Ques:1)Define and discuss the general Business Etiquette to be followed at workplace.
—> Etiquette is a set of unwritten rules that apply to social, professional workplace relationships.
Office etiquette is about conducting yourself respectfully and courteously in workplace.
In the business world, good business etiquette means that you act professionally and exercise proper manners when engaging with others in your profession.
Organizational Etiquettes:
1. Punctuality: Punctuality shows esteem for others by doing the right thing at the right time.
2. Dress Appropriately: It includes some factors like follow the dress code, shirts tucked in, wear formal shoes with trousers, polish shoes, wear a belt, no messy hair, don’t overdo makeup, don’t go too large jewellery, wear ironed/wrinkle free cloths, no dirty /stained outfit, avoid too much perfume etc.
3. Keep ringtone under control.
4. Answer telephone calls promptly: There are some etiquettes to be followed like; answer calls promptly within 3 rings, smile as you pick the phone-the caller will hear it in your voice, project a tone that is enthusiastic, natural, attentive and respectful, greet the caller and identify yourself and your business and ask “how may I help you?’ etc.
5. Don’t answer phone calls during meeting.
Ques:2)What are the common Barriers to communication? Discuss any five of them in brief.
—> Any obstacle or problem in the process of Communication which hinders/obstructs the process of Communication is called Barrier.
- Personal Barrier:
It is related to the factors that are personal to the sender and receiver and act as a hindrance in the communication process. These factors include the life experiences, emotions, attitudes, behaviour that block the ability of a person to communicate. - Physical Barrier
These are environmental factors which limit the sending and receiving of messages. Often the term Noise is used as a blanket term to refer to this kind. They include distance, noise,breakdown of communication media, faulty mechanical equipment, etc. - Social Barrier:
Barriers to communication that include the social psychological phenomenon conformity, a process in which the norms, values and behaviours of an individual begin to follow those of the wider group. - Language Barrier
Because language is the most often used medium of communication, it is one of the most significant hurdles to efficient communication. Each major region has its own language, and dialects between regions can differ by a few kilometres, and even a thick dialect can make communication difficult. Diverse employees will have different linguistic skills even in the same workplace, and as a result, communication channels that transcend the corporation will be affected. Even when communicating in the same language, a message’s terminology can be a barrier if it is not fully understood by the receiver(s), who is unfamiliar with the terminology. - Culture Barrier
Culture shapes the way we think and behave. Each group categorized on the basis of nationality, ethnicity, race, religion, etc. has its own distinctive culture. Cultural differences often cause communication differences. It arises when individuals in one social group have developed different norms, values, or behaviours to individuals associated with another group.
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Ques:2)Discuss the importance of Audio Visual Aids in Presentation.
—>Audio-visual aids are used to enhance the presentation. They can be hand outs, photos,whiteboard, flip chart, power point slide show, microphone, music. Be sure to focus yourpreparation on the speech more than the audio-visual aids.
—>The benefits of using visual aids include:
- They help your audience understand your ideas. You can use visual aids to announce each main point as you begin discussion of that point. You can also use visual aids to accentuate and illuminate important ideas. However, the message that the visual carries should be immediately apparent. If audience members have to study the visual to interpret its meaning, they will not be listening to you.
- They help the audience follow your argument, your “train” of thought. In both oral and written presentations, readers/listeners must perceive the pattern of organization to comprehend effectively. Even if you don’t use formal visual aids, you may want to write the outline for the main body of your presentation on a board or use a transparency to let your audience see your plan and trace your movement from one section of your presentation to another. Power point is an effective tool for developing and presenting outlines to aid listeners.
- 🕐They make your presentation more memorable and thus increase the chances that what you said will be remembered.
Ques:3)What are the things to keep in mind while planning a Presentation.
—> Planning for Presentation
Effective preparation enables us to answer all the questions and doubts about our speech before they arise. The contents of our speech and how we deliver it, are based on five
important factors:
1. Occasion, 2. Audience, 3. Purpose, 4. Thesis, 5. Material
[1] Occasion
Occasion refers to the factors such as the facilities available for our presentation, time and context of our presentation.
