NIMRA COLLEGE OF ENGINEERING AND
TECHNOLOGY
I MBA : Managerial Communication and Soft Skills
NOTES
DR.
SHAIK SHAHEEN TAJ
MBA.,
MA., M PHIL., PHD.
Meaning of Business Correspondence
Communication through exchange of letters is known
as correspondence. We communicate our feelings, thoughts etc. to our friends
and relatives through letters that may be called personal correspondence. A
Businessman also writes and receives letters in his day to-day transactions,
which may be called business correspondence. Business correspondence or
business letter is a written communication between two parties. Businessmen may
write letters to supplier of goods and also receive letters Business Studies 156
from the suppliers. Customers may write letters to businessmen seeking
information about availability of goods, price, quality, sample etc. or place
order for purchase of goods. Thus, business letters may be defined as a media
or means through which views are expressed and ideas or information is
communicated in writing in the process of business activities.
Importance of Business
Correspondence
Now-a-days business operations are not restricted to
any locality, state or nation. Today production takes place in one area but
consumption takes place everywhere. Since the businessmen as well as customers
live in far off places they don’t have sufficient time to contact each other
personally. Thus, there arises the need for writing letters. In the past the situation
was not so. Business letters were not essential in olden days. But now the
importance of letters has increased because of vast expansion of business,
increase in demand as well as supply of goods.
Let us learn about the importance of business letters.
i)
Help in maintaining proper relationship
Now-a-days business activities are not confined to any one area or locality.
The businessmen as well as customers are scattered throughout the country.
Thus, there is a need to maintain proper relationship among them by using
appropriate means of communication. Here business letters play an important
role. The customers can write letters to the businessman seeking information
about products and businessmen also supply various information to customers.
This helps them to carry on business on national and international basis.
ii)
Inexpensive and convenient mode Though there
are other modes of communication like telephone, telex, fax, etc. but business
information can be provided and obtained economically and conveniently through
letters.
iii)
Create and maintain goodwill Sometimes
business letters are written to create and enhance goodwill. Businessmen at
times send letters to enquire about complaints and suggestions of their
customers. They also send letters to inform the customers about the
availability of a new product, clearance sale etc. All this results in cordial
relations with the customers, which enhances the goodwill of the business.
iv)
Serves as evidence We cannot expect a
trader to memorise all facts and figures in a conversation that normally takes
place among businessmen. Through letters, he can keep a record of all facts.
Thus, letters can serve as evidence in case of dispute between two parties.
v)
Help in expansion of business Business
requires information regarding competing products, prevailing prices,
promotion, market activities, etc. If the trader has to run from place to place
to get information, he will end up doing nothing. It will simply result in loss
of time. But through business letters, he can make all enquiries about the
products and the markets. He can also receive orders from different countries
and, thus enhance sales.
Format of a Business Letter
Tel. Name
of the firm E-mail:
Fax.
Postal Address Website:
Ref.
Dated:
To
Name
and address of the person to whom letter is sent Subject:
Salutation,
_______________________________________________________________
Opening
part_____________________________________________________
________________________________________________________.
____________________________________________________________________
Main
part ___________________________________________________________
________________________________________________________.
____________________________________________________________________
Concluding
part ______________________________________________________
_______________________________________________________.
Complementary
close
Signature
(name)
Designation
Enclosures
CC
PS
Parts of a Business Letter
The
essential parts of a business letter are as follows:
1.
Heading -The heading of a business letter usually contains the name and postal
address of the business, E-mail address, Web-site address, Telephone Number,
Fax Number, Trade Mark or logo of the business (if any)
2.
Date - The date is normally written on the right hand side corner after the
heading as the day, month and years. Some examples are 28th Feb., 2003 or Feb.
28, 2003.
3.
Reference- It indicates letter number and the department from where the letter
is being sent and the year. It helps in future reference. This reference number
is given on the left hand corner after the heading. For example, we can write
reference number as AB/FADept./2003/27.
Different
parts of a business letter-
1.
Heading
2.
Date
3.
Reference
4.
Inside Address
5.
Subject
6.
Salutation
7. Body of the letter
8. Complimentary close
9.
Signature
10.
Enclosures
11.
Copy Circulation
12.
Post Script
4. Inside address - This includes the name and
full address of the person or the firm to whom the letter is to be sent. This
is written on the left hand side of the sheet below the reference number.
Letters should be addressed to the responsible head e.g., the Secretary, the
Principal, the Chairman, the Manager etc. Example: M/S Bharat Fans Bharat
Complex Hyderabad Industrial Complex Hyderabad Andhra Pradesh - 500032 The
Chief Manager, State Bank of India Utkal University Campus Bhubaneswar, Orissa-
751007
5.
Subject - It is a statement in brief, that indicates the matter to which the
letter relates. It attracts the attention of the receiver immediately and helps
him to know quickly what the letter is about. For example, Subject: Your order
No. C317/8 dated 12th March 2003. Subject: Enquiry about Samsung television
Subject: Fire Insurance policy
6. Salutation - This is placed below the
inside address. It is usually followed by a comma (,). Various forms of
salutation are: Sir/Madam: For official and formal correspondence Dear
Sir/Madam: For addressing an individual Dear Sirs/Dear Madam: For addressing a
firm or company.
7.
Body of the letter- This comes after salutation. This is the main part of the
letter and it contains the actual message of the sender. It is divided into
three parts.
(a) Opening part - It is the introductory part
of the letter. In this part, attention of the reader should be drawn to the
previous correspondence, if any. For example with reference to your letter no.
326 dated. 12th March 2003, I would like to draw your attention towards the new
brand of television.
(b) Main part - This part usually contains the
subject matter of the letter. It should be precise and written in clear words.
(c) Concluding Part - It contains a statement
the of sender’s intentions, hopes or expectations concerning the next step to
be taken.
Further,
the sender should always look forward to getting a positive response. At the
end, terms like Thanking you, With regards, With warm regards may be used.
8.
Complimentary close - It is merely a polite way of ending a letter. It must be
in accordance with the salutation. For example: Salutation Complementary close
i. Dear Sir/Dear Madam Yours faithfully ii. Dear Mr. Raj Yours sincerely iii.
My Dear Akbar Yours very sincerely (express very informal relations.)
9.
Signature - It is written in ink, immediately below the complimentary close. As
far as possible, the signature should be legible. The name of the writer should
be typed immediately below the signature. The designation is given below the
typed name. Where no letterhead is in use, the name of the company too could be
included below the designation of the writer. For example: Yours faithfully For
M/S Acron Electricals (Signature) SUNIL KUMAR Partner
10.
