Course Code : BCS-055
Course Title : Business Communication
Assignment Number : BCA(V)-055/Assign/14-15
Maximum Marks : 100
Weightage : 25%
Last Date of Submission : 15th October, 2014 (For July 2014 Session)
15th April, 2015 (For January 2015 Session)
This assignment has ten questions. Answer all questions. Please go through the guidelines regarding assignments given in the Programme Guide for the format of presentation of assignment.
Q.1: Write short notes on the following:
i) The role of small talk in business
ii) Difference between phone and walk-in-interview
Solution:-
i) Role of Small talk in Business
Knowing the art of small talk is an essential part of interpersonal communications protocol.
The dictionary defines small talk as light conversation about common, everyday things or chit chat.
In business, small talk is social talking on a business level. Small talk is unimportant, important conversation. It is used at cocktail parties, meals, networking events, as pre-meeting activities, etc. It can be used in any situation where you are trying to begin or improve personal relationships.
People who realize and master the art of small talk understand that an opportunity to speak is not always an opportune time to talk business. It can however, be a valuable opportunity to enhance relationships and build rapport.
Small talk can be for only a few minutes or indefinitely, depending on the situation. The amount of small talk is actually determined by the host. It is proper etiquette for the host to begin the business part of the meeting. For example: At a lunch meeting, as the host, you may begin small talk as you sit down. After the meal order is placed, the host may begin business as he or she sees fit.
Difference between Phone and Walk in Interview
Phone Interviews:
Walk in Interview
Some employers use phone calls to pre-screen candidates before offering in-person interviews.
Some employers conduct interviews by telephone — they usually tell you this and formally schedule the telephone interview in advance, but some may informally do this without warning.
A phone interview can be a screening step before an in-person interview. Keep in mind that different employers have different methods of screening candidates, so you should be prepared for all possibilities.
Sometimes companies have many of the same type of position to fill at once, and don’t go through a full formal hiring process. They may advertise a ‘walk in interview’ to attract more applicants.
In walk in interview you don’t have to arrange an appointment for an interview, just knock at the door and be interviewed then and there.
Having an interview without a prior appointment.
Don’t expect TA & DA for walk in job interviews!. If you think that you fit in the job requirements attend it with your CV on time.
Q.2: As part of the recruitment process you have to participate in a Group Discussion. Prepare the proceedings of the GD which includes all the aspects of the discussion from the introduction to the conclusion. You may choose any one of the following topics.
i) Business enterprises (MNCs) venturing into education.
ii) FDI in Retail
iii) Social Media Censorship
vi) Young people must do voluntary work before entering the job market.
Solution:-
Social Media Censorship: Good or Bad?
Censorship is a global phenomenon. Time and again, there have emerged news of something getting banned somewhere in the world for reasons that seem unreasonable to many while a necessity to the rest. In India, specially, censorship exists in mass abundance. Remember the case when Penguin India, on Feb 12, withdrew copies of Ideologist Wendy Doniger’s book The Hindus: An Alternative History, after an out-of-court settlement was reached between it and plaintiffs Shiksha Bachao Andolan which objected to sections of Doniger’s book.
I can give you examples from all over the world. During the 1950s, Elvis Presley appeared in one of the famous TV programs only to be shot by the camera till his torso, as his world-famous pelvic movements were deemed vulgar. Again during the 1950s, the Scientific American magazine published an article on thermonuclear fusion which was censored by the United States Atomic Energy Commission. The printed copies of the magazine were found and burnt as it contained classified information. During both World War I and World War II strict military censorship was laid on the freedom of press. A similar kind of censorship was also laid in India during the State of Emergency period in the late 70s. With the introduction of television and Internet, many important developments have taken place in the field of censorship around the world. A number of countries like Syria, Australia, Cuba, UAE, Yemen, Pakistan and Burma have censored the Internet. China has imposed stringent censorship regulations. A military censor was also laid on the freedom of press and Internet in Egypt lately. WikiLeaks, the sensational international whistle blowing website was closed down several times under the pretext of censorship. Satellite phones, Internet and freedom of press were also censored in Libya during Gaddafi’s rule.
