Business Communications Solved Assignment

Some thinkers opinion is that vocabulary in social life is most important tool for effective communication.  Why? What are the situations in which you will find a good vocabulary to be invaluable?

Answer

Communication

It is a vital ingredient in all-human interactions.  It is through communication that thoughts, ideas, feelings and emotions are transmitted among people.  There is a variety of ways in which thinkers define communication.  In communication use of vocabulary plays a vital role.  According to a recent survey poor communication skills is the main career handicap of young people today. 

Vocabulary in social life as an important tool

In our social life the books we have read, the games we play, school subjects, hobbies - all our interests are reflected in our vocabulary.  It is no surprise then that teachers and parents rely on vocabulary growth as one way of measuring success in school.  Knowing many words, of course, does not make any one a good student automatically.  But hardly anyone does well in school without developing a good vocabulary.
Our jobs, promotions and professional reputation often depend on the success or failure of our written and oral communication.  Also we find that ability to communicate effectively is a valuable asset during many activities in our personal life.
Effective communication - written or spoken - also helps to better accomplish various aims in personal activities.  We will some thing need to write letters, proposals, or reports, or to present our views orally, whatever our purposes we will usually achieve them effectively when we apply the same skills that help us to communicate effectively.
Different words convey different meaning to different people.  Some make mistakes while talking to others.  Some use irritating words, which can upset others.  Having command on vocabulary people can select right words while talking with others.  The right choice of words, even of a single word, may make the difference between settling an important issue at hand or igniting a society-wide dispute.
The ability to communicate well can help us get along with others.  It can inspire others to like and follow us.  In addition, if we adopt the habit of making cordial comments to those we work with and of sending short notes to people we know, we will soon have an extensive network of contacts who wish us well.
Using the right word in the right place is a crucial skill in business communication.  The following sets of words sound similar, we should be careful not to use one when we mean to use the other:
At the end it is pertinent to say that vocabulary in social life as well as in the life of business is most important tool for effective communication.  As communication may be written, verbal or non-verbal. Written communication is based on letters, notes, memos etc., whereas the verbal communication is based on oral, e.g. discussion, verbal order, dialogue etc. and non-verbal communication is through body language, i.e. gestures, facial and other expressions.  In all of them vocabulary stands as a basic element.

There are many management theories given by different management theorists.  Write communication implications of each theory separately.

Answer

There are various schools of thought of management which represent different approaches to management as put forward by the founders of these schools. Some of the more common of these approaches are described below:

CLASSICAL SCHOOL

A set of management theories that focus on increasing the efficiency of the organization as a whole.

Scientific Management -Frederick Winslow Taylor

The scientific theory of management treats the management process as a science, i.e. as a set of general rules which can be successfully followed by any practicing manager for improvement of employee efficiency. This theory of management was founded by Frederick W. Taylor in 1911, who is also known as the father of scientific management.  The objectives of his theory are:

1. The rules of thumb in management should be replaced with scientific (organized) knowledge.
2. In group efforts, harmony should be achieved.
3. Instead of chaotic individualism, management should seek cooperation among workers.
4. The management should strive for the maximum, rather than restricted, output.
5. All workers should be developed to the maximum for their own and the company’s prosperity.

Among the major followers of scientific management are Henry L. Gantt, Frank Gilbreth and Lillian Gilbreth.

Communication implications

Frederick Taylor had not given clear picture in his approach about the communication and its function but he had shown a little importance to downward communication for achievement of organizational tasks.

   Bureaucracy - Max Weber (1864-1920)

Max Weber was a German Sociologist.  His theory of bureaucracy was meant to rationalize the practice of management.  As per his approach a management emphasizes a structural organization in which positions and authority are defined according to formal rules.

Communication implications

Weber’s approach of a structural organization is highly formalized.  He emphasizes on downward communication instead of horizontal relationship in the organization that should initiate at the top of hierarchy or in a formal chain of command.

Administrative Management - Henri Fayol (1841-1925)

Henri Fayol identified in his administrative management six functions of any business organization.  In which

1. Technical activities such as production;
2. Commercial activities such as buying and selling;
3. Financial activities i.e., finding capital;
4. Security activities i.e., protecting property;
5. Accounting activities such as balance sheet; and
6. Managerial functions i.e.,

• Planning,
• Organizing,
• Leading and
• Controlling.

      Communication implications 

Henri Fayol emphasizes the necessity of every formal flow of communication as well as informal communication to achieve the objectives of organizational productivity.  He realized the importance of time and suggested a “Gang Plank” principle to reduce the channels and the time in the communication.

THE HUMAN RESOURCES SCHOOL

A management perspective that views employees as responding to the interpersonal processes within the work unit.