Enclosures - This is required when some documents like cheque, draft, bills,
receipts, lists, invoices etc. are attached with the letter. These enclosures
are listed one by one in serial numbers. For example : Encl : (i) The list of
goods received (ii) A cheque for Rs. One Thousand dtt. Feb. 27,2003 (Cheque
No........) towards payment for goods supplied.
11. Copy circulation - This is required when
copies of the letter are also sent to persons apart of the addressee. It is
denoted as C.C. For example, C.C. i. The Chairman, Electric Supply Corporation
ii. The Director, Electric Supply Corporation iii. The Secretary, Electric
Supply Corporation
12.
Post script - This is required when the writer wants to add something, which is
not included in the body of the letter. It is expressed as P.S. For example,
P.S. - In our offer, we provide two years warranty.
Advantages of the Telephone: 1. It saves time. It enables a person to have instantaneous communication.
It makes it possible to get immediate feedback.
2. Subtle modulations of voice make telephone communication more effective
3. The telephone acts as a kind of equalizer by minimizing such influences as stem from personal appearance or the appearance of the office.
4. These days tele-banking and tele-contact services are gaining popularity. Tele—marketing and making sales calls on the telephone are becoming popular, especially in metro centers.
Disadvantages of the Telephone:
1. Frustration is caused by telephone tag. Answering machine is found instead of the concerned person.
2. Communication is dependent entirely on voices. No facial expressions and gestures are used to establish rapport.
3. If wrong numbers are contacted time as well as money is wasted. Moreover wrong numbers put the called in a bad humor.
4. The message cannot be studied again and again by the receiver. Hence there are greater chances of missing or misinterpreting something.
Effective use of the Telephone:
1. Speak politely, confidently and in a positive and friendly tone.
2. Have a message pad, pen, telephone directory and an appointment book near at hand.
3. While talking, hold the mouthpiece one inch away from the lips and the earpiece close to the ears.
4. Avoid mumbling, running words together or talking through the nose or teeth.
5. Don’t shout or don’t speak too low.
6. Don’t spend time in idle talk.
7. Treat every call as an important call. Make the caller feel that he is being given personal attention.
8. Introduce the company, the department and even yourself when you pick up the receiver.
9. Say a pleasant ‘Good Morning” or ‘Good Evening”.
10. Listen carefully, without interrupting the caller.
Guidelines when making a call:
1. Prepare mentally before dialling the number. Note down important points on a piece of paper.
2. Dial the correct number carefully.
3. Before speaking to the receiver be sure that you have got the right person on the line.
4. Make your identity clearly known to the person at the other end.
5. Speak clearly and precisely.
6. Deliver all the details of the message and see that the message has been clearly and completely understood.
7. When the conversation is over, put the receiver back gently.
Use of Technology in Business
Communication:
Conventional Modes Media
which have been in use for a long time and depend on traditional carriers are
called conventional modes. These include the following mediums:
1.
Postal mail
2. Courier
3.
Hand Delivery
4. Telegraph
5.
Telex Mail
Postal mail: The postal service uses
rail, road and air transport, and is usually a government-owned network with
links with all other countries. Various types of mail services are available:
Ordinary Mail, Registered Mail which may include A.D. (Acknowledgement Due),
Quick Mail Service (QMS), Express Delivery, Under Certificate of Posting. Speed
post a special service offered by the post office, it ensures delivery of
letters and parcels on the same day with in the city, with 24 hours to certain
cities in the country and with in 48 hours to cities in other countries. This
service is not available in all cities. The post office now offers electronic
media for new services like hybrid mail in some cities.
Courier:
Courier
services are private; they collect and deliver packets door -to -door at any
time during the day. Though the cost is high, this is a very quick service for
the delivery of letters and parcels. Courier services are limited to the cities
where they maintain their network. Their door -to -door service is a great
advantage. Courier companies are recognized as commercial companies. Courier
services are the modernized, sophisticated form of the messenger or runner of
the old days before the postal service. Hand Delivery Written messages and
documents and parcels can be delivered within the city by an organization's
delivery boys. The effectiveness and speed of this method depends on the
organization's own system of messengers. It requires a number of employees for
out door work, and may be expensive; but it ensures prompt delivery is
necessary for the record, as the messenger can bring back a signed copy, or an
official receipt or a signature in the sender's peon book.
Telegraph:
Telegraph
is government -owned network in most countries; it has links with all other
countries. It works by transmitting sounds in the Morse code. Telegrams can be
sent 'ordinary' or 'express'. There is also facility for reply -paid telegrams;
you can send a 27 Media and Modes of Communication telegram and pay for the
other party's reply telegram at your telegraph office. This facility is used to
impress upon the receiver that immediate reply is expected. The telegraph
office registers special telegraphic addresses for companies, on application.
This address is only one word; the only addition needed is the pin code number.
Organizations which receive and send a large number of telegrams thus save
expenditure for themselves and their correspondents. The telegraphic address
can also be used as signature of the organization in telegrams. A telegram is
used for external communication for contacting customers, suppliers, traveling
salesmen, branches, office etc. A telegram gives an impression of urgency, and
therefore gets immediate response. It is used when there is an urgent message
to be conveyed or urgent action is required. This medium's importance has been
substantially reduced by fax and mobile phones in large cities, but it has an
excellent network which reaches even remote parts of country where the modern
media have not yet reached. Hence, it will continue to be used for a long time.
Telex:
Telex (short form of Teleprinter Exchange) is a world -wide teletype service
providing instantaneous communication through a direct dial Teleprinter -to
-teleprinter system. Messages can be sent and received 24 hours a day. The
system of direct dial teleprinter exchange was introduced in 1958; within ten
years it had more than 25,000 subscribers. It enabled subscribers to send message
and data directly to each other. Telex connection is got through the Post
Office; each subscriber has an identification code for connection. The
teleprinter has a key board for typing message and a transmitter/receiver for
sending and receiving messages. The machine is fitted with a roll of a paper,
and message can be type out continuously. When a message is type on the
sender's machine, the same message gets typed at the same time on the
receiver's machine also. The advantage of this machine is that it automatically
types out received message even if the machine is not attended; the sender and
the receiver can carry on a two-way "dialogue" by typing out in turn.
Telex messages are paid for on the basis of the time taken from transmission and
the distance; the charge begins as soon as the connection is made. Telex users
have developed a language of contractions and abbreviations for saving time.
Telex has an excellent international network and installation of good machines
in good working condition. Recent developments have made it possible to use a
computer instead of a teleprinter for transmission of telex. As technologies
coverage, the of teleprinters may become outdated.As telex connects the two
communicates in real time, it is not subject to problems like viruses. It is
used mainly by organizations like railways, ports, stock exchange, banks etc.
which need constant international communication. Telex messages are relayed on
a screen in newspaper office, share markets, air ports, railway stations and
places where moment - to-moment information has to be conveyed to many people.
