need to stduy business comminication

7/31/2019 Need to Stduy Business Comminication

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Northern University

B a n g l a d e s h [Khulna Campus]


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Submittedto- S. M. AkterujjmanLecturer in Marketing

NUB, Khulna Campus

Submitted By:

Batch: BBA - 4B

Group :- 4

Name ID-------------------------- ------

1. Syeda Bashira Khatun BBA080260787

2. Aminul Islam BBA080260788

3. Pankoj Roy BBA080260790

4. Salma Akter Rumi BBA080260792

5. Mrinaliny Bhoumick BBA080260796

6. Farhana Sumi BBA050260106

Date of Submission:29-08-2009


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2. Defining the purpose and scope of the study:What is the purpose of any study? One reason is discussed here. Then

for convenience of the study, the exact scope should also be determined.

For example, an investigation is required for a labor management

problem.3. Developing hypothesis:

Forproblem solving research, a researcher should develop hypothesis.

A hypothesis is a tentative statement or explanation of some problem.

4.Defining terms clearly:There may be various confusion term related with study and require

clear. Definition of various confusion terms should be present nicely.

5. Determining the audience: Reports are prepared for readers. So who are the target readers of

report should be considered.6.Collection of data:To solve problems we need some reasonable basic and therefore we

need to collect data from different sources. Sources are

(a) Primary data

(b) Secondary data7. Organizing analyzing and interpreting the data:

All the collected data should be arranged by some logical basis such

as time quantity and place after organized the data those should be analyzed

and then it is time to interpret the data in terms of logical meaning.

8. Making an outline:When the reports taken the final shape in the writers mind he prepare

an outline to write the report. An outline is not essential but it helps in

writing a systematic report.

9. Writing the final report:The last stage of writing the report. The writer should be careful that

the language of the report is simple and free from grammatical errors.

When reporter follows those above steps then he will be able to

prepare an appropriate report.

ORGANIZATION OR STRUCTURE OF A REPORT: There are 3 ways in which a report can be organized. These are -

1.Letter form:Its main parts are: Heading, date, address, salutation, body,

complementary close, and signature.


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2. Memorandum form:To follow the memorandum form is a simple way of presenting the

report. Here the formalities are not maintained the data mentioned at the top

and followed by the name of the receiver.

3. Letter text combination form: This form includes three major parts-

(a) Introductory parts:I. Title page: It contains the title of report, the names of the

reader and report writer and date of submission.

II. Authorization letter: A copy of authorization letter

should provide after the title page. Such letter includes

objectives, area of research, time and cost, submission

date and any other instructions.

III. Letter of transmittal: Suchletter transmits the report to

sender. Suchletter shows the date of submission of report,

the name and position of writer, and overview of the

report, an invitation for senders comments and suggestion.

IV. Acknowledgment: This part appreciates the person or

organization from whom support and help was taken to

produce the report.

V. Table of contents: The table of contents acts as a map of

the report for the reader. It helps to identify particular

topics.VI. List of illustrations and graphs: If the report contains

many illustrations and graphs then such list provides

respective page number and title.

VII. Executive summary: An abstract is a summary of a

report. It tells the reader what the report is about. It

summarizes the important parts of the entire report. As a

result, busy executive can save time as no need to read the

every page of the report.

(b) Body of the report:

1. Introduction: It is the first part of the body of the report. Thispart introduces the reader with the problem at hand. This part

includes

Authorization for the report.


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The need and purpose of the purpose of the report.

Scope of the study with a clear description of the

limitation.

Statement of the problem.

Developing Hypothesis.

Methodology to solve the problem.

Definition of special terms and symbols.

2. Description:This part of the report contains on theinformationthat have been collected. The main function of this

part is to present data in an organized form.

3. Conclusion:The writer on the basis of facts and data drawsomething as a result, such result is conclusion.

4. Recommendations:Recommendations are the writersopinions based on the conclusion of the report. It must be

realistic. It should be based on the facts and events contained in

the report.

(C) Appended parts:

1. List of references: It contains the complete record ofany secondary sources used in the report. Such list can

be arranged alphabetically.

2. Bibliography: A Bibliography is a list of books and

journals which are consulted before the preparation of areport.

3. Glossary: A glossary is a list of some technical orspecial words with their explanation.

4. Appendix: Statistical data, charts and diagrams that arenot included in the main body of the report, are included

here.

5. Index: An index is an alphabetical list of subject of thereport. An index helps the reader to locate any topic

easily and quickly. By following any of these three forms we can prepare an appropriate

report.


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CLASSIFICATION OF REPORTS:There are various types of reports. On basis some most important

reports are

1. General: 2 types of general report are (a)Oral report:Which report is not presented in written from, present

on orally is called oral report. Reporter can change it on his personality.

(b)Written report:Which report is present in written from, cannot

change that is called written report.

2. Formalities:On this basis report is 2 types (c) Formal report: In order to prepare the report all formalities are

maintained that is called formal report.

(d)Informal report:At the time of preparing report no formalities

and rules are followed is called informal report.3. Function: Under this 3 types of report are

(e) Informative report:Which report presents information of any

thing is called informative report.

