assignment # 2 business communication

8/3/2019 Assignment # 2 Business Communication

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DEDICATION

TO My Teachers


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TABLE OF CONTENTS

Acknowledgement Synopsis

Topic Assigned Warid History and Introduction

SWOT

Recommendation

References


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Synopsis

Total Technologies (Pvt) Ltd. is a Group of Companies having strong

portfolio.

Total Technologies wasestablished in the heart of Pakistan (Lahore).

Although the business history of the company is not very old,but the owners

have strong technical knowledge with the experience of more than 20 years

in this field.The company started its humble beginning by setting modest

standards in dental and medical equipment.In a very dynamic few years the

range of products expanded and today they are actively involved in the

working sales and services of electro medical, hospital, dental, educational

and industrial equipments andproud to represent the world's renowned

companies as their exclusive distributors in Pakistan. They arefully equipped

workshops with their each office to provide perfect after sale service to their

customers. Geographically, the Pakistan and some parts of Afghanistan is

covered through their branch offices and distributors network. They are

active in both Private and Public sectors. Their activities range from

supplying single equipment to a private customer to handling big projects.

Besides the regular commercial business they are also involved in foreign

funded projects in health, education and research sector, they work as a


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local partner with their foreign counterparts in developing and executing

these projects.

Topic Assigned

Observe types of visualdevices of communication used

in the organization selected.Analyze their effectiveness incommunicating. What otherdevices you feel should beused for communicationeffectively.


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Visual communication

Visual communication as the name suggests is communication through

visual aid. It is the conveyance of ideas and information in forms thatcan be read or looked upon. Primarily associated with two dimensional

images, it includes: signs, typography, drawing, graphic design,

illustration, color and electronic resources. It solely relies on vision. It is

form of communication with visual effect. It explores the idea that a

visual message with text has a greater power to inform, educate or

persuade a person. It is communication by presenting information

through visual form. The evaluation of a good visual design is based on

measuring comprehension by the audience, not on aesthetic or artistic

preference. There are no universally agreed-upon principles of beauty

and ugliness. There exists a variety of ways to present information

visually, like gestures, body languages, video and TV. Here, focus is on

the presentation of text, pictures, diagrams, photos, etc, integrated on

a computer display. The term visual presentation is used to refer to the

actual presentation of information. Recent research in the field has

focused on web design and graphically oriented usability. Graphic

designers use methods of visual communication in their professional

practice.

Visual communication on the World Wide Web is perhaps the most

important form of communication taking place when users are surfing


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the Internet. When experiencing the web, one uses the eyes as the

primary sense and therefore the visual display of a website is

important for the users understanding of the communication taking

place.

Types of visual communications

Communication is something we all like to be great at. Communication

is much more than we know it. Its not all about talking to people,

expressing you through words etc. Communication has many other

meanings than the one we all know. Especially nowadays,communication has developed greatly and has spread its area of

expertise. Communication now can be either in technology, IT, media

or speech communication or sign communication, body language

communication.

Another type of communication can be the Visual Communication. This

generally means and suggests even from the name, a communication

that is made through images, visual aid. Visual Communication means

a way of communicating any type of information in forms that can be

read or looked at. Visual communication includes: two dimensional

images, graphic design, illustration, drawing etc. Visual communication

creates a visual effect made especially to persuade or to impress

people. Visual communication and its level are measured not on the

way these images are created but on how the public reacts at seeing

them. Visual communication is evaluated on principles of beauty and

ugliness.

There are many ways in which we can present information visually like

for example: gestures, body languages, video and TV. In this particular

case the focus lays on the way the text is presented, on pictures,

diagrams that are introduced in a computer program. A very common


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program used on the computer that presents information visually, its

the Power Point that belongs to Microsoft Office. This program allows

people to get information through visual communication arranged into

pictures that come one after each other in slides.

Visual Communication is generally used in meetings, in school courses,

when presenting plans or strategies. Visual communication is mostly

made for a work related environment. Also, visual communication can

be sent in emails. Power Point documents are sent daily and people

receive messages and information through images and texts online.

Visual communication is something new appeared among the

communication types, and so not many people know how to put

together some pictures and work with the latest visual programs.

Graphic designers are known to use a lot of visual communication in

their work.

As a conclusion, Visual Communication has improved a lot the

communication ways. Nowadays in many of the classroom halls, this

type of communication is used. Through images, pictures, texts,

graphics people can understand whatever they want. An image

replaces a thousand words so maybe this type of communication

should be more used. Also visual communication can be considered a

commercial. Silent movies can also be thought as visual

communication ways. People that work in this area know that

communication nowadays is essential. We can communicate through

so many things, from body gestures to signs and face expressions, to

online communication, so visual was just the next right step.

Four Types of Communication


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Communication of information, messages, opinions, speech and thoughts

can be done via different forms of modern communication media, like, e-

mail, telephone and mobile. Some of the basic ways of communication are

by speaking, singing, sign language, body language, touch and eye

contact. These basic ways of communication are used to transfer

information from one entity to other. There are many different types of

communication but they can be classified into four basic types of

communication. These four types of communication are as follows:

Verbal Communication

Verbal communication includes sounds, words, language and speaking.

Language is said to have originated from sounds and gestures. There

are many languages spoken in the world. The bases of language

formation are: gender, class, profession, geographical area, age group

and other social elements. Speaking is an effective way of

communicating and is again classified into two types viz. interpersonal

communication and public speaking.