Electronic Modes:
These are media which transmit signals instantly from any source to any
destination in the world by modern electronic technology.
1.
Telephone
2.
Intercom
3.
Cell Phone
4.
Fax
5.
e-Mail
6.
e-Conferencing
7.
Tele-Conferencing
8.
Internet
9.
Computer Networks - LAN, WAN, MAN
Telephone:
This form of electronic communication has been around for nearly a century. It
is the most useful and universal medium of oral communication with a person who
is not present at the same place as the sender. The telephone instrument has
evolved, over the years, into very sophisticated forms with many new
facilities. STD (Subscriber Trunk Dialling) allows a user to make call to a
number in another city directly, without having to call the operator at the
telephone exchange. This service is available to almost all cities in the
country. Every city has code number which you dial before dialing the personal
telephone number. The code number for Mumbai is 022. ISD (International
Subscriber Dialling) allows the user to call a number to any of the major
cities of the world, without calling the operator at the telephone exchange.
Every country has an international code number which you dial before dialling
the required city code and personal telephone number. The code for India is
091. STD and ISD facilities can be locked with a number code on telephones
attached to electronic exchanges. On other telephones, you may have to pay a
fee and/or deposit to get the facilities activated. These facilities have made
the telephone an instrument for instant communication to any part of the world.
Technological advancement has made the telephone instrument so sophisticated
that it is able to provide a number of services. An answering machine can take
a message if you cannot answer it. Caller identity device attached to the telephone
can show the number from which the incoming call is being made. 29 Media and
Modes of Communication
Intercom:
The intercom is an internal telephone system which allows communication between
persons in different parts of a building. It eliminates the need for visiting
another part of the office and the need for a peon to carry written notes and
messages. Information can be passed quickly from one person to another in the
office. Some intercom instruments have facility to broadcast messages to the
entire office over all the internal lines or a particular location on one line.
Cellular Phone:
The cellular phone is based on a combination of the old radio technology and
emerging telecommunication technology. Cellular or mobile phones have some of
the characteristics of the home phones but there are several differences. There
are some boundaries to cellular coverage outside metropolitan areas and away
from major highways. Air times is charged by the minute on calls made from and
received by the cellular phone; a fraction of a minute is rounded off to the
next higher minute. Calls made are charged from the time the "send"
button is pressed. When a cellular call is placed, a radio signal travels from
the phone to a receiver/transmitter within a cell. A cell is a geographic area
ranging from less than a quarter mile to 20 miles in diameter, and contains a
fixed radio signal receiver/transmitter. The size of a cell depends on the
population and the terrain. As a person making or receiving a cell with a
cellular phone move from one cell to another, the call is automatically passed
from one cell to the other. A receiver/transmitter within the cell relays the
call to a mobile transmitter switching office (MTSO) using the home telephone
lines. The MTSO is connected to the local telephone company which routes the
call to the destination. The call process takes less than half a second.
Cellular phone instruments have facilities for storage of numbers, record of
missed calls (calls which were not answered), for receiving text messages, and
for receiving information give by the network about the weather, about
conditions on the road, and other vital news needed while traveling. The mobile
has freed many managers from the confines of their offices as they can be in
touch with the office from wherever they are. It has become possible to contact
persons who are traveling or are out in the open. A manager talking business on
his mobile while relaxing on a beach may be a depressing sight, but then, he
might not have been relaxing on the beach at all but for the mobile, which
allows him to stay in touch.
Fax:
The facsimile machine is a device for transmitting copies of printed images
over telephone lines. The machine is connected to the telephone through a modem
(modulator - demodulator). The sender has to dial the receiver's fax number,
insert the documents into the machine and press the start button. The receiving
machine decrypts the signals and uses its in -built printer to produce an exact
photocopy of the original page. The cost of the printout is borne by the
receiver. Fax permits quick exchange of information and documents between
offices and organization and individuals. Important decisions and instructions
can be quickly conveyed to branches and other offices. Fax is used only for
documents which are not confidential. The machine puts a printout which is open
and can be seen by any one. However, you can arrange (by telephone talk) to be
alone with the machine, when a confidential message is being sent. 30 Executive
Communication The printout contains the time, date and the fax number of the
sender's machine. The sender gets a confirmation printout showing the
receiver's fax number, the date and the time of transmission and the number of
pages transmitted. Sometimes the received copy is not clear. It is customary to
telephone the receiver to make sure that the fax has been received. The fax
machine can be set to function as a telephone or as a voice mail answering
machine) by pressing relevant buttons. It can also make one or two photo copies
of a document. Fax can sent through a computer provide the required software
and a modem are installed and a telephone line is connected to it. Very recent
models of computer have an in built modem, and software for fax is included as
a part of windows. Fax though a computer can transmit only messages which have
been created on the computer; it cannot transmit a document as it is, as the
fax machine can. Faxes have been available for many years and are popular in
business offices; newer fax machines are digital, allowing communication via
computer, and are much faster that the old ones.
e-mail:
Electronic mail requires a computer, a telephone line and a modem (if a modem
is not in -built in the computer). The connection is given by the VSNL, the
MTNL and other email and internet Service Providers (ISP) like Satyam. E.mail
is the most frequently used application of the internet. Name and address on
e.mail: In order to send an e.mail, you must know the recipient's
"name," that is, computer I.D. and address. This has the form:
someone @someplace; "someone" could be the person's real name like
geeta or it may be a world/letters chosen by the person, like goverma or gmd3
or anything else; "someplace" is the address of the computer and
network on which the person has an account, like hotmail.com, yahoo.com,
vsnl.com or giasbm01.vsnl.net.in or mailcity.com. You can find people's e.mail
addresses by checking sites like Bigfoot, Who Where, and InfoSpace, Four11.com
or Netscape's e.mail directories. How e.mail is different from fax: In the
1980s faxing became a popular way to send letters and documents without the
delays of regular mail (nick-named snail mail). Email has the immediacy of a
fax and is much more efficient and economical. Fax, like telephoning, sets up a
temporary circuit between the origin and the destination of the call, for which
you have to pay regular phone rates. Email uses "packet switching"
technology which makes efficient use a network of permanently open lines; there
is no additional cost in sending e.mail even long distances and you do not need
STD or ISD connection to send e-mail to any country in the world. e-mail does
not have incremental costs once an organization has paid the fee for network
access. Besides issues of speed and cost, fax only sends a "photo" of
the document, while e.mail provides the recipient with text which can be edited
by using any word processing program. Different email programs: Earlier, Hot
mail was the only free e.mail service on the internet. Now they are many web
-based e.mail services. Every search engine provides the internet user with an
e.mail service. Yahoo! Mail, Excite Post, Altavista E.mail, MailCity (from
Lycos), RediffMail, Satyam Online mail, etc. are some of the popular free email
services. These services are web-based and do not require any special software;
they can be used with any web browser. They can be accessed from anywhere in
the world through the internet. They have an address book facility; you can
enter your list of names, address, telephone numbers and e.mail addresses in
your address book and you have a diary which you access from anywhere in the
world. 31 Media and Modes of Communication Setting up a free e.mail account is
easy; open the relevant page of the search engine (or any program that gives
e.mail services); you will be guided by instructions on the screen; you have to
fill in the details that are required by the form which appears on the screen
and click on the "submit" button at the end. You have to make up the
ID name you want (can be your own name or initials or anything you like) and
the password you want, and enter them. You have to remember your password and
enter it each time you want to check your mail. You can have an e. mail account
even if you do not have a computer or an Internet account; you can set up an
account and access it by renting Internet time in a cyber café. Using e-mail
for conferencing: An important capability of e.mail is its ability to create
ongoing electronic conference. It work like this: if people interested in a
particular topic (like new HR practices, or women's studies or Shakespeare or
anything) find that there is interest in an on going conference someone with a
networked computer in an organization can set up and manage a "list"
(using a software program like "listserv" or majordomo or mailserv).
