Q1
A)What is business communication?
Ans) Business communication is exchanging information between employees and those outside the organization. Employees and management interact with one another through effective communication to accomplish organizational goals. It aims to reduce errors and enhance organizational procedures. You must improve your communication abilities and processes to accomplish effective business communication. Prof. J. Haste stated that when communication occurs between two or more business people for effective organization and administration of business, it is considered business communication. According to W.H., business communication is exchanging business-related views, ideas, and news among the related parties. Ricks and Gow defined business communication as a system that affects change throughout the whole organization.
Internal business communication Internal business communication refers to communication between members of an organization. Both formal and informal communication are included in this conversation. Internal communication also includes many departments that communicate with employees through various channels. Internal communication should be effective since it is an important means of viewing and representing organizational concerns. Effective internal business communication can boost employee job satisfaction, productivity, and efficiency while minimizing grievances and boosting revenues. Lateral business communication The importance of business communication between co-workers, whether verbal or written, is referred to as lateral or horizontal communication. This can involve inter-departmental communication or communication across departments, as well as communication between persons of the same or similar status within a corporation. This communication is essential to accomplish intended objectives. As a result, this communication occurs among personnel with equivalent hierarchy levels. Horizontal or lateral communication is essential for seeking cooperation and mutual support to achieve the functional effectiveness of distinct organizational units. External business communication External business communication refers to interactions with people outside of the organization. These people can be clients, stockholders, suppliers, partners, regulatory organizations, etc. Email, ads, brochures, newsletters, content marketing, and other forms of external communication are common. External communication aims to facilitate communication among various organizations or entities.
B)
C)We have focused on the top five reasons why you should interact with your audience. Some of these reasons benefit you as the host/organiser, others benefit the audience and others benefit everyone involved. 1. Improves engagement Gone are the days where your audience were passive receptacles for the information delivered to them. Today’s attendees expect to be participants at events actively utilising technology be it their own or that which is supplied to them. By offering your audience opportunities to be involved, through voting. Polling and messaging for example, they are being actively engaged in the event and are provided with a much more positive experience as they are actively processing and responding to the information being shared with them. 2. Improves learning It is important that events provide an environment that encourages learning and development. Using audience interaction tools increases the active engagement of the audience in the event and the content being shared, which will ultimately result in increased learning. By utilising polling during the event you can check the understanding of the audience on the key content delivered as well as gauging the level of learning through audience self assessment. Messaging solutions enable all attendees to put forward questions regarding the information being shared with them to aid with clarification and understanding, and thus learning. 3. It is inclusive and allows people to have their say
Q2
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A) 1. Boost motivation and morale Business communication is critical in enhancing employee efficiency. Different plans and policies, essential issues, organizational goals, and so on are described to employees through communication, which improves their knowledge and makes them more efficient in performing their responsibilities. 2. To build a better relationship Communication enables workers and management to express their thoughts and requirements. Healthy labour relations are critical to the success of any firm, and it helps sustain peace in this situation. 3. Job satisfaction Effective, fair and easy communication improves mutual connection and understanding between employees and management. This contributes to higher satisfaction levels among employees who work hard to attain their objectives. 4. Higher productivity
Effective business communication boosts employee productivity by encouraging teamwork It fosters an environment of trust and understanding among employers and employees. Cooperation with employees and understanding their wants and desires are required for effective communication. Employees can complete their responsibilities more successfully and efficiently this way. Furthermore, excellent communication reduces the possibility of making mistakes during their task.
6. Helps in decision making Effective decisions necessitate current knowledge. Using good communication, managers can get information from various sources and use it to make sound decisions.
7. Proper planning Organizations may develop excellent plans and policies through effective business communication. These strategies and policies must be based on accurate information. Managers must communicate policies and plans within the organization to implement or execute them on time. They can convey strategies and policies to internal and external stakeholders through effective communication.
8. Minimize conflicts Different business parties can exchange information more smoothly with excellent communication. As a result, there are fewer conflicts, debates, and disagreements between them.
B)There can be three different purposes of a presentation: to inform, to analvse, or persuade. The purpose of a presentation not only decides the cont also affects the amount of audience interaction. When our purpose is to provide information or to analyse situation, we genera. 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. On the other hand, when our purpose is to persuade people to take a particular action, collaborate with them in solving a problem, or making a decision, the interaction would be more.
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Q3
A)Work doesn’t happen in a vacuum. Engineers have to communicate on a daily basis with each other, with supervisors and with people in different departments. Their work is complex and technical, but not everyone they work with has the same technical expertise, which makes it even more important for them to have good organizational communication skills. Effective communication in engineering is critical to ensuring that all project participants are on the same page. When it comes to demonstrating good communication skills, managers and others in leadership positions face a high bar. Nearly every part of a manager’s job involves communication. Engineering managers communicate with clients and their own supervisors about new projects. They also relay project parameters and deadlines to their reports, while providing updates to their managers and clients. Good managers invest significant amounts of time in setting their engineers up for success. Moreover, regular communication builds trust and makes it easier for all team members to do their jobs wel. For engineers to be successful over the course of their careers, organizational communicatior skills are just as important as technical knowledge. This is certainly the firms, where collaboration is key. One of the best ways for engineering 6/11 b value to their companies and help their own careers is by learning anu go. communication skills.
A) 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 ca presenting to your family and friends and asking them for feedback. If you can, try to rehearse in the same room where you’ll give your presentation to neip you feel more familiar with the space and setup you’re working with. Also, rehearse with any technology you plan to use during the real presentation to help avoid any unexpected mishaps. 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. Also, consider how what you’re saying is relevant to the overall presentation. Don’t be afraid to make modifications as needed to ensure your presentation flows and is easy to understand. 4. Write with your audience in mind As you rehearse your presentation, think of what your audience may or may not already know. If you’re presenting to highly skilled professionals, you can avoid explaining basic terms. However, if you’re giving a presentation to people who are new to your industry or topic, then you may need to explain unique industry terms or deliver your presentation in a way that’s accessible to your entire audience. Revise your presentation as needed to ensure everyone in your audience will be able to understand what you’re saying. 5. 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. 6. Arrive earlyTo 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. 7. 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 rela’ what you’re saying. If you plan to move, make sure to move along with your words. even use your hand gestures to prompt what you need to say next. 8. 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.
B) What is Etiquettes? 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 help you?’ etc. 5. Don’t answer phone calls during meeting. 6. Don’t interrupt others. 7. Be sensitive to others: need for privacy. 8. Stay away from gossip. 9. Keep your workstation
10. Ask before borrowing. 11. Always say Thank you. 12. Don’t reserve your best behaviour for special occasions. You can’t have two sets of manners, two social codes- one for those you admire and want to impress, another for those whom you consider unimportant. You must be the same to all people.
C) 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
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. Time refers to both the time: the day of presentation and the duration of the talk. Straightforward and factual presentations may work well during the morning hours. Most professional presentations are brief so we should present the important point in the first few minutes. Context refers to the events surrounding our presentation. For example, when we are presenting in a team we need to consider the team members. They might have left a positive or negative impression in the minds of the audience. The recent happenings in our company can also affect the presentation. For example, you cannot present a new proposal on budget just after your company has suffered a financial loss.
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 acceptable. Understanding of audience would help the presenter (speaker) to Build support
Anticipate problems
Consider Strategies
Tune the approach
Competent delivery of content Moreover speak with confidence and conviction, demand the questions from audience that in turn would make you acceptable.