POINTS IN FAVOUR:
Media Censorship: Good or Bad_2Media influence on society: As a community, we are heavily influenced by the media and other sources of information. However, we tend to overlook the fact that there are not only much bias but also skewed perceptions of events and reports in the news today. The media does a poor job portraying things as they really are in order to follow a sort of convention and to keep their show on air or their papers in stores. As a result, most of the time we are being fed information that may not be entirely true and sometimes entirely baseless. The media has the ability to manipulate its viewers in ways that are often unseen. That being said, it is difficult to give full trust to any news or report on an event, let alone base beliefs off of something that was skewed so much that it became a whole different story or subject in itself. Driven by money, greed and popularity, most media outlets are fighting to report what they believe we want to hear, not what we really should hear-the TRUTH.
Media to be censored for children: The impressionable young minds can’t differentiate between real and make believe. The amount of violence shown affects the perception of young children. Emphasis needs to be made on the fact that killing people is illegal and immoral. We don’t want our children thinking that it is cool to be all heartless and go on picking off people on the street. The vivid portrayal of violence as a means of justice gives them a false sense of right and wrong. Hence the amount of violence the media broadcasts ought to be censored at least for the kids. Also the casual approach towards the topics of sex and pornography is giving very wrong ideas to the young minds. Since the Indian Education system does not have a strong approach toward sex education, the open platform of media has become their information ground. Open advertisement of smoking and alcohol also needs to be curbed. What they see, they learn .There needs to be an age restriction strictly employed and the open media grounds like the news channels and newspapers must restrict their portrayal of such topics keeping in mind the age of the general audience.
Political agendas: Though it is true that media is responsible for spreading information about current events all around the world, the need of the hour is balance of information given. Certain times violent speeches and derogatory comments given by people towards a particular race and religion. While the act in itself can be condemned, there is no need of repeated air-time given to the incident. This can only incite the masses against the said person or the organization he/she is associated with. Such media tactics are often used by political parties for selfish means while ignoring the greater good of the society. This can only bring unrest among the masses and disrupt the peace in the society. Some people may try to spread nonsensical propaganda through unsuspecting media. Censorship will prevent the public display of disrespect to any particular individual or community and promote political correctness.
Security of secrets: Ignorance is bliss, they say and it is in the best interest of a country and its people that the plans of our armies are kept under wraps. Sometimes we need to blindly trust them. The detailed discussion and scrutiny of every minute detail by the media can sometimes prove dangerous as the information relayed to the general public can be as easily gathered by the wrong group of people. During an emergency like a terrorist attack, it helps in controlling panic and rumors throughout the nation. This was observed in 2008 when terrorists attacked The Taj Mahal Palace Hotel in Mumbai. Mandating censorship on defense related and sensitive subjects is necessary.
Curbing the spread of wrong information: Everybody has an opinion and wants to be heard. Whether it is a hard fact or just their mere belief is a secondary matter. Thanks to the media, you now know where and when and with whom a celebrity vacations, whether or not you want to know that. In the effort of claiming their right to freedom of speech, media has crossed all boundaries of right to privacy of people. The truth of the matter takes a back seat and even false information spreads like wildfire. Right from matters of national importance to a celebrity’s divorce settlements, all details are publicly judged upon and sides taken. It has reached an extent where you cannot truly know if something that you read in a newspaper or hear on a news channel is in fact true. Media is not an impartial spectator anymore, rather it has become a weapon, the more powerful can use to its advantage. It has reached a juncture where we need to verify that what is printed and circulated is a) actually newsworthy, b) as accurate as possible at the time and c) not malicious.
POINTS AGAINST:
Propagating Ignorance: Media is a major source of information. Everything that we know about anything in the world today is all thanks to news channels, newspapers, internet and other forms of media. In a country like ours, political parties will first suppress rightful information in the name of censorship.