Interested person subscribe to the conference. Every time someone sends in a
contribution to the discussion, it is automatically distributed to the entire
person on the list as an email message. Yet is does not make demands on your
time because you can send in your response at any time at your convenience.
Besides the facility to join conference e.mail provides other ways to interact
with writer of articles or owner of web sites. Almost every websites gives an
e.mail address for any visitor/reader to send back comments and reactions.
Advantages and shortcomings of using e-mail: Email makes information more
accessible and permits faster procedures in an organization. Conventions of
developed by e.mail users allows the exchange of brief, efficient messages of
information or instruction; the messages presume knowledge of previous
communication, and do not waste time on references or on social niceties.
e-mail has contributed to relationship building since it is easier to keep in
touch; a message or a few jokes or interesting anecdotes, of bites of
information can be distributed to a large number of persons across the word in
a few strokes. e-mail respect the receiver's time; the message need not be attended
to and answered at once as with the telephone. Although in speed of
transmission email comes close to the telephone, it does not demand instant
reply; there is time to think before replying. By sending a reply by e.mail you
can shoe that you have replied promptly and yet avoid the personal contact of
the telephone. Efficiency of the email depends on the user's regularity in
checking mail; you can not know how often or at what time the receiver checks
the e.mail box. The message could lie there for days if the person does not
check the e.mail regularly. Issues of confidentiality and security pose the
greatest problem; many organizations restrict access to the e.mail and the
internet because of security risks and the possibilities of abuse. It is worth
considering what kind of messages should not got by e.mail. You would not
expect to get a firing from the boss or give a firing to your subordinate by
email; a scolding may be carried by telephone and a warning by a memo; neither
is proper by email; a scolding may be carried by telephone and the warming by a
memo; neither is proper by e.mail. But congratulatory and other social goodwill
messages are actually made easy by e.mail which offers various free electronic
greeting cards which can be sent.
Teleconferencing:
Teleconferencing can be defined in several ways but most people agree that it
can be defined simply as "bringing people together without having to spend
time and money on travel." Teleconferencing is a rapidly developing
technology that has changed the way companies do business. There are three
types of teleconferencing: (a) audio teleconferencing (b) audio graphics
teleconferencing (c) video teleconferencing. Audio teleconferencing provides
the interactive element of the telephone; it is the most frequently used most
productive and inexpensive medium. It is also called "phone meeting";
it does not need any special equipment other than the ordinary telephone. The
main factors for its wide spread acceptances are: Easy to use -everyone can use
a telephone Easily available -telephones are available anywhere Easy to
participate from any telephone line in the world Takes only a few minutes to
set up a conference call Costs little Audio graphics teleconferencing provides
the facility to move text, computer -generated image, photographs and large
files over ordinary telephone lines (like the Internet). It is not as expensive
as video conferencing but still requires going to the location that has the
equipment or investing in the equipment. Internet The Internet is a world-wide
collection of computer networks that co -operate with one another by using a
common software standard. It conveys data through satellite links and telephone
wires. There is no single owner or central authority that operates or controls the
Internet. But the internet is bound by few rules and oversees the system and
protocols involved. But the internet is bound by few rules and does not answer
to any single organization. The speed of the internet has changed the way
people receive information. The size, scope and design of the Internet enable
users to: Connect easily through an ordinary personal computer and local
telephone line; Exchange electronic mail with friends, colleagues, customers
(with internet accounts) and also attach files which are on their computer;
Share business and research data among colleagues; 33 Media and Modes of
Communication Request and provide help with problem and questions; Post
information for others to access, and update the information regularly;
Publicize and market goods and services; Gather valuable feedback and
suggestions from customers and business partners; Access multimedia information
which includes photographic images, sounds, and video; Join group discussions
on any subject; Subscribe to mail lists on topics of interest and receive views
expressed by members of the group on the topic. Since the Internet consists of
not one but multiple data systems, which were developed independently, it
allows users to access a variety of services. The most important and popular
ones are: e-mail for exchange of electronic mail; Internet Relay Chat (IRC) for
sending private and public messages to other users and real time (that is, your
messages appears on the recipient's computer screen as soon as you type it);
USENET newsgroups for posting and answering messages on public "bulletin
board"; File Transfer Protocol (FTP) for storing and retrieving data files
on large computer systems; CU-SeeMe, a video conferencing system which allows
users to send and receive sound and pictures simultaneously over the internet.
