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Memo vs. Office Order vs. Press Release

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In business, using the right communication tool is essential. A message to your team is very different from a formal company directive or an announcement to the media. This guide breaks down three key types of written communication: the Office Memorandum (Memo), the Office Order, and the Press Release.

1. Office Memorandum (Memo)

A memorandum (or “memo”) is a short, informal piece of writing designed for communication within an organization.

Its name comes from “a note to help the memory.” A memo is sent between individuals who work at the same company, often as a reminder, a request, or a quick update.

Key Characteristics

  • Internal: Used only inside the company.

  • Informal Tone: It is less formal than a letter and often has a friendly tone. It does not require formal elements like a salutation (“Dear…”) or a complimentary close (“Sincerely…”).

  • Concise: It is short, clear, concrete, and specific.

  • No Emotional Appeal: It is a straightforward, functional document.

Common Uses of a Memo

  • To provide brief information or issue instructions.

  • To communicate minor policy changes.

  • To make a request (e.g., asking for a meeting).

  • To seek tips or ask for help.

  • To record or confirm an agreement reached on the telephone.

  • To establish accountability.

When not to use a memo: A memo is not proper for complex, serious, or lengthy conversations.

2. Office Order

An office order is a formal, authoritative communication issued by an employer or a senior authority. It is a form of downward communication that employees are bound to accept.

This document carries the stamp of company authority. It is not a request; it is a directive that must be followed.

Key Characteristics

  • Internal & Formal: Used inside the company and is highly formal and official.

  • Binding: It is a directive, not a suggestion. Employees must comply.

  • Downward: It flows from the top of the organization (management) down to the employees.

  • Precise: It must be short, to the point, and clearly specify the information to avoid any misinterpretation.

  • Written: As a formal course of action, it should always be a written document.

Common Uses of an Office Order

  • Announcing promotions, postings, or transfers.

  • Detailing a suspension, discharge, or disciplinary proceeding.

  • Granting privileges or sanctioning annual increments.

  • Imposing new rules, regulations, or restrictions.

  • Enforcing a specific course of action.

3.  Press Release (News Release)

A press release (or news release) is a short, compelling news story written by a public relations (PR) professional. It is an external communication sent to targeted members of the media (journalists, publications, news channels).

The goal of a press release is not to sell a product, but to “pique the interest” of a journalist so they will decide to write their own story about your company’s news.

Key Characteristics

  • External: Sent outside the company to the media.

  • Journalistic Style: It must be written in the third person (e.g., “The company announced…” not “We are announcing…”).

  • Newsworthy: It must be about something new, interesting, or unique.

  • Factual, Not a Sales Pitch: It must be factual. If it sounds too promotional, journalists will ignore it and it will lose credibility.

  • Contains the 5 Ws: It must provide all the essential information: Who, What, Where, When, and Why.

Standard Structure of a Press Release

  1. Contact Information: The name, phone number, and email of the PR contact person.

  2. Headline: The most important part. A short, intriguing title that summarizes the news.

  3. Dateline: The location and date of the release (e.g., “Lucknow, India – November 9, 2025”).

  4. Lede (First Paragraph): The most critical sentence. It summarizes the entire story (the 5 Ws) in 25 words or less.

  5. Body: Provides more details, context, and quotes from key people.

  6. Boilerplate: A short, standard “About Us” paragraph at the very end that describes the company.

  7. Call to Action: Tells the journalist what to do next (e.g., “To find out more, contact…”).

  

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Why Most Meetings Fail (And How to Fix Them)

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Correct way of conducting a meeting

Communicating in a meeting is an essential part of business. However, many meetings are inefficient and fail to accomplish their objective. This is often because:

  • They are too long or unsystematic.

  • They lack a clear agenda.

  • They don’t involve participation from everyone.

  • They don’t begin on time.

  • They end without any clear conclusion or decision.

Such meetings lead to agitation and are a sheer waste of time. To be effective, a meeting must be planned, systematic, and rational.

The 4-Step Process for Running an Effective Meeting

Here is a simple process to ensure your meetings are productive and successful.

1. Plan the Meeting

A well-planned meeting is already halfway to success. Planning includes:

  • Outline the Objective: Why are you having this meeting? What one thing must be accomplished?

  • Decide the Attendees: Who really needs to be there?

  • Plan the Agenda: List the topics, the sequence, and the time allotted for each.

  • Plan the Logistics: Set a clear start time, end time, and any breaks.

2. Announce the Meeting (Issuing the Notice)

After planning, you must formally notify the attendees. This is done by sending a Notice of Meeting.

  • What is a Notice? A notice is the formal memorandum, letter, or email that officially announces the meeting. It must be sent to all participants with enough time for them to prepare.

  • What it Includes: A notice must contain the date, time, venue (or link), and the broad purpose of the meeting.

  • Include the Agenda: The notice must be accompanied by the Agenda. This allows participants to come prepared to discuss the topics.

3. Conduct the Meeting

This is the execution phase.

  • Be Punctual: Arrive early. Start the meeting exactly on time.

  • State the Objective: Begin the meeting by reminding everyone of its purpose.

  • Involve Everyone: Encourage new ideas and ask for feedback from all attendees.

  • Manage Distractions: Ensure cell phones are silent and people aren’t gossiping or fiddling.

