mis 308 business communication i dr monsur
TRANSCRIPT
MODULE NAME: BUSINESS COMMUNICATION STRATEGY
MODULE CODE: MIS 308
LESSON PLAN/MODULE OUTLINE/LECTURE NOTES
SUBMITTED BY – AHSANUL ISLAM
DEPT. OF BUSINESS ADMINISTRATION
SHANTO-MARIAM UNIVERSITY OF CREATIVE TECHNOLOGY
Lesson Plan
Module Title : Business Communication IModule Code : MIS 308Duration of Study : 6 monthsContact Hours : Lecture (1 hr 20 minutes/ Week)Credits : 1.5Course teacher : Ahsanul Islam
Introduction
This module will enhance students’ knowledge and skills as a communicator for business purposes and provide students with advanced level practice in professional writing.
Aims and Objectives
After completion of this module, students should be able to - Respond appropriately in different situations with different communication needs - Become a team leader with high ethical standards.
Assessment
Marks Distribution A. Class attendance: 05 Class Test + Presentation + Assignment 15 Mid term 20
40 B. Class Attendance: 05 Class Test +Presentation+ Assignment 15 Final 40
60 Total 100
Week 1Lesson Plan Title:Understanding business communication
lecture on:- Communication, communication process- Types of communication- Verbal communication, nonverbal communication
Learning Outcomes: After completing this lesson, students will be able to describe communication, the components of communication, the major types of verbal and nonverbal communication.
Week 2Lesson Plan Title:Directions of communication
Lecture on: - The formal communication network - The informal communication network - Barriers to communication
Learning Outcomes: After completing this lesson students will be able to explain the directions that make up the formal communication network, describe the characteristics of the grapevine and provide guidelines for managing it, identify the major verbal and nonverbal barriers to communication.
Week 3 Lesson Plan Title:Contemporary issues in business communication
lecture on:- Three issues affecting communication- Diversity and communication- Language differences, cultural differences, group-oriented
behavior- Strategies for communicating across cultures
Learning Outcomes: After completing this lesson, students will be able to explain the meaning of nonverbal messages communicated in different cultures, and describe the strategies for communicating across cultures.
Week 4Lesson Plan Title:Technology and communication/ethics and communication
lecture on:- Word processing, electronic communications- Implications of technology for communications- Defamation, invasion of privacy, fraud & misrepresentation, other
ethical considerations
Learning Outcomes: After completing this lesson, students will be able to describe important technological developments that affect business communication, four implications of technology for communication, explain the legal and verbal dimensions of communicating.
Week 5Lesson Plan Title:Writing with style: Individual elements
lecture on:- Writing style- Error-free writing- Steps to an effective message
Learning Outcomes: After completing this lesson, students should be able to write clearly, prefer short/simple words, write with vigor, write concisely, and prefer positive language.
Week 6Lesson Plan Title:Writing effective sentences
lecture on:- Using a variety of sentence types- Using active and passive voice appropriately- Developing logical paragraphs
Learning Outcomes: After completing this lesson students will learn about using a variety of sentence types, using active and passive voice appropriately, keeping paragraphs unified and coherent, and controlling paragraph length.
Week 7Lesson Plan TitleWriting with style: Overall tone
Lecture on:- Writing confidently, using a courteous and sincere tone- Using appropriate emphasis and subordination, using non-
discriminatory language, stress the “you Attitude”
Learning Outcomes: After completing this lesson, students should be able to write confidently, use a courteous and sincere tone, use appropriate emphasis and subordination, use non-discriminatory language, and stress the “you” attitude.
Week 8Lesson Plan TitleWriting with style: Overall tone (continued)
lecture on:- Writing at appropriate level of difficulty- Effective business writing
Learning Outcomes: After completing this lesson, students will learn how to write at an appropriate level of difficulty and effective business writing.
Week 9
Lesson Plan TitleReview & discussion, exercises
lecture on:- Key terms- Correcting any style problems (from the assigned passages)
Learning Outcomes: After completing this lesson students will be able to learn key terms and how to correct any style problems.
Week 10
Mid-Term.
