Assignment Code: BCOLA-138/TMA/2022-23

Course Code: BCOLA-138

Assignment Name: Business Communication

Year: 2022-2023

Verification Status: Verified by Professor

Section A

Q1) What is meant by oral communication? Discuss its advantages and disadvantages. How can oral communication skills be improved?

Ans) Oral communication refers to the process of exchanging information, ideas, or thoughts between two or more people through spoken words. It is an important part of daily life and can take many different forms, such as face-to-face conversations, phone calls, presentations, and speeches. Oral communication is a crucial tool for effective communication in personal, social, and professional settings.

Advantages of Oral Communication

1. Immediate Feedback: One of the key advantages of oral communication is that it allows for immediate feedback. This means that the speaker can quickly receive input and adjust their message accordingly.

2. Clarity: Oral communication can help ensure that the message is clear and easily understood. This is because the speaker can clarify any points that may be confusing or unclear.

3. Personal Touch: Oral communication can be more personal and engaging than written communication. It allows the speaker to convey emotions, tone, and personality.

Disadvantages of Oral Communication

1. Misunderstanding: The lack of written documentation can sometimes lead to misunderstandings and misinterpretations.

2. Limited Accessibility: Oral communication is limited to the people who are physically present or available to listen. It cannot be accessed later or easily shared with others.

3. Distractions: Oral communication can be easily disrupted by external factors such as noise, interruptions, or distractions.

Improve Oral Communication Skills

1. Practice: The more you practice oral communication, the better you will become. Take every opportunity to speak in public, join a debate club, or participate in a discussion group.

2. Listen: Listening is an important part of oral communication. Pay attention to the speaker and try to understand their point of view.

3. Preparation: Before speaking, it is important to prepare what you are going to say. This will help you stay focused and organized.

4. Confidence: Confidence is key when it comes to oral communication. Believe in yourself, and trust that you have something valuable to contribute.

5. Feedback: Seek feedback from others to help you identify areas for improvement and build on your strengths.

Oral communication is an important tool for effective communication in both personal and professional settings. It has several advantages, such as immediate feedback, clarity, and personal touch. However, it also has some disadvantages, such as misunderstandings and limited accessibility. By practicing, listening, preparing, building confidence, and seeking feedback, anyone can improve their oral communication skills.

Q2) “Communication is the lifeline of a business organisation”. Elaborate.

Ans) Communication is an integral part of any business organization, and it can be considered the lifeline of a business organization. Effective communication enables a business organization to establish and maintain relationships with stakeholders, share information, and achieve its objectives. In this context, communication is not just about the exchange of information, but it is also about building trust, creating a sense of community, and promoting collaboration.

The following are some of the key reasons why communication is the lifeline of a business organization:

1. Coordination and Collaboration: Communication is essential for coordinating the efforts of different teams and departments within a business organization. Effective communication enables everyone to understand their roles and responsibilities and work towards a common goal. Collaboration is also enhanced when communication is effective, as individuals can share ideas, feedback, and insights with one another.

2. Decision Making: Effective communication is crucial for decision-making within a business organization. Managers need to communicate with their subordinates to understand their opinions, gather relevant data, and weigh different options before deciding. Similarly, communication with external stakeholders, such as customers and suppliers, can also provide valuable insights and information for decision-making.

3. Customer Relations: Communication is essential for building strong relationships with customers. Clear and transparent communication can help businesses understand their customers' needs and preferences, address their concerns, and build trust.

4. Employee Engagement: Communication plays a vital role in employee engagement. It is essential to keep employees informed about the company's vision, mission, and goals, and to provide regular feedback and recognition. Effective communication also helps create a positive work environment, promoting teamwork and job satisfaction.

5. Innovation and Change Management: Effective communication is essential for innovation and change management within a business organization. Employees need to be informed about new ideas, changes in processes or procedures, and the rationale behind these changes. This helps employees understand the importance of change and contribute to the change process.

Communication is the lifeline of a business organization as it enables coordination and collaboration, facilitates decision-making, builds customer relations, promotes employee engagement, and facilitates innovation and change management. Business organizations need to prioritize effective communication and invest in communication tools, training, and strategies to ensure that their communication is clear, transparent, and timely.

Q3) Briefly discuss the arrangement of a business letter.

Ans) A business letter is a formal written communication between two or more parties related to business matters. It is an essential tool for communication in the business world, conveying information, making requests, and conducting transactions. The arrangement of a business letter plays a crucial role in ensuring that the letter is professional, effective, and easy to understand.