  • Stick to the Time: Follow the agenda and make sure all issues are discussed within the time frame.

  • Conclude Clearly: Give a quick review of issues discussed and any decisions made. If you run out of time, ask participants if they can move the remaining items to the next meeting and fix a time for it.

4. Evaluate the Meeting

After the meeting, assess its effectiveness.

  • Distribute an anonymous evaluation form to all participants.

  • Ask questions like, “Were the meeting’s objectives met?” or “Which part of the meeting was most/least constructive?”

  • This honest feedback helps you improve future meetings.

📝 What is a Meeting Agenda?

An agenda is the most critical tool for a successful meeting.

It is a list of meeting activities in the order in which they are to be taken up. It acts as a schedule, docket, or calendar for the meeting, beginning with the “call to order” and ending with “adjournment.” It turns a chaotic discussion into a systematic process.

Where Do Agenda Items Come From?

Meetings take time and effort to arrange, so the agenda must be well-thought-out. Items are typically sourced from:

  • Previous Minutes: Business that was left unfinished or “matters arising.”

  • Suggestions: Items submitted by members or participants.

  • New Events: Actions or issues that have come up since the last meeting.

  • Correspondence: Topics from letters or emails that the organization needs to address.

How to Create a Formal Agenda: The Standard Order

An agenda contains routine items as well as special items for discussion. Here is the standard, professional order for listing them.

  1. Apologies from Absent Members: Noting who could not attend.

  2. Condolences (if any): A brief, formal mention if a member has suffered a loss.

  3. Reading and Approval of Minutes: The secretary reads the minutes (summary) of the last meeting, and the group votes to approve them as an accurate record.

  4. Matters Arising: Discussing any unfinished business from the previous meeting’s minutes.

  5. Urgent and Non-Controversial Items: Quick-to-solve issues or announcements.

  6. Matters Requiring Discussion: This is the main body of the meeting. These are the major topics that require debate and decisions.

  7. Any New, On-the-Spot Items: Often called “Any Other Business” (AOB). These can only be brought up with the approval of the chairman.

  8. Date of the Next Meeting: Fixing the time for the next meeting before everyone leaves.

Note: The very last item is usually a “vote of thanks” to the chairman for conducting the meeting, but this is a verbal action and is not typically written on the agenda itself.

How to Write Agenda Items (Examples)

The items can be written briefly or in more detail.

Style 1: Brief (Noun-based)

  • (i) Appointment of auditors

  • (ii) Induction of new members

  • (iii) Felicitating [Name] on their award

Style 2: Action-Oriented (To-Verb)

  • (i) To read and approve the minutes of the previous meet

  • (ii) To consider the advertisement draft

  • (iii) To appoint sub-committees for the sports competition

A Final, Critical Rule

The agenda must be manageable within the time at disposal. Do not create an agenda with 20 items for a 60-minute meeting. A common time limit for a standard meeting is 90 minutes, which automatically dictates how much you can realistically discuss.

✍️ From Notes to Minutes: The Official Record

A meeting’s work is lost if it isn’t documented. This involves two steps: taking notes during the meeting and preparing minutes after the meeting.

What are Meeting Notes?

Meeting notes are the informal, raw record of what is happening during the meeting.

  • Who takes them? Anyone can take personal notes, but a specific person (usually the secretary or a designated note-taker) is responsible for taking detailed notes.

  • What’s in them? Notes capture the main points of discussion, debates, ideas, and who said what.

  • Purpose: Notes are not the final document. They are the raw data used to draft the official minutes.

What are Meeting Minutes?

The minutes are the final, formal, and official record of a meeting. They are distributed to all attendees (and sometimes other stakeholders) after the meeting.

Key Difference: Minutes record what was decided, not what was said. They are a summary of outcomes, not a transcript of the conversation.

A good set of minutes must include:

  • Logistics: Date, time, and location of the meeting.

  • Attendees: A list of who was present (and who was absent, noted from the “apologies”).

  • Decisions: A clear record of every decision made or vote taken.

  • Action Items: A specific list of what needs to be done, who is responsible for doing it, and the deadline.

  • Approval: A note that the minutes from the previous meeting were read and approved (this corresponds to item #3 on the agenda).

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How to Write a Business Report & effective Writing?

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How to Write a Business Report: 7 Common Mistakes to Avoid

Writing a formal report for senior management can seem overwhelming. Unlike an essay, a report must have a specific, professional language and a clear structure. You must keep to the point and avoid “rambling” with personal stories or figures of speech.

If you understand the rules and avoid these 7 common mistakes, you’ll be able to write an effective report.

Mistake 1: Confusing the Introduction and the Executive Summary

Many writers start with the introduction, but a formal report must begin with an Abstract or Executive Summary.

  • What it is: The executive summary sums up the entire report. It briefly covers your findings, analysis, and recommendations.

  • A Simple Trick: Write your executive summary after you have finished the entire report. It’s much easier to summarize something that is already complete.

  • The Rule: Keep it concise (maximum 150 words) and use clear, informative language.

Mistake 2: Writing Without a Clear Structure

A report is not a wall of text. It must be organized with clear subheadings and chapters. Before you start writing, plan your outline.