Facilities include the venue or locale along with the projection equipment, lighting,seating, ventilation, etc. Every location has its unique physical environment. If we identify problems in advance, we can either ask for alternative arrangements or modify our materials, visual aids and style to suit the environment.
[2] Audience
All audiences have one thing in common. They are at the receiving end of our communication. They may be our friends, foes, clients, colleagues or unfamiliar faces. The nature of our audience has a direct impact on the strategy we devise for our presentation. Hence, it is necessary to have some prior knowledge of the audience,and its level and cultural background so that our presentation can be effective and acceptable.
Understanding of audience would help the presenter (speaker) to
▪ Build support
▪ Anticipate problems
▪ Consider Strategies
▪ Tune the approach
▪ Competent delivery of content
[3] Purpose
There can be three different purposes of a presentation: to inform, to analyse, or to persuade. The purpose of a presentation not only decides the content and style but also affects the amount of audience interaction.
When our purpose is to provide information or to analyse situation, we generally interact with the audience in a limited manner. Example of presentation with an informative purpose can be a presentation at the new employee-orientation program or an explanation of our project status
[4] Thesis Statement
The thesis statement is very important in a presentation because it spells out the subject and establishes its impact among the audience. It is also a central idea of a presentation.
Using a question or a sentence fragment should be avoided. Simple language should be used to frame a complete, declarative statement.
[5] Material
Once we complete formulating our thesis, we need to develop the information that elaborates it. Collecting material requires some research.
For most of the professional presentations, we may have to consult the library,Internet, magazines, newspapers, organizational records, statistics and publications.Sometimes, we may even have to collect information through surveys or interviews.
Ques:4)What are the things to keep in mind while preparing for presentation?
—>
1. Outline your presentation
Having an outline can help you stay focused on the main points of your presentation. When creating your outline, make sure to include an opening statement that quickly welcomes your audience and grabs their attention, a thesis statement that summarizes your topic, information and examples that support your thesis, and a strong conclusion that further persuades your audience to see your point of view.
2. Practice your presentation ahead of time
Practicing your presentation ahead of time can help give you added confidence on the day of your presentation. Rehearse your presentation early and as often as you can. Consider presenting to your family and friends and asking them for feedback.
3. Read and revise your presentation
While it is important to rehearse your presentation, it’s also important to make changes that can make it more impactful. Consider why the audience would care about certain points you’re making.
4. Take cues from professional speakers
To help you perfect your presentation, watch online videos of professional speakers giving a presentation. Consider how they keep their audience engaged. Look at their gestures and the tone of voice they take during their presentation. Consider the overall look of their presentation and make changes to yours as needed.
5. Arrive early
To give you more time to prepare, plan to arrive early. This gives you time to set up your equipment and technology. It also helps to arrive early if you tend to run late and if you’ve never been to the location where you’re making your presentation.
6. Practice your hand gestures
When you give a presentation, it’s important to know what to do with your hands. Be aware of your hands while you rehearse and think about your hand gestures and their relation to what you’re saying. If you plan to move, make sure to move along with your words. You can even use your hand gestures to prompt what you need to say next.
7. Take some deep breaths
Instead of letting your nerves get the best of you, take time to yourself before your presentation. Take a few deep breaths to help you regain your composure. Even taking just a few minutes can help you feel more relaxed and give you the confidence you need to give a strong presentation.
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Ques:4)Describe the following pictures in 150-200 words.
—> Write in your own way
Ques:5)Complete the following half-story :
The woman was 30 years old and well-dressed. She was sitting at a table in the corner with an older man. He was talking angrily to her, but in a quiet voice. “No!” she said suddenly. She threw her glass of water in his face and ran out of the restaurant. The old man ran after her. “Jennifer, wait! try to understand!” he shouted. It was raining outside and the street was dark. A car turned around the corner and was driving very fast. The driver couldn’t se Jenifer didn’t see the car as she ran across the street…
—> Write in your own way
Ques:6)Describe ANY one of the following Situations :
A) Describe a situation when you were late on the day of the most difficult paper in your final exams.