1. Heading: The heading of a business letter includes the sender's address and the date of the letter. The sender's address typically includes the name of the sender, their job title, the name of the organization, and the address. The date is typically written in the format of month, day, and year.

2. Inside Address: The inside address includes the name and address of the recipient of the letter. It is essential to ensure that the address is accurate and complete to ensure that the letter reaches the intended recipient.

3. Salutation: The salutation is the greeting at the beginning of the letter. It is typically written as "Dear Mr./Ms./Dr./Prof. Last Name" or "Dear Sir/Madam." It is essential to ensure that the salutation is appropriate and respectful.

4. Body: The body of the letter is where the main content is written. It should be clear, concise, and focused on the purpose of the letter. It is important to use appropriate language and tone and to ensure that the letter is free from grammatical errors and spelling mistakes.

5. Closing: The closing of the letter is typically written as "Sincerely," "Yours faithfully," or "Yours truly." It should be followed by the signature of the sender and their printed name.

6. Enclosure: If there are any documents or attachments that accompany the letter, they should be listed under the "Enclosure" heading.

7. CC: If the letter is addressed to more than one person, the names of the additional recipients should be listed under the "CC" heading.

The arrangement of a business letter is essential for ensuring that the letter is professional, effective, and easy to understand. It is important to pay attention to each element of the arrangement, including the heading, inside address, salutation, body, closing, enclosure, and CC. By following the proper arrangement of a business letter, individuals and organizations can convey their message effectively and professionally.

Q4) What is postal life insurance scheme? Describe its salient features.

Ans) Postal Life Insurance Scheme (PLI) is a life insurance policy offered by the Department of Posts, Government of India. It is one of the oldest and most trusted insurance schemes in India, serving the insurance needs of postal employees and individuals in the rural and semi-urban areas of the country.

The salient features of the Postal Life Insurance Scheme:

1. Multiple Policies: The Postal Life Insurance Scheme offers six different policies, catering to the varied insurance needs of the policyholders. These policies include Whole Life Assurance, Endowment Assurance, Anticipated Endowment Assurance, Joint Life Assurance, Convertible Whole Life Assurance, and Children Policy.

2. Affordable Premiums: The Postal Life Insurance Scheme offers affordable premiums, making it accessible to people from all sections of society. The premiums for PLI policies are lower than those of other life insurance policies, making it an attractive option for those looking for affordable insurance cover.

3. High Sum Assured: The Postal Life Insurance Scheme offers a high sum assured, which is the amount payable to the nominee in case of the policyholder's death. The sum assured is determined based on the age and income of the policyholder.

4. Simple Eligibility Criteria: The eligibility criteria for the Postal Life Insurance Scheme are simple and easy to meet. Any person who is an Indian citizen and falls within the age limit of 19-55 years can apply for a policy.

5. Tax Benefits: The premiums paid towards the Postal Life Insurance Scheme are eligible for tax benefits under Section 80C of the Income Tax Act. The benefits received from the scheme are also tax-free under Section 10(10D) of the Act.

6. Nomination Facility: The Postal Life Insurance Scheme allows policyholders to nominate one or more persons to receive the policy benefits in case of the policyholder's death. This helps ensure that the policy benefits are distributed as per the policyholder's wishes.

7. Hassle-Free Claim Settlement: The Postal Life Insurance Scheme offers hassle-free claim settlement, ensuring that the policy benefits are paid out to the nominee in a timely and efficient manner.

The Postal Life Insurance Scheme is a trusted and reliable life insurance policy offered by the Department of Posts, Government of India. Its affordable premiums, high sum assured, simple eligibility criteria, tax benefits, nomination facility, and hassle-free claim settlement make it an attractive option for individuals and families looking for affordable life insurance cover.

Q5) Discuss in detail various types of reports.

Ans) Reports are written documents that provide information about a particular topic or subject. They are widely used in businesses, organizations, and institutions to communicate information, make decisions, and solve problems. Reports can be classified into several types based on their purpose, format, and content. Here are some of the most common types of reports:

1. Informational Reports: These reports provide information about a particular topic or subject without making any recommendations or suggestions. They are used to present information to a specific audience, such as market research reports, annual reports, and progress reports.

2. Analytical Reports: These reports analyse and interpret data or information to make recommendations or suggest solutions to a particular problem or issue. They are used to support decision-making processes and identify potential areas for improvement. Examples of analytical reports include feasibility reports, research reports, and financial reports.

3. Recommendation Reports: These reports make specific recommendations or proposals to a particular audience based on the analysis of data or information. They are used to suggest potential solutions to a particular problem or issue, such as project proposals, policy recommendations, and business plans.