Good verbal communication is an inseparable part of business

communication. In a business, you come across people from various

ages, cultures and races. Fluent verbal communication is essential to

deal with people in business meetings. Also, in business

communication self-confidence plays a vital role which when clubbed

with fluent communication skills can lead to success.

Public speaking is another verbal communication in which you have to

address a group of people. Preparing for an effective speech before

you start is important. In public speaking, the speech must be

prepared according to the type of audience you are going to face. The

content of your speech should be authentic and you must have enough


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information on the topic you have chosen for public speaking. All the

main points in your speech must be highlighted and these points

should be delivered in the correct order. There are many public

speaking techniques and these techniques must be practiced for an

effective speech.

Non-Verbal Communication

Non-verbal communication involves physical ways of communication,

like, tone of the voice, touch, smell and body motion. Creative and

aesthetic non-verbal communication includes singing, music, dancingand sculpturing. Symbols and sign language are also included in non-

verbal communication. Body language is a non-verbal way of

communication. Body posture and physical contact convey a lot of

information. Body posture matters a lot when you are communicating

verbally to someone. Folded arms and crossed legs are some of the

signals conveyed by a body posture. Physical contact, like, shaking

hands, pushing, patting and touching expresses the feeling of

intimacy. Facial expressions, gestures and eye contact are all different

ways of communication. Reading facial expressions can help you know

a person better.

Written Communication

Written communication is writing the words which you want to

communicate. Good written communication is essential for business

purposes. Written communication is practiced in many different

languages. E-mails, reports, articles and memos are some of the ways

of using written communication in business. The written


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communication can be edited and amended many times before it is

communicated to the second party to whom the communication is

intended. This is one of the main advantages of using writing as the

major means of communication in business activity. Written

communication is used not only in business but also for informal

communication purposes. Mobile SMS is an example of informal written

communication.

Visual communication

The last type of communication out of the four types of communicationis the visual communication. Visual c

ommunication is visual display of information, like, topography,

photography, signs, symbols and designs. Television and video clips

are the electronic form of visual communication.

These are the four types of communication. The different types of

communication media are increasing day by day to ensure clarity and

eliminate the ambiguity in communication.


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Organizing the Oral Presentation

First plan the introduction to your presentation. The introduction

should be short (say 30 to 45 seconds) and very powerful. It's the first

impression you will make with your panel so spend some time on it!

You have two goals: one, you must capture the interest of your panel.

By the end of the introduction, they should be leaning forward a bit in

their seats, anxious to have you go on. They should really want to hear

what you have to say next. For some ideas and a video about effective

(and ineffective!) introductions, look at the video examples on the left.

Two, they must have some sense of what this presentation is about

and where it will go, an overview, so to speak. Click here to see a video

of a sample overview. Put the attention getter and the overview

together and you have your introduction. Start the body of your

presentation by describing the beginning stages of your project. If you

did a community service, you might describe your attitudes before you

started the project. What drew you to this particular project? What

things did you think were true at the outset but changed by the time

you were finished? (Don't talk about the changes until later, though.

Stick with beginning information only.) If you did a government project,

you might start by describing how you became concerned about the

problem you chose. Describe the steps you went through to plan the
http://www.longview.k12.wa.us/mmhs/wyatt/pathway/media/vmedia/spop.mpghttp://www.longview.k12.wa.us/mmhs/wyatt/pathway/media/vmedia/spop.mpg


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proposal. Now, ,jot down some notes about what information you will

include in this part of your presentation. Then, think about the end of

your project (remember, this isn't the conclusion of the oral

presentation itself, yet. You're thinking about the end of the work you

did). Here you should discuss what you learned. How have you

changed as a result of what you have done? How have others

changed? What did you learn that you will take with you after high

school? If you had it to do over again, what would you do differently?

What would you keep the same?

Scanner

A device that scans images, book pages, etc.

Scanning is basically taking a close-up photograph (just very slowly and withgreat detail). The scanned image data is passed to the computer.

The most common type of scanner is the flat-bed scanner which has a glassplate on which the item to be scanned is placed. The item is illuminated andan image of it is captured by a moving scan head.

Scanned images can be further processed once inside the computer, e.g.OCR of printed text.
http://www.igcseict.info/theory/2/text/index.htmlhttp://www.igcseict.info/theory/2/text/index.html


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Digital Camera

A device that captures digital photographs.

Most digital cameras do not directly input data into a computer - they store

photographs on memory cards. The photographs can later be transferredto a computer.

A modern digital camera can capture 10 Megapixels or more per photograph- thats 10,000,000 coloured dots (pixels) in every photo!

Video Camera

A device that captures moving images, or video.

Like a digital camera, most video cameras do not directly input data into acomputer the captured movies are stored on video-tape or memorycards and later transferred to a computer.

However, there are some situations where video cameras do feed video datadirectly into a computer: television production and video-conferencing. Inthese situations the video data is required in real-time.
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Web Cam

This is a very basic video camera used to feed live video into a computer.

The video data from a web cam is low quality compared to a full videocamera. However it is good enough for web chats (e.g. using a messengerapplication such as MSN Messenger or Skype).

Usually a web cam is clipped to the top of a monitor, but many laptops nowhave web cams built into the edge of the screen.


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Microphone

An input device that converts sound into a signal that can be fed into acomputer.

