narendra
TRANSCRIPT
OM KOTHARI INSTITUTE OF MANAGEMENT & RESEARCH, KOTA
AN
ASSIGNMENT
On
BUSINESS COMMUNICATION LAB (M-110)
MBA
2013-2015
Submitted By: - Submitted To:-
Narendra singh chouhan Dr. Richa Jain
MBA-I SEM Associate Professor
Contents
(MBA I Semester)
Contents / assignments to be included in Communication Lab (M-110)
1. Non-verbal communication & cues2. FAQ and answers for mock interview
3. GD – Tips, Importance and Group details
4. Business letters
• Enquires & replies
• Orders & the execution (Defective order, Delay in execution, Inability to execute orders)
• Credit and status enquires
• Complaints and adjustments
• Collection letters
• Circular letters
• Sales letters
• Bank correspondence
• Job application letters & CV
• Letters of appointment, confirmation, promotion, retrenchment and resignation
• Public Relations Letters ( Letters of Congratulations, Appreciation, Sympathy, Seasonal Greetings and letters offering favors or thanks for favors received.
• Letters to the Editor
5. Memos, office orders
6. Circulars, Notices
7. Reports
8. Proposals
9. Notification, Agenda, Minutes
10. Public Notices
11. Press Release
12. Business Etiquettes
13. Case Study
14. Everything done in communication Lab Class
NON
VERBAL
COMMUNICATION
Definition:- Non-verbal communication is define as “The process of sending and receiving messages without using words, either spoken or written.”
Martin: Defined non-verbal communication as “communication by means of
elements and behaviors that are not coded into words.”
Mary Munter : Defines non-verbal communication as“any message you give
than literal interpretation of your words – the way you move, speak, appear.”
Broadly speaking, there are two basic categories of non- verbal language:-
* nonverbal messages produced by the body;
* nonverbal messages produced by the broad setting (time,space, silence)
seven different nonverbal dimensions:-
(1) kinesics or body movements including
* facial expressions and eye contact; Gestures ,Posture..
(2) vocalics or, paralanguage that includes
*volume, rate, pitch, and timbre…
(3) personal appearance;
(4) Our physical environment and the objects that compose it;
(5) Proxemics or personal space;
* intimate distance, personal distance, social distance , public distance.
(6) Haptics or touch;
* positive effect touches, playful touches ,control touches ,ristualistic touches,
hybrid touches ,accidental touches.
(7) Chronemics or time.
(8) Signs or emblems.
The advantages of non-verbal communication are:-
1) You can communicate with someone who is hard of hearing of deaf.
2) You can communicate at place where you are supposed to maintain silence.
3) You can communicate something which you don't want others to hear or listen to.
4) You can communicate if you are far away from a person. The person can see but not hear you.
5) Non-verbal communication makes conversation short and brief.
6) You can save on time and use it as a tool to communicate with people who don't understand your language.
The disadvantages of non-verbal communication are
1) You can not have long conversation.
2) Can not discuss the particulars of your message
3) Difficult to understand and requires a lot of repetitions.
4) Can not be used as a public tool for communication.
5) Less influential and can not be used everywhere.
6) Not everybody prefers to communicate through non-verbal communication.
7) Can not create an impression upon people/listeners.
MOCK
Interview
Questions and Answers
Q1) Tell us something about yourself ?
Ans) Firstly I would like to thank you for giving me this opportunity and it's my pleasure to
introduce myself. I am Narendra Singh chouhan from KOTA, completed my graduation in
B.B.A .with an aggregate of 66% from KOTA UNIVERSITY.
I'm a fresher with lots of enthusiasm and energy, have experienced wide exposure of working
and playing together as a team in school and college and other extra-curriculum activities.
Q2) Are you willing to relocate or travel?
Ans) I am very much open to re-location or travel.I would like and am willing to explore more
geographic locations.
Q3)What motivates you to do a good job?
Ans )Self satisfaction and the urge to acquire new skills motivate me. When my effort bear
result, I get the taste of fulfilment & that drives me to keep extending best of my service
consistently and effectively
Q 4)How would you compensate for the lack of experience you have for this position?
Ans)I agree that lack of experience is an area of concern, but I have most of the required skills
and have worked on similar projects in the college. Although college projects can’t be compared
with the live projects; but they has earned me confidence.
Q 5)Do you want to ask us something about the company?
Ans) How did the company handle recession?
Does the company have some provisions for the employees wanting to study further?
Q6)What are your goals?
Ans)I believe in short-term goals which eventually transform into long-term benefits.
At the moment my most-desirous goal is to get associated with an organization and extend my
expertise that I have amassed during my academic life. I want to learn new things to have strong
foothold in the organizations’.
Q7)Are you comfortable working in a team?
Ans)Dedication, determination, deadline and discipline are the hallmark to be a team player. I
have them in abundance but since I'm fresher, I have no proof to prove my point. I have been
associated with teams on many occasions - both at school and college and have earned
certificates as a team member.
Q8)Are you speaking to some other companies? Or how is your job search going on?
Ans) Yes, I am in the final round of discussion with two other companies. My job
search is going fine and I hope it ends here.
Q9)How much salary do you expect?
Ans)Sir, salary is important; work is much more. As a fresher, my primary concern is to learn
from you and enhance my knowledge. I want to build a career with work experience. I will be
happy with the package you will offer me as per the company’s norms.
Business Letter
Inquiry Letter
An inquiry letter written to a firm for price of mobile sets.
Help line communication
2nd line road, Delhi -1100
1st Dec, 13
Sales Manager
Tele-Communication Ltd.
