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ASSIGNMENT No.1

Name: Tariq Rafique
Reg No: F-09-207

Question No.1: What three principles will help you minimize missteps in business etiquette?
Solution: The three principles that can help to minimize missteps in business etiquettes are as follows… (a) Honesty (b) Patience (c) Common sense

Question No.2: How does formal communication differ from informal communication?

Solution: Formal communication is a way to express ideas when ideas and information flow along the particular track in the organizational structure. Informal communication is also known as a ’grapevine’, in informal communication there appears to be no specific order. It occurs whenever two employees come in contact, be it a cafeteria or a smoking corner.

Question No.3: In what directions can information travel within an organization’s formal hierarchy?

Ans: Once we consider the organization itself – and how it is changing today two things effect the communication in the organization In a formal hierarchy, a) Directional flow b) Communication channels the communication flows in three directions; i) Downward Communication Downwards communication flows from executives to employees hence providing information. (ii) Upwards Communication Upwards communication flows from employees to executives providing grievances, problems, trends and opportunities thus allowing executives to solve problems and make intelligent decisions (iii) Lateral Communication Lateral l communication flows between people at the same hierarchical rank, and departments to help employee share information and coordinate tasks.

Question No.4: What is grapevine and why should managers be aware of it?

Ans:: Grapevine is an informal structure of business communication. It is called grapevine because it stretches throughout the organization in all directions irrespective of the authority levels. Despite existence of formal channels in an organization, the informal channels tend to develop when they interacts with other people in organization.

Question No.5: Why should communicators take an audience-centered approach to communication?

Ans: An audience-centered approach means focusing on members of your audience so that the message is communicated in a meaningful way to them. This ability to relate to needs of others is key part of emotional intelligence which leads to successful managers and leaders.
The more we know about the people we are communicating with, the easier it will be to concentrate on their needs which in turn will make it easier for them to hear your message, understand it and respond to it positively.

Question No.6: Is it possible for companies to be too dependent on communication technology? Explain briefly.

Ans: Communication Technology is a Tool of interpersonal communication, rather then a replacement. Technology can not think for you, or communicate for you. You need efficient communication skills and then technology can be of any use. Communication technologies can save time and money but they can also waste time and money if not efficiently utilized. Take the example of videoconferencing, helps you communicate remotely resulting in reduction of traveling and other costs cost.
For the companies to be too dependent on communication technologies is not possible because of their financial resources, their type of business and the man power in their organizations.

Question No.7: Because of your excellent communication skills, your boss always asks you to write his reports for him. When you overhear the CEO complimenting him on his logical organization and clear writing style, he responds as if he’d written all those reports himself? What kind of ethical choice does this response represent? What can you do in this situation? Briefly explain your solution and your reasoning?

Ans: Ethics are the principles that govern a person or a group. In the above mentioned case the boss plagiaries the report written by his sub-ordinate. In these circumstances I will report CEO about it.

CASE STUDY RELATES QUESTIONS:

Question No.1: Describe the process of communication?

Ans: Communication is a process of transferring information from one entity to another. We can also say that, Communication is a process whereby information is enclosed in a package and is channeled and imparted by a sender to a receiver via some medium. The receiver then decodes the message and gives the sender a feedback. All forms of communication require a sender, a message, and a receiver. Communication requires that all parties have an area of communicative commonality. There are auditory means, such as speech, song, and tone of voice, and there are nonverbal means, such as body language, sign language, paralanguage, touch, eye contact, and writing.

Question No.2: Describe the difference between formal and informal channels of communication? Suggest examples of when each might be appropriate.

Ans:: Formal communication uses a set format and has a record kept.
Examples include annual reports, briefing notes, leaflets, factsheets, letters, seminars and training courses. These are all effective in carrying the formal messages of the building society.
Informal communications, also known as the office ‘grapevine’ is more appropriate for non-urgent issues or for communication on a one-to-one basis. For example, building society employees talking to each other in a branch or sending text messages to each other.
Question No.3: Explain why circle network might be the most effective way to organize member forums?

Ans: In circle networks information is shared equally between all members of the network. This approach helps in organizing member forums as the information is communicated to all members. In this structure, members feel the greatest satisfaction.

Question No.4: Analyze the barriers to communication (‘noise’) that could effect a communication regarding; 1. a change in interest rates 2. A new and attractive saving account.

Ans: There are two main barriers of communication whic are as follows 1. Psychological Barriers 2. Semantic and Physical Barriers 1. Psychological Barriers (a) Emotional (b)Perceptual (c)Selectivity 2. Semantic and Physical Barriers (a) Semantic Blocks (b) Physical Barriers i. Noise ii. Distortion iii. Gender Difference iv. Lack of communication skills v. Information Overload
Noise refers to the interference or distraction that is in the environment in which the communication is taking place.
Distortion refers to the loss of meaning of the message in handling. This largely occurs in the encoding and decoding stages of communication. Gender differences are a common barrier of communication. .
As for the problems in the message, the message could be incorrect, irrelevant unsuitable incomplete or difficult to understand. In case of change in interest rate the receiver may get the message late or wrong information can be passed to any member. Same could be the case with a new and attractive saving account.

Question No.5: Discuss the importance of ethics in business communication and differentiate between ethical dilemmas and ethical lapses?

Ans: Ethics is defined as “the discipline dealing with what is good and bad and with moral duty and obligation”. Ethics in Business communication concerned with truth and justice and has a variety of aspects, such as expectations of society, fair competition, advertising public relations, social responsibility, consumer autonomy, and corporate behavior in the home country as well as abroad All persons, in business, government, university, or any other enterprise, aer concerned with ethics. Success of any business lies in effective communication. The more effective the communication is, the better the results are. Communication is effective when it produces desired action in the reader or audience. One should be very straight forward and sincere while communicating in a business environment. By engulfing in unethical practices, there is high probability that you may lose the trust of the person in contact which can result in mistrust. And without trust there is no bonding between two parties which leads to direct business loss.
An ethical dilemma involves choosing alternatives are not clear-cut. Two conflicting alternatives can both be ethical and valid or perhaps the alternative lies between right and wrong. Every employee has the responsibility to communicate in an ethical manner, but while solving a dilemma we should have to be fair about the decision of the problem.