Over the following 20 years, the network developed and became useful for
academic institutions, scientists, and government bodies for research. It
enabled distant and unrelated organizations to share information and contact to
one another's data bases and computing system. The nature of the Internet
changed dramatically in 1992. A new computer program called NCSA Mosaic was
developed at the National Center for Supercomputing Applications (NCSA) at the
University of Illinois. This was the first Web browser. With the browser it was
easier to access the different web site, and soon the Web sites began to
include video files and sound files. In India, VSNL began to give Internet
connections in 1995. The growth in India has been astonishing in the last one
year. The expansion of the Internet has coincided with the coming of powerful
yet reasonably priced personal computers and easy to use graphical operating
systems. For those who do not own a computer, there are cyber cafes and other
commercial centers that rent internet facilities by the hour. Computer Networks
The computer is a versatile electronic instrument which can combine various
media functions. The trend of technology is towards convergence of various
technologies so that the computer will become the single multi-task equipment
for all kinds of transmission. Computer software development is rapidly making
the computer take over more and more tasks and functions both in business and
at home. 34 Executive Communication The word processor help in the preparation
of letters, reports, meeting agenda, by guiding you through the steps of the
layout. It ensures that the document is neatly laid out in a few commands. It
enables you to prepare a circular and personalize it for several persons and
addresses by mail merge. Electronic mail, voice mail, Video conferencing, and
multimedia facility are forms of communication to be transmitted. Fax and telex
can also be sent through the computer. The use of Accounting software in many
offices is that account books do not have to be written manually. Various
financial reports can be prepared with in a short time by using the accounting
software packages. Software programs are being written for almost all
activities in business. You should keep a close watch on the advertisements
that announce new programs. A computer technology is the fastest growing field;
advances are made rapidly, and users can upgrade their equipment and buy the
latest software for more advanced tasks.
MEETINGS
Meetings are useful means of group communication. The
success of a meeting depends on the following points.
1.
Clearly define the purpose of the meeting. It helps to take a quick decision
without any avoidable loss of time or money.2. Distribute the agenda among all the members. It makes the participation in the meeting effective.
3. Restrict the number of invitees to make the meeting productive.
Chair person at a meeting:
1. The chairperson has to observe punctuality. It is always good to start a meeting on time and close the meeting in time.
2. The purpose of the meeting should be defined clearly.
3. Meeting should begin with a positive approach. Participants should know that they are present for a specific purpose and they are going to make their distinct contribution.
4. Chairperson should be impartial taking no sides and revealing no prejudices.
5. Contribution should be drawn from all the members.
6. Chairperson should control the meeting in such a way that only one person should speak at a time.
7. The chairperson should ask questions to pull out details and ask members to elaborate certain points.
8. Frequent summaries are essential to check which points have been completely discussed and resolved and which points demand more attention.
9. Before concluding the meeting clear statement should be made about the decisions arrived at.
10. Along with the decisions, disagreements should also be stated clearly.
11. Chairperson should clearly indicate how the decisions at the meeting are to be implemented.
12. The meeting should neither drag on unnecessarily nor come to an abrupt close.
Participants at a meeting:
Participants should attend a meeting with positive contribution. The points that help participants to give a good performance are as follows.
1. Participants should attend the meeting well prepared.
2. They have to study the agenda thoroughly.
3. If participants wish to use any written or visual aids to make contribution effective, they should prepare them well in advance.
4. If the participant is not an experienced shaker, it is advisable to write out full points and practice the speech from notes.
5. Participants are supposed to speak at most appropriate time.
6. They should control negative impulses and always think positive.
7. Participants should try to understand others’ point of view as they expect others to understand them.
8. Care should be taken to avoid; lecturing, patronizing, condemning as they give others the impression that they are ignorant fools.
PURPOSES
AND GOLDEN RULES OF MEETINGS
The following are the important purposes for holding
meetings in business organizations:
1. To save time in Communication.
2. To instruct a group for a specific purpose, that
is , briefing
3. To discuss and solve problems relating to
business
4. To resolve conflicts, confusion and disagreement
among interest groups.
5. To give and get new ideas and immediate
reactions.
6. To generate enthusiasm and positive attitude.
7. To arrive at consensus on issues.
8. To learn from others and to train others.
Ten
Golden Rules with respect to Meetings are:
1. The meeting should be convened only when it is
essential.
2. Meetings should have time schedule and must begin
and end on time
3. Meetings should be convened only when no
telephonic discussion is possible.
4. They must have clear and specific agenda and sub
agenda
5. They must have clear objectives 6. Time limit
should be specified for each item of the agenda and sub agenda
7. The notice of the meeting should be sent well in
time before the meeting, to those who are required to attend the meeting and
can make useful contributions.
8. Conclusion of a meeting is summarized so that
each one understands the summary of the proceedings.
9. Action oriented minutes should be prepared and
circulated after the meeting.
10. Meeting should be closed on a pleasant note.
Role
of the Chairperson
The chairperson, the convener or the secretary and
the senior members have a vital role to play in conducting the meetings
effectively. They have to ensure punctuality and effective the management.
While providing freedom to the members for expressing their views on the items
taken up for deliberation, the Chairperson also ensures that the discussion
does not stray. The Chairperson also ensures that as far as possible, all the
agenda items stated for discussions are duly taken up for deliberation. Through
experience, wit and wisdom, the Chairperson brings in authority and
decisiveness to the deliberations. If during the course of deliberations,
members get into a war of words, or a personal clash, the Chairperson or the
convener, who should play a complementary role in conducting the meetings
should intervene, and bring in the much needed sense of proportion in the
deliberations. The Chairperson must work up the agenda before the meeting, and
check that all the requirements are made available in the meeting room, and
that the needed staff is in full attendance, to assist at the meeting. The
leader has to carry out the task of guiding the discussion, keeping it on track
and arriving at a useful conclusion at the end of the given time. The meeting
leader should ensure that there is someone to take notes; if one has not been
arranged for, someone from among the participants can be appointed to be the
reporter; in a large meeting it is better to have two or three persons
appointed for the purpose. The success of the meeting depends, in a large
measure, on the Chairperson of the meeting.
Important
Guidelines for Conducting Seminars and Conferences
It is
important to note the following points while conducting Seminars or Conferences:
1. Choose a topic which
is most beneficial for all the participants.
2. Decide the date of
the seminar of conference well in advance.
3. Send invitations to
participants well before the date of the seminar or conference.
4. Check the
availability of the Delegates or Spokespersons or Keynote speakers to be invited for the Seminar/Conference.
5. Arrange the stay and
hospitality for the Seminar/ Conference in the most appropriate manner.
6. Choose a quiet and
peaceful venue for the Seminar or Conference.
7. The electronic
gadgets and equipments, like LCD or Laptop, should be checked well in advance
and kept in proper places.
8. The delegates and
participants should be given handouts relevant to the topic.
9. Folders, files,
notepads, pens, etc. should be kept ready for the participants.
10. The outcomes,
suggestions, etc. of the Conference/ Seminar should be recorded and kept in
black and white, so that if needed, a White Paper (Suggestion Paper) of the
conference can be prepared and sent to the requisite authorities.