25, Gulsham Mumbai
Ref; An inquiry for price of Mobile sets
Dear Sir
Would you kindly give us detailed information about the “Nokia 3605″ mobile sets recently advertised by you in the “Daily Star.” we are impressed by the description of the respective mobile set as advertised by you and expected to purchase if terms and conditions are found to be suitable. Our annual requirement of such set is around fifteen hundred (15000) pieces.
As we handle a large quantity of mobile sets each year, we hope and trust you will quote the most favorable prices and terms.
Yours faithfully
Sunita Jain
Purchase Manager,
Helpline Communication
Reply
Tele Communication Ltd.
25, Gulshan mumbai-1212
10th Dec13
ManagerPurchase DivisionHelp Line Communication2nd Line Road, Delhi-1100
Ref: Terms and Quotations for Nokia “3605″
Dear Sir
Thank for yours inquiry of 1st Dec, 13. We are glad to enclose the following quotations of “Nokia-3605″.
Set Model Battery Price per Set Warranty
Nokia 3605 Hungry 5,000 1 Year
Nokia 3605 China 5,000 1 Year
Nokia 3605 Malaysia 5,000 1 Year
Nokia 3605 Hungry 5,000 1 Year
Our normal trade discount is 15% for ten (10) days and 5% extra if order is made for more than 5,000 pieces at a time. We do supply to our customers’ door through our own care.
Our Mobile is originally imported with intact packing and we provide guarantee for our mobile set for three (3) years.
If you need any further details to meet your customer’s requirements, you should feel free to write to us.
Yours faithfully
Sanjay JainSales ManagerTele communication Ltd.
Order Letter
Birla Color World wish to place an order with National Paints Co. Ltd. for various paints. Prepare an order using imaginary terms and
Birla Color World
105;Shoping center, Kota-1200
1stDec 2013Manager,Sales DivisionAsian Paints Co. Ltd.MI road Jaipur
Sub: Order for various paints.
Dear Sir
Thank you for your quotation and the price list. We are glad to place our first order with you for
the following items:
S.No. Description Quantity Weight Unit price Amount
1 Enamels paint 25 Tins 100 1bs 1000 25.000
2 Synthetic paint 20 Tins 2001bs 2000 40.000
3 White paint 10 Tins l0 lbs 500 5.000
Since the above goods are required immediately as our stock is about to exhaust very soon. We request you to send the goods through your “Motor” van as the carriage inward is supposed to be borne by you.
We shall arrange payment within ten (10) days to comply with 5/10, Net 30 terms. Please send all commercial and financial documents along, with goods. We reserve the right to reject the goods if received late.
Yours faithfully
Sunil Jain
Purchase Manager
Reply to letter
(Order Confirmation Letter)
Asian Paints Co. Ltd.MI road Jaipur
10th Dec 2013
Purchase Manager
Birla Color world
105, Shoping center Kota-1200
Sub: Confirmation of Letter dated December l, 2012.
Dear Madam,
We thank you for your order No. p-3-7 dated Decemberl, 2013 for various paints. The order is in process of execution and it will be dispatched on 8th September, by our Motor van.. We have taken special care for the quality and packing of the paints and we hope that you will find them highly satisfactory.
We thank you again for your kind offer of the paints and hope that you -will extend your similar co-operation in future.
With best regards
Yours faithfully
Satish SharmaSales ManagerAsian paints co. Ltd
Impact Limited wants to do business with your company named Pearl Limited and they have
mentioned the name of Samcor as a referee. You request Samcor to provide credit information
regarding Impact Limited by writing a letter.
Pearl Limited222, Vaishali nagar, Gurgaon-10241st September, 2013
ManagerCredit operationSamcor Private Limited200, Motijheel, Gurgaon -2541
Confidential
Ref: Request for Credit Information
Dear Sir,
The firm named below wishes to develop business with us and has given your name as a credit reference :
Impact LimitedRadio Link Connector126, Dilkusha, Gurgaon-1528
Any information you may furnish us will be treated as strictly confidential.
We shall appreciate an early reply and assure you of our willingness to cooperate at any time. A stamped and addressed envelope is enclosed for your convenience.
Yours faithfully,
Deepak Saini Administrative ManagerPearl Limited
Reply to Status Inquiries Letter
A. Favorable Reply
Samcor Private Limited
200, Motijheel, Gurgaon -2541
25th September, 2013
Deepak Saini
Administrative Manager
Pearl Limited.
222, Vaishali nagar,
Gurgaon-1024
Ref: Replying to Status Inquiries
Dear Sir,
Your letter of 1st September, 2013 regarding credit status of Impact Limited of Gurgaon reached
in time. We are glad to inform you that we have been maintaining a good business relation with
Impact Limited for the past ten years. Their record of payment during this period has been
entirely satisfactory. Their business ability and financial strength are held in high esteem in the
business of modern technology. We would like to add that our confidence in this firm has never
been broken and you can do business without any hesitation.
We feel happy to provide a reference for him.
Yours faithfully
Rohit Yadav
Credit Manager
Samcor Private Limited
B. Unfavorable Reply
Samcor Private Limited
200, Motijheel, Gurgaon -2541
25th September, 2013
Deepak Saini
Administrative Manager
Pearl Limited.
222, Vaishali nagar,
Gurgaon-1024
Ref: Replying to status inquiries
Dear Sir,
Writing about the credit standing of the firm you mentioned in your letter of 1thSeptember, 2013,
We must, advise you to consider the application carefully.
In the past two years this firm has been deferring payments for long periods. It makes
commitment but fails to comply. Furthermore their financial strength is no more satisfactory and
their reputation is getting down day by day in the business arena. As a result, we and other
suppliers are giving them goods on cash basis only. We suggest a line of caution.
The above information is strictly confidential and we don’t accept any responsibility for it.