Week 11Lesson Plan TitleThe process of writing
lecture on:- An overview of the writing process- Five stages in the writing process
Learning Outcomes: After completing this lesson, students will understand the writing process and will be familiar with the five stages in the writing process.
Week 12Lesson Plan Title:Planning
lecture on:- Purpose- Audience analysis- Content- Organization
Learning Outcomes After completing this lesson, students should be able to specify the purpose of the message and analyze the audience; determine what information to include and in what order to present it.
Week 13Lesson Plan Title:Drafting
lecture on:- Getting started- Writer’s block, choosing the right environment, scheduling a
reasonable block of time, stating the purpose in writing, engaging in free writing
- Avoiding the perfectionism syndrome, thinking out loud- Writing the easiest part first
Learning Outcomes After completing this lesson, students should be able to compose a first draft of the message and use a variety of strategies to overcome writer’s block.
Week 14Lesson Plan Title:Revising
lecture on:- Revising for content- Revising for style- Revising for correctness
Learning Outcomes: After completing this lesson students should be able to revise for content, style, and correctness.
Week 15Lesson Plan Title:Formatting
lecture on:- Revising on the computer- Keyboarding a crucial communication skills
Learning Outcomes: After completing this lesson, students should be able to arrange documents in a standard format.
Week 16Lesson Plan Title:Proofreading
lecture on:- Taking responsibility for ensuring accuracy of
communications- Content errors- Typographical errors- Format errors
Learning Outcomes: After completing this lesson, students should be able to proofread a document for content, typographical, and format errors.
Week 17Lesson Plan Title:Micro writing activities
lecture on:- A simple memo- Basic correspondence (routine, persuasive, bad-news,
special)
Learning Outcomes: After completing this lesson, students should be able to write memos, compose a routine request, a routine reply, a routine claim letter, and a routine adjustment letter; decide when to use a direct and indirect organizational plan for persuasive messages, compose a persuasive message promoting an idea, compose a persuasive message requesting a favor, compose a persuasive claim, and compose a sales letter; decide when to use a direct and indirect organizational plan for bad-news messages, compose a message that rejects an idea, compose a message that refuses a favor, compose a message that refuses a claim, compose an announcement that conveys bad-news; compose a mixed-news message, compose a letter of recommendation, compose a letter that rejects a job applicant, compose a personnel evaluation, compose a letter that approves or denies credit, compose a collection letter, and compose a goodwill message
Week 18Lesson Plan Title:Report writing
Lecture on: - Planning the report - Collecting the data - Analyzing the data and preparing visual aids - Writing the report
Lecture Outcomes:After completing this lesson, students should be able to describe the common characteristics of business reports, describe the common types of business reports, identify the major purposes of business reports, analyze the audience for business reports, and discuss the need for managing reports in the organization.
Week 19Semester Final Examination
Reference Books:1. Contemporary Business Communication by Scot Ober, 12th edition. (mandatory)2. Advanced Communication Skills for Business Professionals by Daniel Jones, 5th edition (optional)3. Advanced Business Communication by John Penrose, Robert Rasbarry & Robert Myers, 5th edition (optional)4. Organizational Communication by R. Wayne Pace & Don F. Faules, 13th edition. (optional)
Submitted byAhsanul Islam, BS/BM (USA), MBA/Delta Mu Delta/Highest Honor (USA), F. CIM/M. Phil (Canada), Ph. D/candidacy (USA)Asst. ProfessorShanto-Mariam University of Creative Technology
WEEK 1/LECTURE 1
INTRODUCTION/UNDERSTANDING BUSINESS COMMUNICATION
Communication is necessary if an organization is to achieve its goals. Communication is
the sending and receiving of verbal and nonverbal messages.
The Components of Communication
The Stimulus – A stimulus creates a need to communicate.
The Filter – Our knowledge, experience, and viewpoints act as a filter to help us
interpret (decode) the stimulus.
The Message – We formulate (encode) a verbal or nonverbal response to the
stimulus.
The Medium- We select the form of the message (medium).
The Destination – The message reaches its destination and, if successful, is
perceived accurately by the receiver.
Types of Communication
Verbal Communication – Verbal messages are composed of words – either written or
spoken. It is the ability to communicate by using words that separates human beings from
the rest of the animal kingdom. Our verbal ability also enables us to learn from the past –
to benefit from the experience of others.
