MIDTERM EXAMINATION
Spring 2010
ENG301- Business Communication (Session - 2)
Time: 60 min
M a r k s: 35
Question No: 1 ( M a r k s: 1 ) http://vuzs.net
In letter writing, the format in which all essential parts are started from the left hand margin along with open punctuation is known as:
► The semi block
► Full block
► Modified block
► Long block
Full Block
This format is considered to be the most modern. All essential parts in this form are started from the lefthand
margin. Open punctuation should be used in this form. This form saves time more than any other
form.
Question No: 2 ( M a r k s: 1 ) http://vuzs.n
Individual cultural variables include:
► Chronemics, proxemics
► Space zone, oral communication
► Adopters and duplicators
► Verbal and written communication
Individual Cultural Variables
Time
Space
Food
Accepted Dress
Manners
Decision Making
Time (Chronemics)
Persons in Latin America and the Middle East treat time more casually then do Americans, prefer
promptness. Germans are time-precise. In Latin America – and in Buddhist cultures – you may wait an
hour; just reflecting a different concept of time; arriving late is a social accepted custom.
Space (Proxemics)
How close may strangers stand to you?
How do you react in Saudi Arabia when someone’s breath intentionally brushes you in conversation?
How do you like being literally pushed into a train in Tokyo?
How would you react hanging onto the outside of a bus in Pakistan?
How do you react to the cold stare of a German as your eyes invade the privacy of his or her yard?
Some cultures consider those who stand close to you as intrusive, rude, pushy, overbearing.
Concepts of office space differ
Question No: 3 ( M a r k s: 1 ) http://vuzs.net
For writing an effective business message, there are---------- planning steps.
► seven
► five
► two
► three
Five Planning Steps
Before writing a message, the following steps are necessary for effective communication.
1. Define the purpose of the message.
2. Analyze your audience – readers or listeners.
3. Choose the ideas to include.
4. Collect all the facts to back up these ideas.
5. Outline – organize – your message.
Question No: 4 ( M a r k s: 1 ) http://vuzs.net
When a vice president in an organization sends message to the sales manager, which type of flow is it?
► Upward
► Downward
► Horizontal
►Upward and downward
Downward Flow
• Organizational decisions are made at top level and then flow down to the people who carry them. When employees receive appropriate downward communication from the management, they become motivated and more efficient.
Question No: 5 ( M a r k s: 1 ) http://vuzs.net
Message
Communicator Audience
As “sender” Noise as “receiver”
This model represents which theory of communication?
► Social environment theory
►General theory
► Rhetorical theory
► Electronic theory
Electronic Theory
• The message is transmitted as a signal (marks on paper or sound waves) through a channel, where it
may be distorted by noise (such as smudged typing or acoustical problems). As a last step, the
receiver (listener or reader) decodes the message.
Question No: 6 ( M a r k s: 1 ) http://vuzs.net
Sometimes an extra message is added at the end of a letter. It may be something important or some personal comment. This is called----------------------------------.
► enclosure(s)
► copy notation
► postscript
► attention line
Postscript
Sometimes an extra message is added at the end of a letter. It may be something important or some
personal comment. Write Ps or Ps and leave two spaces before the first word of the postscript.
Question No: 7 ( M a r k s: 1 ) http://vuzs.net
It means that a message is specific, definite and vivid. If a message lacks these qualities, it will be vague and general. For this purpose, denotative words will be used instead of connotative words.
Match this statement with one of the following principles of communication:
► Clarity
► Conciseness http://groups.google.com/group/vuZs
► Consideration
► Concreteness
Concreteness
• Concreteness means that a message is specific, definite and vivid. If a message lacks these qualities,
it will be vague and general. To achieve concreteness, denotative words will be used instead of
connotative words. By using concrete facts and figures, you can make your reader know exactly
what is required or desired. Concrete messages are more richly textured. They avoid vagueness.
Question No: 8 ( M a r k s: 1 ) http://vuzs.net
All seven C’s can be applied to:
► Oral communication
► Written and non verbal communication
► Oral and verbal communication
► Effective business communication
Communication is an important part of our world today. The ability to communicate effectively with others
is considered a prized quality of the successful business people. To communicate easily and effectively with
your readers, you should apply the following Seven ‘C’ principles:
1. Clarity 5. Correctness
2. Conciseness 6. Courtesy
3. Consideration 7. Completeness
4. Concreteness
Question No: 9 ( M a r k s: 1 ) http://vuzs.net
Which one of the following components does not make up an email system?
► Users
► Messages and protocols
► Senders’ and Recipients’ Addresses
► Audio conference
Several basic components make up email systems, including
1. Users
2. Messages
3. Senders’ and Recipients’ Addresses
4. Protocols
5. Messaging Transports
6. Gateways
7. Value-added Networks
8. Directory Systems
Question No: 10 ( M a r k s: 1 ) http://vuzs.net
Which of the following is not an aspect of a buffer?
► Agreement
► Appreciation
► Assurance
► Conflict
Agreement
Find a point on which you and the reader share similar views. For example;
We both know how hard it is to make a profit in this industry.
Appreciation
Express sincere thanks for receiving something. For example;
Your check for Rs.25000/- arrived yesterday. Thank you.