Yours faithfully
Rohit Yadav
Credit Manager
Samcor Private Limited
Collection letter
Assignment of Account to Agency
Goods and services GT market, Jaipur7thNov, 2013
Devendre Stores Distributors & Retailers Jodhpur
Dear Deepak
Your balance with Murray’s Furniture Warehouse is 120 days past due. Our efforts to collect from you by mail, fax, and telephone have been fruitless. You still owe $2,499 of the original $4,792 in purchases you made at our store on June 8. The last check we received from you was on August 8.
If we do not receive a payment within 10 days, your account will be turned over to Bradford Collection Agency for further handling.
Sincerely
Kamal Jain
Circular Letter Announcing the Change of Address
17 Orchard
Beachwood, OH 45432
Mr. Nisha SharmaPersonnel ManagerCalculate industries, MI road jaipur
Dear Sir
We are pleased to inform you that we are going to move from old premises at No. 17 Orchard
Road to No. 115 Orchard Road due to our needs of larger spaces for increasing orders from our
customers.
In the last five years , we have grown well with your relation and cooperation. Therefore, we
request that you send all your communications as of December 30, 2013 to our new address.
We believe that the new place will be more beneficial for you.
Yours faithfully
Seema jain
Sales letter
Dec 30, 2013 |
Digital Product
457 Big Road
Jaipur
Oct. 15, 2013
Dr. Singhvi
School Administrator
West Link College
Jaipur
Dear Dr.Singhvi
Busy executives stay ahead of paperwork even when they are out of the office. They do with Digital Product’s remarkable new vest pocket secretary.
It’s so small and light you can slip it in your pocket and take it anywhere. Yet it packs full-hour ideas, letters, memos and reports on a Single Micro-Cassette. You can hear the recording with astonishing clarity – all with a touch of a single button.
Digital Products are sold just about everywhere.
See your Digital Product dealer for additional information or a demonstration.
Sincerely yours
Rajesh SharmaMarketing Director
Bank correspondence
Letter for Opening A Bank Account
Dec20, 2013
To
The Branch Manager
IDBIJaipur
Sir/Madam
RE:Request for opening a New Savings Account.
With reference to the above mentioned subject, my name is Rajat Sharma, a permanent resident
of Jaipur and I am interested in opening a new Savings Account with your reputed bank. I am
enclosing the required filled application form, documents and photographs as per the oral
enquiries made earlier. It would be highly appreciable if you do the needful to initiate the process
as soon as possible.
Thank you
Regrad
Rajat Sharma
Enclosures:
1) A completed Application Form
2) A copy of Identification
3) A copy of Address Proof
4) Photographs (4)
Narendre Singh ChouhanBajrang nagar Kota
Dec,10.2013
The Manager (Adm).
Bajaj Life Insurance
Vaishali Nagar, Jaipur
Subject:- Application for the post of Sales Manager.
Sir
I am writing to inquire you, there is a vacancy in the Sales department in your Company, matching with my educational background. I found myself qualified for the same in your company.
I am a Fresh Graduate in B.BA. from Kota University. At present, I am pursuing MBA From Om Kothari Institute, Kota. For further upgrade my knowledge in the field of Sales and planning to do other language courses to enchance my language skills.
All my educational qualification details in a resume attached to the letter.I am looking forward to the opportunity of a personal interview.
Yours sincerely
Narendra Singh Chouhan
Narendre Singh ChouhanBajrang nagar Kota
Dec,10.2013
The Manager (Adm).
Bajaj Life Insurance
Vaishali Nagar, Jaipur
Reference:- Your Advertisment in the “Dainik Bhaskar Patrika” Dated 20th Novembert, 2013.
Sir,
With reference to your Advertisement in “Dainik Bhaskar Patrika”,dated 20thNovember, 2013. for the post of “SalesManager” , I was looking for the post and I wish to offer myself as a candidate for the same.
I have just completed B.B.A from Kota University. At present, I am Pursuing MBA from Om Kothari Institute, Kota.
All my educational qualification details in a resume attached to the letter.I am looking forward to the opportunity of a personal interview.
Yours sincerely
Narendra Singh Chouhan
Letter of Appointment with confirmation
Dec 8,2013
Ms. SunitaJain
MI Road
Jaipur
Dear SunitaJain
I am pleased to offer you the position of IT Executive at Jaipurstarting on Dec 13, 2013. I propose that the terms of employment will be those in the attached draft individual employment agreement.
Please note that you are entitled to discuss this offer and to seek advice on the attached proposed agreement with your family, a union, a lawyer, or someone else you trust. If you want some information on your employment rights, you can also contact us on 0800 20 90 20
Also, if you disagree with, or do not understand or wish to clarify anything in this offer, please ring me to discuss any issue you wish to raise.
If you are happy with the proposed terms and wish to accept this offer of employment, please sign the duplicate copy of this letter and return it to me by [date to be inserted – but make sure this is prior to the commencement date inserted above]. In the event I have not heard from you by that date, this offer will be automatically withdrawn on that date. I look forward to working with you.
Regards
Mr. Sanjay Sharma
HR Manager
Confirmation:
I, SunitaJain , confirm that I have read the terms of employment set out in this letter and in the attached individual employment agreement, that I fully understand them and their implications and that I now accept the offer of employment.
SunitaJain
Date: Dec 10, 2013
Letters of Promotion
,
From: Managing Director
Bajaj
MI Road,
Jaipur
To: Santosh Jain
Designation: Junior Marketing Manager
Dear Santosh Jain
It gratifies me to enlighten you that the management of the company has decided to promote you to the position of Senior Manager Marketing with effect from your marketing strategy in the pay scale of Rs. 25000.
The company has vigilantly monitored and evaluated your performance during the past two years as Marketing Manager. And it was analyzed that your persistent efforts and self driven qualities should be rewarded. Now, it has been decided that you can be entrusted with higher responsibilities based on your effectiveness and efficiency at work place.