Verbal Communication:
Oral Communication – It is one of the most common functions in business. For
Oral Communication to be effective, a second communication skill – listening – is
also required.
(A) Speaking
(B) Listening
Verbal Communication:
Written Communication – (Writing & Reading) -Most oral communication is
temporary; written communication is permanent. Examples of typical written
communication:
Memorandums
Letter
Report
Miscellaneous (contracts, newsletters, and bulletin-board notices)
Nonverbal Communication:
Nonverbal messages are unwritten and unspoken. The six most common types of
nonverbal communication:
Body Movement
Physical Appearance
Voice Qualities
Time
Touch
Space & Territory (intimate zone, personal zone, social zone, public zone)
WEEK 2/LECTURE 2
Directions of Communication
The Formal Communication Network:
Superiors to subordinates (downward communication)
From subordinates to superiors (upward communication)
Among people at the same level on the organizational chart (horizontal
communication).
Among people in different departments within the organization (cross-channel
communication)
Informal Communication Network:
The informal communication network (grapevine) transmits information through
non-official channels within the organization. Employees often say that the grapevine is
their most frequent source of information on company plans and performance.
The common characteristics of grapevine:
Most of the information passed along the grapevine is business related, and most
of it is accurate.
The grapevine is pervasive. It exists at all levels in the organization.
Information moves rapidly along the grapevine.
The grapevine is most active when change is taking place.
The grapevine is a normal, often vital, part of every organization.
For an organization to be successful, communications must flow freely through
formal and informal channels.
The free flow of information within the organization not only stops rumors; it’s
simply good business.
Barriers to Communication:
Verbal barriers – These are related to what you write or say. For example:
Inadequate knowledge or vocabulary
Differences in interpretation
Inappropriate use of expressions
Over-abstraction and ambiguity
Polarization
Nonverbal Barriers:
These are related to how you act which include:
• Inappropriate or conflicting signals
• Differences in perception
• Inappropriate emotions
Distractions
It is generally more effective to depend on logic instead of emotions when
communicating.
WEEK 3/LECTURE 3
CONTEMPORARY ISSUES IN BUSINESS COMMUNICATION
THREE ISSUES AFFECTING COMMUNICATION:
Because communication is such a pervasive and strategic part of the organization, almost
anything that affects the organization and its employees affects the communication
function as well. However, three contemporary issues are having a special impact on
business communication:
Diversity – The effects of cultural differences in the workplace locally and
internationally.
Technology – The effects of automation on business communication.
Ethics – The legal and moral implications of communicating in the contemporary
business environment.
Strategies for Communicating Across Cultures
When communicating with people from different cultures, whether abroad or at home,
use the following strategies:
Communicate Clearly – To ensure that your oral and written messages are
understood, follow these guidelines:
• Avoid slang, jargon, and other figures of speech.
• Be specific and discuss your points with concrete examples.
• Provide feedback; summarize frequently; provide a written summary of the points
covered in a meeting; ask your counterpart to paraphrase what has been said;
encourage questions.
• Use a variety of media, such as handouts, audiovisual aids, and the like.
• Avoid attempts at humor.
Speak plainly and slowly, choose your words carefully.
Maintain Formality – Most cultures value and respect a formal approach to
business dealings. Call others by their titles and family names unless asked to do
otherwise.
Show Respect - Listen carefully to what is being communicated, try to understand
the other person’s feelings. Learn about your host country (its geography, form of
government, largest cities, culture, current events, and the like.
Value Diversity – View diversity as a source of richness and strength for the
organization. It can help bring a wide range of benefits to the organization.
Whether you happen to belong to the majority culture or to one of the minority
cultures where you work, you will share your work and leisure hours with people
different from yourself – people who have values, mannerisms, and speech habits
different from your own. A person who is knowledgeable about, and comfortable
with, different cultures is a more effective manager. This is true today, and it will be
even truer in the future.
WEEK 4/LECTURE 4
Implications of Technology for Communications
In addition to making it easier to create, edit, and disseminate information, technology is
having the following effects on business communication:
More Information Available – Technology has increased dramatically the amount of
information instantly available to the manager. Managers are receiving more
computer-generated reports than ever before. Managers can carefully and
critically evaluate the information they receive in timely manner.