Agenda
Agenda is a list of items to be discussed at the
meeting. It is also called Business. It is usually sent with the notice of the
meeting, but it may be sent later if it takes time to prepare it. Items
included in the agenda depend on the type of meeting. According to rules of
conduct of a meeting, apologies for absence received from are member are taken
up and recorded before the agenda is taken up. The agenda begins with the item
"Approval of Minutes" because the minutes of the previous meeting must
be approved and signed before any matter can be taken up by the present
meeting. This item may be written in the agenda as "Minutes" or in
greater detail as "Approval of minutes of previous meeting." The
second item relates to matter arising out of the minutes. This may be indicated
in the agenda as "Matters arising"; however, it is not necessary to
indicate this item in the agenda. The new items are set out after this. Some of
the items are routine requirements, like payments to be passed and cheques to
be signed, Progress reports, Review of activities, etc.
There are two ways of writing the points in the
agenda:
(i)
In the form of nouns, for example, Appointment
of sub-committee to look in to losses…
Proposal to open a branch in…
Membership drive Fund collection Review of the month's activities
(ii)
With an infinitive verb, for example, To
appoint a sub-committee to look into… To
consider a proposal to open a branch …
To organize a membership drive To
collect funds To review activities of the month
(iii)
All the items in an Agenda must be
written in the same style. Different organizations use different style of
writing the items in the agenda. Public Limited companies and some
organizations use a very formal and detailed style while some use informal style
and describe the items in short.
(iv)
When all the items on the agenda have
been dealt with and decisions recorded, the chairman of the meeting may allow
members to raise any items which are not on the agenda, if time permits.
(v)
The Chairman may himself raise a matter
which is not included in the agenda. To allow for this, the item "Any
other business with the permission of the Chair" (also written as any
other business) is included at the end of the scheduled business items.
(vi)
The final item is usually, "Date of
next meeting" (also written as Next meeting). It is the usual practice to
fix the date of the next meeting before the current meeting is ended.
(vii)
The order of the items on the agenda
cannot be changed during the course of the meeting accept by consent of the
members. The chairman of the meeting must take great care to decide the order
in which the items are to be put on the agenda, especially if there are likely
to be controversies over any of the items. It is desirable to have urgent items
and non-controversial items first.
AGENDA
1. To confirm the minutes of the meeting held on 25
May, 2006 (enclosed)
2. To approve
the Revised Budget for the 2005-2006 and the Budget Estimates for the year
2006-07, with or without modifications (will follow)
3. To consider applications for Life Membership
(list enclosed)
4. To review
the working of the Society and its Institutions
5. Any other
matter permitted by the Chair
6. Next
meeting
Conferences,
seminars and meetings
"Conferences,
Seminars and meetings refer to an assembly of persons who come together and
deliberate on topics and issues of communicable interest". Meetings and
conferences have become an integral part of business life. They facilitate
exchange of views and as such constitute an important means of interactive
communication. Both these interactive forums facilitate face -to -face
discussions that take place at various levels. They may be employer -employee
meetings, employee meetings and conferences, employee customers meetings and so
on. Seminars are conducted once in a while. A Seminar is a gathering of people,
in which, one or more persons give their presentation on a particular topic, to
enrich the knowledge of the participants of the Seminar. While, in a
conference, all the participants usually express their views on the topic, in a
Seminar, there are a few speakers, who are experts in their own field, give
their views and the audience is gained by the same. Meetings take place more
often than conferences, and also relate to fewer persons. While there can be a
meeting of even two persons, a conference normally connotes an assembly of a
large number of people. Similarly, meetings may take place any number of times
during a day or a week while conferences are normally scheduled annually, bi
annually and so on. While meetings can be both pre -planned and impromptu,
conferences are, by and large, planned in advance. "Meeting is part of
everybody's life"Meetings, seminars and conferences, when effectively organized and conducted, can play a significant role in business communication. They facilitate: exchange of information Articulation of alternative viewpoints. Deliberation on specific issues, removal of misconceptions, elaboration and clarification of concepts and ideas, finalization of plans and strategies, review of performance, Enlistment of support and a host of such communication needs, so essential in a business or organizational context. They facilitate intensive interaction with individuals as well as groups, and achieve mush more than any written communication. Meetings, seminars and conferences, therefore, are to be seen as an inevitable yet useful medium of interaction between people in different business and organizations. "Well -conducted conferences and meetings serve a useful purpose"
Report
A report is a presentation and summation of facts,
figures and information either collected or derived. It is a logical and
coherent structuring of information, ideas and concepts. Reports are used in
general, by various professionals. Newspaper correspondents use reports to make
news about an incident or a programme, teachers and lecturers make reports
regarding their school/ institutions or some event happened in the institution.
"A business report is an orderly, unbiased communication of factual information
that serves some business purpose."
Reports provide feedback to the manager on various
aspects of organization. The information is needed for reviewing and evaluating
progress, planning for future course of action and taking decisions. As a
neatly structured piece of work, the report, for greater ease in comprehension,
is segregated into various sections. Understanding the import of these
sections, coupled with logical conjoining of the various parts, results in a
well written and presented report.
The
report is the ultimate output of investigation efforts. The report format
varies depending upon its purpose and target audience. The presentation of
research reports to ultimate users is the art of communication. Report writing
makes the complex thing simple. Suggestions given in the reports form the basis
for the action plan to be taken. New areas for investigation may also be
identified through reports.
TYPES
OF REPORTS
Reports may be classified in different ways. Reports
may be Long and Short Reports, Formal and Informal Reports, Business/Technical
Reports or Academic/Research Reports
Formal and Informal Reports
Formal Reports are those reports, which are to be
submitted to a higher authority for analysis or for approval. These are
prepared by keeping in mind all the technicalities of report writing. On the
other hand, informal reports are those which are prepared by the person, either
for his own use or for keeping as a record, not for the use of an organization
for any formal purposes. Mostly, the reports prepared in the organizations are
formal reports. In formal reports, proper facts and figures, which can be
substantiated, are used. Informal reports may be based on guess work or
approximation of facts. Examples: Formal Report: Report Submitted by Sales
Manager to General Manager regarding annual sale. Informal Report: Report
submitted by sales assistant to sales manager regarding approximate number of
customers entering the showroom.
OUTLINE
OF A REPORT
There is no set outline
that can be used in preparing reports. The most appropriate form and contents
of a particular report should be determined by nature of the target audience.
The following is the suggested broad outline of a report.
1. Preliminary pages. Title page is showing the heading. Contents along with chapter headings and page
numbers. Preface and acknowledgements. Foreword.
List of tables. List of graphs and diagrams. Abbreviations
2. Main Text (a) Summary, Introduction,
Main findings, Conclusions and
Recommendations (b) Introduction,
Introducing the theme, Review of
related literature Methodology (c)
Results, Statistical analysis, Testing of hypothesis, Conclusions, Recommendations
3. End Matter,
Annexure, Bibliography, Questionnaire, Indexing,
Mathematical derivations,
Appendices.