We expect consistency and high motivational level in your work behavior and hope that you would set an example for the rest of the employees of the organization. We wish you good luck for your future performance. Congratulations and keep the spirit up
Regards
Sanjay Jain
Managing Director
Letter of Retrenchment
Dec 30, 2013
To: Devendra Malav
You are hereby referred to all recent consultations held in order to discuss alternative measures in an attempt to avoid termination of employment, selection of employees for retrenchment, severance pay and other benefits.
We confirm that your employment with the company will terminate on 15 days due to retrenchment. This letter serves as notice of termination due to retrenchment.
You will not be required to work your notice period and you will be paid in lieu of notice.
Upon leaving the company, you will be paid the following:
Final salary: 35000
Leave pay: 10000
Severance pay: nil
In the event of future vacancies arising within a period of one year of the date of this letter, for which, given your past experience and the nature of the position, you may be suitable, you will be notified thereof by the company, and may be offered such employment. The terms of the company retrenchment procedure shall apply in the conveyance and acceptance of such vacancy.
We appreciate the service you have rendered to the company.Regards
A.M. Singh
[Managing Director]
Letter of Resignation
PoojaSharmaShoping Center32400790584219756
Dec 1, 2013
Sanjay MishraBajajAuto financeAerodrome, Kota
Dear A.K. Mishra
Please accept this letter as my formal notice of resignation from BajajAuto finance, effective Dec 15, 2013.The associations I've made during my employment here will truly be memorable for years to come.
I hope a two-week notice is sufficient for you to find a replacement for me. If I can help to train my replacement or tie up any loose ends, please let me know.Thank you very much for the opportunity to work here.
SincerelyAnamika Sharma
Letter of Congratulations
M/s Finance& Co. Idustrial Area,Kota.Postal Code : 324007Phone Number : 0744-6987540
Date : 20 Dec, 2013
TO :
Rajesh Singh
Manager,
Indian Co.,
Reco. Aarea, Kota
P.N. 764534
Subject : Congratulation For success
Dear Rajesh
I would like to personally commend you for your excellent work on the Side project. I feel that
your efforts have made a significant contribution to the undoubted success of that project.
It has been a pleasure working with you as part of the team.
Thanking you.
Yours Sincerely
Seema Garg
Greeting Letter
Dear Devendra Jain
As the holiday season approaches, we'd like to take this opportunity to thank you for your
continued partnership. It is business associates like you who make our jobs a pleasure and keep
our company successful.
May your holiday season and the new year be filled with much joy, happiness and success. We
look forward to working with you in the coming year and hope our business relationship
continues for many years to come.
Happy holidays!
Kamal Auto& Comp.
Sympathy On Death Of Parent
Dear Roshni sahai
I was very saddened to hear of the death of Mr Sunil Sharma. Please accept my sincerest sympathy on this terrible loss. I will always remember Mr. Sunil Sharma for his wonderful sense of humor every time I saw him at my office. He would repeatedly refer to himself as ‘the old codger’ or ‘the thin man’ and would jokingly play up the part.
Mrs. Shalini Sharma, I sincerely admire how competent you were in providing excellent care for Mr. Sunil Sharma as his health declined. I was impressed by your devotion to him throughout his lengthy illness.
I plan to phone you within a few weeks to see how you are doing. In the meantime please accept my fond respect to you and your family.
Sincerely
Seema jain
Letters Offering favors or thanking for favors received
The managing Director Of a firm of architects and designers writes a note of welcome to a new entrant to a friendly organization and offers help.
Dear Mr. Ashok Mishra
It is a great pleasure to learn that you have joined CITY ESTATES as Executive Engineer, in charge of all bulbing projects in Chennai and its vicinity.
SEHGAL ARTHITECTS & DESIGNERS has been associated with CITY ESTATES for over ten years. We say it with pride and pleasure that we have had the privilege of designing all their projects.
We welcome you to Chennai and wish you a distinguished career of constructive activity.
Since you are new to the city, there may be initial problems in settling down. The company accommodation allotted to you has been in disuse for quite some time and need renovation and furnishing. In such circumstances if you think I can be of any help, just reach for the phone and dial 543698.
Cordially
Sanjay Mishra
Employee Appreciation
Dear Sanjay Mishra,
On behalf of the Officers and Board of Directors of Kamal Motors, would like to take this opportunity to commend you for your excellent service. Your dedication, positive attitude, and attention to detail have not gone without notice, and we truly believe that you have played an integral role in the success of Kamal Motors.
As a token of our appreciation, please accept watch for your good service. In addition, we would also like for you to become an on-site mentor to our newer employees. We believe that your work of experience and motivational skills will be helpful in shaping the lives and careers of these newest members of our team.
Again, we are so grateful to have you as a valued part of our company, and we look forward to sharing many more years of continued success with you.
Sincerely
Ashok Sharma
[Head Of Company]
Letter to the editor
Dec 15, 2013
Times Of IndiaIndustrial area, Kota
Dear Editor
We want to thank you for your series of articles on corporate contributions to the community. All too often, we fight the stereotype that, as a large corporation, we are only interested in taking advantage of the city and our employees. The opposite is true; we are here for our employees and the city. Eight percent of our operating budget goes into community initiative projects, from sponsoring little league teams to supporting a soup kitchen in south Cleveland.
Your series brought to light all the hard work and caring behind businesses’ civic efforts. We were particularly pleased to see our own volunteer coordinator, Carol Hastings, highlighted in your June 19 article. The author, Sally Li, makes the astute point that corporate community work fosters employee community work. At Aaron Technologies, we give employees four days off per year to participate in our volunteer program.
And we’re not alone. Companies all over the city are working every day to make this a more pleasant place to live for everyone. Thank you for giving your readers a fresh and accurate look at local corporations.