The signal from a microphone is usually analogue so, before it can beprocessed by a computer, it must be converted into digital data. AnAnalogue-to-Digital Convertor (ADC) is used for this (usually built into thecomputers sound card)Many headphones now come with microphones to allow them to be usedwith chat and phone applications

Digital / Multimedia Projector

Digital projectors are used in situations when a very large viewing area isrequired, for example during presentations, for advertising, or in yourhome for watching movies.
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A projector connects to a computer, a DVD player or a satellite receiverjust like a ordinary monitor.

The image is produced inside the device and then projected out through alarge lens, using a powerful light source.

LoudspeakerIf you want to hear music or sounds from your computer, you will have toattach loudspeakers. They convert electrical signals into sound waves.

Loudspeakers are essential for applications such as music editing, videoconferencing, watching movies, etc.


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Some advantages and disadvantages ofVisual Aids

Common Audio-Visual Aids

There are a variety of audio-visual aids that you can use to support you when making apresentation to a meeting group. Audio-visual aids are particularly useful for:

Reinforcing stated factsAiding the understanding of ideasClarifying relationships or physical layoutsIntroducing a new topic area

Advantages of Different Visual Aids

You should be aware of the main advantages and potential pitfalls of the various forms ofvisual aid available.

Physical ModelsAdvantages - Very high impact, good attention getter, makes a concept tangible.

Disadvantages Can be expensive to produce and transport, may distract audience.

HandoutsAdvantages - Simple, very easy to use, no audibility/visibility problems, can depict lots ofinformation, lasting reference, inexpensive.


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Disadvantages - Can be a distraction, low impact, don't enhance actual presentation.

Flipcharts and WhiteboardsAdvantages - Simple, easy to use, can be pre-prepared, can be annotated via discussion,inexpensive.

Disadvantages - Visibility can be a problem, low impact, takes time to annotate, easilydamaged.

OHP Overhead ProjectorsAdvantages - Very common equipment, easy to use, easy to interact with, can be preparedquickly, transparencies can be stored.

Disadvantages - Requires power supply, can be noisy, can absorb the presenter, light candistract, considered low-tech.

Slide ShowsAdvantages - Professional, good at getting attention, retains interest, can have high impact.

Disadvantages - Requires power supply, expensive to produce, requires set-up and practice,can be noisy, requires low ambient light, prone to technical failures, considered low-tech.

Audio RecordingsAdvantages - Very effective in specialist role, inexpensive broadcast equipment.

Disadvantages - May need specialist recording skills, can be time consuming, only shortduration use.

Video Discs and TapesAdvantages - Very high impact, common broadcast equipment.

Disadvantages Production requires specialist skills and or equipment, takes time toproduce and can be expensive for professional production, may compete with presenter.

PC/Computer based presentationsAdvantages professional, flexible and impactful, most popular method of presentation,equipment widespread and increasingly affordable.

Disadvantages poorly produced presentations can have detrimental impact. Preparationand set-up time required if using third-party equipment, compatibility issues.

Digital WhiteboardsAdvantages very flexible, use as a whiteboard, a projection surface for PC presentations,

interactive flipchart

Disadvantages not very portable, top-of-the-range models still very expensive.

Teleprompter/AutocueAdvantages used well it can enable the professional delivery of a long or complexpresentation.

Disadvantages used poorly it can make even a short presentation dull.


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MultimediaAdvantages combine the use of modern digital aids to create a powerful and impactfulpresentation, can be easy to update.

Disadvantages more things to go wrong or fail if there is a power-cut, can be expensive ifvideo production included.

USING VISUAL AIDS

How to use Projected Presentations

The PC and LCD/DLP projector have become the most common visual aid to

support presentations. They enable effective interaction with the audience;

switch on the projector and all eyes will move to the projected image.

Professionally installed ceiling mounted projectors enable a laptop PC to be

operated from a lecturn to the side of the presentation screen, keeping thearea between the audience and the projected display clear.

The PC based projected presentation has virtually forced the Slide

presentation and OHP presentation into obsolescence.

The following guidelines apply equally to the slickest PC presentation, an

old-school OHP presentation or even a 35mm transparency slide show.

Turn it off when you have covered an area of your presentation so that all

eyes (and ears) return to you the presenter. The impact of this can be

greatly enhanced if you have some control over the room lighting. Either

through the use of a remote control or an assistant, so that the sequence of


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actions you should adopt would be: turn off the light, turn on the projector,

turn off the projector, turn on the light.

A common mistake is to leave the projector on throughout the presentation.

If you do this you will be displaying either irrelevant information or a blank

white panel; both of which are very distracting.

Another pitfall to avoid is overuse.

Putting more information on screen than can be easily absorbed at a glance

will have a negative impact on what you are saying, particularly if it is too

small to read for those at the back of your audience.

Before your audience arrives, check that the information you are projecting

can be easily read by those at the back.

With PC based presentations that have been created in software like

Microsofts PowerPoint or OpenOffice Impress, it is a good idea to print a

handout based on your presentation content, to provide to your audience at

the end of your presentation. If you tell them that you will be doing this at

the beginning of the presentation, this will avoid lapses of concentration as

audience members scrabble to make notes of key points you make.

Using Flipcharts and Whiteboards Effectively

Flipcharts and whiteboards are regarded as being somewhat unprofessional

as a presentation medium, because they are usually hand-written with

marker pens.

However, modern digital whiteboards support various modes of input and

can print out content too, making them a viable and sophisticated visual

support.