Here are two common structures you can use:

Structure A (Analysis Report):

  • Abstract (Executive Summary)

  • Introduction

  • Background

  • Method

  • Findings

  • Strength, Weaknesses, Opportunities, Threats (SWOT)

  • Conclusions

  • Recommendations

Structure B (Formal Report):

  • Title Page

  • Contents Page

  • Terms of Reference

  • Procedure / Methods

  • Summary

  • Main Body

  • Results

  • Conclusion & Recommendation

  • You can leave out parts you don’t need (like a ‘Glossary’).

Mistake 3: Weak or Unprofessional Recommendations

The Recommendations section is the most important part of your report. This is your proposal to management. It’s where you show your superiors what changes are needed to make the company run better.

  • Be Confident: Use “power words” and write with confidence.

  • Be Professional: This section must be free of all grammar and stylistic mistakes.

Mistake 4: Making the Report Too Short (or Too Long)

  • Too Short: A very short report proves you didn’t spend enough time on research and analysis.

  • Too Long: A report that is too long will be boring. Your superiors will not read every word; they will “skim” the main parts.

  • The Solution: Write a medium-length report that is concise but still explains every point in detail.

Mistake 5: Not Spending Enough Time on Research

You cannot write a good report in one night. You need to collect data, analyze it, find problems, and come up with efficient solutions.

Senior management can easily tell if you spent 3 hours on a report or 3 weeks. A good report requires in-depth research. Don’t rush it.

Mistake 6: Writing in a Literary or Casual Way

A business report is not an essay, a short story, or a piece of fiction.

  • DON’T: Use metaphors, flowery language, or a storytelling style.

  • DO: Use highly technical, industry-specific language. If you are writing a report for a bank, use financial terms. Keep it concise and to the point.

Mistake 7: Excessive or Complicated Graphics

Your report is not a drawing competition. While graphs are useful, avoid these mistakes:

  • Don’t use all the colors of the rainbow. Stick to 1-2 professional colors (e.g., black and red, or black and blue).

  • Don’t make graphics too complicated. They should be easy and quick to understand.

  • Do: If one graph is too complex, create several simpler graphs to explain each point.

Writing: Organization & Key Techniques

All writing has a structure. Understanding how to organize your thoughts is the first step to writing a clear and effective essay or report. This guide covers the main ways to structure your writing and the techniques you can use to make your message powerful.

Part 1: How to Organize Your Writing (Organizational Patterns)

There are many ways to structure your writing. The pattern you choose helps the reader understand your message. Here are three of the most common.

1. Chronological Order

This is the easiest pattern to identify. The writing follows the order of time. This means the text sticks to a specific timeline with a clear beginning, middle, and end.

  • Examples: Novels, short stories, and biographies. A biography almost always begins with a person’s birth, describes their childhood, and continues as they age.

2. Order of Importance

This pattern organizes ideas based on their importance or strength. You start with the most important or strongest idea first, followed by the second most important, the third, and so on.

  • Example: This is common in persuasive essays. If you are writing about recycling, and your strongest argument is that “it saves trees,” you should explain that idea first.

3. Compare and Contrast

This pattern is used to discuss two objects or ideas.

  • Compare: This means to describe the similarities between two things.

  • Contrast: This means to describe the differences between two things.

Part 2: 10 Essential Writing Techniques

These techniques (sometimes called “figures of speech”) can make your writing more creative and memorable.

  1. Simile A comparison between two different subjects using the words “like” or “as.”

    • Example: “Linda looks as thin as a toothpick.”

  2. Metaphor Similar to a simile, but it states that one thing is another. It does not use “like” or “as.”

    • Example: “Life is a rollercoaster.”

  3. Rhetorical Question A question that is asked to make a point, not to get an answer. It makes the reader think.

    • Example: “How am I supposed to live without you?”

  4. Alliteration Repeating the first consonant sound in a series of words.

    • Example: “The waves washed wistfully against the shores.”

  5. Assonance Repeating a vowel sound (a, e, i, o, u) within a series of words.

    • Example: “The man with the tan was the meanest in the land.”

  6. Personification Giving human characteristics to something non-human (like an object or animal).

    • Example: “The thunder grumbled like an old man.”

  7. Onomatopoeia A word that represents a sound.

    • Example: “Beep! Beep! The drivers behind were becoming impatient.” (Other examples: “whack,” “boing,” “thud.”)

  8. Emotive Language Using words (adjectives and adverbs) related to emotions to make the reader feel empathy.

    • Example: “Lee was sad after hearing about the death of his grandmother.”

  9. Colloquial Language Informal, conversational language, or “slang.” This is often used in stories to make a character’s dialogue sound realistic.

    • Example: “I ain’t going… I’m just gonna stay in.” (Informal) vs. “I am not going… I’m just going to stay in.” (Formal)

  10. Hyperbole Using excessive exaggeration to highlight a point.

    • Example: “I’ve been waiting forever.” (The speaker hasn’t literally been waiting forever, but it feels like it.)

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The Role of Social Media & Technology in Business Communication

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The Role of Social Media in Modern Communication

Social media has fundamentally changed how we live, work, and communicate. Channels like Facebook, WhatsApp, Twitter, and LinkedIn have become the main portals for discussion, impacting both our personal and professional lives.

This guide for BBA and MBA students explores the complex effects of social media on communication, business, and society.