Let’s say that a foreign news channel is running an unbiased documentary on the leadership of our country, the governing bodies of our country cannot do much about what that person or channel is saying, except stop the people of our country from tuning into such shows. Hence here, censorship is used to keep the ignorant, ignorant. So who gets to be the judge of what is appropriate on a social level and what is not? Is it a handful of people sitting in a room and declaring what is and what isn’t right according to their ideologies? In the name of moral values, must we keep the society from progressing by claiming certain ideas to be against our “culture”. Must we cling to age old norms in the name of culture and censor what doesn’t please Indian values? How can a society and a country progress on an international level if we don’t inculcate newer trends and censor everything that doesn’t agree with “Indian culture”.
Shaping the young minds: Times are changing. The newer generation is information hungry. A blanket ban on topics like sex in the media will only generate their curiosity about it. And censorship of media will only mean that they look into the absolutely wrong places for information. Rather these topics should be discussed in a healthy manner so that the taboo tag is lifted off them. Instead of being completely censored, Sex education and awareness of STD s can be dealt with maturity .If sex-related topics are completely censored it becomes difficult to teach children and teenagers about the dangers of STD s. There are rating systems and parental advisory stickers made to prevent negative influence. Why censor something, when classification serves the purpose really well.
Freedom of speech: What’s the point of your right to speak if there is no one to listen to what you are speaking? Doesn’t the very concept of censorship clash with the idea of democracy? If we are going to cover the ears of our listeners, then what is the difference between democracy and dictatorship? If the content in the media is manipulated by some people with vested interests, then the whole point of democracy and freedom of thought goes out of the window anyway. And, how difficult do you think it is to get an uncensored version of anything these days? By censoring it, you are promoting it even more.
Modified Truth: Censoring of information may lead to a wrong image perceived by the public. It gives rise to and hides abuse of human rights. If the news coming from a war zone does not show the true nature of the damage inflicted, how can a person be aware of the real situation of the war? If to say that the real death toll and associated imagery should be censored, it will be equivalent to denying even the presence of war. Death is real and people affected in a war zone pay for it with their lives and we owe it to them to know their real stories. Don’t censor the media; rather tackle the issues leading to a situation that might need to be censored. Hiding the complete picture doesn’t erase its presence, merely gives a false perception. The recent ban on social media by the Assad regime in Syria makes a very apt example of the same.
Hinders Creativity: There can be different standards of morals among different societies quite different from the ones imposed by the censorship. Put in simple words, censorship hinders creativity. Censorship in books plays and movies may compromise their entertainment value. It’s as if to say that you can’t voice your thoughts freely in any medium .It may be used to block legitimate criticism. It’s limiting artists from truly expressing themselves. Isn’t that what ART is all about?
CONCLUSION:
This is not a black and white topic. Every argument given for the implementation of a strict media censorship can as easily be used in a point against it. You can probably see that this debate is largely a matter of degree. The questions that the censor boards need to ask themselves are what is the rationale behind the censorship? And are we censoring the media as per that rationale? Is the media being allowed to display what it ought to display? Are they showing things that people want to or need to know about? Censorship is just like a double-edged sword. An absence of censorship might not be a perfect notion, as it can cause chaos. But it also doesn’t mean that the government uses it for its own personal gain by suppressing dissent. Ours is a democratic nation, yet has more censorship than most nations. That’s the irony.
Q.3: You visit a mobile store since you want to purchase a new smart phone. Write out the dialogue that you have with the sales person at the store.
Solution:-
Sales Person: Welcome to XYZ mobile store sir, how can I help u?
Customer: I want to purchase a new smart phone.
Sales Person: Well sir, we have lot of smart phone sir which type of smart phone you want.
Customer: I want a phone having features like new Android OS, large screen, good sound quality, both front and back camera with best quality, lightweight,and easy to use and most important in the range of Rs. 15000/-.
