teacher: BS TECH BUSINESS COM

Business Communication – 1 GCUF For The preparation of Examination New Trend Notes with Model Paper

Q1. What is the definition of communication?

Exchangeتبادلہ خیال of facts, ideas, experiences and emotions جذبات between two or more persons for a definite معین objective مقصد is called communication.

Q2. How many are objectives of communication?

The number of communication objectives cannot be countedگننا but ten almost تقریبا are very important.

Q3. Define any three objectives of communication?

1. Information Sharing معلومات دینا It is essential لازم to share حصہ دار بننا your ideas and emotions to other party. By sharing we mean sending message to the receiver for good and positive exchange. We share our experiences and get benefits فائدے in form of information.

2. Future Planning

3.Effective Control

It is very necessary to control people in communication. Daily basis communication is performed between employees and management. Liabilities are assigned to employees to give productive results.

-------------------------------------------- For LONG Question ----------------------------------------------------

4. Feedback

5.Influence

Communication is the best component for management. Due to it , there is influence on employees. The superiors can make their work go easily by their subordinates.

6.Problems Solving

It is necessary for the success of commercial and non- commercial organizations that there should be mental harmony between employees and management if they want to solve problems.

7.Decision Making

8.Developing Relations

With the increase in world population effective resources of communication are needed most. Every organization wants more relations with manpower and public clients. Now departments are not limited but in the form of globalization want enhancement.

9.Internal and External Link

Management gets connected with organizational internally and externally with communication. In this way, employees; ideas, thoughts and emotions are conveyed in a better way.

10.Role of Ethics in Communication

It is moral and ethical duty of any organization to protect his audience from any damage. Thus, the information conveyed to the audience should be handled carefully.

Q4. What is the importance of communication?

Definition. When we say importance we mean the benefits of communication.

Action of planning has become necessary for the organized or non organized economic activities. Different projects are prepared on large and small scale for future by the institutes.

Big commercial organizations are made to get better results. Many employees and departments struggle to display their abilities.

Management plays an important role in running the system effectively. Its reason is their power of communication with their staff. Their method of writing conveys the orders to staff upon which the members react and good work is on the display.

The promotion of industrial peace and cooperation is possible only with good piece of writing. There is possible chance of relation, cooperation and understanding of matters.

Important and complex cases are taken into consideration In meetings. Better decisions can be made with the help of these meetings. Role of communication can not be denied here when significant and result- oriented plans are put into practice.

An industrial employee is a man basically. He has all emotions and other sentiments with some realizations, thus, he has manifold needs. Management knows all sentiments of the employees and in spite of all matters it keeps his individuals working with help of speaking and writing messages.

Through communication efficiency of its employees is conveyed to management. In the return of it, they get warning and rewards. Everyone is satisfied and gets aware of his job condition. Employee can know intention of management if he tells/ writes about his condition in the firm to management.

Q5.Barriers of Communication

Barriers are actually hindrances and troubles that stop anyone to speak, write, listen and read properly.

For example, if I know the material but I cannot express into proper words and meanings. Speaking is the same.

Conciseness and completeness are essential for good writing. There should be right words for right place and right person.

Level – Designation / Authority

Low graded officer fears to communicate with the superiors. The down ward communication is not conveyed to the upward level and gap exists there for unknown period of time.

Representative Words

Often, it happens that most of people do not have proper words for correspondence. They need it badly and in consequently write the available words. When the matter is on officer’s table, the piece of writing is marked with mistakes. This is big hindrance in way of communication.

Un- attentive Attitude

If the receiver does not pay any attention to message the process stops. It may be two way that sender has not written a proper message. Four of the skills are involved in it, writing, speaking, reading and listening. It depends on health, mood, time, object, level and rank of sender and receiver.

Mind-set or Prejudice

If the sender or writer has a fixed mind set he will understand the message in his experience and learning. If writer’s favorite group writes his response is positive. But on the contrary, he flares up and reacts in no good sense.

Pre-mature Judgment

If the receiver reads the half message and poses that he got full meaning, he is at fault. It is incomplete communication to react after non- serious behavior.

Cultural and Territorial Tradition

Cultural differences create a gulf among people of different cultures. Two different persons speak different languages. They have different rites, habits, creeds, and ethics. Especially, language is not matched and it is great hindrance.

