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MCOM 2 All right are reserved with CU-IDOL PROFESSIONAL BUSINESS PROFESSIONAL BUSINESS COMMUNICATION-I COMMUNICATION-I Course Code: M Com Semester: First Book ID: SLM Unit 5 - 6 Unit: 5-6 Unit-1(MCM-603)

PROFESSIONAL BUSINESS COMMUNICATION-I OBJECTIVES INTRODUCTION 33 Explain how to write different types of reports. Most of us are familiar with reports. You may not use the word report in day to day activity, State the guidelines for documentation and but you do report matters to one or other every bibliography. day. Describe how resume and CV can be written as a For instance, if you have described at length part of application for job how you have spent your holidays, you have given a verbal report. If you have told your parents your experience in college, it is also a report. Know the skills necessary for taking part in-group You should therefore be aware of the use discussion of reports in business context and acquire the skills of drafting good reports Unit-1(MCMQ-61031) INASlTl ITriUgThEt OarFeDrIeSsTeArNvCeEd AwNitDh OCNUL-IIDNOE LLEARNING

Topics to be Covered > Formal Reports Unit-1(MCM-603) 4 > Project Reports All right are reserved with CU-IDOL > Documentation and Bibliography > Job Letters > Resume > CV Writing > Group Discussion Skills

Technical Reports 5 Technical report is a formal report designed to convey technical information in a clear and easily accessible format. It is divided into sections which allow different readers to access different levels of information Unit-1(MCM-603) All right are reserved with CU-IDOL

Structure of Report 6 Section Details Must include the title of the report. Reports for assessment, where the word length Title page has been specified, will often also require the summary word count and the main text word count Summary A summary of the whole report including important features, results and Contents conclusions Introduction Numbers and lists all section and subsection headings with page numbers The sections which make up the body of the report States the objectives of the report and comments on the way the topic of the report Conclusions is to be treated. Leads straight into the report itself. Must not be a copy of the References introduction in a lab handout. Divided into numbered and headed sections. These sections separate the different Bibliography main ideas in a logical order Acknowledgements A short, logical summing up of the theme(s) developed in the main text Appendices (if appropriate) Details of published sources of material referred to or quoted in the text (including any lecture notes and URL addresses of any websites used. Other published sources of material, including websites, not referred to in the text but useful for background or further reading. List of people who helped you research or prepare the report, including your proofreaders Any further material which is essential for full understanding of your report (e.g. large scale diagrams, computer code, raw data, specifications) but not required by a casual reader Unit-1(MCM-603) All right are reserved with CU-IDOL

Formal Reports 7 Formal reports are usually long, elaborate and impersonal. They are bounded. The readership is large. Formal reports are classified as: statutory and non-statutory reports. Annual report is a statutory report and it makes business legal. ➢Annual Report Annual reports are mandatory being statutory. In accordance with the company law, every registered company is required to publish its balance sheet and profit and loss account within a prescribed period Unit-1(MCM-603) All right are reserved with CU-IDOL

Appraisal Report 8 Many components of performance appraisals are company or department-specific. Structure The following items represent the components that are required. ➢ Employee name, Manager name (and reviewer name, if different), Date of review, ➢ Review period (typically, a calendar or fiscal year), Job title, level, or position. ➢ Performance review instructions and evaluation criteria. ➢ Overall rating (typically, exceeds expectations, meets expectations, and needs improvement). ➢ General feedback on performance to support the overall rating with two to three specific examples to support the overall rating Unit-1(MCM-603) All right are reserved with CU-IDOL

Project Report 9 ➢ A Project Report is a document which provides details on the overall picture of the proposed business. ➢ The project report gives an account of the project proposal to ascertain the prospects of the proposed plan/activity. ➢ Project Report is a written document relating to any investment. It contains data on the basis of which the project has been appraised and found feasible. Unit-1(MCM-603) All right are reserved with CU-IDOL

