Business Communication Booster Notes PDF

Business Communication Booster One Liner Master Revision by CS Parshvi Parekh  Chapter 1 -English Grammar and its Usage ✓ A word used to describe or point out, a person, animal, place or thing which the noun names,or to tell the number and quantity, is call...

Business Communication Booster One Liner Master Revision by CS Parshvi Parekh  Chapter 1 -English Grammar and its Usage ✓ A word used to describe or point out, a person, animal, place or thing which the noun names,or to tell the number and quantity, is called an Adjective. ✓ Conjunctions join words or even sentences conveying related ideas. ✓ It is important to use varying sentences structures in your writing so that the interest of thereader is not lost. ✓ Loose sentences are suited to simple style of letter writing and are closer to the spoken form.They begin with the main statement and develop it to its logical conclusion. ✓ Periodic Sentences are decorous and emphatic but more difficult to write. ✓ Suffix is a morpheme (minimal meaningful language unit) added at the end of a word to forma derivative. ✓ Supportive Prefixes are prefixes that support or are for the root word. ✓ Opposing Prefixes are prefixes that are opposed to the action denoted by the root word. Eg : anticlockwise ✓ Negative Prefixes are prefixes that denote the absence of distinguishing features of the root word. Eg : disadvantage ✓ Reversative Prefixes are prefixes that denote the act of undoing the previous act that the root word denotes as being done. Eg : unlock ✓ Derivative Prefixes are those that denote the meaning of removing something or depriving something or someone. Eg : uncap ✓ Pejorative Prefixes are those that express contempt, disapproval, bad or wrong. Eg - miscalculate ✓ Combination Words are word elements or combining forms that can be combined with otherwords that already exist to form new words. ✓ The marks, such as full stop, comma, inverted commas, hyphens and brackets are used in writing to separate sentences and their elements and to clarify meaning, are called punctuation marks. ✓ Hyphen (-) is used between words to clarify meaning. It also links words to form a compoundword. ✓ Semi colon (;) is used to separate two or more independent clauses that are placed togetherand which are of equal importance in the sentence. ✓ Square Brackets are used to enclose words that are not usually intended to be the part of a sentence, but only as an editorial or authorial interjection. ✓ Vocabulary is a person's own knowledge of words. ✓ Verbosity (an expressive style that uses excessive or superfluous words) or using morewords than necessary is a common weakness. ✓ Synonyms are words that have very nearly the same meaning ✓ Antonym is a word opposite or contrary in meaning to another word. ✓ The word, homo, means “same,” and phone means “sound.” ✓ Homophones are two words that sound the same, but have different meanings. ✓ There’s another word that begins with homo-, which speakers often confuse withhomophone are known as homonym. ✓ Abbreviations are the shortened form of a word, phrase or text. ✓ Proverbs contain home truths as well as universal truths.  Chapter 2 - Communication Communication is a two-way means of communicating information in the form of thoughts, opinions, and ideas between two or more individuals with the purpose of building an understanding. According to Newman and Summer, “communication is an exchange of facts, ideas, opinions or emotions by two or more persons” According to Leland Brown, “communication is the transmission and interchange of facts, ideas, feelings or course of action”. As per Davis, “communication is a process of passing information and understanding from one another.” Internal Business Communication means communication that occurs within the members of the organization Lateral or horizontal communication is related to communication among co- workers i.e. either verbal communication or written communication. This may include inter-departmental communication or communication between cross- departments and can be between people of the same or similar rank in a company. Verbal communication is the use of language to transfer information through speaking or sign language, including active listening. Nonverbal communication: Nonverbal communication is the use of gestures, facial expressions and other nonverbal cues to convey information to others. There is a total of seven major elements involved in the process of communication Before sending any written communication, one should take a moment to review for spelling, grammar, and punctuation mistakes. This practice is called Proof reading. Verbal communication is also known as spoken communication. Verbal communication can be done by means of direct face-to-face contact, telephonic conversation, television, FM radio, and any other means of verbal or spoken communication. The communication which passes from one person or process to another person or process in a vertical pattern is called Vertical Network. When the communication between two people happens simultaneously in a circuit is called Circuit Network. Chain network is in a hierarchical level and follows a series of commands. Here bottom to top communication does not happen. Wheel network is highly centralized type of communication