Geo Distance

Long distances keep people away for meeting and exchanging their ideas and planning. They cannot understand each other that hold importance in communication.

Level of Confidence

If writer or speaker is ill at confidence and he does not the art of writing or speaking he may fail. Knowledge is necessary to produce something as good response.

Introvert

Introvert person does not express his opinions and remains silent mostly. If on receiving any document he does not respond it means there cannot be any communication.

Accent and Pronunciation

If the accent and pronunciation of the speaker cannot convince the listener he may lose his grip on communication. In this way, no message and further action is encouraged.

Q6.Components of Communication

Medium

Sender

Information

Ideas-attitude-action desired

Receiver

Understanding of message

Encoding

oral/ written

Message

Letter- Report

Agenda

Decoding of message

Feedback

Follow Up

Questions to follow

What is communication?

What are components of communication?

How is communication very important?

Describe the barriers of communication?

What are objectives of communication?

Q7.7C’s Formula of Writing Effective Letter

In writing proper and effective message it requires right words for right occasion. All principles of writing start with the letter C.

Completeness

Conciseness

Consideration

Concreteness

Clarity

Courtesy

Correctness

Completeness- When we say completeness we mean a purposeful message with a positive response. Communication is done on two- way sides. It is evident that there may be some differences of opinion, culture and objectivity. Five W’s are necessary for completeness of message.

What (Condition) ----- Whom (Person) ------ Where (Place) ------ When (Date) ------How (Method)

Conciseness -Magnificence of words is basic of conciseness. There should be right words for right occasion. Relevancy is much needed. Avoid unnecessary details and repetitions. Adhere to the purpose of message strictly.

Consideration- The understanding of human nature is very necessary in consideration. The mode of consideration is called ‘you attitude’. Try to look at the matter according to your party. How your addressee will take benefit. Convey the message to the addressee in positive aspects.

Concreteness- The conveyed messages are vivid and definite in purpose. Messages are explicit and meaningful. Fact and figures add to the authenticity of message. Response of the message is awaited in it. Good effect of messages is highly desired.

Clarity- Listener or reader should pick the material of the message properly conveyed to. Message should be kept in mind. There should be balance between precise and familiar language. The expression of words, ideas and experience should be explicit.

Courtesy- Courtesy means politeness but it is necessary to be considerate. If the salesman is appreciative of receiver’s point of view he is very courteous. If receiver’s target is accomplished by the sales bureau then air of courteous behavior is maintained. Cordial relations build good-will among people.

Correctness- When we say correction of sentences or spellings of words we mean exact use of grammar. Informal language is used in business circles. We should engage another person to look our communication so that there should not be any error of writing.

Q8. Listening

It is also a skill of communication. it has great significance in meetings, seminars and processions. It is not only the name of hearing any piece but the person has to focus the spoken word or words accordingly.

The thing which we hear with attention and it has its follow up is called listening.

Feedback is necessary in listening.

Difference between hearing and listening

In hearing only words are attended but in listening attended words are put into practice for some action.

Accidents affect listening 90% of accidents are psychological and 10% are manual or mechanical.

Q9.Barriers in Listening

Medical problems of listening

Difference b/t listening and speed of communication

Fast speed of speaker

Bias and beliefs

Not having any meaning of talk

Cultural differences

Language gap

Fluctuation of pronunciation

Hard vocabulary usage

Complicated style

State of absent mindedness

No healthy environment

Pre mature adjustment

Pre occupied thought

Relating bitter past experiences

Starting counseling during listening

Undue discussion

Hateful behavior

Lack of audience interest

Pre mature agreement

Unnecessary movements

Interference

Q10.Feedback

It is such a process in which a person who receives a reply of his message communication is not complete without this feedback.

If no feedback exists of any sent message it is considered that the sender has no power of writing and effectiveness.

Q11. Reading

Skills of reading are very important in our life. By this word ‘read’ we mean read easy and demanded. It means that we should read what we like most so that gain should be more.

