ASSIGNMENT: BUSINESS COMMUNICATION
1. Read the following passage carefully and answer the questions given below it.
In all aspects of life, effective communication is critical to success. Particularly beneficial for those in positions of leadership and management, almost all aspects of work and functionality are affected by communication. Training specialists Brad Humphrey and Jeff Stokes identify communication skills as being amongst the most important skills for modern supervisors. Andrew Posner, a career counsellor, advises that employees looking for career advancement require such “transferable skills” as the ability to “analyze, write, persuade, and manage”. Effective leaders are able to use a wide variety of media and strategies to communicate. They are not only skilled at using verbal communication skills, but they are also adept at reading nonverbal cues. Great leaders collaborate to foster harmony and amicability at work and help teams achieve organizational objectives, in addition to writing regular and constructive messages, gathering and conveying information, and making informed decisions for better productivity. Additionally, they collect useful information through informal networks such as the company grapevine; they can communicate effectively and persuasively in core groups and formal presentations; and they write with conviction. Relying on the latest systems and technology to improve their day-to-day operations, modern day managers employ modern collaborative software like Skype and Google docs, Team Viewer to communicate more efficiently in real time with their colleagues all over the world. In today's world, apart from using e-mail as a competent communication tool, Managers are also using social media networks to launch, promote, and collaborate with potential clients and customers. Online collaborative post- It notes are a great way to share ideas within a team. In contrast to the traditional methods like newsletters, flyers, and brochures, modern day managers are enhancing their professional reach exponentially by writing professional e-mails, relevant WhatsApp messages, effective business blogs, informative podcasts, and so on to connect with a wide variety of stakeholders. However, depending on the purpose and scope of your writing, having your authentic voice and personal style to communicate with different individuals and groups is even more essential. Clear and honest communication can strengthen the relationships at the workplace. Leaders need to keep themselves abreast with latest motivational theories and leadership models to help create a stable system and philosophy for their own business enterprise viable in their indigenous surroundings. It’s imperative on the part of managers to acknowledge the contribution of employees every now and then by generously offering words of appreciation such as “thank you”, “great job”, “commendable effort”, “laudable effort” etc. These kind expressions recognize individual effort, increase loyalty and inspire people to work even harder. In a survey by Mc Kinsey Quarterly in 2009 it has been stated that praises from immediate superiors can empower and motivate employees. Delayed feedback, stilted and rude content, delayed action; fewer personal pronouns can mark a manager’s expression discourteous, impolite and offensive. However, putting a focus on interpersonal relations, conversational tone, immediate feedback, prompt action and usage of more personal pronoun, simpler yet colloquial expressions can bring the manager closer to his subordinates and other members of the organization. “You” is more preferable than “I” or “We” in most instances. Use of more positive words can draw more encouraging response from the listeners.
a) Now answer the following questions:
i) What is the role of great leaders in a company? Discuss. (2 marks)
ii) What does the writer mean by “----they are also adept at reading nonverbal
cues.” (2 marks)
iii) How do managers communicate with their clients and customers in today’s
world? (2 marks)
iv) Discuss what managers should not do while communicating and why. (2 marks)
v) Give an appropriate title to the passage and give reasons for your choice. (2 marks)
a) i) According to the passage, great leaders in a company are able to use a wide variety of media and strategies to communicate effectively. They are skilled at both verbal and nonverbal communication, collaborate to foster harmony and amicability at work, and help teams achieve organizational objectives. They also gather and convey information, make informed decisions for better productivity, and collect useful information through informal networks. They acknowledge the contribution of employees and offer words of appreciation, which recognize individual effort, increase loyalty, and inspire people to work even harder.
ii) The writer means that great leaders are not only skilled at using verbal communication skills but are also able to read nonverbal cues. This means that they can understand and interpret body language, facial expressions, and other nonverbal signals to better understand the thoughts, feelings, and emotions of the people they are communicating with.