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The main advantage of flipcharts and conventional whiteboards is their use

as a tool in informal and impromptu meetings - particularly where interaction

with the audience is important. Therefore they are commonly used in the

context of design review meetings, quality control meetings, brain-storming

sessions and so on.

When writing on flipcharts or whiteboards in real-time; check with the

furthest away members of the audience that they find it legible.

Using a Teleprompter/Autocue

Teleprompt systems have been around for over 50 years and are widely used

in TV as the name suggests and at major presentations such as corporate

AGMs, political speeches, product launches etc.

Basically, they allow a scripted presentation to be delivered to large

audiences with a degree of naturalness. How natural is down to how well the

speaker normally reads and presents, and also how much they have

rehearsed with the teleprompt operator they will use on presentation day.

They are expensive to hire so are limited to the big occasion, but used well

with a multimedia presentation, can produce very professional and

captivating results

To ensure a speech appears natural rather than dull, interaction is important.

Most often subdued lighting will prevent you seeing the audience, but if you

look where their eyes should be, those in the audience will be convinced that

you are actually making eye contact with them.

This works best if your eye contact moves from one section of the audience

to another, so head movement is important in maintaining this illusion.


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Head movement is also important to remove the impression that you are

actually reading a speech and furthermore because it adds energy to the

presentation. This coupled with occasional gesticulation and even the odd

ad-lib, will have your audience convinced that you are just a natural-born

presenter.

Multimedia or Multiple Media?

The use of more than one aid to support a presentation is increasingly

common - as messages and the way they are presented becomes ever more

sophisticated.

These multiple media presentations lend themselves to creation and

presentation via PC and LCD or DLP projectors and could include static

graphical displays, video displays, animated Flash displays, synchronized

audio and even a digital whiteboard.

The costs for multimedia equipment and the software required for its

creation have fallen considerably, making them accessible for most.

On top of this you could be using a teleprompter/autocue system to make

your oration appear naturally professional.

When you are designing a multiple media presentation you should be aware

that it will multiply the potential dangers of errors, bad timing and

equipment failures.

The best advice is to use multiple media only if you need to in order to

deliver the message, but avoid it if you are able to deliver the message

effectively without it.


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If you are including multiple media then allow a greater time - both for

preparation and rehearsal; and be ready to adapt your presentation should

any of the equipment let you down on the day.

People really don't like to videoconference. Ask

anyone who does it on a regular basis and, at best,

the response will be neutral. At worst, the

response will be militantly negative. Since the

costs of installing and using videoconferencing

technologies have dropped dramatically over the

past five years and the installation base is

continuing to grow, the end result is an increased

level of dissatisfaction in the videoconferencing

user community. However, this can change! More

and more corporations, hospitals and universities

continue to install videoconference technology

because they see it as an effective way to share

limited resources, reduce travel expenses and

increase overall productivity within their

organizations. In order to maximize their return on

this investment in technology, the end users need


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to be trained on how to use the technology

effectively.

Let's look at some basic information. When we

communicate, 10% of the meaning is contained in

the words we choose; 20% is contained in the

style of delivery; 70% is contained in non-verbal

cues or body language. That's why

videoconferencing can be so much more effective

than a voice-only conference call.

Let's look at some other facts. When we engage in

a face-to-face conversation, all parties walk away

with an 80% level of common understanding and

agreement of what was discussed; in a voice-only

meeting, this level drops to 40%; when the

meeting is held over videoconference, the level

rises back up to 60%.

The natural assumption, then, is that meeting over

videoconference is the next best thing to being

there. That is true for the way most people engage

in videoconference. However, when used properly,

videoconference can actually be BETTER than

being there in person. People just need to know

how to increase their effectiveness in a

videoconference. These tips will help.

1. Proper camera placement is critical.

If you're making your presentation from the front

of the room, the camera should be placed at eye-

level with the seated participants (at the end of


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the conference table or the back of the

classroom.) That way, when you're looking at the

people in your local room, you automatically

maintain good eye contact with the people at the

far end. You should place a display monitor with

the camera so that when you look at the people on

the monitor, it appears you're looking them

directly in the eye. This keeps people at the far

side connected with you and helps them feel like

they're part of the presentation.

2. Practice, practice, practice.

Be familiar with the equipment you'll be using,

including the placement and operation of the

cameras, microphones and remote controls. Make

sure there are fresh batteries in all the devices

which require them. Practice your transitions from

the audio visual devices you'll be using. Be fluent

and confident.

3. Use your voice and your body tools.

Vary the pitch and tone of your voice to add

emphasis and meaning. Use appropriate facial

expressions and gestures. Remember, the camera

doesn't like rapid or "throw away" gestures, so

hold the gesture a little longer than you may be

used to for local presentations. No rocking or

swaying. These gestures get amplified over video

and become very annoying in a short amount of

time.


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4. Be careful how you dress.

Avoid busy patterns and narrow stripes. Stay away

from green and yellow. If you have blond hair,

wear dark blue or light beige. Brunettes should

wear medium gray or dark blue; light gray gives a

tanned look. Redheads should wear medium gray

or dark blue to add intensity. If you have white or

gray hair, choose pink or rose colors; violet and

light blue will give pink flesh tones.

5. Slides can make or break a virtual

meeting.