Average Reading: - 90 to 125 words per minutes

Best Reading:- 200 to 300 words per minutes

Q12. Reading problems

Head nodding

Moving finger on the material

Extra material

Difficult structures

Stress in head and eyes

Slow speed of reading

Less information about subject

Difference of opinion with the author

Difficult words and terminology

Loud speaking

Q13.Reading Styles & Skills

Different readers study differently. Everybody studies according to his demands and requirements. It also depends on specific abilities of the individual. The detail of the scheme of study is following.

Scanning

Skimming

Detailed Reading

In first category, reader has a bird’s eye view of the matter. He has a sketch of reading in his mind. He reads summary of book, studies first and last paragraph and considers the results of last chapter.

In the second category, he reads only to the point. He dislikes detailed study. He reads the heading, focuses the italic and bold words and finds the answer of the question in the paragraph.

In the third category, the reader is traditional in his work. He studies the course books. He reads every heading and its detail, marks the important and writes the answers of questions.

Q14. Writing Skills

It is explicit and expresses our ideas, theories, senses and thoughts. Persuasive writing is needed very much. This is also the reason that without good writing our ideas and products goes unnoticed.

There are three main points involved in writing.

Plan your writing

Write your message

Complete your message

Q15. How do you plan your writing?

Before you plan and start writing your matter there are three mistakes that are committed on almost every level that should be taken care.

Clarify your purpose before top management. Actually, you directly want them to pat you on the back, say you well done and further they set five researchers on your project and also focus on.

Clearly express your purpose to your audience. For example, if you are vague to your audience, you feel uncomfortable and you want others to devote time for the promotion of your work.

You want someone to take risky and complex decision in one leap.

Q16. What should be done for good writing?

Consider your audience desires, interests, needs, positive – negative trends, concerns, objections and senses. Note that why do they not respond favorably; study their character, norms and tendencies. We should minimize the negative and maximize the positive aspects. We should study three items

Demographic- in it we study age, gender, occupation, education and home

Psychographic in it we study personality, attitude and life style

Culture in it we study a man’s way of handling things and his market where he gets his items

Gathering information

Information should be gathered in which you gather what audience know, believe and feel. What you want them to believe, know and feel.

Selection of right medium

In it advertising agencies and media specialists are appointed. They locate opinions for persuasive writing. The best try to find out agents from internal communication tribe.

Organizing your information

Defining your main idea

Limiting your scope

Choosing direct and indirect approach

Grouping your points in meaning way

Write your message

It is often seen that people do not respond to what you write. The problem is how to handle it now

Use simple language

Support your message with facts

Identify your sources

Provide quality information

Establish common grounds

Be objective

Display your common interests

Complete your message

Proof reading, draft making and preventing repetition are necessary steps. Errors should be discarded. Subject matter should not involve any disfigured information. Complete sentences, grammatical rules, vocabulary, spellings and use of perfect language are essentials of writing.

Dangling Modifiers Correction

Unclear Statement – Expecting an essential e-mail, my computer continued its working.

Clear Statement – Expecting the necessary e-mail, I kept on checking my computer.

Unclear Statement – Upset by the team’s performance, the arena began to empty.

Clear Statement – Upset by the team’s performance, the fans began to leave the arena.

Unclear Statement – When only five, my mother taught me how to read.

Clear Statement – When I was five only, my mother taught me how to read.

Unclear Statement – Everyone in the meeting was doubtful, everyone left the meeting.

Clear Statement – Everyone in the meeting was uncertain and left.

Unclear Statement – The Instructor explained very much how to start engine and shifting gears.

Clear Statement – The Instructor explained carefully how to start engine and how to shift gears.

Unclear Statement – Either you buy this book or that two are good.

Clear Statement – Either you buy this book or that book both are good.

Unclear Statement – Not only he helped me but give me his assets as well.

Clear Statement – Not only did he help me but also gave me his assets.

Unclear Statement – Going to Karachi, he would discuss all cases.

Clear Statement – If he goes to Karachi, he will discuss all cases.

Unclear Statement – Although he is rich, but he does not help the poor.

Clear Statement – Although he is rich, yet he does not help the poor.

Unclear Statement – I wish that I had been rich.

Clear Statement – Would that I had been rich.

Unclear Statement – The students learnt the lesson before the bell rang.