(f) Interpretative report:which report interpret some important part

that is called interpretative report.

(g) Analytical report: in which report problem solving way in

mathematical calculation, statistical analysis etc. are presented is called

analytical report.

4. Time interval:There are 2 types of this report (h) Periodic report: which report is prepared timely means daily;weekly; monthly etc. is called periodic report.

(i) Special report: which report is prepared in any special occasion is

called special report.

5.Subject matter: There are 4 types of this report (j) Financial report: in which report financial information is

presented is called financial report.

(k) Performance report: In an organization when employees

activities and performance are presented in a report is called performance

report.

(l) Technical report: In which report an organizations technical

methods are presented is called technical report.

(m) Geological report:Inwhich report an organizationsgeologicalfeatures are presented is called geological report.

6. Geography report: There are 2 types of this report


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(n) Internal report: which report is just publish within an

organization that is called internal report.

(o) External report: which report is publish outside of the

organization that is called external report.

7. Length:There are 2 types of this report (p) Short report:which report does not contain much informationonly brief topics are included is called short report.

(q) Long report:which report contains all information elaborately is

called long report.

8. Direction:There are 2 types of this report (r) Vertical report:The report which is presented to superior to

subordinate of an organization is called vertical report.

(s) Lateral report: The report which is presented all level of

employees means same and crosswise level employees of an organization

are called lateral report.All types of report can be classified into two types of report. Those

are oral or informal report and written or formal report.

DIFFERENCES BETWEEN INFORMATIONAL &

ANALYTICAL REPORT:There are some differences between analytical and informational

reports. These are given below:

Points of

differences

Informational

report

Analytical report

1. Definition In order to gather

information from

investigation this

report is prepared.

The report prepared after

analyzing the

investigated information.

2. Decision making In such report no

recommendation is

available, sodecision making not

helpful.

Executive can take

decision because of

existing analysis andrecommendation.

3. Experience Reporter may not

require vast

experience to

prepare such a

Reporter must have

experience and efficient

to draft such a report.


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grapevine sure to develop. Keith Davis (1985) rightly points out that

organization cannot fire the grapevine because they did not hire it. It is

simply there. Informal communication is compared with the grapevine, a

term with a unique origin, because informal communication follows as the

grapevine spreads in any direction and anywhere. The term grapevine

arose during the civil war in America. Intelligence telegraph lines were then

loosely strung from tree to tree appearing somewhat like grapevines and the

wild grapevines also grew over the lines in some areas. As a result, messages

sent along these lines were often ambiguous, confusing and destroyed.

Today the term applies to all informal communication particularly to

spreading rumors.

For this reason, the grapevine, a non-official channel within the

organization for transmission of information is often called the rumor mill.

Characteristics of grapevines:Some basic characteristics of the grapevine have been identified. They

are:

1.Bigger Impact:The grapevine has a bigger impact on employees than theformal channels. This is because significantly a large number of employees

consider the grapevine to be their primary source of information as well as

the reliable channel of transmission about events within the firm.

2. Pervasive: The grapevine is pervasive. It exists at all levels in theorganization.

3. Flexibility: It is more flexible than formal channels and it embellishesinformation to a greater extent than formal channels do.

4. Speed: Information spreads fast through the grapevine. The moreimportant the information the greater the speed.

5. Distortion:It is true that rumors spread fast through the grapevine. Butrumors that start out as true become distorted as they pass long the

grapevine.

6. Oral Mode: Most of the messages sent through the grapevine are oralrather than written or nonverbal.Written channels are used when words of

mouth are not convenient.7. Many Receivers: Receivers of grapevine messages usually communicatewith several other individuals rather than with only one.

8. Unsaid Information: The grapevine normally carries information thatthe formal system does not wish to transmit and intentionally keeps the

information unsaid.


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9. Contradictory Information: The grapevine often transmits informationcontradictory to formally transmitted information. For example, rumors

spread through the grapevine that lays offs are imminent inspite of formal

statements to the country.

In grapevine above characteristics are present, for this grapevine canbe identified.

CAUSES OF GRAPEVINE TO BE ACTIVE:It is said that the grapevine is more a product of a situation than it is a

person. Some of the situations that make people active in the grapevine are

listed below:

Excitement and Insecurity: People tend to be more active on the

grapevine when they feel insecure about their job and become excited.

Involvement of Friends & Associates: The grapevines are activewhen the friends and work associates are involved in the system.

Employees are interested to know the full story of promotion or firing

of any of their colleagues as soon as possible. If they are not informed

of this real information, they draw the conclusions according to their

own perceptions.

Recent Information: Another cause of grapevine to active is the

current information. The grapevine largely spreads the recent news

rather than the state information.

Personality: Personality also affects the grapevine. Some peoplebecome active on the grapevine because of their nature. They simply

like to talk much, or they are more interested to talk because of their

special communication abilities. For this reason main information is

changed and follow from one to another.

Conversation opportunity:Employees are likely to be active on the

grapevine in the organization, if their work environment allows them

a scope of conversation.

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