Sales Person: Ok sir, I suggest you to take this phone of ABC company very new and good phone launched two day ago, and this phone have every features like u said and other phone which having cost very high but this phone is very affordable only Rs. 13500/- with 2 years warranty.
Customer:Yes its look good and very easy to use and not so heavy too, ok I will take this phone, please pack this phone.
Sale person: Congratulation Sir! Here is your new phone.
Customer:Thank you!!!
Sales Person: Thank you for coming to our shop, you have a blessed day.
Q.4: You have been asked to write a presentation on what improvements can be made to increase productivity at your work place. Consider the development and use of people, materials, energy and machines.
Solution:-
Points that increase Productivity at Work
In Today’s world coping with Job pressure is really tough. Anyone who’s held down a full-time job knows that an average work day is not always long enough to get everything you need to do done. However, your productivity can be greatly improved by adopting habits designed to make you work more efficiently. An efficient worker uses the most of each minute of the day, giving his or her fullest attention to the most important tasks first. Being efficient at work won’t just improve your productivity and win you points with your boss – it’ll also make you feel accomplished, satisfied that you’ve had a full and productive work day.
Part 1 of 3: Creating Focus
A) Keep a clean, orderly work space
-> If you work in an office, arrange your office space and desk so that you can quickly and easily find whatever you need to work. If you don’t work in an office, the same principles still apply. For instance, if you work in a bike repair shop, keep your tools clean and organized so that you’ll be able to find them instantly when you need them. Almost every work area benefits from being kept clean.
B) Keep your workplace well-stocked
-> Make sure that you have the supplies and tools needed to do your job. In an office, this means you should have things such as hole-punches, staple removers, calculators, etc. at the ready. Outside of an office setting, the tools are different, but the fundamental principles are the same – have the things you need to work effectively before you have to start working. Scientists working with complex graphing applications and mechanics working with socket wrenches will both benefit from having their tools prepped and ready beforehand.
C) Eliminate your personal distractions
-> Different work places have different distractions – some jobs may come with a particularly talkative coworker who just won’t leave you alone. Others might be oppressively silent, causing you to get distracted by even the quietest noises. Do what you must to make sure you can stay focused on your work. If your job allows you to safely listen to music, take an MP3 player to work with you. You might even consider posting notes at your work station notifying coworkers not to distract you. It might seem rude, but it’s not – it’s a reasonable and effective method to get people to leave you alone while you’re working. Remember, you can socialize to your heart’s content during breaks and meals.
Part 2 of 3: Enacting Effective Work Strategies
A) Break your responsibilities into manageable pieces
-> Big projects can be intimidating – if they’re big enough, it’s easy to put them off, wasting time on less-important work until you’re forced to tackle the entire project right up against the deadline. As an efficient worker, you should do important work first, even when that means doing a small part of a large task. It doesn’t feel as rewarding to do a small part of a big task as it does to complete an entire small task, but it’s a smart use of your time. In the long run, you’ll finish your most important tasks faster if you work on them a little bit every day.
B) Keep meetings lean.
-> Establish an agenda before every meeting so that the time set aside is used to its full potential. Include time frames in which certain topics of discussion should be addressed. Stick to your agenda as much as you can – if other topics arise, recommend they be discussed later via a one-on-one office discussion.
Invite the smallest number of people as possible. Keeping your meetings to the bare minimum in terms of attendees reduces the chance that the conversation will veer off-topic. It also keeps everyone who doesn’t need to be there at their desks, working.
C) Nip office drama in the bud
-> Workplaces can, unfortunately, be terribly stressful places. If tempers flare, address any ill will immediately and directly. This may mean you, the person you’re fighting with, or both of you need to make sincere apologies. Do this sooner rather than later. If you let a few fights fester into a grudge, your efficiency will suffer in the long run as you waste time working around this person and avoiding him/her in the workplace. More importantly, you’ll be miserable – don’t let workplace drama ruin your efficiency and your mood!