Sincerely
Devendra Jain
Memos, office orders
A memo to an employee information him of a cut in his his salary
IDBI Bank ltd.JAIPUR
Date: 3DEC, 2013Ref: 8, 40- STF-1863 : 2013
To: Mr . N.R. Deshmukh, clerk
From: R.K. Rama Rao , Manager
You remined away from your duties on the date/s and for the period /s mentioned below. Please
note that you have not earned salary and emoluments for the said period.
DATE PERIOD
2 Dec, 2013 10.30 a. m to 5.30 pm.
This is without prejudice to our right to take disciplinary action against you.
R.K Rama Rao
Copies to
1. Staff section, North Zone,
2. Salary section.
Training Office Order / Release Order from Branch Office to Head Office
ICICIBANK LIMITEDHuman Resources Division
Head Office, Mumbai
Phone No.: xxx-xxxx Fax: xxx-xxx E-mail: [email protected] Website: www.letterformats.net
Ref : ICICI/ADMIN/2013/
Date :30.10.2013
OFFICE ORDER
In terms of our Head Office Order No.ICICI /HO/HRD/2012/124 dated 15.10.2013, Mr. Narendra Jain, Executive Officer of our Branch is hereby released from the branch as at the close of business hour today the 15th oct 2013 to attend in a “Fundamental Training Course” to be held at IDBI Bank Training Institute, Uttara, Dhaka from 16. 10.2013 to 18.10.2013, every day at 10.00 a.m. He/She is advised to resume her duties at Khulna Branch immediately after completion of the training.
Branch Manager Name
Designation of Branch Manager
Mr Narendra JainExecutive OfficerICICIBank Ltd.Khulna Branch MUMBAIC.C to :
01. The Vice President, Human Resources Division, ABCD Bank Ltd., Head Office, Mumbai02. The Vice President, Financial Administration Division, ABCD Bank Ltd., Head Office, Mumbai03. The AVP & Principal, IDBI Bank Training Institute, Uttara, Dhaka.04. Personal file copy.05. Office Copy.
Circulars, Notices
Office circular inviting entries for the news bulletin of the company.
Remand enterprisesJaipur
Nov 8, 2013
Subject : Entries for the new Bulletin Jyoti
The next issue of the office new Bulletin Jyoti is proposed to be brought out in the first week of
January, 2013 articles, poems ,cartoons ,stories, new regarding individual achievements/
milestones are invited from the employees and the members of their families.
All entries can be either in English or in Hindi.
Entries should be preferably typed , on one side of the paper ,with at least 1.5 inch margin on
both sides.
Entries should reach the undersigned by 15 November to 19 November.Contributors are advised
to keep a copy of their contribution with themselves.
Santosh Mehta Editor
An office note from the stores department to all other department informing them of the stock –tacking.
health pharmaceuticals limited
Ref : T/23/19
From :Stores Department
To : All Department
Subject : Stock taking for the year ending 31.3.2013
The Stores Department will remain occupied on 30th and 31st march 2013 in stock –taking for
the purpose of closing the accounts for the year ending 31st march, 2013 .All the department are
requested to drew their requirements latest by 29 march, 2013 .The Stores Department would not
be able to make supplies to the customers also on both these days.
P.K. Bhowmik Stores officer
Reports
Informal Report
Business Reports
Ashish SharmaSales Manager,Mumbai
16th Dec 2013
To :
Devendra JainSales Director,Mumbai
REASONS FOR DROP IN SALES
It is a fact that annual sales during 1999 has dropped down by 35% compared to the figures in the recent years. After intense study, I have reasoned out the causes for the downtrend. I give below the same.
(1) Our Recent Price Hike
You will agree with me that the company has increased the price of all the products ranging from 10% to 25% in the beginning of 1999. Surprisingly, our immediate competitors have reduced their prices ranging from 5% to 12%. In view of this, the gap between ours and these competitors has increased.
It is a known fact that our quality of product is quite good and everyone knows in the market that our competitors sell products of equally good quality. Under these circumstances, it is obvious that higher priced brand cannot expect to win in the rat race.
(2) Decline in Quality of After–Sales Service
In the past, our company was very popular for extending excellent after-sales service. For your information, the same has not been the case in the last two years. For technical products, servicing plays a major role in the acceptance by customers.
While I checked up with our Service Manager, the reasons for deterioration in quality of service, I am told that in the last two years, many service engineers have left the organisation to take up lucrative jobs in middle-east countries.(3) Sales Incentive
Our management does not adopt the policy of giving incentives to sales people for overshooting the sales target. Our close competitors motivate the sales force by offering good sales incentives by cash.
Above three major factors have contributed to the decline of sales in our company during 1999. Unless immediate action is taken, we cannot hope to come out of the present crisis.
Following are my recommendations to win back our past glory.
(1) To change Discount Structure
While prices have been increased, the only way to match prices of competitors is to alter our discount structure. When volume of business is high, a good discount should be offered.
(2) Tuning up of After-Sales Service
Existing vacancies created by those who have resigned should be filled up soon. We should attract good talent from the competitors by offering good salaries. Some fresh engineers can be taken and given extensive factory training before sending to the field.
(3) Motivation by Sales Incentive
While annual sales target, is fixed, everyone in the sales force should be given attractive incentive for crossing the sales target for the year. This will motivate them well.
I have come out with my reasoning regarding the drop in sales and suggested suitable remedy. I request that the management can look into my recommendations and implement them so that we can take off.
Ashish Sharma
SALES MANAGER
Formal Report
National paints co. Ltd
Memorandum
Dec 5, 2013
To: Mr. Ritesh jain
From: Riaz Mohammad
SUBJECT: WNT Pilot Project Update
The WNT pilot project is now in the field-test stage.