Project Reports Project Report is a written document relating to investment or implementation of a project. 10 ➢ Project report for financing: The use of an investment proposal is common with a wide range of investment opportunities ➢ Project Implementation reports: The different types of project reports in the process of implementation are such as Status reports ➢ Status Reports: “Can I have that status report in an hour?” It is the kind of question project managers hear from the project sponsor, or Project Office manager, or a colleague. ➢ Risk Reports: It is produced at least monthly, and the report is normally the output that comes after ➢ a risk review meeting ➢ Board/Executive Reports: Reports need to be tailored to the people who are going to read them. ➢ Resource Reports: It helps to report on what is going on and how the resources are employed. ➢ Variance Reports: It compares the planned against the actual outcome, giving a metric to measure whether the project is on track, ahead of schedule or running behind. Unit-1(MCM-603) All right are reserved with CU-IDOL

Project Report for Obtaining Finances 11 •General Information: It provides an overview of industry to which the proposed project belongs. •Executive Summary: It puts the whole project in a concise form. •Organization Summary: It indicates type of ownership and structure of the organization. It furnishes the details of the promoters and their financial soundness •Project Description: A brief description of the project contains the following: Location of the site, Raw material requirements, Target of production, Area required for the work shed, •Marketing Plan: The project report must clearly state the details of expected demand for the product and the marketing operations envisaged to meet it in a profitable way. •Capital Structure and operating cost: In this section, the financial aspects of the project are presented. Unit-1(MCM-603) All right are reserved with CU-IDOL

Management Plan: The project report should state the management competences, plans, programmes and 12 policies that can lead to successful operation of business enterprise Financial Aspects: Financial statements with clear analysis and projection of costs and profitability of the business over a period (say 3 to 5 years) has to be given here. Technical Aspects: Project report provides information about the technology and technical aspects of a project. Project Implementation: Project implementation schedule is to be given here to indicate the start and end of the project construction Social responsibility: The proposed contribution to the society in the form of production or services, employment, income, exports and infrastructure has to be highlighted to justify socio-economic feasibility of a project Unit-1(MCM-603) All right are reserved with CU-IDOL

Documentation and Bibliography 13 Documentation In a report or research paper, documentation is the evidence provided for information and ideas borrowed from others. That evidence includes both primary sources and secondary sources. Bibliography A bibliography is an alphabetic list of all references used as sources of information that do not appear in footnotes or text citations. A reference list includes only those sources cited in the text of the report. Unit-1(MCM-603) All right are reserved with CU-IDOL

How to write Bibliography 14 Make a list to keep track of all the books, magazines, and websites you read. Later this list of sources will be cited in bibliography. Write down, photocopy, or print the following information for each source you find. Unit-1(MCM-603) All right are reserved with CU-IDOL

Email Etiquettes 15 ➢ Email etiquette refers to the principles of behavior that one should use when writing or answering email messages. ➢ It is also known as the code of conduct for email communication. ➢ Email etiquette depends upon to whom we are writing- Friends & Relatives, Partners, Customers, Superior or Subordinates. Unit-1(MCM-603) All right are reserved with CU-IDOL

Email étiquette and email language 16 1.Always use full sentences- Do not mince words when it comes to formal emails. Always use complete sentences and words. RIGHT✔️ I will be present at the meeting at 5:00 PM today. WRONG❌ Will be there at 5. 2. Avoid contractions and abbreviations -It is better to spell out your words in a business email. Example: RIGHT✔️ As soon as possible I will send you the file tomorrow. AVOID❌ ASAP Will send u d file tmrw Unit-1(MCM-603) All right are reserved with CU-IDOL

3. Use correct grammar and syntax- 17 Example: RIGHT✔️ Thank you. I have received your email. Thank you for your email. WRONG❌ Email gotten. (Grammatical error + No use of full sentence) 4. Subject line.- A subject line should be able to clearly tell what the email is about, avoid all capital letters or all lower case letters, and unnecessary punctuations in the subject line. Example: RIGHT✔️ Marketing Report for XYZ Project AVOID❌ MARKETING REPORT FOR XYZ PROJECT!! Unit-1(MCM-603) All right are reserved with CU-IDOL

5.Call for action- If you wish to receive an action from the receiver of the email, you can ask for it. You can 18 mention it towards the end of the email. Example: A timely response will be much appreciated. I look forward to your response. Please reply to the email latest by XX (date). Please share the data by the end of the week. 6. Keep it organized-Break down your email into paragraphs every time you introduce a new line of thought. The language should be crisp and comprehensive. 7.Keep it short- The email should be short ,very brief to the point. 8. Avoid Using Slangs and emoticons. Unit-1(MCM-603) All right are reserved with CU-IDOL