Clear Statement – The students had learnt the lesson before the bell was rung.

Unclear Statement - When I went there, he slept.

Clear Statement – When I went there, he was sleeping.

Unclear Statement – Getting my work do, I sigh.

Clear Statement – Getting my work done, I had a sigh of relief.

Unclear Statement – I met him on 2018, Jan 5^th with a friend in London.

Clear Statement – I met him with a friend in London on Jan 05, 2018.

Choose one word for the phrase.

Few and far between

Sometimes – Meantime – Seldom

In accordance with

Accordingly – According to – Accordance

In spite of

Despite – Despise – Spite

Instead of

Nevertheless- Notwithstanding – Steadily

To keep up pace with

Accompanied – in company – Comrade

Coherent words

Category

Result as a result, therefore, thus, consequently, as a consequence, in consequence, hence, accordingly

Consequence then, if so, if not, in that case, in that event, under these circumstances, otherwise

Illustration for example, for instance, namely, in particular, for one thing, as an illustration

Generalization in general, overall, on the whole, all in all

Model Question Paper for 1^st^semester

Government College University Faisalabad 2018

Subjective Part (5x6) = 30 Marks

Objective Part= 18 Marks

1. What is active reading? What are the techniques of active reading?

2. What are effective components of communication?

3. Describe any 4C’s of communication?

4. Write a report on machine lab that is to be established in the department submitted to HOD

5. Write a report held about a fair of technology at the university. (ii) what are three stages of report writing?

6. What is communication?

7. What are components of communication?

8. How is communication very important?

9. Describe the barriers of communication?

10. What are objectives of communication?

11. Describe external communication?

12. Define consideration?

13. What is horizontal communication?

14. What is internal communication?

15. What is denotative?

16. what is information sharing in objectives of communication?

17. What is connotative word?

Encircle the right answer of the following.

1. Completeness means a message ------------------

a. Raw b. Concise c. Purposeful d. Detailed

2. Internal communication is done

a. In season b. Inside office c. On site d. In meeting house

3. persuasive writing means

a. Incredible b. Unbelievable c. Convincing d. Chasing

4. Communication is an exchange between ------------

a. Two or more b. Three c. Few d. Many

5. It is included in correctness

a. High pitch b. Voice mail c. Grammar d. Dictionary

6. Loss of words is a loss of

a. Community b. Confidence c. Clarity d. Quality

7. In every business organization daily activities are started by

a. Conference b. Meeting c. Agenda d. Agreement

8. There are ---------- components of communication

a. Three b. Four c. Five d. Six

9. To encode means ----------

a. Dispute b. Follow c. Open d. Write

10. Internal communication has --------- types

a. Two b. Three c. Four d. Five

Long Question 2x10 =20

Q1. What is communication describe its objectives?

Q2. Describe some of hurdles of communication?

Q3. What is communication skill?

Q4. What are the important means of modern communication?

Q5. What are types of communication?

Q6. What is active listening?

Q7. How can we improve our habit of effective reading?

Q8. Note taking activity is highly appreciated in communication how will you support yourself?

Q9. What are the modern means of communication?

Q10. What are modern way of proving your writing ways?

Business Communication – I

Definition: Exchange of facts, ideas, experiences and emotions between two or more persons for a definite objective is called communication.

Objectives of Communication

1. Information Sharing

It is essential to share your ideas and emotions to other party. By sharing we mean sending message to the receiver for good and positive exchange. We share our experiences and get benefits in form of information. If information stops we have no response to follow and take any action. In business world, administration shares information with subordinates about any project. In this way, meetings are held to discuss and solve problems.

2. Future Planning

Information is provided containing all past progress and records for setting up any institute or bureau for future planning. Contacts are made to develop the new situation and planning in near future. Minutes meetings prove beneficial in this context. Facts and figures are kept to analyze the feasibility of the project planning.

3. Effective Control

It is very necessary to control people in communication. Daily basis communication is performed between employees and management. Liabilities are assigned to employees to give productive results. Thus, staff informs management about the activities in a consolidated communicative system. Best results can be obtained if better and effective message is conveyed to desired party.