Increased Importance of Direct Writing Style and of Abstracting – Because of the
increased pressures on managers to consume more information, they are seeking
ways to get to the main point of each document as quickly as possible. Executives
prefer a direct style of writing from their subordinates with the major ideas
presented first, followed by supporting details.
More Informal Style of Writing – Today, many executives do their own keyboarding and
often e-mail to send the memo directly to the receiver’s computer. Because many
messages these days are never printed on paper, they lack the polished format.
More Collaborative Communications – The increasing quantity and complexity of the
information available makes it difficult for any one person to analyze a given
situation. Thus, collaborative writing and collaborative oral presentation are
becoming quite prevalent in organizations.
WEEK 5/LECTURE 5
WRITING WITH STYLE: INDIVIDUAL ELEMENTS
Your writing can be error-free and still lack style, but it can not have style unless it is
error-free.
Style
Style refers to the effectiveness of the words, sentences, paragraphs, and overall tone of
your message.
Apply the following principles of style as you write the letters, memos, and reports:
Words
1. Write Clearly.
2. Prefer short, simple words.
3. Write with vigor.
4. Write concisely.
5. Prefer positive language.
Sentences
6. Use a variety of sentence types.
7. Use active and passive voice appropriately.
Paragraphs
8. Keep paragraphs unified and coherent.
9. Control paragraph length.
Sentences
Overall Tone
10. Write confidently.
11. Use a courteous and sincere tone.
12. Use appropriate emphasis and subordination.
13. Use nondiscriminatory language.
14. Stress the “you” attitude.
15. Write at an appropriate level of difficulty.
Summary
For business writing to achieve its objectives, it should be clear. Use short, simple,
specific, and concrete words, and avoid dangling expressions, clichés, slang, buzz words,
and unnecessary jargon. Write concisely, avoid redundancies, wordy expressions, and
hidden subjects and verbs. Finally, prefer positive language; stress what you can do rather
than what you can not do.
WEEK 6/LECTURE 6
WRITING EFFECTIVE SENTENCES/EFFECTIVE BUSINESS WRITING
The sentence is the basic unit of writing. A sentence has a subject and predicate and
expresses at least one complete thought. Beyond these simple attributes, however,
sentences vary widely in style, length, and effect. They are also very flexible; writers can
move sentence parts around, add and delete information, and substitute words in order to
express different ideas and emphasize different points.
Effective Sentences
To build effective sentences, use a variety of sentence types, and use active and
passive voice appropriately.
Use a Variety of Sentence Types: There are three basic sentence patterns –
simple, compound, and complex – all of which are appropriate for business
writing.
Sentence Types
A simple sentence contains one independent clause. (i.e. I quit.)
A compound sentence contains two or more independent clauses. (i.e. Stacey
listened, but I nodded.)
A complex sentence contains one independent clause and at least one dependent
clause. (i.e. I’ll be moving to Dhaka when I assume my new position.)
Using Active and Passive Voice
Use active sentences most of the time in business writing, just as you naturally
use active sentences in most of your conversation.
Passive sentences are most appropriate when you want to emphasize the
receiver of the action, when the person doing the action is either unknown
or unimportant, or when you want to be tactful in conveying negative
information.
Competent communicators achieve their objectives by writing with confidence, courtesy,
and sincerity. They recognize that not all ideas are equally important, and they use
techniques of emphasis and subordination to develop a common frame of reference
between writer and reader. They use nondiscriminatory language in their writing by
treating everyone equally and by not making unwarranted assumptions about any group
of people.
Effective writing keeps the emphasis on the reader – stressing what the reader needs to
know and how the reader will be affected by that message. Effective messages are also
written at an appropriate level of difficulty so that the reader can easily understand the
passage, based on its style of writing.
WEEK 7
WRITING WITH STYLE: OVERALL TONE
CROSS-TEAM ACTIVITIES/DISCUSSION
WEEK 8
WRITING WITH STYLE: OVERALL TONE (CONTINUED)
GROUP DISCUSSION/SELECTED CASE STUDY
WEEK 9
REVIEW, DISCUSSION, and EXERCISES
WEEK 10
MID-TERM EXAMINATION
WEEK 11/LECTURE 7
THE FIVE STEPS OF THE WRITING PROCESS
The writing process consists of planning, drafting, revising, formatting, and proofreading.