Sample Email 19 Unit-1(MCM-603) All right are reserved with CU-IDOL

Press Release 20 ➢ A press release is a short, compelling news story written by public relation professional and sent to targeted media persons. ➢ It is formal ,official statement made by the Company representative. ➢ It is also a marketing tool used for informing the customers. Unit-1(MCM-603) All right are reserved with CU-IDOL

Job Letters ➢ OFFER 21 Employers send a job offer letter to candidates selected for employment in their organization. It aims at confirming the appointment to a position, and details of employment benefits and conditions. It provides the basis for employment contract between employer and employee. ➢ RESIGNATION A resignation is the act of leaving the job. A resignation letter expresses the intention of an employee to leave the company in which he is currently employed. ➢ INCREMENTS A salary increment letter aims at informing employees about their salary increments. Salary increment is one among the financial incentives for employees. The increments are given every year after completion of financial year. Government employees typically receive annual raises based on salary increments. ➢ APPRAISALS The objective of writing performance appraisal letter is to share someone’s performance with them in writing or person. Unit-1(MCM-603) All right are reserved with CU-IDOL

Resume 22 ➢ A résumé or resume is a document used and created by a person to present their background, skills, and accomplishments. Résumés can be used for a variety of reasons, but most often they are used to secure new employment. ➢ A typical résumé contains a \"summary\" of relevant job experience and education. Unit-1(MCM-603) All right are reserved with CU-IDOL

Types of Resume Formats 23 There are four standard types of resumes: ➢Chronological: Chronological resumes are the most commonly used format. They list work history in chronological order, starting with your most recent job down to your earliest. ➢Functional Resume: Functional resumes focus on skills and experience first. This type of resume de- emphasizes the dates in which you have worked. ➢ Combination Resume: They use both chronological and functional order of providing information. ➢Targeted Resume: Targeted resumes are customized in detail to the prospective job you are seeking. Everything from your objective, your qualifications to educational experience mirrors the job requirements. Unit-1(MCM-603) All right are reserved with CU-IDOL

CV Writing 24 All right are reserved with CU-IDOL ➢ A CV (short for the Latin phrase curriculum vitae, which means “course of life”) is a detailed document highlighting your professional and academic history. ➢ CVs typically include information like work experience, achievements and awards, scholarships or grants you’ve earned, coursework, research projects and publications of your work Unit-1(MCM-603)

Checklist of CV 25 ➢ Personal details ➢ Objective ➢ Employment History & Work Experience ➢ Education & Training ➢ Language proficiency ➢ Achievements ➢ Interests ➢ References: Unit-1(MCM-603) All right are reserved with CU-IDOL

Difference between CV vs Resume 26 BASIS FOR COMPARISON CURRICULUM VITAE (CV) RESUME Meaning A document containing information related to A Resume is a document having details of an individual's past qualification, experience, individual's education, work experience, skills, competencies and achievements is competencies and previous job known as a CV or Curriculum Vitae. achievements. Type of Document Comprehensive Concise Etymology Curriculum Vitae is a Latin expression which A French expression which means summary. Length means course of life. References Oriented towards 2 to 20 or more pages 1 to 2 pages When to use Included Not Included Modification Stresses on Academic qualification Non-academic qualification Education Applying for an academic position, advanced Applying for the job, and intership or taking research, fellowship, etc. part in the job fair, etc. No, it is same for all jobs Yes, it can be modified according to job. Expertise, i.e. what skills makes you an Contribution, i.e. how your work made a expert in a particular field. difference, where you have worked. At the top of the CV Mentioned after experience. Unit-1(MCM-603) All right are reserved with CU-IDOL

Group Discussion 27 ➢ \"Group\" is a collection of individuals who have regular contact and frequent interaction and who work together to achieve a common set of goals. \"Discussion\" is the process whereby two or more people exchange information or ideas in a face-to-face situation to achieve a goal. ➢ Group discussion is a hiring technique applied by most organizations to select an ideal candidate for a particular job role. Unit-1(MCM-603) All right are reserved with CU-IDOL