Engineering reports that as of August 15, 19–, two tools are in service at the Los Angeles site.
Although minor electronic problems have developed, the tools have run five jobs with good hyd-
mechanical performance. One additional tool was shipped to Lafayette in July; however, the job
was unsuccessful due to major electronics malfunctioning.
Engineering would like to do a few more tests on the tools before releasing them for production.
The new target date for field-test sign-off is mid-October.
Revised charts are attached for your information.
Proposals
Proposal to daycare facility for staff child
TO: Devendra Jain
FROM: Ashok Sharma
DATE: 25, Dec 2013
SUBJECT: Daycare Facility Proposal
Bandera Corporation continues to grow, employing twice as many staff members as last year. We have determined that more than 50 percent of all staff members have children under the age of five. We recommend Bandera Corporation open an in-house daycare facility. This facility would cost approximately $100,000 per year, but would be funded by families with children in attendance.
Results of a recent questionnaire distributed to employees indicated a major concern was having their young children in daycare. Many mentioned that driving across town to the daycare put them in a constant rush. Also, they were concerned for the entire day about being so far away if the child needed them. Studies have shown that parents who are able to be with their children on breaks and during lunch show an increase in creativity and productivity on the job. In addition, in-house daycare results in fewer late arrivals and days taken off from work.
To recap the benefits: An in-house daycare center would increase productivity of employees by alleviating the stress associated with (1) the rush across town to drop off and pick up kids from daycare centers, (2) being in a different location than their children for more than 8 hours per day, and (3) the high costs associated with daycare.
Start-up for the daycare would require renovation of the empty offices in the west wing. This renovation and the appropriate equipment would cost approximately $15,000. The excess from underspending in all departments from last fiscal year would cover the costs. Personnel and human resources would hire one full-time daycare director, two certified child care professionals and two assistants. The cost of hiring these employees is included in the original estimate of the annual cost of the project.
If you have any questions or comments concerning this proposal, contact Sherry Billings at Ext. 334 or Brenda Janson at Ext. 360.
Notification, Agenda, Minutes
Minutes are a written record of committee meeting times, attendance, topics covered, discussion
on topics, agreements, assignments, and decisions. Minutes should be organized by the topics
on the agenda that was approved. All motions should be included along with decision results
and methods, e.g., voting, consensus. Minutes (This example is short to save space. Use as many
pages as needed to record key information, assignments, decisions, and the method used to arrive
at the decisions such as voting, consensus, etc.)
Arlington Mental Health Task Force
Tuseday, 17 Dec, 13, 10:00-12:00 a.m.
Present (bold): Hard Atwork, Firan Brimstone, Makka Buck, Ed U. Cator, Doom N. Gloom,
Multe Kultural, Will B. Boring, Nee Gotiator, Gyve U. Pills, I. Rate, Ian Sight, Nicen Tuff,
I.M. Promptu (guest), D. Schoech (staff)
Meeting NoticeArlington Mental Health Task Force
When: Tuesday, 17 Dec, 13, 10:00-12:00 a.m.
Where: UTA School of Social Work, 211 South Cooper, Building A, Rm. 108
Special Instructions: Tentative agenda attached. Call in new agenda items. Bring
last meeting notes. The public is invited!
For further details: Contact Nee Gotiator, [email protected]. Committee Chair,
Mana Consultants Inc. Ph. 777-7777
Distribution: Committee and posted on Community CalendarArlington Mental Health Task ForceThursday, 17Dec 13, 10:00-12:00 a.m.
Tentative Agenda1. Call to order--Nee Gotiator (10:00am)
2 Approval of minutes, agenda, and old business (action) (10:05am)
3. Role and function of a vision statement--Nee Gotiator (discussion) (10:15am)
4. Brainstorming on the vision statement for the plan—Will B. Boring (discussion)
(10:30am)
5. Adoption of vision statement--Nee Gotiator (action) (11:45am)
6. Next meeting and adjourn (12:00pm)
1. Call to order and welcome -
Nee Gotiator (chair) called the meeting to order at 10:10. Mayor Promptu dropped in to welcome
members and stress the importance of their task.
2. Approval of previous minutes, setting of the agenda, old business
There was no old business. Previous meeting minutes and the agenda were distributed and
approved by consensus.
3. Role and function of a vision statement (discussion)
Nee explained the structure and function of a vision statement and reviewed statements from
other plans.
4. Brainstorming on the vision statement for the plan
Boring led the brainstorming session. All ideas were recorded for future use. Three vision
statements emerged.
5. Adoption of vision statement (action)
Nee led the discussion of the proposed vision statements. Ian made a motion that the vision
statement be “We envision a community and families that support infants, children, youth,
young adults, middle aged, and the aged in Arlington to develop their maximum potential
emotionally, intellectually, and socially. We envision a community support system comprised of
families, employers and neighborhoods that encourage self-help and mutual support.
We envision a mix of human service agencies ready to intervene if self-help measures, the
family, and the community are not sufficient to solve the problems of citizens.” Multi seconded
the motion. Major points of discussion concerned the role of prevention vs. treatment. Motion
passed with 5 in favor, 1 against, and one abstention.
6. Next meeting & adjourn
Nee explained the next task of establishing guiding principles.The next meeting was scheduled
for 17 Dec, 13 at UTA. Since there were no other items for discussion, the meeting was
adjourned at 12:00 a.m
Public Notices
Public notice
My client have entered into a sale agreement to purchase the schedule property from MR .Devendra RAO S/O LATE MANIK RAO residing at 77/18 6th cross, Allamaprabhu Road, Bendre Nagar, Bangalore- 560 070.Any person/s, Banks, Lenders having any Claim, Charge, Interest, lien in respect of the schedule property or portion thereof, may write to the undersigned with relevant documentary evidence within 15 days of this notice failing which my clients will proceed on the basis that there is no claim of any nature whatsoever.