How Social Media is Changing Personal Communication

Social media has created new habits and expectations, with both positive and negative side effects.

1. Reactions to Non-Verbal Cues

In-person communication is rich with non-verbal, emotional, and social cues (like body language, tone of voice, and facial expressions).

  • The Effect: When we communicate online, we don’t need to respond to these cues. This can lead to less experience and a lower awareness of others’ needs, as these skills can only be built through face-to-face interaction.

2. Boredom in Conversation

Social media provides instant, colorful, and constant feedback.

  • The Effect: People have become so used to this instant consumption that they can become bored during real, in-person conversations. This often leads to people “resorting to their phones,” which decreases the quality and number of meaningful conversations.

3. Self-Expression and the “Need to Share”

Social media has created a culture where users feel they must share everything, from what they are eating to the books they are reading.

  • The Positive Effect: This can lead to more exposure to new ideas and products.

  • The Negative Effect: It can also make people dependent on posting. This may urge them to “paint” their lives as rosier than they truly are.

4. The Sense of Urgency

With instant messaging, no one has to wait long for a response, and this has become the new expectation.

  • The Effect: There is a constant sense of urgency. People often feel anxious if a friend, family member, or partner doesn’t reply within a few hours.

The Major Impacts of Social Media on Business & Society

Beyond personal chats, social media is a powerful tool for organizations and social change.

  • Enhanced Business Marketing: Social media brings everything—from news to products and services—to you with a single click. This ease of access has challenged traditional ways of shopping, as businesses can now market directly to their target audience.

  • Instant Customer Feedback: For any business, social media is a direct line to its customers. It’s a crucial tool for getting user opinions, rectifying mistakes, and building brand credibility and trust.

  • Increased Civic Awareness: Social media has made the process of governing more transparent. Leaders and politicians can voice their opinions directly to the public, giving people a better understanding of how the government works.

  • Social Justice: Social media has been extremely successful in bringing humanitarian issues to the public’s attention. Organizations (for animal welfare, fundraising, etc.) can create mass awareness and support for social issues.

  • Emergency Management: Social media is a tool to amplify messages to millions of people in seconds. During natural disasters, man-made crises, or health emergencies (like COVID-19), it has become a savior for spreading information, enabling relief funds, and supporting those in need.

The Critical Role of Technology in Modern Business Communication

Technology has altered every part of modern life, but it has completely revolutionized the workplace. For any business to succeed today, it must embrace technology.

From computers and wireless communication to specialized software, these tools are no longer optional—they are essential for growth, efficiency, and survival.

Here’s why technology is so important in business communication.

1. Improves and Expands Communication

Businesses rely on technology for communication. Tools like email, Skype, instant messaging, and video conferencing make it easy for teams to connect. Technology helps prevent communication breakdowns and allows information (text, audio, video) to be distributed to the public easily.

2. Increases Business Efficiency

Technology helps people be more productive.

  • Tedious tasks that once took hours can now be done in minutes.

  • Word processing programs allow for easy editing.

  • You can schedule appointments, track employee time, and manage projects with simple software, saving time and money.

3. Ensures Computational Accuracy

Modern spreadsheets like Excel (with its formulas) and accounting programs like QuickBooks ensure a high level of accuracy. This makes it easier to manage inventory, sales data, payroll, and all other financial information, saving time and preventing costly errors.

4. Provides a Competitive Advantage

Today, your competitors are using technology to get ahead.

  • Digital marketing allows you to promote your company across the globe.

  • Customer Relationship Management (CRM) systems let you track what your customers do and like, helping you build better relationships.

  • Warehouse inventory technologies help you manage storage costs and understand cash flow.

5. Protects Important Assets (Security)

In an age where data is stored on the cloud, cyber-security is critical. Technology is used to protect your financial data, confidential decisions, and other proprietary information. A simple password on a computer can ensure that your company’s ideas are kept safe from competitors.

6. Keeps Employees Engaged

Technology is no longer just a tool; it’s a key part of employee satisfaction.

  • It allows for telecommuting (working from home).

  • It encourages collaboration between coworkers through file sharing.

  • It gives employees the flexibility to perform work functions on their mobile devices.

  • Employees expect their employers to provide them with the latest technology to help them succeed in their jobs.

7. Increases Business Capacity

Technology allows a business to reach more people in less time. You can use technology to host monthly webinars, send out e-newsletters, and publish blogs to communicate with thousands of clients at once. It also increases your capacity to work with a diverse and remote workforce, as there are no geographical limitations.

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What Is Non-Verbal and Written Communication? (Merits & Demerits Explained)

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What is Non-Verbal Communication?

Non-verbal communication is the process of sending and receiving messages through any means other than spoken or written words. You can choose not to speak or write, but it’s impossible to avoid behaving non-verbally.

These messages come from your gestures, posture, facial expressions, and even your personal appearance. In many cases, your non-verbal cues communicate more powerfully than your words.

14 Types of Non-Verbal Communication

Non-verbal cues can be grouped into several categories. Here’s a breakdown of the most important types for BBA and MBA students to know.

1. Kinesics (Body Movements)

This category covers all communication that comes from the movement of your body.

  • Facial Expressions: The face is the “index of the mind.” It can instantly express a wide range of emotions like joy, sorrow, anger, confusion, and interest. A smile is a powerful cue that transmits happiness, warmth, and friendliness.