Group Discussion Skills 28 • Structured or leaderless: In this, topic and time limit are announced. Participants are expected to voice their views and there is no need to arrive at a consensus at the end. • Unstructured or leader directed: In this type, the group has to name one member as a leader. The leader has to direct the group, set the tone for discussion and control the dynamics of the group • Role-play: Role-plays are scripted group discussions. In this, the candidates are given a brief about roles they are assigned to play. Unit-1(MCM-603) All right are reserved with CU-IDOL

Summary 29 ➢ Report: A document containing information organized in a narrative, graphic, or tabular form, prepared on ad hoc, periodic, recurring, regular, or as required basis. ➢Technical report: Technical report is a formal document designed to convey technical or research information in a clear and easily accessible format ➢ Formal report: A formal report is an official report that contains detailed information, research, and data necessary to make business decisions ➢ Project report: Project report is a document, which provides details on the overall picture of the proposed business ➢Resume: A resume is a short account, either spoken or written, of something that has happened or that someone has said or written ➢CV: It is abbreviation for curriculum vitae formal: a short written description of your education, qualifications, previous jobs, and sometimes also your personal interests, that you send to an employer when you are trying to get a job. ➢Group discussion (GD): It is a method of assessing the behavioural and communication skills of participants. Unit-1(MCM-603) All right are reserved with CU-IDOL

FAQ 30 1. What is a project report? Ans: Project Report is a written document relating to investment or implementation of a project.(for more definitions refer page no.2 in SLM) 2. What is a formal report? Ans : Formal reports are characterized by length, focus on a topic, target audience, and specific purpose .(for more definitions refer page no.2 in SLM) 3 . What is resume? Is it different from CV? Ans : A resume is a brief summary of your skills and experience over one or two pages, whereas a CV is more detailed and can stretch well beyond two pages 4. What is group discussion? Ans : A group discussion (GD) is a serious interaction involving logical arguments and counter arguments, among participants on a topic of common interest.(for more definitions refer page no.2 in SLM) Unit-1(MCM-603) All right are reserved with CU-IDOL

Multiple Choice/Objective Type Questions 1. A formal report designed to convey process, status, progress or results of scientific research is known as 31 (a) Formal report (b) Technical report (c) Project report (d) All the above Ans.: (b) 2. When material is produced from a source ( book, journal or website) as it is, author will face problem of (a) Plagiarism (b) Piracy (c) Infringement (d) None of the above Ans : (a) 3 When you do not want the recipients to know who else received a copy of your email message. (a) Use blind copy (BCC) (b) Courtesy copy (CC) (c) String message (d) None of the above Ans : (d) 4 For sending messages with photographs the appropriate vehicle is (a) SMS (b) MMS (c) Email (d) Facebook messenger Ans : (b) Unit-1(MCM-603) All right are reserved with CU-IDOL

References Web Resources 32 1. Report Writing in Business Communication - Bizfluent Retrieved from › ... › Documents For Your Business. 2. EgumidaeilsW› rwitrinitgingF-oformrmaat:l-Cmoanilvse›nctioonnvseanntiodnSs-asmamples with Solved ... Retrieed from › 3. Aruna, Koneru (2008), Professional Communication, New Delhi: The McGraw Hill Companies 4. Chaturvedi, P.D.& Chaturvedi, Mukesh (2013), Business Communication: Concepts, Cases and Applications, 3/e, New Delhi: Pearson Education Reference Books 1. Davies J.W.(2001) Communication Skills - A Guide for Engineering and Applied Science Students, 2nd ed., New York: Prentice Hall. 2. Van Emden J. and Easteal J. (1996), Technical Writing and Speaking, an Introduction New York: McGraw- Hill. 3. Lesikar, Raymond. V; Flatley, Marie. E; Rentz, Kathryn; Lentz, Paula & Neeraj Pande (2015), Business Communication: Connecting in a Digital World, 13/e, New Delhi: McGraw Hill Education. Unit-1(MCM-603) All right are reserved with CU-IDOL

33 THANK YOU For queries Email: [email protected] Unit-1(MCM-603) All right are reserved with CU-IDOL

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