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Submission: Last date for submission of assignment is

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31st March, 2020 for the students appearing in the June 2020 Term End Examination

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30th September, 2020 for the students appearing in December 2020 Term End Examination.

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IGNOU ASSIGNMENT GURU 2019-20

English for Business Communication (BEGE-104)
Assignment Code: BDP/BEGE-104/TMA/2019-20
Max. Marks: 100
Disclaimer/Special Note: These are just the sample of the Answers/Solutions to some of the Questions given in the Assignments. These Sample Answers/Solutions are prepared by Private
Teachers/Tutors/Authors for the help and guidance of the student to get an idea of how he/she can answer the Questions given in the Assignments. We do not claim 100% accuracy of these sample
answers as these are based on the knowledge and capability of Private Teacher/Tutor. Sample answers may be seen as the Guide/Help for the reference to prepare the answers of the Questions given
in the assignment. As these solutions and answers are prepared by the private teacher/tutor so the chances of error or mistake cannot be denied. Any Omission or Error is highly regretted though every
care has been taken while preparing these Sample Answers/Solutions. Please consult your own Teacher/Tutor before you prepare a Particular Answer and for up-to-date and exact information, data
and solution. Student should must read and refer the official study material provided by the university.

Q1 READ THE PASSAGE CAREFULLY AND ANSWER THE QUESTIONS GIVEN BELOW IT:

1.a. What is the difference between paralanguage and oral communication?

ANSWER:
Paralanguage is the meaning conveyed by how something is said. Oral communication is what
is said.

1.b. “paralanguage is one the most powerful complementing media that oral communication
possesses over the written”. Discuss.

ANSWER: to answer this question, let us take the example of the word ‘hello’.

1.c. what details can you make out when you hear word ‘hello’ on the phone?

ANSWER:
• We will able to make out the gender of the caller
• We come to know whether it is an identifiable or familiar voice
• If unfamiliar, from the way the word is spoken, we may be able to assume the socio-linguistic or

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educational background of the person.

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1.d. what are the features of voice?

ANSWER:
Voice in literature is the individual style in which a certain author writes his or her works. Voice
includes many different literary devices and stylistic techniques, including syntax , semantics,
diction , dialogue , character development, tone, pacing, and even punctuation.

1.e. make sentences of your own with the following words/ phrases from the passage:

i. distinguishing features

ANSWER:
Information and translations of Distinguishing features in the most comprehensive dictionary
definitions resource on the web.

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ii. inseparability

ANSWER:
In the words of the court, adjudication of water-related disputes has to be mindful of the
inseparability of water with eco-systems.

iii. complementing

ANSWER:
Corruption, theft and graft were tolerated by the state as means of complementing income.

iv. familiar

ANSWER:
The tune was familiar to her in happier days, and she listened to it with tears.

v. derived

ANSWER:
A derived class is a class created or derived from another existing class.

1.f. give opposites of the following words:

i. oral

ANSWER: Anal
ii. different

ANSWER: Similar
iii. powerful

ANSWER: Feeble

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iv. importance

ANSWER: Pettiness
v. true

ANSWER: False
Q2 In the following memo the linking words and phrases missed out. Choose the most
appropriate word or phrase from the ones given:

i. ANSWER:

WHILE

ii. ANSWER:

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AT FIRST

iii. ANSWER:

BECAUSE

iv, ANSWER:

ALSO

v. ANSWER:

OTHERWISE

Q3

ANSWER:
DEAR MR. SAREEN

We should be grateful if you could explain the delay in the shipment expected on May 1st, you
might call us on the above number to save time. Otherwise, it would be appreciated if you
could reply asap.

Yours sincerely

Ashish khetan

Q4

ANSWER:
A. ALSO

B. FURTHER

C. BESIDES

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D. ADDITIONAL

E. AS WELL AS

Q5

I.ANSWER:

Question will be: Would you like to take a look at our current catalogue?

I should be grateful to receive your current catalogue.

II. ANSWER:

Could you please send me your price list and prospectus?

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Answer will be: Sure, I would be glad to send you a copy of our price list and prospectus

iii. ANSWER:

If you could send the parcel soon, I would be most grateful

Answer will be: I will definitely look into the matter and check up on your parcel as soon as
possible.

iv. ANSWER:

It would be most helpful if you could send the brochure

Answer will be: Sure, I would be glad to send you the brochure.

v. ANSWER:

Question: Would you like me to send you the details of the concerned courses?

We would be interested in receiving the details of your courses.

Q6 FIND OUT THE WRONG SENTENCES AND CORRECT THEM.