A few
important aspects regarding the various parts of the reports are briefly
narrated below:
1. Summary: It is useful to all those who have
little time to read the whole text. Business executives mostly read summaries
of reports. The report is organized on the assumption that everyone will not
like to read all the matter presented in the report. Consequently, a report
should unfold like a news paper article. In other words a summary of the most
important information appears first and the detailed story is shown later on.
The report should begin with objectives, methodology, a brief summary of the
findings of the study along with conclusions and recommendations, which the
presenter has made. The remainder of the report should provide a detailed
discussion of the analysis, interpretation and survey process. The analytical
issues are outlined.
2. Introduction: The purpose of the introduction is
to discuss the background of the project. This section introduces the problem
at the macro and micro level. An explanation of the nature of the problem and
its history in terms of existing literature related to the research problem.
Firstly, it provides a total picture of the topic presented. This will also
show how the present problem fits into that topic. Secondly, it tells the
readers what research has been carried on the problem. Through that process,
research gap may be identified. Obviously, the investigator must show that this
particular investigation has not been done before. It should clearly indicate
that work is not repeated.
3. Methodology: It broadly includes the objectives
and significance of the study, description of methodology, formulation of
hypothesis, testing and tools of analysis and the technical aspects and
limitation of the study. It tells the reader what was done to solve the
problem. The purpose of this information is two - fold. First, it aims at
satisfying the criterion of reliability, in other words, it must provide the
researchers requisite information to reproduce another piece of research.
Second, it aims at enabling the reader to review the quality and worth of the
study. For that, several questions can be raised. A few questions to be
answered are as follows: What are the
objectives for the study? What sample or
samples are used? What is the sample
size? How are the sample selected, and
why were they so selected? How was field
data collected? What were the techniques
for analysis used? How is the hypothesis
formulated? Whether pilot studies and
pretesting are done to try out the techniques? If yes, what was their
outcome? What method is used for testing
the hypothesis? Whether the study is
experimental or ex-post facto? How is
the collected data verified?
4. Findings: This presents the inferences derived
from statistical analysis. From the point of view of findings, reports may be
either descriptive or explanatory. The finding is presented in simple language.
The problem in writing a descriptive report is to communicate effectively in
simple language. The audience is provided discrete facts about the population
studied. In a descriptive report, an author has to describe the details of the
findings. The findings should be arranged in the way that makes it easiest for
the reader to understand them quickly. Like a guide, the author helps in
pointing out important findings. Possible interpretations and applications are
also suggested in the report. An explanatory report is different and his
prepared according to any one of the three models, each stemming from a different
set of framework, namely, hypothesis testing, focused argument and the
structural mode:
(a) Hypothesis testing: The report of such studies
is compact and direct. It may begin by stating the hypothesis. It also shows
how they are implied in the theory. It may then describe the methods used to
present the data. Finally, it judges the validity of the hypothesis in the
light of research results. The process of testing the hypothesis is seen
carefully. Chi -square test, time & money test and z test may be used
depending upon the requirement. The level of significance is also decided. A
concluding section might offer some review and reassessment of both hypothesis
and theory.
(b) Focussed argument: Another model for an
explanatory report is the legal brief. To the investigator, the data may all
seem to contribute to a single conclusion, and to support a single central
proposition. This will be the most precise presentation. The investigator may
feel then that his task in his report is to win the assent of his readers to
the general conclusion. Unnecessary elaborations distort the central idea.
Focussed idea brings clarity and the audience can understand it in minimum
possible time. A Focussed argument is like a legal brief. This will contain a
central issue. Further, its examination of evidence in terms of its bearing on
that issue also can be made. In this presentation, the line of argument is
extremely important. Unnecessary details are to be avoided.
(c) Structural model: Perhaps the most difficult
conceptual frame work to manage for the presentation of quantitative data is
one that proposes a structural or system model. The model has empirical
relevance. This is prepared more logically. It considers implementation
aspects. A report of this sort might first concern itself with structural
aspects such as the number of personnel at their positions, goals, environment
etc. and then considers all other aspects of the system.
GUIDELINES
FOR WRITING REPORT
Report writing is an art. It cannot be developed at
a faster pace. The following are the guidelines for writing a report:
1. Develop thinking: There is high positive
correlation between good thinking and effective writing. If the thinking is
poor, the written draft will not be effective. It is a process of rebuilding
facts into a meaningful whole. This demands patient, deep and alert thinking,
which alone results in clear writing of the report.
2. Divide narrations into paragraphs: In order to
create a better impact and draw the attention of the reader, the narration
should be divided into paragraphs. There should be informative headlines
wherever necessary. Paragraphing is an important feature of any report. It
serve to break the test into readable units. It groups sentences around one
central thought or idea. This is not easy. It is an art. Linking one paragraph
to another is an essential technique for maintaining continuity. By efforts,
better paragraphs can be structured.
3. Use present tense and active voice: Result should
be valid in the present. Otherwise there is no use in presenting them. The
active voice should be used whenever possible. Passive voice does not put
force.
4. Minimize technical language or jargons: Clarity,
conciseness, compactness, correctness and simplicity are critical attributes of
good writing. But they are much more important in technical writing. A
technical vocabulary may be an important facilitator of communication among
those who share it. It may serve as a barrier when communicating with others.
If there is a popular word that is equivalent to a technical one, the popular
word should be used.
5. Use visual aids: There should be more and more
use of visual aids in the form of tables and graphs. Visual aids increase the
comprehension rate to illustrate the principal findings of the study. The pace
of reading the material will be higher.
6. Objectivity: The report should be unbiased and
objective supported by facts. All reference are acknowledged. Subjective
reports do not have any weight.
7. Hiding the respondent's identification: The
report should be written in such a way that it should not disclosed the
identity of respondents. Normally, the researcher specifies this in the
questionnaire itself.
8. Rough drafts: It is usually seen that in the
initial draft, the person preparing the report commits some unknown errors
ignorantly. Any slight error in a report can do damage to the entire
organization and the person preparing the report. Therefore, a good and error
-free report should go through at least three drafts: Comprehensive draft Improvement in language, from and style of
the draft. Accurate and authentic draft.
In fact, review of the first draft should be done after some time.
9. Avoid vague expressions: In preparing the final
draft, all vague expressions should be avoided. Vague expressions lead to
ambiguity.
(a) Report of Sub -committee: On decline in the
circulation newsmagazine "The Women'
25 June 2006
To
The Board of Directors Ram Krishna Magazines P.v.t
Ltd. New Delhi
I.