iii) In today’s world, managers communicate with their clients and customers using various communication tools like social media networks, e-mails, WhatsApp messages, business blogs, podcasts, and online collaborative post-it notes. They also use modern collaborative software like Skype, Google docs, and Team Viewer to communicate more efficiently in real-time with their colleagues all over the world.
iv) Managers should not use delayed feedback, stilted and rude content, delayed action, and fewer personal pronouns while communicating because this can mark their expression discourteous, impolite, and offensive. Instead, they should focus on interpersonal relations, conversational tone, immediate feedback, prompt action, and use more personal pronouns, simpler yet colloquial expressions to bring the manager closer to his subordinates and other members of the organization. They should also use more positive words to draw more encouraging responses from the listeners.
v) Title: Effective Communication Skills for Modern Day Managers. This title is appropriate because the passage discusses the importance of effective communication skills for modern-day managers in different aspects of work and functionality. The passage also highlights the various communication tools and strategies that managers use to communicate more efficiently and achieve organizational objectives.
b) Pick out words from the passage which mean the same as the following: (6 marks)
i) crucial (para 1)
ii) skilful (para 2)
iii) pleasant behaviour which brings about good-will (para 2)
iv) to a great extent (para 3)
v) local context(para3)
vi) informal (para 4)
- i) critical
- ii) adept
- iii) amicability
- iv) to a large extent
- v) indigenous surroundings
- vi) informal
c) What have you learnt from the above passage about communication at the workplace? Give your personal views. (4 marks)
c) From the passage, I have learned that effective communication is critical to success in all aspects of life, particularly in positions of leadership and management. Managers should have a wide range of communication skills, including the ability to analyze, write, persuade, and manage, and they should be able to use different media and strategies to communicate effectively. They should also be skilled at reading nonverbal cues, gather and convey information, make informed decisions for better productivity, and collect useful information through informal networks. Additionally, they should use modern collaborative software and social media networks to communicate more efficiently with their colleagues, clients, and customers. They should also acknowledge the contribution of employees by offering words of appreciation, which can increase loyalty, inspire people to work even harder, and ultimately help achieve organizational objectives. In my personal view, communication is a crucial aspect of workplace success, and managers should continually work on improving their communication skills to foster good relationships, increase productivity, and achieve organizational goals.
Write short notes on any two of the following. Give examples: (20 marks)
i) Importance of Small Talk in Business
ii) Write a job profile of your mother/father
iii) Types of internal communication with
iv) Characteristics of a good report
i) Importance of Small Talk in Business:
Small talk is an informal and friendly conversation that does not have a specific purpose or topic. Although it might seem trivial, small talk plays a vital role in business communication. It helps in breaking the ice, building relationships, and establishing rapport between people. In a business setting, small talk can create a relaxed and friendly atmosphere, which can lead to more meaningful and productive conversations. It can also help in improving teamwork and collaboration among employees.
Small talk can be used in various business situations, such as during networking events, meetings, and interviews. For example, during a networking event, small talk can be used to initiate a conversation with a potential client or business partner. It can also help in building a personal connection with them, which can be beneficial in the long run. Similarly, during meetings, small talk can be used to start the conversation on a positive note, establish a rapport with the attendees, and create a relaxed and collaborative atmosphere.
However, it is essential to remember that small talk should not be forced, and it should be appropriate for the situation. It is important to be mindful of cultural differences and avoid sensitive or controversial topics. Also, small talk should not take up too much time, as it can distract from the main purpose of the conversation.
ii) Write a job profile of your mother/father:
My mother is a teacher, and her job profile involves teaching children, preparing lesson plans, grading assignments, and communicating with parents. She works in a primary school and teaches various subjects, including English, Mathematics, and Science. Her job requires her to have excellent communication skills, patience, and the ability to work with children.