4. Performance Reports: These reports evaluate the performance of an individual, team, or organization over a particular period. They are used to provide feedback, identify strengths and weaknesses, and suggest areas for improvement. Examples of performance reports include employee performance appraisals, project status reports, and financial reports.

5. Compliance Reports: These reports provide information about compliance with laws, regulations, or policies. They are used to demonstrate that an individual, team, or organization has followed the necessary procedures and met the required standards. Examples of compliance reports include environmental impact assessments, safety audits, and quality assurance reports.

6. Investigative Reports: These reports investigate a particular incident, issue, or problem to provide information about its causes and potential solutions. They are used to identify the root causes of a problem, determine liability, and make recommendations for improvement. Examples of investigative reports include accident reports, incident reports, and security reports.

Reports are an important tool for communication and decision-making in businesses, organizations, and institutions. The type of report used depends on the purpose, format, and content of the information being presented. Understanding the different types of reports can help individuals and organizations choose the most appropriate type of report for their specific needs.

Section B

Q6) What is meant by feedback? Explain your answer with the help of a suitable example.

Ans) Feedback refers to the information or response that is provided to a person or organization regarding their performance, behaviours, or actions. It is used to evaluate performance, identify areas of improvement, and provide guidance on how to achieve desired outcomes. Feedback can be positive or negative and can be provided in various forms such as verbal, written, or electronic.

For example, consider a manager providing feedback to an employee on their performance. The manager may provide positive feedback by acknowledging the employee's accomplishments and successes. This feedback can motivate the employee and increase their confidence in their abilities. On the other hand, the manager may also provide negative feedback by identifying areas where the employee needs improvement and providing guidance on how to improve their performance. This feedback can help the employee identify areas for growth and development.

Feedback is an important tool for personal and professional development as it helps individuals and organizations identify areas of strength and weakness. It also helps to ensure that individuals and organizations are meeting their goals and objectives. Feedback can be used to improve communication, build relationships, and increase productivity. For feedback to be effective, it should be specific, timely, and actionable.

Q7) Define the term quorum and explain what constitutes a quorum. What steps should a chairman take if quorum is absent or not maintained throughout the meeting?

Ans) A quorum refers to the minimum number of members required to be present at a meeting to transact business. The purpose of a quorum is to ensure that decisions made at the meeting are representative of the views of the majority of the members. The rules for determining a quorum are usually set out in the organization's constitution or bylaws.

The number of members required to constitute a quorum varies depending on the size of the organization and the purpose of the meeting. For example, a small committee may require only a simple majority to constitute a quorum, while a large organization may require a larger percentage of its members to be present.

If a quorum is absent or not maintained throughout the meeting, the chairman should take steps to address the situation. Firstly, the chairman should announce the absence of a quorum and suspend the meeting until a quorum is present. If the quorum is not met after a reasonable amount of time, the chairman may adjourn the meeting to a later date.

The chairman may also take steps to encourage attendance at the meeting, such as sending reminders or rescheduling the meeting at a more convenient time. In some cases, the chairman may need to take disciplinary action against members who consistently fail to attend meetings and prevent the quorum from being met.

Q8) State the characteristics of a good précis.

Ans) A good précis is a concise summary of a longer piece of writing that accurately captures its main points, without sacrificing clarity or coherence. The key characteristics of a good précis are:

1. Brevity: A good précis should be brief and to the point. It should be shorter than the original text, usually no more than one-third to one-fourth of its length.

2. Clarity: A good précis should be clear and easy to understand. It should convey the essential information of the original text in a way that is accessible to the reader.

3. Objectivity: A good précis should be objective and unbiased. It should present the main ideas of the original text without the writer's personal opinions or interpretations.

4. Accurate Representation: A good précis should accurately represent the content and meaning of the original text. It should convey the author's intended meaning, tone, and style.

5. Coherence: A good précis should be well-organized and coherent. It should follow a logical structure and flow, with a clear introduction, body, and conclusion.

6. Use of Language: A good précis should use language that is appropriate for the audience and purpose. It should avoid complex or technical terms and use clear and concise language.

A good précis is an essential skill for academic and professional writing. By following the characteristics of a good précis, writers can create a concise and accurate summary of a longer piece of writing, which is both informative and easy to read.

Q9) Giving suitable examples, discuss the characteristic features of affiliate marketing?

Ans) Affiliate marketing is a performance-based marketing strategy where an affiliate promotes a product or service on behalf of a merchant in exchange for a commission. Some of the characteristic features of affiliate marketing include:

1. Performance-Based: Affiliate marketing is a performance-based marketing strategy where the affiliate earns a commission only when a specific action is taken, such as a sale, lead, or click.