  • Eye Contact: This is a key channel for regulating conversation. It signals interest, concern, and warmth. Good eye contact with an audience also increases a speaker’s credibility.

  • Gestures: These are movements of your arms, hands, and head. A lively, animated style (using gestures) captures an audience’s attention, while a stiff, un-animated speaker can be seen as boring. A simple head nod provides positive reinforcement and shows you are listening.

  • Posture and Body Orientation: This is how you walk, stand, and sit. Standing erect (but not rigid) and leaning slightly forward communicates that you are approachable and receptive. Speaking with your back to someone shows disinterest.

  • Body Language: This includes both conscious and unconscious movements. A person leaning forward shows (conscious) interest. A person biting their nails may show (unconscious) nervousness.

2. Proxemics (Space and Distance)

This category deals with how we use the space around us to communicate.

  • Space and Distance: This is a significant tool in organizations. A large, spacious, and well-decorated office sends a non-verbal message about a person’s importance and authority.

  • Proximity: This is the physical distance between people in an interaction. Cultural norms are very important here. Invading someone’s “personal space” can make them uncomfortable (signaled by rocking, tapping, or avoiding eye contact).

3. Paralanguage (Vocal Cues)

  • Para-linguistics: This is not what you say, but how you say it. It includes all the vocal elements that are not words:

    • Tone

    • Pitch

    • Rhythm

    • Loudness

    • Inflection (the rise and fall of your voice) A major criticism of poor speakers is a monotone (unchanging) voice, which listeners perceive as boring and dull.

4. Other Key Non-Verbal Cues

  • Humor: Laughter is a non-verbal tool that releases stress and tension. It fosters a friendly environment that helps people learn.

  • Touch (Haptics): A widely used tool to express emotions. The meaning of touch (like a handshake vs. a pat on the back) varies greatly depending on gender, age, status, and culture.

  • Silence: This can be a powerful communication tool.

    • Positive: Can indicate that students are listening attentively.

    • Negative: Can communicate a lack of interest, confusion, or disagreement.

  • Personal Appearance: This includes your dress, hair, jewelry, and makeup. It indicates the importance you give to an occasion. A uniform, for example, instantly identifies a student, doctor, or police officer.

5. Visual Communication

  • Symbols: A symbol is something that represents an idea. A red octagon symbolizes “STOP.” On a map, a tent might represent a campsite. A red rose symbolizes “love.”

  • Visual Communication: This refers to communication through visual aids. It includes all symbols, as well as charts, graphs, maps, posters, and diagrams.

10 Reasons Why Non-Verbal Communication is Important

    1. Expresses True Attitude: Non-verbal cues (like facial expressions) often show the inner meaning and true attitude of the speaker, even if their words say something else.

    2. Shows Listener’s Attitude: The listener’s non-verbal cues (nodding, smiling, or looking away) show their feelings about the message.

    3. Conveys Status: It helps people understand the status of a person in an organization (e.g., room size, location, and furnishings).

    4. Identifies People: Appearance and uniforms help us gain knowledge about a person’s class, occupation, or nationality.

    5. Communicates to All People: It is the only way to communicate a common message to everyone, regardless of language (e.g., traffic lights).

    6. Helps with Handicapped People: It is essential for communicating with people who are deaf (sign language).

    7. Conveys Messages to Illiterate People: Pictures, colors, and graphs are used when written communication is not possible (e.g., a “no smoking” sign).

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  1. Quick Expression: A sign or symbol can communicate a message (like “DANGER”) much faster than a written or spoken message.

  2. Presents Information Precisely: Complex quantitative data can be presented much more easily and precisely in tables, graphs, and charts.

  3. Gives Info About the Sender (Even in Writing): The format, neatness, and quality of a written letter send a non-verbal message about the writer’s taste and education level.

What is Written Communication?

Written communication is an essential and innovative activity in the modern business world. Unlike spontaneous speech, writing is a more unique, formal, valid, and reliable method of communication.

Effective writing involves the careful choice of words, their correct organization into sentences, and the cohesive composition of those sentences. It is usually considered binding on an organization and is often used as evidence.

✅ Merits (Advantages) of Written Communication

  1. Precise and Accurate: People are generally more conscious and organized when they write. The message is prepared with greater care because it is open to verification.

  2. Permanent Record: It creates a permanent record that can be preserved for years. This is extremely useful for future reference (e.g., old decisions can form the basis for new ones).

  3. Easily Verified: Because it’s “on paper” (or digital), it can be read and re-read. There is less chance of someone twisting the message to their advantage.

  4. Suitable for Lengthy/Complex Messages: Complicated and long messages are much easier to understand when they are in writing.

  5. Fixes Responsibility: It is “in black and white.” This makes it easy to fix responsibility and difficult for people to shift blame.

  6. Has Legal Validity: Written communication is acceptable as a legal document and has been used as evidence since time immemorial.

❌ Demerits (Disadvantages) of Written Communication

  1. Slower Method: It is time-consuming. A letter can take days to reach the receiver, and even an email does not have the immediate back-and-forth of a phone call.

  2. Delayed Feedback: Clarifications are not instant. If the receiver is confused, they must write back and wait for a reply, making the process tedious.