Assurance -Fairness
Assure the reader that you’ve closely examined and carefully considered the problem, or mention an
appropriate action that has already been taken. For example;
For the past week, we have carefully monitored those
Question No: 11 ( M a r k s: 2 )
Write down names of standard parts of a business letter.
Answer :
Standard Parts of the Letter
Most business letters have the following parts:
1. Heading
2. Date
3. Inside address
4. Salutation
5. Body
6. Complimentary close
7. Signature
8. Reference Section
Question No: 12 ( M a r k s: 2 )
In persuasive requests, write the names of appeals that we use to get the interest of the reader.
Answer :-
Begin with something that will Interest the Reader
• Altruistic Appeal
• Reader-benefit appeal
• Individual responsibility appeal
• Personal experience appeal.
Question No: 13 ( M a r k s: 3 )
Name the national and individual cultural variables.
Answer:-
Some National Variables Individual Cultural Variables
Education Time
Regulation Space
Economics Food
Politics Accepted Dress
Social Norms Manners
Language Decision Making
Question No: 14 ( M a r k s: 3 )
What are the advantages and disadvantages of an e-mail?
Advantages
- Email is a faster and more efficient channelthan regular mail (sometimes referred to as snail mail). Most messages reach anywhere in the world within minutes of being sent.
- It saves paper
- It can be send at any convenient time
- A message can be written and edited quickly by several people before it is sent
- It can be send to different receivers at the same time
- Email can be stored and sent at off-peak telephone rates
Disadvantages
It ca be difficult to distinguish between casual and
formal messages because of their similar layout
There may be a time lag if the receiver does not read
their email for a few days
The system is inaccessible to those who are computer
illiterate or not online.
- Its contents may reappear later in a variety of printed forms.
- It lack nonverbal communication cues to add meaning
- It can be overused
Question No: 15 ( M a r k s: 5 )
What are four stages of AIDA plan? Describe briefly
Answer :-
One way to organize persuasive messages is the AIDA plan, which is of
four stages:
1. Attention 2. Interest 3. Desire 4. Action
In the attention stage, you convince the reader that you have something interesting or useful for him. In
interest stage you explain how your message is related to your reader. In the desire stage you provide
relevant evidence to prove your claim drawing attention to any enclosures. And in the action stage you close
the message with an action ending that suggests a specific action the reader may take.
Question No: 16 ( M a r k s: 5 )
‘Conciseness means saying what you want to say in the few words’. Discuss.
Conciseness
Eliminate wordy expressions
• To avoid wordy expressions, use single words whenever possible. Here are some examples of how
word economy saves the reader’s time and effort.
• Wordy: I want to take this opportunity to tell you that we are grateful to you
• Concise: Thank you
• Wordy: We are grateful and appreciative
• Concise: We look forward with anticipation to…
• Avoid trite, “which” that clauses whenever possible
• We wan to buy chairs which are of the executive types
• We want to buy executive type chairs
Include only relevant material
• Your reader will lose interest in your message if he/she finds irrelevant things in your message.
Using only well-chosen words can help you convey relevant facts.
• Avoid, information obvious to the reader
• Avoid long introduction, excessive adjectives, pompous works
Conciseness
Avoid unnecessary repetition.
• Avoid repetition by using pronouns, short names or acronyms, etc.
• Stick to the purpose of the message.
• Writing concisely means using only necessary, meaningful words.
Question No: 17 ( M a r k s: 5 )
How do religion, social norms and language work as individual cultural variable?
Answer :-
Religion
Be careful of religious beliefs within foreign countries. Although some basic beliefs overlap, there some
major differences In connection with religion there is great need for tolerance. Buddhism, Hinduism, and
Moslem religions are found in many parts of the world, affecting the values (and attire) of people professing
these faiths. For instances, these three religions forbid consumption of alcohol;
Religious holidays affect international communication, interrupting work schedules or delaying responses to
requests
Be aware too that religion can affect the status of women; their positions within an economy and even their
buying patterns and habits of dress.
Religion: Homogeneity and diversity of belief structure
a. Are you aware of the major religious beliefs that could affect your business relationships?
b. will the religious holidays affect your rhythm of conducting business?
c. what personal behavior is acceptable and nonacceptable?
Social Norms
In various ways any national environmental constraints – education, law and regulations, economics,
politics, religion – affect a nation’s social norms. In many countries a male line of the family profoundly
influences some business decisions. Decisions, buying patterns, pooling of resources, special interests
affect behavior and business communication.
Beyond the immediate family a bond may exist between persons, based on caste, class, age, or even special
interests. Be aware of a nation’s social norms.
Social Norms: importance of family, influence of past colonial influences:
a. are you aware of the social hierarchies of the country?
b. Is there a rank order of importance for participants at meetings?
c. Who will really make the business decision?
d. Which country’s influence is still evident after previous colonial control?
Language
An important constraint that undergirds all the preceding variables is language. Obviously, unless both
sender and receiver understand a common language, the opportunities for successful business
communication are significantly limited.
Language
English is a world language – and to a major extent the language of business.
Language problems are often core to communication misunderstanding.
Language: Use of English and other languages used in business relationships:
a. Is it necessary to have an interpreter at business sessions?
b. is English understood at the oral or written level?
c. Is there a protocol to follow for formal and informal communication.
