Business Communication

Assignment
By - Medhaj Mohta (2K20/BBA/101)
 Presentation
Introduction
• Presentation is the practice of showing and explaining the content of a topic to an audience or
leader
• Presentation is also the means of communication which can be adapted to various speaking
situations, such as talking to a group, addressing a meeting or briefing the team.
• It is an art
• Requires practice
• Requires reading
• Requires reviewing

Structure
• Has an introduction, body and a conclusion
• May include visual aids
• Is usually followed by questions and discussions
• May also have a handout for the audience to take away

PRESENTATION

INTRODUCTION
BODY CONCLUSION
Detailing the
It covers the main Summarising and
purpose and
points highlighting the
structure of talk
Should have 80% of significance of talk
10% of pain to be
time The last 10% of time
spent
3Cs of a Presentation
1. Content – “presentation content is not for you as a presenter, it is for your audience “ it is the
content that allows the audience to connect with the message and takes them on the journey
through to all of it.
2. Credibility – it is defined as the objective and subjective competence of the believability of a
source or message. It is both objective, or based on facts and evidence, and subjective,
based on opinions
3. Customise - customisation offers, for most of the part, will be more attractive to your clients.
It is a solution developed for unique problems, wants and desires

Effective Presentation
1. Make your presentation memorable with anecdotes, stories and experiences.
2. Provide adequate time for audience participation.
3. Rehearse the presentation several times.
4. Correct pronunciation and right choices of vocabulary.

Do’s of a Presentation

1. Know your audience.

2. Use your keywords.
3. Organise your information clearly.
4. Use a legible font and ensure design consistency.
5. Use visual elements to illustrate the slides.
6. Remember to acknowledge the organisation

Don’ts of a Presentation
1. Don't be the Hero in your stories.
2. Don't create slaves in a linear fashion.
3. Don't be directly off the PowerPoint slides.
4. Don't forget to check grammatical errors.
5. Don't use the podium as a crutch.
6. Don't use fonts which strain the mind.

Formal Speech
When preparing for a formal speech move in this order :

Planning Writing Delivery

• Planning – know the occasion for which the speech is to be delivered.

> A well known purpose should be established
> Identify the audience and target them

• Writing – research and read thoroughly.

> Collect the required material for writing.
> Make an outline first and then turn it into first draft.
> Edit the first draft by correcting the mistakes.
> Now, the final script will be prepared.

• Delivery – the method of speech delivery makes a difference

Methods of Delivery
1. Impromptu – speaking involves delivery of a message on the spur of the moment
2. Memorised – speaking consists of reading a scripted speech from memory. It allows the
speaker to be free of notes.
3. Extemporaneous – speaking consists of delivery of a speech in a conversational fashion
using notes. Most speakers call for this type.
4. Manuscript – speaking consists of reading a fully scripted speech. Used when message
needs to be delivered using specific words
Strategies of a Presentation
1. Have a strong and catchy opening by quoting some interesting stories.
2. Organise your thoughts and develop good transitions between sections.
3. Grand major audience attention by use of wit, sarcasm and good humour.
4. Finish with a bang.
5. Practice, practice and practice.

Meetings
Introduction
• A meeting is an event in which a group of people come together to discuss things or make
decisions.
• It is a group of people thinking purposefully together.
• It is the very heart of management.

Purpose of Meeting
• To reach a common decision/agreement.
• To solve a problem.
• Do you understand the situation, exchange of ideas and experiences.
• To inform, explain, present ideas.
• To give training.
• To plan and prepare for action.
• To resolve differences and misunderstandings.
• To review the best past performance and evaluate it.

Types of Meetings
1. Formal meetings – when any meeting is arranged by following official formalities, rules and
decorum then it is called a formal meeting.
2. Informal meetings – when any meeting is arranged without maintaining official rules and
regulations, it is called an informal meeting. Such a meeting can be called upon by giving
short notice using informal media.
3. Private meetings – private meetings are called for discussing confidential and restricted
issues where general people have prohibition to access. Only selected people are allowed to
attend the meeting.
4. Public meetings – when a meeting is held in a public place to discuss issues regarding public
interest, it is called a public meeting. Here, general people are cordially invited.
5. Company meetings – when a meeting is called by the general manager, director, or secretary
(who has power of attorney) of a company to discuss issues or affairs of a company, it is
called a company meeting eg: Annual general meeting.
6. Committee meetings - When the chief of the committee calls a meeting on certain issues for
which the committee is formed, it is called a committee meeting. Only members of the
committee can take part in such meeting

Why do Meetings Fail ?