network where each  subordinate receives commands or instructions from a single authority. The entire network is highly centralized format and expects immediate feedback once the message is given to the receiver. - Wheel Network. Digital communication is any type of communication that relies on the use of technology. Email is the currency of the web, and anybody online has an active email address. The final step of the communication process is the feedback step. One of the most common communication channels in business is a phone call. In-person, verbal conversations are some of the most common and effective communication channels in a business. Deep listening includes paying attention to verbal and non-verbal cues in order to gain a full understanding of the speaker’s experiences, thoughts, feelings and objectives. Full listening can be particularly helpful when interpreting directions, learning new material or developing new skills Therapeutic listening is a more intimate type of listening that often involves receiving information from a speaker about their challenges or emotional situations. Physical barriers can be anything that blocks the ability to hear what is being said. This can include noise, obstructions, and distance. Emotional barriers are emotional factors that get in the way of effective listening. These include both positive and negative emotions, such as being excited, angry, upset, or distracted. Communication barriers are something that prevents us from correctly getting and accepting the messages others use to communicate their information, thoughts and ideas. Attitudinal barriers are perceptions that stop people from communicating well. Attitudinal barriers to communication may affect from poor management, personality conflicts, and battle to change, or a lack of motivation  Chapter 3 - Business Correspondence ✓ A letterhead is the printed stationery, which carries the essential information about the company or the organisation. ✓ A reference number helps us in retrieving the letter at a later stage. ✓ It is useful to provide a subject heading in longer letters. This helps the reader find out in the first instance what the contents of the letter are. ✓ In the blocked format of letter layout, the date of the letter, all references, subject, salutation, the paragraphs in the body of the letter, conclusion and signature, all commence at the left margin ✓ As brevity in letter is the soul of a commercial correspondence, the writer must see that every sentence he has written in impregnated with an appropriate meaning. ✓ Courtesy means that the general tone of the letter should be mild and there should be consideration for the feelings of others. ✓ Positive messages include messages where the audience is expected to react in a neutral to positive manner. ✓ Negative messages consist of bad news ✓ In Persuasive Messages the audience is expected to need encouragement in order to act asthe sender desires. ✓ The ‘you attitude’ is a writing style that emphasizes readers rather than the writer. ✓ Business letter must be written from ‘you viewpoint’ instead of ‘I or we viewpoint’. ✓ You viewpoint emphasize the reader’s interest and helps to win the reader’s mind and attention. For example: I or We attitude : We are sure that our new discount policy will attractive to you. You attitude : You will surely appreciate new discount policy. ✓ The term report can be defined as an orderly and objective presentation of information thathelps in decision-making and problem solving. ✓ A business report can be defined as an evaluation or assessment or review of a particularevent, issue, period or set of circumstances which is related to a business. ✓ The main function of a business report is to communicate relevant information quickly,clearly, and efficiently ✓ Office circulars are for disseminating information to a large number of employees within theorganisation. ✓ A memo does not have a salutation and complimentary close. ✓ Memos are used commonly for issuing instructions to the staff, change in the policy invitingsuggestion, giving information, making requests etc. ✓ The term “Management” as defined by Marry Follett is “The art of getting things done throughpeople” ✓ MIS can be thought of as a system (set of hardware, software, manpower, procedures, etc toprovide timely and accurate information to the management users in an organisation. ✓ In MIS system design, the sources of information may be categorized as internal and external ✓ Top management is defined as a set of management positions, which are concerned with the overall tasks of designing directing and managing the organization in an integrated manner. ✓ Top management is defined as a set of management positions, which are concerned with the overall tasks of designing directing and managing the organization in an integrated manner. ✓ Middle level management is defined as a group of management positions, which tend to overlap the top and supervisory management levels in the hierarchy ✓ The nature of information required at the middle management level is less diverse andcomplex. ✓ Supervisory management is also called “operation management” ✓ The function and process of the supervisory management are standardized as far as possible. ✓ Middle management does not require much“futuristic” information