If you're using information from a computerized

slide show like PowerPoint, the minimum font size

is 36-40 points. Anything smaller will be illegible

on the far side. Avoid saturated colors like deep

reds, blues and greens. They smear and bleed

over video. Use graphics to help illustrate your

ideas. Minimize the amount of words actually put

on the slide. Encapsulate the idea and then

expand on it verbally.

6. Maintain the face-to-face connection.

If you use other sources of visual information like a

PowerPoint slide show, a whiteboard or videotape,

remember to switch back to your face as often as

possible. Maintaining the face-to-face connection

is critical for effective communication.

7. Lighten up.

The space used for videoconferencing should be lit


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with indirect light sources. Turn off the downcans.1

They create inconsistent light levels and will result

in raccoon eyes and deep shadows under the chin.

A videoconference room should have 70 foot-

candles of light at the face (not desktop). Indirect

lighting (bouncing the light off the ceiling or walls

or some other device like " paracube diffusers)

will reduce fatigue on the people in the room. Use

color-corrected lamps to achieve a light

temperature between 3200 and 3400 degrees

Kelvin.

8. Break often.

Remember, videoconferencing is very intensive

and focused. Plan for a 10 minute break every 50

minutes or so. Let people stretch their legs. Use

the 10 minutes to catch your breath and get ready

for the next segment.

9. Comfort is important.

Make sure the temperature is set at an

appropriate level and the chairs are ergonomically

correct.

About Sandra J. Sharer, Director of Finance

Sharer brings over ten years

experience in finance and accounting

for technology-related companies to

Logical Transitions, Inc. First with an

audio visual systems integrator, then

a computer software and silicon developer, and


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most recently, a fine and performing arts

organization, Sharer has provided the focused,

detailed, reliable information critical in running a

successful business.

Sharer has spent many years working with her

husband, Scott, who is recognized as an expert in

the field of videoconferencing. Supporting his work

and assisting him gives her an understanding and

appreciation for the technology. Her financial

background lends a qualified perspective on the

implementation of high technology. She believes

training the end-user is absolutely necessary in

order to maximize the return on the investment of

capital, whether it's as simple as e-mail or as

complex as videoconferencing.

Sharer is a certified trainer at Logical Transitions,

Inc. She holds a Bachelor of Science in Business

Administration from the University of Missouri St.

Louis.

1. The light fixture in the ceiling is known as pots

(recessed) or cans (surface-mounted on a track).

Pointing the cans to bounce off the walls creates

indirect lighting and avoids shadows below the

chin and hollowed eye sockets.


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Most of us desire to communicate effectively, but do not have a keen

appreciation of the communicatiom barriers to be faced. Because of these

barriers, there is ample opportunity for something to go wrong in any

communication. Competent managers develop an awareness of the barriers

and learn to cope with them.

How effectively do you, as a manager, communicate with your superiors,

subordinates, and peers? Do you recognize the barriers to effective

communication? Have you learned to cope with them? In the discussion that

follows, the principal barriers to communicating effectively in today's

working environment are identified, and proven techniques for coping with

them are considered,

The principal barriers to effective communication are: noise, poor feedback,

selection of inappropriate media, a wrong mental attitude, insufficient or lack

of attention to work selection, delay in message transmittal, physical

separation of the sender and receiver, and lack of empathy or a good

relationship between the sender and receiver.

Let's examine each of these barriers and possible steps to overcome them.

As we conduct this examination, we should remember that any two or more

of these barriers may occur in combination.

The Noise Barrier

Samuel Hoffenstein in his poem, "The Wind in the Trees," illustrates quite

beautifully the distraction that noise may cause. He says:

When the wind is in the tree,

It makes a noise just like the sea,

As if there were not noise enough

To bother one, without that stuff.
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Noise is any random or persistent disturbance that obscures, reduces, or

confuses the clarity or quality of the message being transmitted. In other

words, it is any interference that takes place between the sender and the

receiver. This is why we generally identify any communication problem that

can't be fully explained as "noise." The biggest single cause of noise in the

communication process may be the assumption that the act of

communicating is a simple process - that it doesn't require much thought or

practice and all effective managers were born with this skill. This is not true.

Effective communication comes with study and practice. The effectiveness of

the communication process is dependent upon the capabilities of the

senders and receivers.

To overcome the noise barrier to effective communication, one must

discover its source. This may not be easy. Noise appears in a variety of ways.

During a conversation, have you ever been distracted by the pictures on the

wall, the view from the window, a report lying open on a desk, or a

conversation taking place in an adjacent room? Many people have been so

distracted.

In the perusal of a written communication, have you ever been confused by

irrelevant material or the illogical approach taken by the author? Again,

many people have.

Once the source, or sources, of the noise has been identified, steps can be

taken to overcome it. The noise barrier can't always be overcome but,

fortunately, just the awareness of its existence by either the sender or the

receiver of a message can help to improve the communication flow.

To Communication Barriers Top

The Feedback Problem
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Feedback is reaction, Without it, the sender of the message cannot know

whether the recipient has received the entire message or grasped its intent.

The need for feedback should be clearly understood. Feedback is the return

of a portion of the message to the sender with new information. It regulates

both the transmission and reception. The whole process is straightforward:

the sender transmits the message via the most suitable communication

media; the receiver gets the message, decodes it, and provides feedback.

In oral, face-to-face communication, the process doesn't happen quite this

way. All of these actions occur almost simultaneously. For example, the

sender is acting as a receiver while transmitting the message; the receiver is

acting as a sender while receiving the message. When the message is

transmitted and effectively received, feedback serves as a regulating device.