Part 3 of 3: Making Lifestyle Changes
A) Be well rested
-> Being tired has never improved the quality of anyone’s work. Tiredness can slow your output, dull your performance, and, if you’re prone to sleeping spells, seriously embarrass you in important meetings. On top of this, severely insufficient sleep has been correlated with a variety of health problems. Don’t fall asleep at your desk or miss work because you’ve gotten sick – get 7-8 hours of sleep a night to be at your best.
B) Get exercise
-> Science has shown that a good exercise regimen improves your workplace mood and productivity. This is especially true for sedentary office jobs. If you spend most of your time at work sitting in front of a computer, make special effort to spend a little time every day exercising – not only will it make it easier to sit still at work, but it will make you feel happier, sharper, and more motivated.
C) Give yourself motivations
-> If you enjoy your job, try thinking about how your work makes you feel – do you feel fulfilled and accomplished after you’ve done it? Think about the good things your work allows you to have. Perhaps you owe your house or your car to the money you’ve earned through your job, or maybe your job allows you to send your children to school. Also think of your job’s “benefits” – medical and/or dental insurance for your family, for instance.
Q.5: Here are the answers to some questions. What are the questions? (5)
i) When ………………………………………….?
I joined the company six years ago.
ii) What ………………………………………….?
I was an office assistant.
iii) Which ………………………………………….?
I worked in After-sales.
iv) How long ………………………………………….?
I worked in that department for 18 months.
v) Where………………………………………….?
It was just 6 kms. From my home.
Solution:-
i) When did you join the company?
ii) What was your position?
iii) Which department do you work in?
iv) How long you have been working there?
v) Where is your office located?
Q.6: Complete these sentences with the correct comparative or superlative form of the adjectives in (brackets)
i) IBM is one of the …………………………….. (big) computer companies in America.
ii) A notebook computer is …………………………….. (expensive) than a desktop one.
iii) I think a desktop computer is …………………………….. (good) than a Notebook.
iv) In my opinion, telephone is the …………………………….. (important) piece of office equipment.
v) The …………………………….. (fast) way to contact a client is by phone.
Solution:-
i) biggest
ii) more expensive
iii) better
iv) most important
v) fastest
Q.7: Fill in the blanks with a/an, the. Leave the blanks unfilled if no article is necessary.
Like doting parents, ………….. robot researchers worry about …………..inner lives of their machines and how best to guide them through sticky social situations. Bullying by children has already been …………..problem. Researchers at …………..University of California, San Diego were horrified when toddlers learning vocabulary at the university’s early Childhood Education Centre took only minutes to bash apart …………..robotic arm assembled over more than six months.
Solution:-
Like doting parents …… robot researchers worry about …an…. inner lives of their machines and how best to guide them through sticky social situations. Bullying by children has already been ……a……..problem. Researchers at ……an……..University of California, San Diego were horrified when toddlers learning vocabulary at the university’s early Childhood Education Centre took only minutes to bash apart ……robotic arm assembled over more than six months.
Q.8: Read this telephone conversation and then complete with suitable words.
Assistant: Sales department. Good morning.
You: ………………………………………………………..
Assistant: Certainly. What exactly would like to know about our filing cabinets?
You: ………………………………………………………..
Assistant: They cost Rs. 9,000 each.
You: ………………………………………………………..
Assistant: I am sorry, but they’re not available in black.
You: ………………………………………………………..
Assistant: We can deliver by the end of the week.
You: ………………………………………………………..
Assistant: You’re welcome. Thank you for calling.
Solution:-
Assistant: Sales department. Good morning.
You: Good morning, I would like to know about filing cabinets.
Assistant: Certainly. What exactly would like to know about our filing cabinets?
You: how much they cost?
Assistant: They cost Rs. 9,000 each.
You: I want to purchase one in black.
Assistant: I am sorry, but they’re not available in black.
You: its ok but how much time you guys take to deliver it?
Assistant: We can deliver by the end of the week.
You: ok I will order one, thank you for your time.
Assistant: You’re welcome. Thank you for calling.