Terms of Reference: The sub-committee
was appointed by the following resolution of the Board passed at the meeting held
on 9th May, 2006. "Resolved that a sub -committee consisting of Mr.
Mahajan, convener, and Mr. and Mrs. Ashok is hereby appointed to investigate
the causes of the decline in the circulation of the magazine "The Women'
and to report with recommendations in a month's time.
II.
Procedure:
(a)
The sub -committee met three times on 11th, 23rd, and 28th May and the views of
the concerned were noted.
(b) Thirty small magazine shop owners were
questioned to find out their experience with the sale of women's magazines.
(c) One thousand questionnaires were collected
from various reader including our past and present subscribers and members of
women 's associations. Their interviews were sent out for filling in the
questionnaires.
(d)
Other women's magazines available in Mumbai, Delhi and Kolkata were carefully
compared with the magazines.
(e) Circulation figures of the last four years
for our magazines were studied.
(f)
Viewpoints of academicians and management experts are collected.
(g)
Opinion of editors of related magazines are obtained.
III.
Findings: From the investigations, the sub
-committee arrived at the following conclusions:
(a) The decline in the circulation of the
magazine became sharp in March 2005, although there was a gradual decline in
the circulation our the last six month, the fall by over 30% in Oct.2005
coincided with the arrival of a new of a women's magazine, 'Eve's Era' in the
market. While are two competitors, were able to with stand the impact, our
magazine failed to retain its share of the market. This is largely due to the
fact that the quality of our magazine had already begun to deteriorate.
(b)
The deterioration in quality was traced to the decision to make no increase in
the actual expenditure on paper and to purchase paper in bulk for all the
company's publications. The magazines suffered an immediate setback when it was
allotted the ordinary newsprint.
(c)
As a result of using the ordinary newsprint, the photographs and illustrations
became poor in reproduction. This caused reputed photographers, artists, and illustrators
to refuse to contribute to our magazines as it has effected their reputation
adversely. Gradually, reputed writers who used to write regularly for our
magazine began to contribute feature articles to other periodicals. Hence,
there was a general fall in the quality of the magazine.
(d) The company's machines are old and obsolete.
The automatic machines are not required.
IV. Recommendations:
(a) Adequate funds should be allocated to the
magazine and the Editor be authorized to purchase good quality paper
specifically for the magazine.
(b) The Editor should be instructed to write letter
to reputed writers inviting contributions and offering as and enhanced
honorarium.
(c) The service of good artists and photographer
should be procured by offering additional attractive terms.
(d) Publicity campaign should be launched to impress
upon the public regarding the improved quality and impressive getup of the
magazine.
(e) Automatic printing machines need to be acquired.
(f) The services of professional binders are
obtained. Mr. Mahajan Mr. Ashutosh Mrs. Ashutosh Convener
FORMAL
REPORTS AND INFORMAL REPORTS:
Formal
Reports are those reports, which are prepared with complete format of Report
Writing, having a Fly Cover, title page, all the contents in the right order,
including the appendices and bibliography. These take a long time to prepare
and have to be documented and used for a long duration. In comparison to these,
Informal reports are short reports, which may not have the complete format of
report writing. The informal report, or short report, is more condensed than
the formal report, but it is just as important. The writing style and audience
for the short report are the same as for the formal report. The main difference
is the sections that are omitted.
8.9.1 Outline for the Informal Report Title page
a. title b.
author's name c. course contents
Introduction
a. purpose/ overview
b. importance of the subject matter
c. objective(s) for this particular reports
Description
of Process and Results
a. understanding + description
b. procedure followed for obtaining results
c. important governing equations
d. description of results e. tables and graphs
presenting results
f. uncertainties g. relevant comparisons with theory
Discussion
a. brief review of results, if necessary
b. discussion (trends in results, comparison with
theory, answers to discussion questions in Report Requirements section)
c.
conclusions supported by data
Things to avoid in Informal Reports: Too much clipart Clutter
Right-justified pages Weird fonts
Tiny type (use 10-12 point; larger is usually better)
Formats: Letter: between organizations Memo (NOT EMAIL): within an organization Report: when the information is more complex
or the findings are longer Standard Forms: when appropriate and available
Types of Informal Reports Information: Just the
facts Recommendation: Answers a request
for facts and conclusions/recommendations
Justification: unsolicited advice (not as bad as it sounds) Progress: how those recommendations are
going Summary: the highlights of a
longer report File: follow-ups of often otherwise unrecorded events
The
Report Writing Process:
Pre-writing Drafting
Revising/Editing/Proofreading
Formatting Tips Use appropriate headings (think of them as
"filing cabinets") Keep
headings parallel Use templates in Word Do customize them to suit your own
project Don't use the
"Contemporary" Template Too
easily recognizable Silly Distracting
Effective
Headings Use different levels (not
unlike a bulleted list) Use parallel
constructions Bold is OK, italics are
OK. Quotation marks are not Keep
headings simple and short, but clear Keep headings absolutely separate from the
body of the report-don't begin your sections with "These."
Preparing
Formal Reports
Preparation of formal reports is a schematic
procedure and must follow the below mentioned pattern: Analyze the report problem and purpose
Develop a problem question eg: Are customers satisfied with our service?
Develop a purpose statement eg: The purpose of this report is to investigate customer satisfaction and to recommend areas for improvement.
Anticipate the audience and the issues
Consider primary and secondary audiences. (What do
they already know? What do they need to know?)
Divide the major problem into sub problems for
investigation
Prepare a work plan
Include
problem and purpose statements.
Describe sources and methods of collecting data.
Prepare a project outline and work schedule. Collect data
Search secondary sources.
Gather primary data. Document data sources
Prepare note cards or separate sheets citing all references (author, date, source, page, and quotation).
Use one documentation format consistently. Interpret and organize the data
Arrange the collected data in tables, grids, or outlines that help you visualize relationships and interpret meanings. Prepare the graphics
Make tables, charts, graphs, and illustrations - but only if they serve a function. Use graphics to clarify, condense, simplify, or emphasize your data Compose the first draft
Write the f
irst draft at a computer. Use appropriate headings
as well as transitional expressions to guide the reader. Revise and proofread
Revise to eliminate wordiness, ambiguity, and redundancy.
Look for ways to improve readability, such as using bulleted or numbered lists.
Proofread three times:
(1) word or sentence meaning,
(2) grammar and mechanics, and
(3) formatting.
Evaluate the
product
Ask yourself, "Will this report achieve its
purpose"?
Encourage feedback so that you can improve future reports
The formal report must be in proper format and
presented properly with graphs and figures wherever necessary.
2 comments:
nice notes mam its soo much benfeciars to understand ......and words easy to understand
Enter your reply...irfan 1st mba
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