The sender continually adjusts his transmission in response to the feedback.

Feedback also alerts the sender to any disruptive noise that may impede

reception of the message.

There is no feedback in a one-way communication. Such a communication

involves passing ideas, information, directions, and instructions from higher

management down the chain of command without asking for a response or

checking to see if any action has taken place. It is not enough to ensure the

message has been received. For communication to be effective, a two-way

process must exist so the sender knows whether the message has been

understood. The two-way communication process involves sending a

message down the chain of command and transmitting a response

containing information, ideas, and feelings back up the chain. This process

has been referred to sometimes as "a process of material influence."

Feedback not only regulates the communication process, but reinforces and

stimulates it. In fact, it actually serves as the hallmark of dialogue, because it


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forces communication and makes it dual. Dual expression, when combined

with mutual feedback, becomes a dialogue.

The Problem of Media Selection for Warid

In any given situation the medium, or media, for communication must be

selected. One medium may work better than another. However, in many

cases a combination of media may be used for the communication process to

function effectively.

Henry H. Albers says that no one communication medium can adequately

serve the diverse functional and personal problems of organization

dynamics. He believes that "a repetition of ideas in different terms is useful

in solving some communication problems." The question then emerges, what

combination of media would be most effective? Any project to develop the

one best combination of media would prove rather fruitless. There are many

combinations that can provide satisfactory results.

The personal qualities of the manager should be a consideration in media

selection. As manager, you should recognize your strengths and limitations.

You should evaluate your successes and failures in communication and plan

to use the media that best fits your style and qualities.

Generally, managers make more frequent use of oral, rather than written,

communication. However, the media one selects for communication in a

particular situation should correlate with the feedback requirements. A

communication failure or partial failure could occur if the media you select

for transmittal of a message is inappropriate and necessary feedback is not

received. Most simple messages can be transmitted orally - either in a face-

to-face discussion, formal briefing, or meeting of the staff. More complex

messages should be written in a directive, instruction, memorandum, or

report. Very complex messages should be transmitted in both oral and


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written form. Repetition and review of an oral communication in written form

can be a facilitating device.

To Communication Barriers Top

The Mental Barrier

One principal barrier to effective communication is mental. It consists of

noise in the mind of the sender or receiver. Here are four examples:

The arrogance of the sender may impair the communication process.

If the sender believes he knows everything there is to know about the

subject being transmitted, he expects acceptance of his ideas or directions.If the receiver disagrees with the sender and so states, the sender will not be

attuned to the feedback or will find it a challenge to his stated position. Real

communication does not take place.

The sender may assume the receiver will respond to his message in

a logical and rational manner.The receiver's priorities, problems, or

assumptions may differ from the sender's. The receiver's logic may even

override that of the sender. In any of these instances, the sender might

judge the receiver to be incompetent or even an obstructionist.

Communication will fail.

The sender may assume he is completely logical and rational - that

his position is right and must prevail. This assumption may be false and

no communication takes place.

The sender may have some misconceptions, self-interests, or strong

emotions about a particular idea or approach, of which he is not

aware. However, these traits may be readily evident to the receiver, who

may think the sender is hypocritical. This communication will fail, as may all

future communications between this sender and receiver.
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The Problem of Word Selection

We live in a "verbal" environment. Words constitute the most frequently

used tool for communicating. Words usually facilitate communication;

however, their careless, improper use in a given situation can create a

communication barrier. Arthur Kudner, an advertising executive, once told

his son: "All big things have little names such as life and death, peace and

war, or dawn, day, night, hope, love, and home. Learn to use little words in a

big way. It is hard to do, but they say what you mean. When you don't know

what you mean - use big words; they often fool little people."

The words we use should be selected carefully. Dr. Rudolph Flesch, a

specialist in words and communication, suggests a way to break through the

word barrier:

Use familiar words in place of the unfamiliar

Use concrete words in place of the abstract

Use short words in place of long

Use single words in place of several

Unfortunately, almost every commonly used word has more than one

meaning. Also words have regional meanings or derive new meanings as a

result of the development of new industries or fields. The meaning conveyed

by the sender's words depends upon the experience and attitude of the

receiver. Therefore, one way to penetrate the word barrier is for the sender

to strive to speak or write in terms of the receiver's experience and attitude.

The better able he is to do this, the more successful the communication will

be. Dr. S. E. Hayakawa, a U.S. Senator from California, expressed it very well

when he said, "The meanings of words are not in the words; they are in us."

The Time and Space Barriers


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Both time and space (the physical separation between the sender and the

receiver) may serve as barriers to effective communication.

You, as a manager, may often feel pressed by time constraints. You may feel

there aren't enough hours to accomplish all tasks. One executive puts it this

way, "If I cant get the work done in a 24-hour day, I have to work evenings."

Caught in the network of your own problems, you may even assume that

your subordinates know what you want them to do, and they will proceed to

do it. Actually, this may not be the case. Because of your failure to

communicate, you may not receive the end product you were expecting.

This same problem may occur when you geographically separate

departments or functions of an organization. Quick eye-to-eye

communication becomes difficult. The telephone may not provide the

answer. The line may be busy when the call is placed, or the person being

called may be out of the office.

Memoranda sometime provide the answer to the space barrier. However, this

might turn out to be a one-way communication of directions or information. If

the recipient of a memorandum doesnt understand the message, or if he

mistakenly thinks he understands, the communication process fails.