2. Cost-Effective: Affiliate marketing is a cost-effective marketing strategy for merchants as they only pay a commission when a sale is made. It also provides an opportunity for affiliates to earn income without having to invest in the product or service.

3. Flexibility: Affiliate marketing is a flexible marketing strategy that can be customized to suit the needs of both the merchant and the affiliate. Affiliates can promote products or services that are relevant to their audience, while merchants can choose the commission rates and payment models that work best for them.

4. Relationship-Based: Affiliate marketing is a relationship-based marketing strategy that relies on trust and mutual benefit. The success of the program depends on the quality of the relationship between the merchant and the affiliate.

5. Wide Reach: Affiliate marketing provides merchants with access to a wider audience through the affiliate's network and marketing channels. This can help to increase brand awareness and drive traffic to the merchant's website.

For example, Amazon Associates is a popular affiliate marketing program where affiliates promote Amazon products on their website or social media channels. When a customer clicks on the affiliate link and makes a purchase on Amazon, the affiliate earns a commission on the sale. Another example is the ClickBank affiliate marketing network, which offers a wide range of digital products for affiliates to promote and earn commissions on sales.

Q10) Describe salient features of video conferencing.

Ans) Video conferencing is a technology that allows people to communicate and collaborate in real-time, regardless of their location. Some of the salient features of video conferencing include:

1. Remote Collaboration: Video conferencing enables remote collaboration between individuals or groups, allowing them to work together from different locations.

2. Real-Time Communication: Video conferencing allows participants to communicate in real-time, reducing the need for travel and improving efficiency.

3. High-Quality Video and Audio: Video conferencing provides high-quality video and audio, making it easier for participants to see and hear each other clearly.

4. Screen Sharing: Video conferencing allows participants to share their screens, making it easier to collaborate on documents, presentations, and other visual materials.

5. Recording: Video conferencing can be recorded, allowing participants to review the content of the meeting later.

6. Interactive Features: Video conferencing may include interactive features such as chat, polls, and whiteboards, which allow participants to engage with each other and collaborate more effectively.

7. Security: Video conferencing platforms often include security features such as password protection and encryption, ensuring that the content of the meeting remains confidential.

For example, Zoom is a popular video conferencing platform that offers many of these features. It allows participants to join meetings from their desktop or mobile device, provides high-quality video and audio, and includes screen sharing and recording capabilities. Zoom also includes interactive features such as chat and polls and offers security features such as password protection and encryption to ensure the privacy and confidentiality of the meeting.

Section C

Q11) Distinguish between the following:

a) Internal communication and external communication

Ans) Internal communication refers to the exchange of information, ideas, and messages within an organization among its employees, management, and departments. It includes all forms of communication such as memos, emails, meetings, reports, and feedback. The purpose of internal communication is to facilitate collaboration, coordination, and decision-making within the organization and to ensure that everyone is working towards the same goals.

External communication, on the other hand, refers to the exchange of information, ideas, and messages between an organization and external parties such as customers, suppliers, investors, and the public. It includes all forms of communication such as advertising, public relations, social media, and customer service. The purpose of external communication is to establish and maintain relationships with external parties, promote the organization's products or services, and build the organization's reputation.

The main difference between internal and external communication is that internal communication takes place within the organization, while external communication takes place outside the organization. Internal communication is focused on facilitating collaboration and decision-making within the organization, while external communication is focused on building relationships and promoting the organization to external parties.

b) Telegram and cablegram

Ans) Telegram and cablegram are both types of communication used to send messages over long distances, but they differ in their method of transmission and delivery.

Telegram refers to a message sent through a telegraph system, which was the primary method of long-distance communication before the advent of modern telecommunications. Telegrams were typically sent and received through telegraph offices, and the messages were transmitted through wires. Telegrams were widely used for urgent or important messages that needed to be delivered quickly.

Cablegram, on the other hand, refers to a message sent through an undersea cable. Cablegrams were a later development than telegrams and were used to send messages over longer distances than telegrams. Cablegrams were also transmitted faster than telegrams and were more reliable, as they were less susceptible to interference.

c) Public meeting and private meeting

Ans) Public meetings and private meetings differ in terms of their purpose, attendees, and level of access. A public meeting is an event that is open to anyone who wishes to attend, such as a town hall meeting or a public hearing. The purpose of a public meeting is to provide a forum for public discussion or debate on a particular issue. Public meetings are typically hosted by government organizations, advocacy groups, or other organizations that are seeking to engage with the public.