7. No agenda means no purpose - if a plan of discussion has not been thought out, then the
meeting tends to be filled with long pauses, shuffling for the correct information and blank
stares
8. Loss of focus - It is common for sub-meetings to happen within a meeting and this can
disrupt the whole purpose the meeting
9. Conflict between members - All the members have their own opinion about different
matters, but it's always worth reiterating that there needs to be a polite and professional way
to engage in a dialogue.
10. Poor time management - One of the main weaknesses of a meeting is the poor time
keeping. It is important to make sure there is a strict time schedule for a meeting and try your
best to stick to it.

Effective Meetings
1. Know the purpose and outcome - Have a sense of what you’re trying to accomplish and
how to do that
2. Structure it to achieve the outcome - Structure could mean creating an agenda.
3. Respect people’s time - This includes starting and ending on time. It also involves
scheduling the meeting for the required amount of time.
4. Get everyone engaged - Spend the first few minutes making sure every person who is
present says something. Any kind of ice breaker makes a lot of difference.
5. Design specific responsibility - If you have made a decision, assign responsibility for the
specific actions agreed upon, and set deadlines
Basic Questions about a meeting

1. Why - What is the context of the meeting?

2. When and Where - When to organise and the venue
3. Who - It should be clear who will lead, present, or facilitate each point. You’ll also want to be
explicit about who needs to be involved or is affected.
4. What - Describe the “meeting items” so they are simple and unambiguous, without
meaningless headings.

Minutes of the Meeting

Meeting minutes, also called meeting notes, are the written record of everything that happened
during a meeting. They are not the same as the meeting agenda, which is prepared in advance.
They are not a minute by minute record and instead focus on the outcomes of the meeting.
Minutes usually capture information such as:

1. Heading/ title

2. Name of the participants

3. Date and time of the meeting

4. Agenda items covered

5. Decisions made by participants

6. Follow up actions and next steps

7. Venue of the meeting

8. Apologies of absence

9. Date of the next meeting

10. Time when meeting ended

11. Approval of previous meeting minutes

12. Any issue not discussed

13. Minutes recorded by (Name & Sign)

 Report Writing
Introduction
• Report is the widely used form of writing after letter and memo. It is the major form of technical,
business and professional communication.
• All the professionals, such as administrators, managers and engineers have to write reports for
different purposes.
• For example – a scientist writes a report to provide scientific data, and an administrator rights a
report to inform the superiors etc.
• A minimum of two people are involved in the process : one who seeks for information and
others who gathers and conveys the information.
• Reports can be presented orally, electronically or in writing.
• It is a piece of factual writing, based on evidence and contains organised information.

Types
• Oral reports – when the information is given orally, it is called an oral report. Oral reports are
presented in face-to-face situations.
• Written reports – when the information is given in writing, it is called a written report. Written
reports can be sent by post or some other means.
• Formal reports – a report submitted by an official of an organisation. It is written for official
purposes and has a uniform structure and presentation.
• Informal reports – it is usually in the form of person-to-person communication. It can range
from a few lines to several pages and does not follow a uniform structure.
• Solicited Reports - It is returned on the basis of request or demand.
• Unsolicited reports – it is written at one’s own initiative.

Objective
• To give information about activities, progress, plans and problems of an individual, organisation
or a department.
• To record research findings or technical specifications.
• To present the record of accomplished work.
• To tell the facts of an event for future reference of action.
• To present information to a large number of people.
• To monitor business operations.
• To bring about new policies and procedures.
• To help in decision-making.

Length of a Report
> Short Report

1. It is not more than 4-5 pages

2. Presented in letter format or memo format.
3. Follow a simple style of presentation and all the facts are reported in it.
4. Can be formal as well as informal.