Empathy and Other Relationships

Lack of empathy can create a barrier between the sender and receiver.

Empathy, as defined in the Dictionary, is "understanding so intimate that the

feelings, thoughts, and motives of one are readily comprehended by

another." You can transmit a better message if you can put yourself in the

receiver's place and analyze the message from his viewpoint. The same

holds true for the receiver. He must be able to empathize with you. That is,

the sender, as well as the receiver, must try to project himself into the


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other's personality if he want's to increase his potential for effective

communication.

The ability to empathize with someone else may not be easy. If you are to

see things from another's viewpoint, you have to put aside your own

prejudices and preconceptions. The receiver may be of a different race,

creed, educational background, from a different section of the country, or

have a different specialty or rank within the organization. Under these

circumstances, the task of empathizing with the other member of the

communication link is difficult. The task is further complicated if you believe

that understanding another's viewpoint may pose a threat to your own.

To better communicate, we must try to see ourselves through the eyes of

others in the communication link. By developing some empathy with the

people to whom we will be directing messages, we might recognize the need

to modify our messages from time to time before sending them.

Douglas McGregor, one of the leading authorities on management practices,

has said: "It is a fairly safe generalization that difficulties in communication

within an organization are more often than not, mere symptoms of

underlying difficulties in relationships between parties involved. When

communication is ineffective, one needs to look first at the nature of these

relationships rather than at ways of improving communication".

The relationship between the people involved in any communication process

may form a greater barrier to the effectiveness of the communication

between them than any other barrier discussed here. If the relationship

between the people participating in the communication is good, the

communication has a greater chance for success. This is true whether the

communication takes place in oral or written form.


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The quality of the relationship between the sender and receiver determines

to a great extent the ability of the person transmitting the message to

penetrate the communication barrier.

Final Observations

We have examined the principal barriers to effective communication. We

have seen all around us the problems resulting from the inability of people in

today's working environment to penetrate these barriers. What are you going

to do about it? Can you let the barriers to effective communication in your

organization continue to block the path to effective management? If you and

the persons with whom you communicate do your part to reduce these

barriers, some of them may be eliminated. As a result, management of your

organization will be enhanced. Why not take such action today?


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SWOT ANALYSIS

Strengths:

Provided additional information on business activities

Assess the current liquidity of the business

Weakness:

The cash flow statement is backward looking

Users of the accounts are particularly interested in the future

No interpretation of the cash flow statement is provided within the

accounts

Opportunity:

Allow the user to see the major types of cash flow into and out of the

business

Estimate future cash flow

Determine cash flow generated from trading transactions rather than

other cash flows

Threats:

Users are required to draw their own conclusion as to the relevance of

the figures contained with in it.

Non cash transactions e.g. a bonus issue of shares is not highlightedon the face of the cash flow statement.

These are of interest to users as they will impact future cash flows


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RECOMMENDATIONS

When a company shows increasing revenue and net income, it does notnecessarily mean that it has the money to pay its bills. Prior to the biggestbankruptcies in recent history, revenue and net income were alwaysoverstated and never showed a companys true financial health.

A companys true value is based on the amount of cash flow, not net income,it produces. The Cash Flow Statement allows investors to compare how muchcash came into the company during the period, where it came from, howmuch was used, and what it was used for.

Each section of this statement is self-descriptive, reflects managementsstrategy and actions, and can be a leading indicator of what will eventuallyshow up on the Income Statement. Cash inflows are positive numbers, whilecash outflows are negative numbers, usually noted in parentheses.

The Cash Flow provides useful information including how a business spendsand receives cash. The Operating activities yield a positive Cash Flow. Thebusiness has ability to generate more cash in the future. The cash movementis simply the movement between the current and the previous year balancein the balance sheet.

Watch out for trickier areas such as taxation and non current assets where aworking will need to be done.

Analysts should track and report two key cash flow measures and thechanges in those measures over time rather than simply net income orearnings per share.


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SWOT ANALYSIS

Strengths:

Healthy animosity in adjustable exchange with the accomplishment of

Telenor and Warid Telecom in 2005 & CM Pak in end 2007.

Mkt sub base continues to abound at CAGR of 1.9% bulletin aback Dec

07 while Warid is outgrowing the mkt at 2.38% CAGR.

Warid has been adapted itself through beat online writing and

accession its adjustment coverage

Weakness:

High levels of taxation and accurate fees on operators, if unchecked,could impede mkt growth.

Fixed-line casework still bald in several of Pakistan's added

apprenticed areas.

Warid has apprenticed advantage in the rural areas.

Opportunity:

With anchored bandage casework bald in rural areas, adjustable

operators, including Warid, acquire opportunities to grab sub base

there.


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Growth in adjustable exchange set to acquire and may bad-tempered

over 100mn by the end of 2008.

Growth of VAS Mobilink and Ufone are aerodynamics WiMAX

networks, while Telenor, Warid Telecom and CMPak are analytic at

ablution adjustable TV services.

3G licenses accustomed to be issued end 2008.

Threats:

Intense animosity could acquire the aftereffect of causing

operators to admission into bulk wars, causing a abasement inannual above and ARPU.

Political alternation could change about to bread-and-butter

uncertainty, which could abstinent abutting entering

investment plans.

Inflationary pressures acquire an appulse on spending on

admonition needs.

Implementation of custom appointment on handsets and

admission in tax has a abrogating appulse on abettor revenues

and adjustable penetration.