On the other hand, a private meeting is an event that is restricted to a select group of attendees, such as a business meeting or a family gathering. The purpose of a private meeting is to discuss confidential or sensitive information that is not intended for public dissemination. Private meetings are typically hosted by businesses, families, or other groups that have a specific agenda or set of goals.

The level of access to public meetings and private meetings also differs. Public meetings are typically open to the media and the public, and the proceedings may be recorded or broadcasted. Private meetings, on the other hand, are typically closed to the media and the public, and the proceedings may be kept confidential.

d) Annual Equivalent rate and annual percentage rate

Ans) Annual Equivalent Rate (AER) and Annual Percentage Rate (APR) are two methods of calculating the interest rates on financial products, such as loans, mortgages, and savings accounts.

AER is used to calculate the interest earned on savings accounts and investments that pay interest annually. It takes into account the compounding of interest over the course of the year and expresses the rate as a percentage. AER is a standardized way of comparing the interest rates on savings accounts.

APR, on the other hand, is used to calculate the cost of borrowing, such as a loan or a mortgage. It includes not only the interest rate but also any other fees or charges associated with the borrowing. APR expresses the total cost of borrowing as an annualized percentage, allowing borrowers to compare the costs of different loans or mortgages.

Q12) Write short notes on the following:

a) Proxemics

Ans) Proxemics is the study of how people use space to communicate. It is a branch of nonverbal communication that focuses on the use of physical space, distance, and other environmental factors to convey meaning. Proxemics plays an important role in our everyday interactions, influencing our relationships with others and our sense of personal space. Proxemics is based on the concept of "personal space," which refers to the physical distance that individuals maintain between themselves and others. This distance can vary depending on cultural norms, gender, social status, and other factors. For example, in some cultures, people may stand closer together when conversing, while in others, a greater distance is maintained.

Proxemics can also include the use of other environmental factors, such as lighting, colour, and furniture arrangement, to convey meaning. For example, a brightly lit room may be seen as more welcoming and open, while a dimly lit room may be seen as more intimate or private. Understanding proxemics can be useful in a variety of settings, including business, education, and healthcare. By being aware of the ways in which physical space and other environmental factors influence communication, individuals can improve their interactions with others and enhance their overall communication skills.

b) Money order

Ans) A money order is a financial instrument used for making payments, like a check. It is a pre-paid and pre-printed document that can be purchased from a post office, bank, or other financial institution. A money order is considered a safer method of payment than a personal check because it is prepaid, and the recipient is guaranteed to receive the full amount. Money orders are also often used by individuals who do not have a bank account or cannot access electronic payment methods.

To purchase a money order, the buyer must pay the full amount in cash or by debit card, and the money order is issued for the same amount. The buyer can then send the money order to the recipient, who can cash it or deposit it in their bank account. Money orders typically have a limit on the amount that can be purchased, and there is often a fee associated with the purchase. The fee varies depending on the institution issuing the money order and the amount of the money order.

c) Amendments

Ans) An amendment is a change or addition made to a legal document or constitution. Amendments are often made to update or clarify existing laws or to address new issues that were not covered by the original document.

In the context of a constitution, amendments are typically made to reflect changes in society or to protect the rights of individuals. For example, the United States Constitution has been amended several times to protect the rights of women, African Americans, and other groups.

The process for amending a document or constitution varies depending on the document and the country. In some cases, a simple majority vote is required, while in others, a more complex process involving multiple rounds of voting and public hearings may be required.

Amendments are an important tool for ensuring that legal documents remain relevant and effective over time. By allowing for changes to be made, amendments can help to address new challenges and protect the rights of individuals in an evolving society.

d) Thinking outside the box

Ans) Thinking outside the box is a creative problem-solving technique that involves approaching a problem or challenge from a new and unconventional perspective. It involves stepping outside of the traditional boundaries and exploring new ideas and possibilities.

The term "thinking outside the box" originated from a puzzle in which nine dots are arranged in a square grid, and the challenge is to connect all the dots with four straight lines without lifting the pen from the paper. The solution requires the lines to extend outside of the boundaries of the square, or "box."

Thinking outside the box can be applied in a variety of settings, including business, education, and personal development. By exploring new and unconventional ideas, individuals can identify creative solutions to complex problems and improve their problem-solving skills.

Thinking outside the box requires a willingness to take risks, challenge assumptions, and explore new ideas. It involves breaking free from conventional thinking patterns and embracing a more open-minded and creative approach to problem-solving.