4. Feedback

Management conveys different orders effectively to their employees for getting specific business objectives. Employees also perform better and do for activities in accordance with effective communication. If any issue arises during the project they may contact management for its solution. Management keeps on having results from the employees. These results satisfy and encourage management to take steps in future.

5. Influence

Communication is the best component for management. Due to it , there is influence on employees. The superiors can make their work go easily by their subordinates. Through effective communication, objectives of institutes become easy. Better attitude supports any department or factory for effective communication in future.

6. Problems Solving

It is necessary for the success of commercial and non- commercial organizations that there should be mental harmony between employees and management if they want to solve problems. Many types of problems come in different organizations for solutions on daily base. Best abilities are taken into action to solve problems by the help of technocrats.

7. Decision Making

Many decisions have to be made on behalf of communicated material. Communication helps us in conveying these decisions to the responsible people for action. Results on the decisions are achieved and then conveyed to the management. Decision making is also considered a component that suits the whole staff. Some important meetings are arranged for deciding what to and how to react according to employees, and resources.

8. Developing Relations

9. Internal and External Link

Management gets connected with organizational internally and externally with communication. In this way, employees; ideas, thoughts and emotions are conveyed in a better way.

10. Role of Ethics in Communication

It is moral and ethical duty of any organization to protect his audience from any damage. Thus, the information conveyed to the audience should be handled carefully. Through this detail they should not spoil the money that people invest on projects with any organization.

Importance of Communication

When we say importance we mean the benefits of communication. This is significant that planning, coordination, managerial efficiency, cooperation and industrial peace, decision making, motivation, and job satisfaction are parts of communication. These important tasks are done with the help of communication.

1. Action of planning has become necessary for the organized or non organized economic activities. Different projects are prepared on large and small scale for future by the institutes. All of these activities are performed in writing any document. If the details of project convince the reader the objective of communication meets well.

2. Big commercial organizations are made to get better results. Many employees and departments struggle to display their abilities. An effective coordination is built between persons and departments. Writing documents gathers all in a touch and react to one another.

3. Management plays an important role in running the system effectively. Its reason is their power of communication with their staff. Their method of writing conveys the orders to staff upon which the members react and good work is on the display.

4. The promotion of industrial peace and cooperation is possible only with good piece of writing. There is possible chance of relation, cooperation and understanding of matters. Employees and management find it easy to understand each other in future.

5. Important and complex cases are taken into consideration In meetings. Better decisions can be made with the help of these meetings. Role of communication can not be denied here when significant and result- oriented plans are put into practice. This is possible with sending and receiving messages.

6. An industrial employee is a man basically. He has all emotions and other sentiments with some realizations, thus, he has manifold needs. Management knows all sentiments of the employees and in spite of all matters it keeps his individuals working with help of speaking and writing messages.

7. Through communication efficiency of its employees is conveyed to management. In the return of it, they get warning and rewards. Everyone is satisfied and gets aware of his job condition. Employee can know intention of management if he tells/ writes about his condition in the firm to management.

Barriers of Communication

Barriers are actually hindrances and troubles that stop anyone to speak, write, listen and read properly.

For example, if I know the material but I cannot express into proper words and meanings. Speaking is the same.

Conciseness and completeness are essential for good writing. There should be right words for right place and right person.

1. Level – Designation / Authority

Low graded officer fears to communicate with the superiors. The down ward communication is not conveyed to the upward level and gap exists there for unknown period of time.

2. Representative Words

3. Un- attentive Attitude

4. Mind-set or Prejudice

5. Pre-mature Judgment

If the receiver reads the half message and poses that he got full meaning, he is at fault. It is incomplete communication to react after non- serious behavior.

6. Cultural and Territorial Tradition

7. Geo Distance

Long distances keep people away for meeting and exchanging their ideas and planning. They cannot understand each other that hold importance in communication.

8. Level of Confidence

If writer or speaker is ill at confidence and he does not the art of writing or speaking he may fail. Knowledge is necessary to produce something as good response.

9. Introvert

Introvert person does not express his opinions and remains silent mostly. If on receiving any document he does not respond it means there cannot be any communication.

10. Accent and Pronunciation

If the accent and pronunciation of the speaker cannot convince the listener he may lose his grip on communication. In this way, no message and further action is encouraged.

Components of Communication

Medium