since its decisions are not strategic and long range in nature. ✓ Management information system is centrally co-ordinated to ensure that information is passed back and forth among the sub-systems as needed and to ensure that information system operates efficiently. ✓ The quality of the outputs of MIS is basically governed by the quality of inputs and processes. ✓ World Wide Web is a system of interlinked hypertext documents accessed via the Internet. ✓ The World Wide Web, or simply Web, is a way of accessing information over the medium ofthe Internet. ✓ The Web uses the HTTP protocol (one of the languages spoken over the Internet) to transmitdata. ✓ The Web also utilizes browsers, such as Google Chrome, Internet Explorer or Firefox toaccess Web documents called Web pages that are linked to one another via hyperlinks. ✓ Web documents also contain graphics, sounds, text and video. ✓ The Web is just one of the ways through which information can be disseminated over the Internet. ✓ Web is just part of the Internet, albeit a large part, but the two terms are not synonymousand should not be confused. ✓ A Web browser is software application that enables you to find, retrieve, and displayinformation available on the World Wide Web (WWW). ✓ The Internet is a global system of interconnected computer networks. ✓ The Web is one of the services that runs on the Internet. ✓ E-mail stands as a central component of business communication, both within business enterprises and between business enterprises, because of the many advantages it offers overregular mail in terms of efficiency, speed, and 24-hour availability. ✓ Packages like ‘Messenger’ and ‘Outlook’ help us compose new mails or forward the received ones to one or all of the people whose email addresses are stored in the ‘Address Box’. ✓ Google Drive, Dropbox etc are examples companies offering cloud service solutions toenterprises. ✓ Inbox is the main folder in your email account. ✓ Spam is unsolicited e-mails or junk mails. ✓ Trash folder allows you to get back an e-mail which have already been deleted. ✓ Respond promptly to official e-mail messages – less than 24 hours. ✓ Use of Email has made a positive impact on business and has an edge over other methods ofcommunication ✓ Email cannot be considered a confidential mode of communication. ✓ The benefits of an intranet are that it allows a central communication area for the entirecompany. ✓ The intranet implies that only the company employees who are set up on the server canaccess the company pages. ✓ Intranets can help users to locate and view information faster and use applications relevantto their roles and responsibilities. ✓ The purpose of the intranet is for internal communication. ✓ Intranets are also being used as corporate culture-change platforms. ✓ Through e-mail companies are offering Cloud Storage service to its employees that help themuse tools like Google drive drop box etc. ✓ Web Publishing allows cumbersome corporate knowledge to be maintained and easily accessed throughout the company using hypermedia and Web technologies. ✓ An extranet is a private network that uses Internet technology and the public telecommunication system to securely share part of a business's information or operations with suppliers, vendors, partners, customers, or other businesses. ✓ An extranet can be viewed as part of a company's intranet that is extended to users outside the company.  Chapter 4 - Common Business Terminologies ✓ Telecommuting involves working at home usually on a computer ✓ A planned reduction in the number of employees needed in a firm in order to reduce costsand make the business more efficient is called Downsizing ✓ A program listing items of business to be transacted in a meeting is called AGENDA ✓ ANNUAL RETURN is a statutory document filed by every company annually with the Registrar of Companies, stating the particulars such as status, names of directors, shareholders, indebtness etc. of the company ✓ A legal condition where a person or a business in which liabilities exceed the assets and the debtor is unable to repay amounts owed is called BANKRUPTCY ✓ To be found guilty of committing a crime is called CONVICTION ✓ DAMAGES are Compensation awarded by a court of law for breach of contract in a civil litigation. ✓ An intangible saleable asset, such as reputation or location of a business, which makes thebusiness worth more than its book value is called GOODWILL ✓ INVENTORY It is a list of items in stock at a given point of time. ✓ PATENT is A right or privilege granted by law to an inventor also called a patentee, to enjoythe fruits of his invention for a specified period. ✓ SCAM is A fraudulent activity where usually small sums of money is obtained from a large number of persons, so that the activity is not detected. ✓ The acquisition of control of a company by another company achieved by the purchase of themajority of its shares is called TAKEOVER ✓ TRESPASS means To enter someone’s land or property without their permission. It is an offence which is punishable in law. ✓ WINDOW DRESSING is a manoeuvre engaged in by companies, banks, mutual funds etc., at the end of the accounting period in order to impress stock holders who will be receiving thereport showing that funds are better managed and invested than what might have been drawn up.