Press Release
A press release announcing expansion and diversification
Dewan rubber to expand
Dewan rubber Industries limited .,a company of the North India based Dewan
Group engaged in the manufacturing of tyres, reclaim rubber and cotton fabrics,
is going for an expansion and diversification with an investment of Rs 88
CRORE. The Company proposes to increase its spinning capacity by adding
25200spindles to manufacture cotton yarn and also diversifying by way of
forward integration to manufacture dyed knitted fabrics with an installed
capacity of 2120tonne per annum. The expansion plan has already been
appraised by IFCI.
Business Etiquettes
What is Etiquette?
Webster defines it as "the forms, manners, and ceremonies established by convention as acceptable or required in social relations, in a profession, or in official life." Etiquette is respect, good manners, and good behavior. It is not just each of these things, but it is all of these things rolled into one.
For the purposes of this guide we will focus on five elements of business behavior: Work Behavior; Meeting People; Telephone Etiquette; Dining Etiquette; and Etiquette for Correspondence.
I. Work Etiquette - The following principles can be utilized by office employees to show
proper etiquette; they include all aspects of the work environment.
A. Be timely. Arrive to work and meetings on time. Complete work assignments on time.
B. Be polite, pleasant and courteous.
C. Learn office politics - utilize effective listening skills to discover appropriate office behavior. Pay attention to the way things are done.
D. Understand the unwritten rules of business.
1. Make your supervisor look good. Promotion and opportunities will arise when you help to reach the organization's goals.
2. Keep your supervisor informed. Good or bad, you don't want the boss to hear information mentioned from an inappropriate source.
3. Never go over the head supervisors, without telling him/her first.
E. Appear as professional as possible. Being well groomed and clean is essential. Dress for your next job/promotion.
F. Adopt a can-do attitude. Those who accept challenges and display creativity are valuable.
G. Be flexible. By remaining flexible and implementing change you gain a reputation as a cooperative employee.
II. Meeting People - When meeting people both your nonverbal and verbal behavior help to
define your social skills. Using effective handshakes, good eye contact, and making the proper introductions show proper etiquette.
A. Handshakes are vital in social situations.
1. Develop a comfortable handshake and keep it consistent.
2. Handshakes should not be too hard or too soft.
3. Make a solid connection of the web skin between the thumb and forefinger.
4. The host or person with the most authority usually initiates the handshake.
B. Eye contact is another critical factor when meeting people.
1. Eye contact increases trust.
2. It shows confidence and good interpersonal skills.
3. Eye contact shows respect for the person and business situation.
C. Proper introductions help to establish rapport.
1. Authority defines whose name is said first. Say the name of the most important person first and then the name of the person being introduced.
2. Introduce people in the following order: Younger to older, non-official to official, junior executive to senior executive, colleague to customer.
3. Keep the introduction basic.
4. Remember names for future reference.
5. Provide some information about the people you are introducing to clarify your relationship with that person.
III. Telephone Etiquette - When speaking on the telephone, proper etiquette is just as
important as when you meet someone in person.
A. How you conduct yourself on the telephone tells others as much about you as face-to-face interactions.
B. Always try to return your calls on the same day.
C. Keep business conversations to the point.
D. Do not keep someone on hold more than 30 seconds.
E. Always leave your phone number if you ask for someone to call you back.
F. Maintain a phone log to refer back to for valuable information.
G. Listening is essential whether in person or on the phone.
IV. Dining Etiquette - In today's business world, a tremendous amount of business is
conducted at a dinner table. Whether at home or in a restaurant, it is important to have a complete understanding of how to conduct yourself when entertaining or being entertained.
Anxiety while dining can be reduced by following guidelines on how to order your meal, what utensils to use and how to use them, and knowing proper table etiquette.
A. Knowing guidelines on what to order will help relieve dining anxiety.
1. When possible let the host take the lead.
2. Ask for suggestions/recommendations.
3. Do not order the most expensive or the least expensive item on the menu.
4. Avoid foods that are sloppy or hard to eat.
5. Avoid alcohol even if others are drinking.
B. Choosing the correct silverware is not as difficult as it may first appear. Knowledge of a formal table setting will allow you to focus on the conversation rather than what utensil to use.
1. Basic table setting:
2. Eating utensils are used from the outside in. Dessert forks/spoons are placed at the top of the plate.
3. Everything to your right you drink. Everything to your left you eat.
4. When you don't know what utensil to use, watch your host and follow suit.
5. When you have finished, leave your plate where it is in the place setting. Do not push your plate away from you. Lay your fork and knife diagonally across your plate and side-by-side. The knife and fork should be placed as if they are pointing to the numbers 10 and 4 on a clock face.
C. Proper table manners will increase your confidence and promote your ability to show your skills in handling social situations.
1. Napkin Etiquette
a. Place the napkin in your lap immediately after the last person has been seated at your table.
b. Do not shake it open.
c. If the napkin is large put the fold toward your waist.
d. If you must leave the table during the meal be sure to put the napkin on your chair.
e. When you are finished eating, place the napkin to the right of the plate.
2. Passing the Food
a. Always pass to the right.
b. It is ok to pass to your immediate left if you are the closest to the item requested.
c. Always pass the salt and pepper together.
d. Ask the person nearest to what you want "to please pass the item after they have used it themselves.