  3. Costly: Writing letters costs money for postage and paper. More importantly, it costs “man-hours”—the time several people spend drafting, editing, and sending the message.

  4. Leads to Too Much Paperwork: It can lead to an excess of paperwork, and some people may use it as an “escape mechanism” to avoid a direct conversation.

  5. Possibility of Ambiguity: The clarity of the message depends entirely on the sender’s writing skill. A poorly written message will not be understood.

  6. No Flexibility: Once a written message is sent, it is not subject to instant change. Sending an “afterthought” can be a lengthy process.

  7. Literacy is Essential: Both the sender and the receiver must be literate in the same language. A message in English is meaningless to someone who cannot read English.

Despite these limitations, written communication remains the spine of an organization. Almost all formal communication is, and should be, in writing.

factors in written communication

  • (i) The writer

  • (ii) The content

  • (iii) The language used

  • (iv) The purpose of the communication

  • (v) The style adop

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What Is Oral and Non-Verbal Communication with Effective Listening?

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What is Oral Communication?

Oral communication is the process of verbally transmitting information and ideas from one person or group to another. It’s a two-way street that involves both a speaker and a listener.

  • Formal Oral Communication: This is planned and structured.

    • Examples: Presentations at business meetings, classroom lectures, or a formal speech.

  • Informal Oral Communication: This is casual and conversational.

    • Examples: Face-to-face conversations, telephone calls, or informal discussions at meetings.

Today, technology has created new forms of oral communication, like video conferences, VoIP (Voice over Internet Protocol) (e.g., Skype), and podcasts.

✅ Merits (Advantages) of Oral Communication

  1. Saves Time and Money: It’s economical. There is no cost for paper or printing, and the message is sent and received instantly, saving time.

  2. Immediate Feedback: The speaker can see the listener’s reaction (their mood and response) right away.

  3. Saves Paperwork: It’s the most efficient way to communicate without creating a paper trail.

  4. Effective for Persuasion: It’s easier to persuade someone and clear up their doubts in a live conversation.

  5. Builds a Healthy Climate: It’s less formal and more friendly, which helps build good relationships.

  6. Best for Emergencies: When an immediate response is critical, oral communication is the fastest method.

❌ Demerits (Disadvantages) of Oral Communication

  1. Greater Chance of Misunderstanding: Unless it’s recorded, you can’t refer back to it. A message can be easily misunderstood or misinterpreted.

  2. Depends on a “Good Speaker”: A bad speaker (who has a bad tone or disharmonious body language) can send the wrong message.

  3. Ineffective for Lengthy Communication: It’s hard for people to remember long, detailed messages given orally.

  4. Low Retention Rate: People tend to forget oral messages quickly. The listener’s attention span may vary.

  5. No Legal Validity: It has little legal value because there is no permanent record or proof of what was said.

  6. Difficult to Fix Responsibility: Since it’s not in writing, people can easily deny that they said or heard something.

Principles of Effective Oral Communication

To be a good oral communicator, you must be clear, concise, and engaging.

  • Well-Planned: Prepare what you’re going to say. Know your audience, your topic, and your timing.

  • Clarity and Precision: Use simple, common, and familiar words. Pronounce them clearly and correctly.

  • Brevity (Conciseness): Be brief. A long, rambling speech will lose the listener’s attention.

  • Natural Voice and Right Tone: Be courteous and use a natural voice. Too much emotion can distract from the main subject.

  • Logical Sequence: Organize your ideas so they flow in a logical order.

  • Attractive Presentation: Make your speech interesting. Emphasis on important points helps draw audience attention.

  • Control Gesticulation: Be aware of your habits (like tapping a pen or fidgeting). Too many unconscious gestures can be distracting.

What is Effective Listening?

Speaking is only half of communication. Effective listening is the key to good relationships and real understanding. It is a skill that saves jobs, marriages, and teams from breaking down.

7 Steps to Effective Listening

  1. Look the Speaker in the Eyes: This shows you are attentive and that you care about what they are saying. Put your phone away.

  2. Avoid Interrupting: Let the speaker finish their point. Wait for a natural pause to ask for clarity. Interrupting can make the speaker lose their train of thought.

  3. Be Prepared to Listen: Relax your mind and body. Sit up straight and turn toward the speaker. This physical engagement sends a message to your brain to focus.

  4. Keep Your Mind from Wandering: An untrained mind is easily distracted. If you find yourself thinking about what you need to do later, you are not focused.

  5. Be Open-Minded (The 3 J’s):

    • No Judging: Don’t be critical of the person.

    • No Justifying: Don’t just listen to find a way to justify your own beliefs.

    • No Jumping In: Be patient. Don’t finish their sentences or blurt out solutions before they’re done.

  6. Practice Mirroring: A good listener mirrors the speaker’s energy. If they smile, you smile. If they are serious, you show a serious, engaged expression.

  7. Give Positive Non-Verbal Feedback: Your face is a clear indicator of your mood. Use nods and smiles to show you are engaged. Avoid rolling your eyes, slumping, or fidgeting.