As a teacher, her responsibilities include preparing lesson plans, delivering lectures, assigning homework, and grading assignments. She also has to communicate with parents regularly, updating them about their children's progress and discussing any concerns they might have. She also has to attend meetings with other teachers and school administrators to discuss curriculum, school policies, and student welfare.
Her job requires her to have a strong understanding of the subject matter, and she needs to keep herself updated on the latest teaching techniques and practices. She also needs to have excellent classroom management skills, as managing a group of children can be challenging at times. In addition, she needs to be patient, empathetic, and have the ability to build a rapport with her students to create a positive learning environment.
Overall, being a teacher requires a combination of skills, including communication, patience, subject matter expertise, and the ability to work with children. My mother's job is demanding, but it is also fulfilling, as she gets to shape young minds and make a positive impact on their lives.
3a. Complete the following company profile with either the present perfect or past simple tense
of the verbs in brackets: (10 marks)
William Colgate………….(found) the Colgate Company in 1806 as a starch, soap and candle business in New York City. For the first one hundred years, the company………….(do) all its business in the United States. However, in the early 1900s, the company………….(begin) an aggressive expansion programme that ………….((lead) to the establishment of Colgate operations in countries throughout Europe, Latin America and the Far East. Recently it………….(set up) operations in Turkey, Pakistan, Saudi Arabia, Eastern Europe and China. Colgate-Palmolive ………….(become) a truly global consumer products company, worth $6.6 billion and selling in more than 160 countries. Colgate-Palmolive’s five main sectors of business are: Oral Care, Body Care, Household Surface Care, Fabric Care and Pet Nutrition and Health Care. In the area of Oral Care, Colgate-Palmolive is the world leader in toothpaste. Since 1980, the company …………….(increase) its share of this market by more than 12% to over 40% today. Oral care revenues ……………..(grow) significantly in recent years and in 1991, they …………..(exceed) $1.3 billion. As a result of the company’s heavy investment in research and technology, it…………………(develop) many successful toothpaste, rinses and toothbrushes.
William Colgate founded the Colgate Company in 1806 as a starch, soap and candle business in New York City. For the first one hundred years, the company did all its business in the United States. However, in the early 1900s, the company began an aggressive expansion programme that led to the establishment of Colgate operations in countries throughout Europe, Latin America and the Far East. Recently it has set up operations in Turkey, Pakistan, Saudi Arabia, Eastern Europe and China. Colgate-Palmolive has become a truly global consumer products company, worth $6.6 billion and selling in more than 160 countries.
Colgate-Palmolive’s five main sectors of business are: Oral Care, Body Care, Household Surface Care, Fabric Care and Pet Nutrition and Health Care. In the area of Oral Care, Colgate-Palmolive is the world leader in toothpaste. Since 1980, the company has increased its share of this market by more than 12% to over 40% today. Oral care revenues have grown significantly in recent years and in 1991, they exceeded $1.3 billion. As a result of the company’s heavy investment in research and technology, it has developed many successful toothpaste, rinses and toothbrushes.
3b. Here are the answers to some questions. What are the questions? (5 marks)
i When ………………………………………….?
I joined the company six years ago.
ii What ………………………………………….?
I was an office assistant.
iii Which ………………………………………….?
I worked in After-sales.
iv How long ………………………………………….?
I worked in that department for 18 months.
v Where………………………………………….?
It was just 6 kms from my home.
i. When did you join the company?
ii. What was your job position?
iii. Which department did you work in?
iv. How long did you work in that department?
v. Where was the location of the job?
3c Complete these sentences with the correct comparative or superlative form of theadjectives in brackets. (5 marks)
i IBM is one of the ……………………………..(big) computer companies in America.
ii A notebook computer is ……………………………..(expensive) than a desktop one.
iii I think a desktop computer is ……………………………..(good) than a Notebook.
iv In my opinion, telephone is the ……………………………..(important) piece of office
equipment.
v The ……………………………..(fast) way to contact a client is by phone.
i IBM is one of the biggest computer companies in America.
ii A notebook computer is more expensive than a desktop one.
iii I think a desktop computer is better than a notebook.
iv In my opinion, the telephone is the most important piece of office equipment.
v The fastest way to contact a client is by phone.