3. Eating
a. Begin eating only after everyone has been served.
b. Bread and rolls should be broken into small pieces. Butter only one or two bites at a time. Butter should be taken from the butter dish and placed on the bread plate, not directly on the bread.
c. Bring food to your mouth, not your mouth to the food.
d. Chew with your mouth closed.
e. Always scoop food away from you.
f. Do not leave a spoon in the cup, use the saucer or plate instead.
g. Taste before seasoning.
h. Cut food one piece at a time.
i. Do not smoke while dining out.
j. Do not use a toothpick, or apply makeup at the table.
k. If food spills off your plate, you may pick it up with a piece of your silverware and place it on the edge of your plate.
l. Never spit a piece of food into your napkin. Remove the food from your mouth using the same utensil it went in with. Place the offending piece of food on the edge of your plate.
m. Do not talk with your mouth full.
n. Take small bites so you can carry on a conversation without the delay of chewing and swallowing large amounts of food.
V. Correspondence Etiquette - Whether you have just met someone, or have known the
person for some time, it is important to follow-up meetings with written correspondence.
A. Write a follow-up letter/thank you note within 48 hours.
1. Whether a handwritten note or formal letter always follow guidelines for writing effective business letters.
a. Women should be addressed as "Ms." no matter what their marital status.
b. Do not forget to sign your letter.
c. Always proof for typos and mis-spellings.
2. Letters usually contain the following elements:
a. Opener - the opener should be friendly and tells the reader why you are writing.
b. Justification - the second paragraph reinforces or justifies what you are looking for and why you should get it.
c. Closing - close the letter by seeking the person to act on your behalf or request.
B. Email etiquette, although new, has some specific guidelines.
1. Email is appropriate to use, but never use all caps and watch for typos.
2. Always include a subject line in your message.
3. Make the subject line meaningful.
4. Use correct grammar and spelling.
5. Always use a signature if you can; make sure it identifies who you are and includes alternate means of contacting you (phone and fax are useful).
More and more, proper business etiquette is viewed as an important part of making a good impression. These visible signals are essential to your professional success.
Case study
Arvind Malhotra has a position on the corporate planning staff of a large company in a
high technology industry .Although he has spent most of his time on long- range , strategic
planning for the company , he has been appointed to a taskforce to re- organize the
company. The President and the Board of Direction are concerned that they are losing
their competitive position because of an outdated organization structure .Being a planning
expert ,Arvind convinced the taskforce that they should proceed by first determining
expertly that type of structure have now, then determining what environment the company
face ,now, and in future and then designing the structure In the first phase , they
discovered that the organization is currently structured along classical bureaucratic lines .
In the second phase they found that they are competing in a highly dynamic, rapidly
growing and uncertain environment, which required a great deal of flexibility and response
to change.
Q1) What type of organization design do you feel this taskforce should recommend in
third and final phase of their assignment?
Ans) As per the given situation of the organization environment, the organization should have a
learning organization design .As , in the classical Bureauratic lines. A strict hierarchical
organization hinders response to rapidly changing environments. It is slower to react to change in
market condition, and less efficient in taking advantage of knowledge introduced from a verify
of sources on the ground .Whereas , the contemporary design flattens the traditional pyramid
structure , facilitates the flow of information to all parts of the organization and reduces response
time to external and internal demand and in the learning organization design an organization
keeps on changing according to the changing environment to the changing environment , Like
this an organization does not face any shock.
Q2) Explain how system and contingency theories of management can each contribute in
the preent situation?
Ans) System theories of management conider the organization as a system composed of a set of
inter- related and thus mutually dependent –sub- system . here, manager follows a management
theory for solving any managerial problem . The recognition of system theory that all
organization consist of processing inputs and outputs, with internet and external system and
subsystems, is helpful in proving a functional overview of any organization .Thus, the
organization consists of components, linking processes and goals. Through this type of system
the manager can analyse organizational dynamics and can attain goal and objectives of the
organization .In case if any problem is extremely new to all manager, he can take help of already
set theories of management.
Contingency theory is recognition of the extreme importance of individual manager performance
in any given situation. It rests on the extent of manager power and control over a situation, and
the degree of uncertainty in any given situation.
The role of management in the contingency approach is to develop an appropriate management
solution for any given organizational environment .The contingency approach is devoid of
management principles .It is a heuristic management paradigm highly dependent on the
experience and judgment of the manager in a given organizational environment . It is
principally directed at the management practitioner seeking to control a distinct organizational
environment. As the present situation is changing and there is no set way to solve any problem
related to environment , for such situation the manager should be so experienced enough that he
can solve it.
Group
Discussion
“ A discussion among participants who have an agreed (serious) topic”
“Group discussion is the free exchange of ideas on a topic. The group may have a leader and recorder however all opinions are welcome whether a conclusion is determined or not”.
Following important qualities are judged in a group discussion :-
1. Initiative
2. Subject Knowledge
3. Time Management
4. Communication Skill
♦ Tone, Voice, Articulation, Fluency, Modulation,
♦ Good delivery, Ideas expressed effectively
5. Leadership Skills
6. Conflict Handling Skills
7. Ability to work as a Team
8. Group Acceptance
Team spirit
9. Persuasiveness
10. Open to other ideas
11. Body Language
12. Eye Contact
Topic:- Social networking sites - Boon or Bane?
Group Members :-
Narendra Singh Chauhan
Pramod Panchal
Bhawar Banjara
Tarun Sharma
Ritesh Chauhan
In favour of boon . He said that we can use it for advertisement , publicity or marketing .
Ex:-
o Product advertisement by fb such as sony experia , samsung & nokia mobiles .
o Narendra modi – he is a famous personality . all peoples are know about this person . but some kind of people know him by social network.
o Anna Hajare:- every one know them by social network .
These are all the examples of get benefit from the social network.
Conclusion:- Social networking sites are a boon in today's world. And it completely
depends on us how we use them, whether to improve ourselves or to degrade.
But children and teenagers must be guided by their parents and well-wishers as
they don't know what is good and what is bad. And everyone, who are using SNS
should take care about their personal information. Life will be great, if we spend
less time on social networking sites and more time in the real world.