> Long Report

1. This report can be of hundreds of pages.

2. It is generally formal and prepared on demand.
3. For example – dissertation, thesis, project reports, etc.

Components of Long Report

1. Cover page – it is the first page. It contains the title of the report, name or designation of the
person/authority to whom the report is being submitted with the organisation's name, etc.
2. Certificate – in project reports, research reports, etc. a certificate is attached to the report by
the supervisor that the report is the original contribution of the report writer. It includes the
name and signature of the supervisor, date, place and a statement testifying that the work is
the original contribution of the writer.
3. Table of contents – it includes chapter numbers, main headings, subject headings and page
numbers on which they appear in the report.
4. Abstract – it gives the essence of the report. It is the summary of the report and is called a
synopsis.
5. Main text – this part includes introduction, discussion, conclusion and recommendation.
> introduction - beginning of the main text.
> discussion – it is the lengthiest section of the report. The writer discusses the subject matter
at length, present logic and analyses of the data.
> conclusion - includes recapitulation of the points that are discussed in the discussion
section.
> recommendations – it is this suggestion to a problem or issue that is discussed in the
report.
6. Appendices - an appendix generally contains the material such as sample documents,
detailed conclusions, experimental results, statistical data, tables etc
7. Bibliography – it refers to the orderly list of materials (books, papers, etc.) That is used,
consulted or paraphrased to prepare the report. The function of the section is to acknowledge
and credit the sources.
8. Glossary – it is a list of technical words or terms used in the report with their explanation.
9. Index - it is used in the bulky reports where the table of contents is not able to serve the
purpose of locating a topic or subtopic easily. It serves as a guide which helps the reader to
locate a topic or subtopic.

Format

Memo Format Letter Format

Memo v/s Letter

Memo Letter

It is short in length It can be short as well as long

The format is decided by the organisation The format is decided by the writer

It is for internal communication only It is for internal as well as external

communication

It does not include salutation, recipient’s It includes all the components

address and complimentary close.

Its tone is conversational Its tone is formal

Memo Format
● It is a brief note, written statement, record, or communication which is used for internal
communication.
● It is generally used for formal communication.
● It can be used to convey information, decisions, or to make requests to the co-workers,
superiors or subordinates. It is short in length.
● It is less formal in tone and without formal elements such as salutation, recipients address
and complimentary close

Memo can move in all directions : Downward, Upward, horizontal and diagonal

● Downward memo - Are used to communicate with subordinates, they are primarily used
to carry/convey information, policy decisions, instructions etc.
● Horizontal memo - They are sent to peer groups all to the people who are hierarchically
equivalent in the organisation
● Diagonal memo – They are sent to the people working in other departments.
● Upward Memo - They are sent by subordinates to their superiors. Used to convey
complaints, problems, suggestions, etc.

Components of a Memo

XYZ College
New Delhi
Interoffice Memorandum

Ref :

Date:

To:

From:

Subject:
 ● Heading - It is a compact block of information. it includes :
> Name and place of the organisation
> Reference number (optional)
> Date – the date of drafting or circulation of the memo.
> To - Designation of the recipient.
> From – designation of the sender.
> Subject – the specific purpose of writing the memo.

● Body - It is the text of a memo which contains entire information. Personal pronouns, such
as 'I', 'We' and 'You' Are acceptable because memo is for internal use of an organisation.
> In case of short report – conclusion, suggestion and recommendations are included in the
main text of the report
● Signature – complimentary close such as 'sincerely', etc is not required in a memo. Only
name of the sender is sufficient to write.
● Enclosure – if some documents to be sent along with the memo, it is referred at the end of
the memo by adding a notation, like : "Enclosed : Director's report"
● Distribution – if a copy of the memo is to be sent to the person, other than the address, it is
mentioned under the notation 'Cc'. It includes the designations of the recipients where CC
stands for complimentary copy or courtesy copy.

Effective Business Memo

● Audience Orientation - Always consider the audience and their needs when preparing a
memo.
● Professional, Formal tone - Memos are often announcements, and the person sending the
memo speaks for a part or all of the organization. While it may contain a request for
feedback, the announcement itself is linear, from the organization to the employees
● Subject emphasis - The subject is normally declared in the subject line and should be clear
and concise. If the memo is announcing the observance of a holiday, for example, the
specific holiday should be named in the subject line—for example, use “Thanksgiving
weekend schedule” rather than “holiday observance.”
● Direct Information - Some written business communication allows for a choice between
direct and indirect formats, but memorandums are always direct. The purpose is clearly
announced.