4. You recently moved to a new city on a job transfer. Write an email to your friend informing him of this move. In your email: (20 marks)
i Describe the new city
ii Explain how life in this city is different compared to the previous city
iii Invite your friend and family to visit you in the new city
iv Say what your new job profile is.
Subject: I have moved to a new city on a job transfer
Dear [Friend’s Name],
I hope this email finds you in good health and high spirits. It's been a while since we last caught up. I have some exciting news to share with you. I recently moved to a new city on a job transfer. I am now living in [Name of the City], and I must say, it's a great place to live.
[Name of the City] is a vibrant and bustling city located in the [State/Country]. It is known for its stunning skyline, cultural diversity, and friendly people. The city has some excellent restaurants, museums, and art galleries that I am looking forward to exploring.
Life in this city is quite different from my previous city. [Name of the Previous City] was a small town with a laid-back lifestyle. The people were friendly, but there wasn't much to do or see. In contrast, [Name of the City] is a fast-paced city with a lot of opportunities. The people here are always on the go, and I am slowly getting used to the fast-paced lifestyle.
I would love it if you and your family could visit me in the new city. We can catch up over dinner and explore the city together. I am sure you will love it here as much as I do.
As for my new job, I am working as a [Job Profile] at [Name of the Company]. It's a great opportunity, and I am excited to see where it takes me.
I hope to hear from you soon.
Best regards,
[Your Name]
5. Write a dialogue, in about 20 turns, between two friends discussing what professions theywould like to get into in their lives after completing their education. (20 marks)
A: Hey, what's up? Have you thought about what profession you want to get into after graduation?
B: Hey, not really. How about you?
A: Yeah, I've been thinking about it a lot. I want to become a teacher.
B: Oh, that's interesting. Why do you want to become a teacher?
A: I think it's a great way to make a difference in people's lives, especially children.
B: That's true. I haven't really thought about it much, but I think I want to become a doctor.
A: That's great. Why do you want to become a doctor?
B: Well, I've always been interested in science and medicine, and I think it's a great way to help people and make a difference.
A: Definitely. It's a challenging profession, but it can be very rewarding too.
B: Yeah, I know it won't be easy, but I'm ready to work hard and make it happen.
A: That's the spirit. What kind of doctor do you want to become?
B: I'm not really sure yet, but I think I want to specialize in pediatrics.
A: That's great. I'm sure you'll be an amazing doctor.
B: Thanks. What about you? Have you decided what kind of teacher you want to become?
A: Yeah, I think I want to become an elementary school teacher. I love working with young children and helping them learn.
B: That's so cool. I'm sure you'll be great at it.
A: Thanks. It's definitely a challenging job, but I think it's worth it to make a difference in children's lives.
B: Definitely. Speaking of making a difference, have you thought about how you can make a difference in your students' lives?
A: Yeah, I think the most important thing is to be a positive role model and to inspire them to love learning and to be their best selves.
B: That's a great attitude. I'm sure your students will be lucky to have you as their teacher.
A: Thanks. So, have you thought about what you want to do after graduation to work towards your goal of becoming a doctor?
B: Yeah, I think I'm going to start volunteering at a hospital or clinic to get some experience and see if it's really what I want to do.
A: That's a great idea. I'm sure you'll learn a lot and it will help you in your future career.
B: Thanks. And how about you? Have you thought about what you want to do to prepare for becoming a teacher?
A: Yeah, I'm planning to do some student teaching and also take some education courses to get my certification.
B: That sounds like a good plan. You're going to be a great teacher, I can tell.
A: Thanks, I hope so. It's definitely a challenging but rewarding profession.
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