1 ANSWER: One of the best streets in Paris is the Champs Elysees.

2.ANSWER: Better kinds of paper come from pulp which are made by chipping wood.

3.ANSWER: A large number of tourists visit India every year.

4.ANSWER: The Indus and many other rivers are used for irrigation to help farming.

5.ANSWER: All your honesty and hard work is going to help you.

Q7 WRITE A DAILOGUE ON ANY ONE OF FOLLOWING:

Ii. ANSWER:

This is a conversation between tom and lucy, among whom tom is boss.

Tom: I have really good news today. Oh! I am so happy. 7

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Lucy: What is your good news, Tom?

Tom: I got a promotion today. You are looking at the new supervisor of the Marketing
department.

Lucy: Wow, this is great news! I am so glad for you. So, you will start your new job this coming
Monday?

Tom: No, I need to finish my current projects in the Sales department before I move over to
Marketing. I probably will start my new job a week from Monday.

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Lucy: You have a lot of experience with this company. They will be very helpful to you in your
new position.

Tom: I know. However, I have never supervised people before. I hope I will be able to cope with
all the new responsibilities.

Lucy: You will do fine. You are a natural leader, and you will lead well.

Tom: You think so, Lucy?

Lucy: I know so. You are always good at coaching people. You led your soccer team to victory
last year, didn’t you?

Tom: Leading a soccer team and leading a Marketing department are not quite the same.

Lucy: Yes, they are in a way. First, being a supervisor means building a good team where
members work well with each other, right?

Tom: Right. If members of a team do not understand their own tasks as well as the tasks of
their teammates, it will be chaos.

Lucy: Second, a supervisor needs to identify his employees’ working habits and the job
requirements in order to build a better work environment, right?

Tom: Yes. In order for me to improve my employees’ performance, I need to understand their
working habits and their skills. Then, I can give them a little bit of coaching if the need arises.

Lucy: Third, you need to find out what motivates your employees, right?

Tom: Yes again. Everybody needs to be motivated, either to find a better way of doing one’s
job or putting in extra effort to perform better.

Lucy: Things will not always run smoothly. There will be problem employees. So, fourth, you
need to know how to coach, or how to counsel, or even how to discipline, right?

Tom: Right. This is the worst part of being a supervisor. You need to be strong enough to cope
with problem employees, to be wise enough to counsel them, and even be “mean” enough to

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discipline them.

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Lucy: Things will change, and your department needs to be able to adapt to changes, right?

Tom: Yes, technological changes happen every-day. I need to get my employees ready for
changes as well as to reinforce the need for change sometimes.

Lucy: And if you come up with new ideas, you need to be able to “sell” your ideas to your boss
and your employees, right?

Tom: There is no need to come up with new ideas if you cannot convince people of their value.

Lucy: You need to set yourself out as an example for your employees. Therefore, you should
have a good understanding of your responsibilities, work hard and work well with others, be
alert of changes, and last but not least, understand the values and goals of your company.

Tom: If I want to lead, then I need to prove that I am a good leader.

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Lucy: Those are the things that you need to do in your new position. Even though they are not
exactly the same as coaching a soccer team, you will do fine. All you need to do is change your
leadership style a little bit in this new environment.

Tom: Thanks for the note of confidence, Lucy.

Lucy: You are welcome, Tom.

Q8 write a memo informing staff of the death of a woman who started in a company in junior
position and gradually worked her way up to an influential position. She always fought for
women’s rights, both outside and inside the firm. The memo must be in about 100-150 words.

ANSWER:
Dear Staffs of ABC & Co.,

It has been informed with deep condolences that our senior employee of our firm (name)
has passed away this morning. She has been working here for more than forty years. She had
been an influence for many. She started as a junior accountant forty years ago in our company
and delivered her exceptional hard work for the development. She also put her valuable
interest for rights of women, both inside and outside the firm.

Let us stand with her family at this bad time. Her funeral ceremony is about to happen by this
evening.

Q9 WRITE A SHORT NOTES ON:

I. FEATURES OF GOOD CONVERSATION

ANSWER:
Be genuinely interested in the person.

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Who is this person? What’s on his/her mind? What does he/she enjoy doing? What motivates

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him/her in life? These are the questions I have for every single person I meet. Since people are
part of my life purpose (to help others achieve their highest potential), my genuine interest in
people, from who they are to what they do, comes naturally.

Having a genuine interest, not an artificial one, is essential to a great conversation. Even if you
apply rules #2 to #10 of being a great conversationalist, the conversation will still fall flat
because there is no driving force behind the exchange.

