the reader.

In the full block format all the parts of the letter are written flush to the left margin. In the semi-block format the paragraphs are indented and the dateline, complimentary close, signature are slightly towards the centre from the right margin. In the simplified form, we have done away with the salutation.

The Complimentary close of a business letter can be sincerely, yours truly, sincerely yours etc. A mention has to be made of the documents enclosed or of the other authorities stenographic reference can be written as FWW: Kg or FWW / tag. Where the name of the typist is written in small letter or italics.

The style of the business letter speaks a lot about the writer. The language should be grammatically correct, with proper punctuation marks and spelling. It is always advisable to keep a dictionary or thesaurus handy, while writing a letter.

Avoid legal terms, unless you are a lawyer or are working for a legal firm. Avoid using common words that drive a person up the wall. The tone of the letter should be able to draw attention of the reader. We can use some well – written business letters for our reference.

Q. Describe the role of communication in a business organization.

Ans. The role of communication in a business organization is many-fold and its value is not over – emphasized. Communication is important in all walks of life. We all need to give rent or to express our ideas, thoughts, beliefs, feeling and share them with others, communication can be oral or written.

Within an organization, it can be formal or informal. The communication can be internal, external or personal formal communication, through proper channels within an organization, is inter organization. Communication of information from in the market, Competitors, environmental changes, government policies etc. is external. Company’s sales force does direct selling, advertising reaching directly to the customers.

Much of the communication that takes place in an organization is personal. People need to talk and mingle with their colleagues otherwise they would feel de-motivated in the work place. These small personal chats also lead to the crystallization of their ideas.

The people at the top are also aware of the presence of the ‘grapevine’ and they communication good thoughts to these talk leaders and they will travel throughout the organization.

The communication within an organization can be upward, downward, lateral or diagonal. The downward flow of information is from the top down to the lower ranks. The upward communication voices the concerns, grievances, ideas of the lower ranks to their superiors. Lateral takes place between people on similar posts. And diagonal is inter – departmental exchange of information. Memo is a written form of communication within an organization several organizations have messengers, conveyers, overhead conveyers, lifts, horizontal belts or rollers to carry the written document. They have in and out trays where they can be placed.

Offices have P.B.X or P.A.B.X which works with the help of switch boards, requiring an operator or automatic. These connect the employees of an organization telephonically several organizations have intercoms so that people can speak to the different departments.

Realizing the importance of communication, organizations are using signals, bells, electric paging system, voice recorders etc. to aid effective flow of information within the organization. Different people are connected within the help of the local Area Network; they can send e-mails and stay informed of all the happenings.