8 Guidelines for Good Listening

  1. Preparation: Stop talking and remove all physical distractions (like a noisy fan).

  2. Listen to Understand, Not to Refute: Even if you disagree, your first goal is to fully understand their message.

  3. Focus Your Attention: Actively follow where the speaker is going with their speech.

  4. Concentrate on Context: Keep the background and theme of the speech in mind.

  5. Take Notes: Jot down key ideas and themes, not full sentences.

  6. Curb the Impulse to Interrupt: Let the speaker finish their thoughts.

  7. Ask Questions: Asking a clarifying question at the right time is different from interrupting and shows you are engaged.

  8. Summarize & Evaluate: Do this after the speaker is finished, not while they are still talking. 

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all 4 units of busuiness communication by lunotes.in

Business Communication Full Syllabus & Notes | LU BBA Sem 1

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Hey, Lucknow University students!

Business Communication is one of the most practical skills you’ll learn in your BBA. This page serves as the complete index for all topics in your syllabus. Click on any topic to view the detailed notes for it.

Unit 1: Foundations of Business Communication

This unit covers the fundamental theories and processes that form the basis of all communication in a professional environment.

  • Introduction to business communication [View Notes]

  • Characteristics of effective organizational communication [View Notes]

  • Basic forms of communication [View Notes]

  • Process of communication [View Notes] IMPORTANT FOR EXAMS##

  • Barriers to Communication [View Notes]

  • Principles of effective business communication [View Notes]

Unit 2: Oral, Written & Employment Communication

This unit breaks down the different channels of communication, focusing on the practical skills of speaking, writing, and listening.

Oral Communication

  • Purpose, Advantages & Disadvantages,Principles of Oral Communication, Effective Listening [ View Notes ]

  • Non-verbal Communication, Written Communication, Purpose, Advantages & Disadvantages, Principles of Written Communication, 

    [View Notes]

Effective writing techniques, Employment Communication, Application letter and Resume writing

Unit 3: Business Writing & Documentation

This unit focuses on the specific formats and documents you will create in a business setting, from meeting notes to formal reports.

Conduct of Meeting

Internal Communication

  • Office memorandum,  Office orders, Press release[View Notes]

Business Letter Writing

  • Need, Functions and kinds, Layout and types[View Notes]

Report Writing

  • Report Writing: Problems, Organization, and Techniques [View Notes]

Unit 4: Corporate & Modern Communication

This final unit explores high-level communication strategies, including public relations, and the impact of modern technology.

Corporate Communication

  • Scope, Components, Corporate communication and Public relations[View Notes]

Modern Communication

  • Role of Social Media in Communication,  Role of Technology in Communication (ICTs)[View Notes]

  • Business Etiquettes [View Notes]

Keep Studying!

We hope these notes help you ace your BBA exams. LuNotes is your one-stop solution for all Lucknow University notes. Don’t forget to check out our notes for other subjects in your semester!

  • Link to Computer and IT application Notes

  • Link to Personality Development Complete Notes

Found a mistake? We work hard to ensure all notes are 100% accurate and as per the latest LU syllabus. If you spot an error or have a suggestion, please [click here to report it]. (You would link this text to a contact form, email, or WhatsApp).

By LuNotes – your trusted for Lucknow University Semester exam notes, crafted with love. ❤️

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Why Are Telephone, SMS, and FAX Important in Business Communication?

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Business Communication: Telephone, SMS, and FAX

Effective communication is essential for business. While modern tools like email and social media are common, it’s important to understand the technologies that form the backbone of corporate communication: the telephone, SMS, and FAX.

📞 1. Telephone Communication

A telephone is a tool that transmits speech over a distance using electric signals. In simple terms, it allows two or more people (subscribers) to have a live conversation.

  • How it works: When you speak into a transmitter (mic), your sound waves are converted into electric signals. These signals travel over a channel (like a wire or radio wave) and are converted back into sound waves in the listener’s receiver (speaker).

Importance of Telephone in Business

Even in the age of email, telephone communication is vital. It creates a personal connection that other, more impersonal media lack.

  • Personal and Immediate: A phone call is the next best thing to a face-to-face conversation. It allows you to take care of business on the spot instead of waiting for an email or text reply. It also allows for detailed voice messages.

  • Communication is More than Words: A famous communication theory states that communication is 55% body language, 38% voice tone, and only 7% words. On the telephone, the listener can’t see your body language, but they get the full 38% from your voice tone, which adds emotion and dimension to your words. Text and email are just the 7% (words), which can be easily misinterpreted.

  • Interactive (Teleconferencing): Conference calls bring teams together from all over the world, saving significant money on travel. Members can join a “virtual room” to interact, ask questions, and discuss answers.

  • Confidentiality: Sensitive issues like condolences, disciplinary actions, or confidential business matters should be handled with a personal phone call. A call carries more weight than an impersonal text. Furthermore, emails and texts create a legal, permanent record, while a phone conversation does not.

  • Safety: While texting and driving is illegal and hazardous, Bluetooth technology allows for safe, hands-free dialing and conversation, making travel time more productive.

📱 2. SMS (Short Message Service) Communication

SMS is used to send text messages to mobile phones.

  • How it works: Messages are typically up to 160 characters. SMS was created for GSM phones, but all major systems now support it.

  • A key feature is that the recipient’s phone does not need to be on. The SMS service will hold the message and deliver it as soon as the recipient’s phone is turned on.