Planning
Planning, the first step in writing, involves making conscious decisions about the
purpose, audience, content, and organization of the message.
Purpose
The purpose should be specific enough to serve as a yardstick for judging the
success of the message.
A clearly stated purpose helps you avoid including irrelevant and distracting
information.
Example/(General Purpose): To describe the benefits of a frequent-stay plan at
Sea Side Resorts.
Example/Specific Purpose: To persuade the marketing VP to approve the development
and implementation of a frequent-stay plan for a 12 month test period in Seaside’s
three California resorts.
Audience Analysis
To maximize the effectiveness of your message, you should perform an audience
analysis, that is, you should identify the interests, needs, and personality of your
receiver.
Questions for Audience Analysis
Who is the primary audience?
What is your relationship with the audience?
How will the audience react?
What does the audience already know?
What is unique about the audience?
Examples of Audience Analysis
Some readers like a direct approach, regardless of the purpose of the message.
Establish credibility by showing the basis for your recommendations.
Content
Do not start writing until you have planned what you want to say. For example, some of
the useful strategies are brainstorming, mind mapping, etc.
Organization
To maintain good human relations, base your organization on the expected reader
reaction.
WEEK 12
PLANNING
EXERCISE/DISCUSSION
WEEK 13/LECTURE 8
DRAFTING
After planning, you are ready to begin drafting – that is, composing a preliminary version
of a message.
Tips for successful drafting:
Do not combine drafting and revising. They involve two separate skills and two
separate mindsets.
Do not begin writing too early.
Avoid the rush.
Probably the most important thing to remember about drafting is to just let go –
let your ideas flow as quickly as possible onto paper or computer screen, without
worrying about style, correctness, or format.
Most find it easier to first get their ideas down on paper in rough-draft form, then revise.
Avoid moving from author to editor too quickly.
Remember, your first draft is just a draft. So, don’t expect perfection, and don’t
strive for it.
Concentrate, instead, on recording in narrative form all the points you identified
in the planning stage.
When you have finished and then begin to revise.
You then will likely discover that a surprising amount of your first draft is usable and will
be included in your final draft.
Many writers find that the most efficient way of drafting a message is at the
computer because it is easy to revise messages with word processing software.
Handwriting found to be the least efficient.
Getting Started
Employ the power of positive thinking, then you can write an effective message.
Writer’s Block
It is the inability to focus on the writing process and to draft a message.
The causes of writer’s block typically include:
Procrastination (Putting of what we dislike doing).
Impatience
Perfectionism (believing that the draft must be perfect the first time)
Strategies to Overcome Writer’s Block
Choose the right environment
Schedule a reasonable block of time
State your purpose in writing
Engage in free writing
Avoid the perfectionism syndrome
Think out loud
Write the easiest parts first.
Remember
There is no one best way, so choose what is effective for you.
WEEK 14/LECTURE 9
REVISING
Revising is the process of modifying a document to increase the effectiveness. Revising
involves several steps. Most writers revise first for content, then for style, and finally for
correctness. All types of revision are most efficiently done from a typed copy of the draft
rather than from a handwritten copy.
Revising for Content
After an appropriate time interval, first reread your purpose statement and then
the entire draft to get an overview of your message. Ask yourself such questions
as these:
Is the content appropriate for the purpose I have identified?
Will the purpose of the message be clear to the reader?
Have I been sensitive to the needs of the reader?
Is all the information necessary?
Is any needed information missing?
Is the order of presentation of the points effective?
Revising for Style
Read each paragraph loud, if possible.
Try reading your message aloud to friends or colleagues, and have them read your
revised draft. Ask them what is clear or unclear. Can they identify the purpose of
your message? What kind of image do they get?
Securing feedback will help you identify areas of message that needs revision.
Revising for Style (Continues)
Make sure the readability of your message is appropriate for the intended
audience.
Calculating the readability of your draft is often a useful first step in the revision process.