B) Describe a situation which made you realize the biggest lesson of your life
OR
Ques:6)Write a complaint letter to ARVY Logistics, Bhavnagar and ask for replacement of defective Laptops. As the Purchase Manager of Shyam Group, Ahmedabad, you have placed an order of 280 laptops for your company. However, after delivery of the product, you noticed that 50 of them are defective. Write a complaint letter about it.
Ques:7)Fill in the blanks.
1. When you are writing a formal letter, you need………………
a) Date
b) Name
c) Both a & b
—> C) both a & b
2………should be written in the subject line.
a) Aim of the letter
b) Name
c) None of these
—> a.) Aim of the letter
3. What is the correct salutation for Formal Letter.
a) Respected Sir
b) Dear Kenny
c) None of these
—> a.) Respected sir
4. Date is important in………
a) Letter
b) Memo
c) None of these
—> a.) Letter
Ques:8)As a student, write an email to your college principal to arrange cultural activities for the benefit of students.
—> Write in your way
OR
Write a Detailed note on ANY ONE of the following:
A) Social Media and its disadvantages
—> Social media plays a significant role in our lives today. We have access to any information at just a button push away. Anything that is so vastly expanded has both positives and negatives. The power of social media is very high and affects each individual. It isn’t easy to imagine our lives with social media today, and we pay the price for excessive use. There is a lot of debate about the effects of social media on society as a whole. Some feel it’s a boon, while others think it is a curse
Disadvantages of Social Media:
Social media is considered one of the most harmful in our lives. Wrong use can lead to bad conclusions. There are many disadvantages of social media:
Cyberbullying: many children have become the victims of cyberbullying that has caused them a lot of harm.
Hacking: The loss of personal data can lead to security issues. Some crimes like identity theft and bank details theft can harm any individual.
Addiction: Prolonged use of social media can lead to addiction in youth. Addiction causes one to lose focus on other important things like studying etc. People get so absorbed that they get cut off from society and harm their personal lives.
Scams: Many predators are looking for vulnerable users that they can scam and make a profit off.
Relationship frauds: Honeytraps and MMS porn are the most caused fraud online. People are lured into relationships and love schemes and then cheated on.
Health issues: The excessive use of social media can affect your physical and mental health in a big way. People often complain of becoming lazy, fat, having itchy eyes, loss of vision, and stress issues after excessive use.
Loss of social and family life: Everyone being busy on the phone is one of the most common sites in a family gathering nowadays.
B) The characteristics (7 Cs) of Paragraph Writing.
—>
1. Completeness
It is necessary to communicate completely. The audience should receive all the information they require from it. The sender must take the receiver’s viewpoint into account and correctly relay the message.
2. Conciseness
Conciseness implies wordiness, i.e. communicating what you want to say in the fewest words possible while maintaining the other C’s of communication. Effective communication necessitates conciseness.
3. Consideration
Consideration entails “putting oneself in the shoes of others.” Effective communication must include the audience’s opinions, background, mind-set, education level, and so on. Make an effort to imagine your audience, their needs, emotions, and difficulties.
4. Clarity
When you are able to transmit your thoughts and opinions into the recipient’s mind, you know communication is effective. You don’t want the recipient to make assumptions or have a hazy understanding of what you’re expressing.
5. Concreteness
Concrete communication entails being specific and explicit rather than vague and generic. Concreteness boosts confidence. Simply delivering your message through statements and questions will not captivate your audience. It is important to back up your claims with appropriate facts, numbers, and statistics. Otherwise, your audience will not know whether your message is genuine or not.
6. Courtesy
Courtesy in a message indicates that the message should reflect the sender’s expression while also respecting the receiver. The sender should be honest, polite, prudent, contemplative, empathetic, and enthusiastic.
7. Correctness
Communication correctness implies that there are no grammatical errors in communication. Information correctness or factual accuracy is important in both verbal and nonverbal communication. You must choose the appropriate words at the right time while also ensuring that the information is reliable.