So have a genuine interest in everyone you speak to. If you are not interested in the other
person, then why speak to him/her to begin with? Move on to someone you really want to talk
to. Life is too short to be spent doing things you don’t like.

Focus on the positive.

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Go for the positive topics. This means rather than talk about past grievances, discuss future
goals. Rather than talk about the coffee that spilled on your table this morning, talk about the
movie you look forward to watching later this evening. It’s okay to talk about “negative” topics
(topics that trigger negative emotions) once in a while, but only when you feel it is okay with
the other party and when it has a specific purpose (such as to get to know the other person
better or to bond with him/her).

Converse, not debate (or argue).

In the article opening, I mentioned I once had a conversation with a highly argumentative guy.
Rather than treat the conversation as a fun, enjoyable exchange, he kept picking on my
comments and turned them into elaborate me vs. your arguments, when I didn’t care either
way. Needless to say, the conversation quickly dwindled into nothing. His combative and
demeaning attitude was so draining that I didn’t even want to speak to him after 15 minutes.

Respect. Don’t impose, criticize, or judge.

Respect each other’s point of view. It’s fine to express your opinion, but don’t force it on them.
Respect each other’s space — don’t encroach on the person’s privacy unless you guys already
know each other way. Respect each other’s personal choices — don’t criticize or judge. To do
the opposite in each instance would be to impose yourself on others when it isn’t your place to
do so. Remember, everyone has the right to be him/herself, just as you have the right to be
yourself.

Put the person in his/her best light.

Always look for ways to make the person look good. Give credit where credit is due.
Recognize talent where you see it. Praise where appropriate. Allow the person to shine in
his/her own light. A lot of people don’t recognize their personal ability and it’s up to you to help
them do that. Be their guide; be their conduit to love.

Embrace differences while building on commonalities.

Everyone is different. At the same time, there are always commonalities between people.

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Embrace the differences. They make each of us unique. Agree to disagree if there are clashes
in ideas. As you talk to the other person, look for commonalities between you and him/her.

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Once you find a common link, build on that. Use that as a way to learn more about him/her,
which will help you find new commonalities that you can further build on.

Be true to yourself.

Your best asset is your true self. Embrace it and let it shine. Don’t cover it up. It’d be pretty
boring if all you do is mime the other person’s words during a conversation; there wouldn’t be
anything to discuss at all! Be ready to share your real thoughts and opinions (not in a
combative manner though — see #3). Be proud of what you stand for and be ready to let
others know the real you. Read: Finding Your Inner Self

50-50 sharing.

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I always think that a great conversation should consist of equal sharing by both parties. It may
be 40-60 or 60-40 depending on the circumstances, but both parties should have equal
opportunities to share and contribute to the conversation.

II. DIFFERNECE BETWEEN TELEPHONE AND FACE AND FACE CONVERSATION

ANSWER:
Everyday people exchange their ideas and opinions through Face to face communication
whenever they get chance. It is a widely used technique of oral but informal communication.
Definition of face to face communication, Meaning of face to face communication, Face to
face communication definition below here-

What is Face to Face Communication

So, “when a small group of people or only two persons involve them in informal talking when
they come to face to face, it is called face to face Communication.”

In other word, “when two or more persons talk to each other and see each other physically, it
can be termed as face to face Communication. It is one kind of two-way oral communication
as both the parties are involved here in conversation.” Business Communication

Hence, all the informal talks that place when people come to face to face are considered as
face to face conversations. However, telephone conversation cannot be termed as face to
face conversation, though it is an oral communication.

We can define telephonic conversation as an exchange of information between two persons

over telephone. This is not a face-to-face conversation rather a person-to-person
conversation where nobody sees other but hears each other and interacts instantly.

Telephonic conversation is most effective when distance is longer and time is a great factor.
Now-a-days cell phones are becoming more popular along with land phone as mechanical
media of oral communication.

Talking over telephone is an art. These can help you win friends and create goodwill. You voice

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may convey a first impression of your business or organization. There is an old proverb “you

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do not get a second chance to make a first impression,” which is fully applicable in telephone
conversation. Good telephone cells require proper planning the message before dial the
number.

IV. STAGES OF A PRESENTATION

ANSWER:
Step 1: Analyse your audience

The first step in preparing a presentation is to learn more about the audience to whom you'll
be speaking. It's a good idea to obtain some information on the backgrounds, values, and
interests of your audience so that you understand what the audience members might expect
from your presentation.