Revising for Correctness
The final phase of revising is drafting, the process of ensuring that writing conforms to
standard English. Editing involves checking for correctness that is, identifying problems
with grammar, spelling, and word usage etc.
All three types of revision – for content, style, and correctness – can be accomplished
most efficiently on a computer.
WEEK 15
FORMATTING
EXERCISES/DISCUSSION
WEEK 16/LECTURE 10
PROOFREADING
Proofreading is the final quality-control Check for your document. Don’t depend on
other’s assistance in correcting any mistake; become the proofreader yourself. Take
responsibility for ensuring the accuracy of your communications; just as you take
responsibility for your other managerial tasks.
Proofread for Content
First, read through your document quickly, checking for content errors. Was any material
omitted or duplicated unintentionally? Check to be sure that your document makes sense.
Proofread for Typographical Error
Next, read through your document slowly, checking for typographical errors. Watch
especially for errors that form a new word; for example, “I took the figures form last
month’s reports.” Such errors are difficult to spot. Also be on the lookout for repeated or
omitted words. Double-check all proper names and all figures. Professional proofreaders
find that writers often overlook errors in the titles and headings of reports, in the opening
and closing parts of letters/memos, and in the last paragraph of all types of documents.
Proofread for Format Errors
Visually inspect the document for appropriate format. Are all the parts included and in
the correct position? What will be the receiver’s first impression before reading the
document? Does the document look attractive on the page? Do not consider the
proofreading stage complete until you are able to read through the entire document
without making any changes. There is always the possibility that in correcting one error
you inadvertently introduced another.
Finally, after planning, drafting, formatting, and proofreading your document, transmit it
– with the sure knowledge and satisfaction that you have taken all reasonable steps to
ensure that it achieves its objectives.
WEEK 17/LECTURE 11
MICRO WRITING ACTIVITIES
Routine Claim and Adjustment Letters
Most business writing tasks involve routine matters in which the writer conveys either
positive or routine information that is of interest to the reader. Such situation needs a
direct organizational plan, background information or additional explanation, and the
message ends on a friendly note.
Guidelines for Writing Routine Claim Letters:
• Write your claim letters promptly – as soon as you have identified a problem.
• Maintain an overall tone of courtesy and confidence, avoid angers, sarcasm,
threats, and exaggeration.
• If true and relevant, mention something positive about the company or its
products somewhere in the letter.
• Begin the letter directly, identifying the problem immediately.
• Provide as much detail as necessary. Using impersonal language, tell specifically
what went wrong and how you were inconvenienced.
If appropriate, tell what type of adjustment you expect – replacement, repair, refund, or
apology. End confidently.
Guidelines for Routine Adjustment Letters:
1. Respond promptly. Your customer is already upset.
2. Begin the letter directly, telling the reader immediately what adjustment is being
made.
3. Adopt a courteous tone. Use neutral or positive language throughout.
4. If appropriate, somewhere in the letter thank the reader for writing, and apologize
if the customer has been severely inconvenienced or embarrassed because of your
company’s actions.
5. Explain the reason for the problem in sufficient detail to be believable. If
appropriate, tell what steps you have taken to prevent a recurrence of the problem.
6. Provide information that reestablishes your customer’s confidence in the product
or your company. Be specific enough to be believable.
7. If the customer was at fault, explain in impersonal and tactful language the fact
surrounding the case.
8. Close on a positive note. Include strategy that implies customer satisfaction and the
expectation of a continuing relationship.
Key Terms
Claim Letter – A letter from the buyer to the seller, seeking some type of action to
correct a problem with the seller’s product or service.
Adjustment Letter - A letter written to inform a customer of the action taken in
response to the customer’s claim letter.
WEEK 18/LECTURE 12
REPORT WRITING
Overview of Problem-solving Approach
• Define the problem
• Identify the factors of the problem
• Determine the means of transforming and interpreting data
• Develop conclusion criteria
• Gather data
• Interpret data
• Draw conclusion(s)
Make recommendation(s) if requested
Defining the Problem
• Identify the factors of the problem
• The factors of a problem are the areas or topics that will be researched to
provide data to answer the problem statement.
