System Approach to Business Communication

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Questions and Answers

What is the main focus of the system approach to management?

Interaction between interdependent parts of an organization (correct)

Only on accounting and marketing

Study of individual components of an organization

Only on human behavior

What is the role of accounting and marketing in a system approach context?

Not important for decision-making

Independent decision-making units

Only responsible for financial management

Information processes that need to be integrated (correct)

Who are some notable behavioural scientists mentioned in the content?

Mason, Rensist Likert, Abraham Maslow, and Douglas McGregor (correct)

Albert Einstein, Isaac Newton, and Charles Darwin

Sigmund Freud, B.F. Skinner, and Jean Piaget

none of the above

What do insights from physiology provide in business communications?

How stimuli affect the human body Signup and view all the answers

What is the primary goal of management in a system approach?

To unify goals and resources Signup and view all the answers

What is the main characteristic of business communication in a system approach?

It is a system of efforts to perceive, reason, and associate profitably Signup and view all the answers

What is the main difference between business communication and business management?

There is no difference between the two Signup and view all the answers

What is the significance of anthropology in business communications?

It provides facts about man's adaptability to the environment Signup and view all the answers

What is the primary purpose of effective communication in an organization?

To enable quick action to be taken to solve organizational problems Signup and view all the answers

What is the significance of business correspondence in an organization?

It helps in gaining a competitive edge Signup and view all the answers

What is the importance of a well-written business letter?

It is a mirror through which an organization projects or reflects itself to the outside world Signup and view all the answers

What makes a letter effective?

It is written with a sense of reader impact Signup and view all the answers

Why is it essential for anyone who wants a successful business career to know the benefits of good correspondence?

Because it helps in gaining a competitive edge Signup and view all the answers

What is the primary purpose of treating relevant information promptly?

To get rid of undesirable information quickly Signup and view all the answers

What is the outcome of effective communication in an organization?

Optimized profits and strategic positioning in the market Signup and view all the answers

What is the significance of business letters in corporate organizations?

They are powerful elements used for transaction in corporate organizations Signup and view all the answers

What is the main purpose of a resume?

To provide pertinent and unique details that standout Signup and view all the answers

What should you do before starting to write a resume?

Do a thorough self-assessment to relate your qualities to the job Signup and view all the answers

What is essential to remember when writing a resume?

The employer does not know anything about you Signup and view all the answers

What is the purpose of communication in an organization?

To create a linkage with all stakeholders Signup and view all the answers

What is the benefit of a well-written resume?

It helps you to 'sell' your traits by providing pertinent and unique details Signup and view all the answers

What should you avoid including in your resume?

Unnecessary and unpleasant details Signup and view all the answers

What is important to consider when presenting information in a resume?

The employer's expectations Signup and view all the answers

What is the main goal of a resume?

To generate interest in the employer Signup and view all the answers

What is the primary purpose of a letter?

To express an idea, convey a request, communicate an instruction, make a demand Signup and view all the answers

What happens when a writer uses unnecessarily complex language in a letter?

The reader is confused by the writer's language Signup and view all the answers

What is the first step in the planning stage of writing a letter?

Analyzing the message to determine its purpose Signup and view all the answers

What is the purpose of the organizing stage of writing a letter?

To make a brief outline of the major points Signup and view all the answers

What is the purpose of the editing stage of writing a letter?

To read the rough draft critically for tone and clarity Signup and view all the answers

What is the final stage of writing a letter?

Re-examining Signup and view all the answers

How many common layouts of business letters are mentioned in the text?

3 Signup and view all the answers

What is the purpose of proofreading in the re-examining stage of writing a letter?

To check for typographical, spelling, grammatical and mechanical faults Signup and view all the answers

What is the primary purpose of communication in an organization, according to Barnard?

To achieve a common purpose Signup and view all the answers

What is the scope of internal communication in an organization?

All management functions, including integration and specialization Signup and view all the answers

What is the purpose of external communication in an organization?