  Theory “X” and Theory “Y”  - Douglas M. McGregor (1906-1964)

In his approach he contrasted the traditional management views of employees (Theory “X” - employees are seen as lazy, Un ambitious and in need of coercion to complete work tasks) with his new view of employees (Theory “Y” - employees are seen as interested in assuming responsibility, capable of innovative approaches to work problems and having no inherent distaste for work)

Communication implications

As per assumptions about the Theory “X”, the communication implications will be downward with the objective to convey orders and command and there will be no provision of response or feed back.  As far as Theory “Y” is concerned, the  communication implications of this approach is that communication flows naturally without any traditional barriers in formal way i.e., upward, down ward and horizontally as well as informally to achieve the objectives of binding the organization together to form an effective work unit.

Linking Pin Model & Four Systems of Management

Resis Likert in his approach analyzed organizations and developed a continuum of four organization types.  At one extreme is the traditional organization that relies heavily on formal authority and formal chain of command.  At the other extreme is an ideal form of organization that relies on managers and employees collaboration uses a wide array motivational processes and encourage freer interaction among organization members.

      Communication implications

At one extreme the informational flows downward, so that manager can be able to know little of the problems faced by subordinates.  Between manager and subordinates rarely communication about organization achievements.  At the other extreme communication flows through formal liens and manager understand the problems faced by the subordinates and communication between managers and subordinates flows frequently and freely.

The Systems Approach -  Daniel Katz and Rober Kahn

In this approach to management, every entity is regarded as an open system, which has a boundary and also interacts with its external environment. It treats not only physical aspects but also human beings and concepts as systems, and then studies the results of interactions between systems.   The advantage of this theory is that it provides a neat and systematic approach to management. However, it cannot be applied to all types of circumstances.

Communication implications

In this approach necessity and importance have given to horizontal relationship to achieve the objectives of organization to form an effective work unit.

                   Contingency Theory - Situational Approach - Joan Woodward, Paul Lawrence & Jay Lorsch

In this approach, a manager’s decisions and actions depend upon the particular set of circumstances and the environment, i.e. they will be different in different situations. This theory also realizes that management is both a science and an art, and the best way to perform managerial practice is to apply both science part and the art part. The science part is applied through our theoretical knowledge, whereas the art part is applied through intuition and experience. The contingency approach to management is, considered to be the most useful and successful of all management theories.

Communication implications

This approach permits managers to communicate with people to understand their different views as well as to resolve conflict through formal structure or face to face interaction.

To make your oral presentation you have four choices of kinds of speaking for delivering the message.  What are these? Discuss these in detail.

There are a variety of delivery methods in which four choices are more common to choose from.  These kinds of speaking for delivering the message are

1. Memorization method,
2.   Manuscript reading method, (
3. Extemporaneous method, and
4. Impromptu method. 

These are discussed in detail as under:

Memorization method

This refers to memorizing an entire speech, for delivery.  This act of delivery is not successful because it is possible to forget the lines of speech.  Furthermore, a memorized speech often sounds very stiff and stilted.  It is useful, if we memorize a quotation, an opening paragraph or a few concluding remarks which will give us confidence.  This act is also useful for trained actors.

Manuscript reading method

This art refers to reading the entire written speech for delivery.  This act is often used by delivering a technical or complex presentation.  This art wants enough practice so that the presenter can still maintain eye contact with the audience.  This art is often used by government officials giving policy statements.  Demand of this art from presenter is enough practice.  Large-spaced typed with wide margins pages helpful in presentation.

Extemporaneous Method

Speaking from notes is generally the best way to handle delivery.  It is most effective and easiest mode.  In this way speaker delivers speech with the help of an outline, note cards, or visual aids.  It gives something to refer to an still allows for eye contact and interaction with the audiences.  This art also provides the facility to speakers of expending or reducing the points of their speech as per demand of the audience.

Impromptu Method

This relates to impromptu or unrehearsed speech that is delivered in two situations.  One is, when the speaker agreed to speak but have neglected to prepare the remarks.  The other is when speaker called on to speak unexpectedly.  This way is good only for those who are extremely good public speakers.

Discuss two examples of how your non-verbal communication contradict your spoken words.

Non-verbal Communication

Non-verbal communication which is the process of communicating without words, allow us to communicate through cues, gestures, vocal qualities, spatial relationships and attitudes toward time.  Action is the ultimate form of communication.  It speaks with an unmistakable voice. It has few rules and often occurs unconsciously.  Non-verbal communication contradict our spoken words in fundamental ways.
For example we cannot pick up a book on non-verbal language and master the vocabulary of gestures and expressions that are common in our culture.  For one thing, it is less structured, which makes it more difficult to study.  As no one teaches a baby to cry or smile, yet these forms of self-expression are almost universal.
Non verbal communication also differs from verbal communication in terms of intent and spontaneity.  We generally plan our words.  When we say, “Please get back to me on that order by Friday,” we have a conscious purpose.  We think about the message, if only for a moment.  However, when we communicate non-verbally, we sometimes do so unconsciously.  We do not mean to raise an eye brow or blush.  Those actions come naturally.  Without our consent, our emotions are written all over our faces.

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