• The factors are determined through preliminary research
• Two key elements to developing the problem statement are:
– To explore or analyze
To determine
Example: The purpose of this study is to explore the bagel and coffee food industry
and to determine if a fast food bagel/coffee shop would be successful in terms of time
and money in Uttara, Dhaka, Bangladesh.
Factors of the problem
• In the example stated earlier, Bagel Mania Inc. wants to determine if a new
location in Uttara would be profitable, the factors of the problem might be:
• Other competitors
• Location of other competitors
• Demographic food interests
• Consumer traffic
• Personnel
• Hours
Costs
Research Questions
The researcher might develop a research question for each factor and each research
questions contains a unit of measurement.
1. How many competitors are in the area?
2. Where are the competitors located? How many sell bagels and coffee?
3. What types of fast food breakfast items are popular?
4. Is there a trainable and available personnel workforce in the area?
5. What are the normal hours of operation forsimilar businesses located in
specific areas in Uttara?
6. Is there a substantial consumer traffic activity to warrant the opening of a
bagel and coffee shop?
6. What percentage of consumers are satisfied with the price they must pay for
bagels and coffee at other shops in the area?
Transforming and Interpreting Data
• The researcher transforms most data in order to interpret it easily
• During the planning process, the researcher anticipates the type of collected
data and determines the method for transforming it to be more meaningful
to the reader.
• Data can be computed as percentages, measures of central tendency,
measures of dispersion, through relationships such as correlations and
regressions, through inferences such as Chi square.
• Two other means of transforming data are ranking and rating systems.
– A ranking system places solutions in order of preference.
A rating system places an estimated value on each system
Drawing Conclusions and Making Recommendations
• The last step in the analytical process are drawing conclusions and making
recommendations.
Conclusions serve to interpret the data, and recommendations provide an answer to
the problem statement.
Justification Statement
A justification statement provides the basis for undertaking the study. The
statement further substantiates the need for the study.
Example: The bagel industry is still in its infancy and the potential for a
combination bagel/collee shop is worth investigating. Several bagel companies are
considering possible sites in Costa Mesa and the surrounding area. A possible
bagel/coffee franchise or independent operation needs to be explored as well as the
specialty bagel/coffee houses.
Findings
• Soft data: Qualitative data
• Hard data: Quantitative data
• Findings must be presented in objective, unbiased, and an accurate manner
• Findings are based on primary and secondary research.
• Findings lend credibility to a study
• The citing of research is crucial to the reliability and validity of a study.
Whose work is this????? Who said it????
Developing a Proposal
• Problem Statement
• Justification Statement
• Scope of the Problem
– Limitations
– Delimitations
• Methods and Techniques
• Audience
• Qualifications
• Anticipated Needs
• Projected Time Frame(s)
Estimated cost of project
Report Steps
• Plan, organize, and collect your data
• Develop an outline
• Interpret your data findings
Begin the writing process
Formal Reports
• Formal Reports are categorized in three specific parts:
– The Preliminary or Prefatory Part
– The Report Body
The Supplementary Part
The Preliminary Part
• Cover
• Title Fly
• Title Page
• Letter of Transmittal
• Letter of Authorization
• Executive Summary (Abstract)
• Table of Contents
List of Tables, Figures
Report Body
• Introductory Section:
– Background/history
– Purpose and problem statements
– Scope
– Research procedures (methods and techniques)
• Findings Section:
– Primary research
– Secondary research
• Terminal Section:
– Summary of the findings
– Conclusions
Recommendation(s
Supplementary Part
• Endnotes or business citation source in report body
• References (bibliography)
• Appendixes
All full-page tables, figures, illustrations are placed in this section. All primary data
instruments such as questionnaires, surveys, and related forms are placed in this
section.
Identifying the Factors
• What are the factors of the problem?
• Develop research questions or hypotheses for each factor--these guide the
researcher in gathering data
• The research questions should be specific and contain a unit of measurement
whenever possible
After preparing research questions, the researcher determines the method(s) of
transforming and interpreting the data.
WEEK 19
SEMESTER FINAL EXAMINATION
References:
1. Scot Ober, Contemporary Business Communication, Houghton Miffin
Company, New York, USA
2. R. Wayne Pace & Don F. Faules, Organizational Communication, Prentice
Hall, Englewood Cliffs, New Jersey, USA