To enhance prestige, create goodwill, and improve public relations Signup and view all the answers

What is one of the specific purposes of communication in business organizations?

To inform and share important information Signup and view all the answers

What is the purpose of instructing in business communication?

To provide guidance and direction from managers to subordinates Signup and view all the answers

What is a job interview, in the context of business communication?

A planned communication between two parties during which questions are asked and answered Signup and view all the answers

What is the ultimate goal of effective communication in an organization?

To attract, maintain, and retain stakeholders for the sake of its survival Signup and view all the answers

What is the role of communication in achieving the purpose of an organization?

To shift from a position that has been injurious to the health of an organization to another one that will help it grow Signup and view all the answers

Study Notes

System Approach and Behavioural Science Approach to Business Communication

A system approach to management emphasizes the interdependence of various parts of an organization, and the study of these parts in isolation is less realistic and less profitable at advanced levels of decision making.
The system approach considers accounting, marketing, and other specializations as information processes that need to be integrated to achieve management's purpose of unifying goals and resources.
The work of behavioural scientists has encouraged modern managers to focus on people and their interactions with systems that produce and distribute things.
Business communication is a process that has interdependent, interacting parts, and it is increasing its use of insights derived from the behavioural sciences, such as physiology, psychology, sociology, and anthropology.

Importance of Effective Communication

In today's business environment, there is a need for faster flow of information to enable quick decision making and action.
Relevant information should be treated promptly, and unnecessary information should be eliminated to avoid information overload.
Effective communication is crucial for an organization to achieve its goals and objectives.

Skills in Writing Business Letters, Memos, Reports, Proposals, Applications, and Resume

The Importance of a Business Letter

A business letter is a powerful tool used in corporate organizations to transact business and gain a competitive edge.
Good correspondence is essential for a successful business career, and it can help an organization to project itself to the outside world.
A well-written letter should be clear, concise, and free of grammatical errors, and it should convey the intended message without wasting words.

Planning and Writing a Business Letter

The power plan for writing a business letter involves planning, organizing, writing, editing, and re-examining.
The planning stage involves analyzing the message, considering the reader's reaction, and collecting necessary data.
The organizing stage involves deciding on the strategy, making a brief outline, and following the principles of good writing.
The writing stage involves setting aside a quiet time for writing, preparing a rough draft, and applying the principles of good writing.
The editing stage involves reading the rough draft critically, revising, and polishing the content and structure.
The re-examining stage involves proofreading the final copy for meaning, expression, and mechanical faults.

Layout of Business Letters

There are three major layouts of business letters commonly used in commercial organizations.
The layout of a business letter should be accurate, interesting, and related to the objectives of the company.

Writing a Resume

A resume should be written in a clear and concise language, highlighting the candidate's traits, achievements, and skills.
The qualities of a good resume include consistency, accuracy, and relevance to the job requirements.
A resume should be goal-oriented and job-specific, and it should help the candidate to "sell" their traits to the employer.

Business Speaking Skills

Purposes of Communication

Communication is essential for the survival of an organization, and it links people together to achieve a common purpose.
The main purpose of communication is to effect change, to shift from a position that is injurious to the health of an organization to another one that will help it grow.
Communication serves various purposes, including informing, instructing, job interviewing, selling, persuading, and motivating.

Informing

Communication is used to share information with others and to gain important information about people, places, events, issues, and personal feelings.
Sharing information is an important purpose in business communication.

Instructing

Instructions are communicated in organizations from the manager to the supervisor, and from the supervisor to the subordinate.
This is a vital process that can be done orally or in writing.

Job Interviewing

An interview is a planned communication between two parties during which questions are asked and answered.
It is a vital process in business communication that helps organizations to select the right candidate for a job.

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Description

Learn about the system approach to business communication, which emphasizes the interdependence of various parts in an organization. Understand how this approach is more effective in decision making and advancement.