Uses of SMS in Business

While common for personal chats, SMS is a powerful business tool for:

  • Transmitting updates (weather, news, stock quotes).

  • Notifying employees of sales inquiries or service stops.

  • Alerting doctors to patient emergencies.

📠 3. Facsimile (FAX) Communication

A FAX machine transmits data electronically over a network (originally a telephone line, but now also the internet).

  • How it works: A document is scanned and treated as an image. The FAX machine converts this image into “bits” (data) and transmits them over the line. The receiving FAX machine takes the bits, converts them back into an image, and prints a copy.

  • Modern Status: While still used in some legal and medical fields, FAX technology has been largely replaced by email, which allows you to send the same scanned document as an attachment.

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What are the 7 C’s of Effective Communication?

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The 7 C’s of Effective Communication: A Guide for BBA/MBA Students

Effective communication is crucial for the success of any organization. Poor communication can lead to misunderstandings, low productivity, and employee turnover.

To convey messages effectively, BBA and MBA students must master the 7 C’s of Communication. These are a set of principles that ensure your message is clear, professional, and powerful.

The 7 C’s Explained

Here are the 7 C’s, with definitions and examples to help you understand each principle.

1. Clarity

Clarity implies emphasizing one specific message or goal at a time, rather than trying to achieve too much at once. Your message should be clear and easy to understand, with no room for assumptions.

  • Why it’s important: Complete clarity of thought enhances the meaning of your message and makes it easy for the receiver to understand.

  • How to achieve it: Use exact, appropriate, and concrete words.

Incorrect: “The company received a new order.” Correct: “The company received an order for 150 tyres from JVC Ltd.”

2. Conciseness

Conciseness means communicating what you want to convey in the least possible words. It is about being “to the point” without sacrificing the other C’s.

  • Why it’s important: It is both time-saving and cost-saving. It highlights the main message by avoiding excessive and needless words.

  • How to achieve it: Avoid repetition and unnecessary details.

Incorrect: “We plan to expand by opening a new branch in Kolkata.” Correct: “We’re opening a new branch in Kolkata.”

3. Concreteness

Concrete communication implies being particular and clear rather than fuzzy and general. It strengthens your message and builds confidence.

  • Why it’s important: A concrete message is supported with specific facts and figures and is not easily misinterpreted.

  • How to achieve it: Use specific data to support your claims.

Incorrect: “Costs have increased.” Correct: “Costs have increased by 30% and need to be reduced by 15%.”

4. Correctness

Correctness implies that there are no grammatical errors in your communication. The information and language you use should be accurate.

  • Why it’s important: A correct message boosts your confidence level and has a greater impact on the audience. It shows your credibility.

  • How to achieve it: Always check your spelling, grammar, and the accuracy of your facts and figures before sending a message.

Incorrect: “This weak expenses increased by 6.5%.” Correct: “This week’s expenses increased by 6.5%.”

5. Coherence

Coherence means your message is logical and organized. All points should be connected, relevant to the main topic, and make sense as a whole.

  • Why it’s important: A coherent message helps the listener understand the relationship between different ideas.

  • How to achieve it: Ensure your message flows logically from one point to the next.

Incorrect: “The due date is extended. They want a meeting.” Correct: “The due date is extended because they requested a meeting to discuss product issues.”

6. Completeness

The communication must be complete. It should convey all facts required by the audience and leave no questions in the mind of the receiver.

  • Why it’s important: Complete communication helps in better decision-making, saves costs (by avoiding additional messages), and persuades the audience.

  • How to achieve it: Always provide all necessary details for the receiver to act.

Incorrect: “There is a meeting tomorrow.” Correct: “There is a meeting tomorrow at 7:00 pm in Conference Room 5 to discuss the new marketing strategies.”

7. Courtesy

Courtesy, or politeness, implies that the message respects the receiver. The sender should be sincerely polite, judicious, and respectful.

  • Why it’s important: Courtesy helps maintain good relationships and ensures your message is positive and focused on the audience.

  • How to achieve it: Use polite, respectful language and avoid biased or judgmental words.

Incorrect: “Your team always ignores our requests.” Correct: “I understand your team is busy. Could you collaborate with us on this urgent project?”

A Note for Students: The 8th C (Consideration)

While the 7 C’s are the most common model, many new books and professors include an 8th C: Consideration.

Consideration implies “stepping into the shoes of others.” You must take the audience into consideration—their viewpoints, background, education level, and emotions.

  • Why it’s important: It helps you empathize with the audience and stimulates a positive reaction.

  • How to achieve it: Emphasize the “you” approach. Show optimism and focus on “what is possible” rather than “what is impossible.”

Incorrect: “Your presentation was terrible.” Correct: “Let’s review your presentation together to make it better.”

Beyond the C’s: Other Principles for Effective Communication

Being an effective communicator isn’t just about the message you send; it’s also about how you receive information. Here are other key skills:

  • Good Listening Skills: It is essential to hear the other person out to avoid premature evaluation and verbal conflicts.

  • Open-Mindedness: Keep an open mind and accept that you could also be wrong. This allows you to learn from others.

  • Being Attentive: Listen patiently to the communicator without fidgeting or being distracted.

  • Participating: Just as listening is essential, it is also necessary to participate and show interest in the discussion.

Awareness of all these principles will make you a truly effective communicator

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