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References

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Recommendations:

1. Be sure information, especially if you've made a graph, is accurate.

2. Information compiled by you in graph form is more impressive than a

graph copied from published materials.

3. Don't hold posters up with your hands. Use an easel to display them,

never a chalkboard tray. Put all posters in order on the easel before

the presentation begins. Place a solid colored blank poster of the same

size on top to conceal the visual aids when not speaking about them.

4. As you refer to a poster, remove the cover poster and carefully slip it

behind all the other posters on the easel. NEVER put a poster on the

floor or on a table. Continue moving posters behind all the others as

you move through them. Replace the cover poster on top when you

are finished.

5. If there is a lengthy time of speaking between posters, pull the cover

poster from the back and place it carefully in front so the audience

returns their attention to you and remove it again when you are ready

to resume.

6. Posters should be colorful but not garish.

7. All printing should be neat and in a block style. Producing lettering on a

computer is a good idea. Never cross mistakes out. Redo the poster

instead.

8. The background should be light and lettering and pictures dark. Light

pictures stand out more if placed on dark colored construction paper

first and trimmed to make a dark border before being attached to the

light background.


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9. Consider placing border tape or a dark band of ink from a marker

around the outside of the entire poster to add a professional look.

10. Consider a three dimensional look to posters by gluing on items

with texture.

11. If posters must be transported, place them in a large garbage

bag or other covering to keep them clean and dry.

HISTORY OF WARID TELECOM

Al wateen telecom introduces Warid telecom in Pakistan, which is a telecom

company of Abu Dhabi.They introduce Warid telecom march 2004 in Pakistan

and they hired the ceo of the company in June 2004.

Mission Statement

Warid Telecom's stated mission is to be the leader in innovation and

services

Companys Vision

"To become the leader in national communications arena with a strong

international presence

To be the national communication provider with a strong International

presence

ORGANIZATIONAL BEHAVIOR OF WARID


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Warid Telecom is a commercial organization and only profit is not its

objective.

Warid Telecom is working as a private company with the direct foreign

investment.

Warid Telecom is a large organization having a large number of

employees at middle level, lower level and non managerial level.

CORE BRAND VALUE

The core brand value of Warid is:

Quality

Simplicity

Innovation

Customer friendliness

Honesty

MARKET SHARE OF WARID TELECOM

The market share of Warid telecom is 20% and other five companies

have 80% market share.

Warid is attain its target and now there are 3 million customer of Warid

telecom on Pakistan in 300 days and area of coverage is 83 cities.

ORGANIZATIONAL STRUCTURE

Warid Telecom is a tall organization because of more verticalorganizational levels. That you will see in the hierarchy of Warid Telecom

under the head of Chain of Command.

Warid Telecom is operating its managerial activities with the help of

centralized approach, because hire managers do not allowed decision


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making to the lower level managers.

DECISION MAKING

Decision making of Warid comprises of different styles:

Directive

Democratic

Behavioral

Analytical

Different Visual Aids use in Warid Telecom

Posters. Posters can take many different forms. They can be pictures

mounted on heavy paper, for example, or diagrams, charts or graphs you

draw yourself. Charts or graphs are especially useful when you want to

show your audience numbers or statistics in comparative ways. The visual

display of these numbers can have a stronger impact on your audiencethan mere words. Here is an example of a bar graph:


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Objects or models. Sometimes, showing your audience the actual object

you are talking about is the best idea. Models are simply three

dimensional, scaled-down replicas of something you are talking about

(like a building, a car, and so on) and are handled like objects in a

presentation. Objects or models have the advantage of being very

interesting. However, some objects or models can be difficult for everyone

to see; others are too big or inappropriate to bring into a presentationroom. For example, it might be most useful, if demonstrating how to

mount a horse properly, to have an actual horse handy but it is hardly

appropriate to bring one into a school room.

Videos. A short clip from a video can be an effective visual aid. Of course,

the presentation room must be equipped with a monitor mounted for group

viewing and you must be able to easily attached the video player to it if this

is not already done.


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Presentation software. Many software programs now exist which allow a

speaker to use a computer and a viewing screen to help present information.

Most often, the "frames" are like slides created on a computer and contain

textual reminders of the outline of main ideas in the speech and sound

effects to go with those. Using such presentation software is exciting

because it is still considered leading edge. Also, becoming comfortable with

using such tools helps to prepare you for a future which, likely, will rely much

more heavily on materials something like what is available today. Members

of your audience may see you as motivated and skilled if you make the effort

to keep up with newer technology.

Handouts. Handouts are materials on paper which you give out to each

person in the audience to take away with them. Some presenters like to

use give out an outline of their own speech or key ideas so that audience

members do not feel they have to take notes during the presentation.

Another use for handouts is to give the audience a chance to examine

things more closely which you refer to in your speech (say, a letter youwrote to a business person or to the editor) but don't want to talk about or

read in detail.


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Conclusion

As a conclusion, Visual Communication has improved a lot the

communication ways. This type of communication is used in warid.

Through images, pictures, texts, graphics people can understand

whatever they want. An image replaces a thousand words so maybe

this type of communication should be more used. Also visual

communication can be considered a commercial. Silent movies can

also be thought as visual communication ways. People that work in this

area know that communication nowadays is essential. We can

communicate through so many things, from body gestures to signs and

face expressions, to online communication, so visual was just the next

right step.

assignment # 2 business communication

Documents