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Step 2: Select a topic

Next, if possible, select a topic that is of interest to the audience and to you. It will be much
easier to deliver a presentation that the audience finds relevant, and more enjoyable to
research a topic that is of interest to you.

Step 3: Define the objective of the presentation

Once you have selected a topic, write the objective of the presentation in a single concise
statement. The objective needs to specify exactly what you want your audience to learn from
your presentation. Base the objective and the level of the content on the amount of time you
have for the presentation and the background knowledge of the audience. Use this statement
to help keep you focused as you research and develop the presentation.

Step 4: Prepare the body of the presentation

After defining the objective of your presentation, determine how much information you can
present in the amount of time allowed. Also, use your knowledge about the audience to
prepare a presentation with the right level of detail. You don't want to plan a presentation that
is too basic or too advanced.

The body of the presentation is where you present your ideas. To present your ideas
convincingly, you will need to illustrate and support them. Strategies to help you do this
include the following:

Present data and facts

Read quotes from experts

Relate personal experiences

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Provide vivid descriptions

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And remember, as you plan the body of your presentation it's important to provide variety.
Listeners may quickly become bored by lots of facts or they may tire of hearing story after
story.

Step 5: Prepare the introduction and conclusion

Once you've prepared the body of the presentation, decide how you will begin and end the
talk. Make sure the introduction captures the attention of your audience and the conclusion
summarizes and reiterates your important points. In other words, "Tell them what you're going
to tell them. Tell them. Then, tell them what you told them."

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During the opening of your presentation, it's important to attract the audience's attention and
build their interest. If you don't, listeners will turn their attention elsewhere and you'll have a
difficult time getting it back. Strategies that you can use include the following:

Make the introduction relevant to the listeners' goals, values, and needs

Ask questions to stimulate thinking

Share a personal experience

Begin with a joke or humorous story

Project a cartoon or colourful visual

Make a stimulating or inspirational statement

Give a unique demonstration

Step 6: Practice delivering the presentation

Most people spend hours preparing a presentation but very little time practicing it. When you
practice your presentation, you can reduce the number of times you utter words and phrases
like, "um," "well," and "you know." These habits can easily diminish a speaker's credibility. You
can also fine-tune your content to be sure you make your most important points in the time
allot.

In addition to planning the content of your presentation, you need to give advanced thought
to how you want to deliver it. Do you want to commit your presentation to memory, use cards
to guide you, or read from a script? Or, you might want to use a combination of methods. To
help you decide, read the advantages and disadvantages of the four delivery methods
described below.

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V. CHARACTERISTICS OF A GOOD REPORT

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ANSWER:
1. Simplicity:

The language shall be as simple as possible so that a report is easily understandable. Jargons
and technical words should be avoided. Even in a technical report there shall be restricted use
of technical terms if it has to be presented to laymen.

2. Clarity:

The language shall be lucid and straight, clearly expressing what is intended to be expressed.
For that the report has to be written in correct form and following correct steps.

3. Brevity:

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A report shall not be unnecessarily long so that the patience of the reader is not lost and there
is no confusion of ideas. But, at the same time, a report must be complete. A report is not an
essay.

4. Positivity:

As far as possible positive statements should be made instead of negative ones. For example,
it is better to say what should be done and not what should not be done.

5. Punctuation:

Punctuations have to be carefully and correctly used otherwise the meaning of sentences may
be misunder-stood or misrepresented.

6. Approach:

There are two types of approaches: (a) Per-son—When a report is written based on personal
enquiry or obser-vations, the approach shall be personal and the sentences shall be in the first
person and in direct speech, (b) Impersonal—When a report is prepared as a source of
information and when it is merely factual (e.g. a report on a meeting), the approach shall be
impersonal and the sentences shall be in the third person and in indirect speech.

7. Readability:

The keynote of a report is readability. The style of presentation and the diction (use of words)
shall be such that the readers find it attractive and he is compelled to read the report from the
beginning to the end.’ Then only a report serves its purpose. A report on the same subject
matter can be written differ-ently for different classes of readers.

8. Accuracy:

A report shall be accurate when facts are stated in it. It shall not be biased with personal
feelings of the writer.

9. Logical Sequence:

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The points in a report shall be arranged with a logical sequence, step by step and not in a

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haphazard manner. A planning is necessary before a report is prepared.

10. Proper Form:

A report must be in the proper form. Some-times there are statutory forms to follow.

11. Presentation:

A report needs an attractive presentation. It depends on the quality of typing or printing as

well as quality of paper used. Big companies make very attractive and colourful Annual
Reports.

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