Business Communication

1. Poorly written rejection letters can be detrimental to your organization’s image.

What will you bear in mind while drafting a rejection letter to a job applicant?
INTRODUCTION
Yes I totally agree with the statement that the Poorly written rejection letters can be
detrimental to your organization’s image. A job interview is the logical outcome of an
efficient resume and cover letter, still as smart performance in a very GD. It's the
particular purpose of determining how well the applicant can meet the task needs and
perform on the task. It's structured, since the time, venue, duration, number of
participants and matters to be mentioned are all determined in advance. It is mostly
conducted in a very formal manner, with the interviewer following a predetermined
agenda, like a list of questions to be asked. Before showing in any interview, you need
to prepare your resume. Your resume ought to be attractive enough so employers feel
like calling you for an interview. Most importantly, your resume ought to be informative
and include all the necessary details about your academic records and professional
career.

CONCEPTS AND APPLICATIONS

Following are the communication etiquette that ought to keep in mind whereas
drafting business letter :
Communication etiquette in business writing
Writing doesn't always convey what you mean. The reader makes the meaning. Writing
has no facial expressions. It's neither tone of voice nor body language. Writing has
solely words. Business writing is one in every of the only kinds of writing. Business
writing has many uses, as well as giving directions or outlining procedures; confirming
decisions and informing staff, co-workers, or colleagues; supplying responses and
requesting information. The capability to write clearly depends not on our audience
itself, however on what proportion we all know regarding our audience. For writing to be
clear, it should adapt to the reader. By adaptation, we tend to imply fitting the message
to the actual reader.
Readers even within the similar nation don't all have the same knowledge of the topic,
the same vocabulary, or identical mentality thanks to differences in culture; this
drawback becomes severer in society communications. Therefore, so as to speak
clearly you must first know the person with whom you're communicating. A significant
portion of adaptation is selecting the right words. These are the words that
communicate best that have clear and proper meanings within the reader's mind.
Choosing the right words relies on your data of the reader, your capability to use
language, and your logic. Positive messages are typically the best to write as a result of
the audience is needed to be fairly receptive to the presented data, so they tend to
follow the direct pattern by stating the concept at the terribly starting following with the
reason.
Negative messages are usually difficult to write as a result of the audience being told
specifically what they don’t wish to hear. Negative messages most often include
denying requests and delivering bad news to a customer or to those among an
organization.

Details given in the question

Recruitment and selection are the essential however most vital functions of hr and every
one companies perform identical. Whenever there's any open vacancy, it's to be filled
using a formal recruitment method. For anyone posting, her people interview many of us
so they notice the right candidate and once one person is chosen, it's obvious that
others would be rejected and that they all are known with a refusal letter.

Points that has to be show whereas drafting refusal letter

Begin on a positive note
When you write a refusal letter, you wish to share the bad news; however , you must
begin your letter with a positive note, like greeting the candidate. you must also thank
the candidate that he or she applied for the task in your company. Receiver ought to
feel smart once he or she receives your letter, even if it's a refusal letter.

Mention about the job applied

Next, you mention the post that is applied by the candidate and it should embrace
details like designation, interview date etc. These details ought to be enclosed
whenever you act with candidates concerning the recent interview.

Share the interview experience

The HR department should be rejecting some applicants however it will not mean
they're bad or not suitable for the task so the whole interview experience should be
shared in a positive manner so even after rejection, their confidence level is high and
that they apply somewhere else with the same confidence.

Motivate them
Even if you're rejecting the soul, you must forever inspire them with positive words and
responses. It'll produce a good image of your company and candidates would not feel
dangerous to a particular extent.

Provide feedback
Now a part of the refusal letter comes, here you wish to provide the detailed reasoning
like why the candidate was not selected. her managers and the other seniors ought to
offer feedback regarding the candidate and interview. Whereas providing feedback, you
ought to take care such that you shouldn't criticize them unnecessarily and mention the
most points in short. Feedback ought to be delivered in a very positive manner so
candidates understand it well and prepare for other interviews accordingly. Finally, the
HR manager should thank the candidates who came for the interview and encourage
them to use it once more in the future for new openings. They ought to be praised for
his or her qualities, qualifications and time devoted.

CONCLUSION
Finally, it can be said that it is normal to reject candidates in job interviews but it is very
important to inform them about it in the correct manner. If the refusal letter is not written
correctly, it may create a bad image of your company in the market and in that
situation, people might not feel good to apply there. While writing a refusal letter,
necessary points should be included mentioned in above paragraphs.

2. You are entrusted with the responsibility to train a fresh batch of Graduate
Trainees that have joined your organization on ethical behavior. Highlight the
differences between ethical dilemma and ethical lapse citing 2 examples of each.
In the absence of a clear set of guidelines, what should the trainees bear in mind
to ensure they make ethical communication choices.

INTRODUCTION
It is your responsibility to educate new graduate trainee groups in ethical behavior when
they join your organization. Communication is the lifeblood of business organizations.
No organization can succeed or thrive, build a reputation, or gain friends and clients
without effective communication skills. After all, successful communication is the
foundation of strong and delightful relationships between bosses and subordinates,
workers and management, and buyers and sellers. An effective communication system
helps to better coordinate and effectively control all activities taking place in an
organization. Communication leads to clear understanding between workers at different
levels, excellent production, a healthy atmosphere and spontaneous cooperation.

CONCEPTS AND APPLCIATIONS

Difference Between Ethical Dilemma and Ethical Omission
Ethical Dilemma: An ethical dilemma can be defined as a complex situation involving a
conflict of moral interest when choosing between available alternatives. A person facing
an ethical dilemma may ask a number of questions. Some of them:
➢ What should I do?
➢ What is right and what is ethical? What are the consequences of my actions and
decisions?
➢ What harm or benefit will the chosen path bring?
➢ Should I take personal responsibility if something goes wrong?
➢ Who will protect me in case of legal trouble?

In case of an ethical dilemma, various alternatives are developed to make one or

another decision. In such a case, there may be confusion regarding assigning the best
decision. To overcome this confusion, suggestions are taken from the stakeholders. The
alternative that is accepted by the majority is finally selected. A business professional
can deal with a situation of ethical dilemma by applying:
➢ Principled thinking resulting into ethical reasoning
➢ Moral creativity to argue with stakeholders
➢ Negotiating skills to articulate with stakeholders claiming unethical interests
➢ Self-moral values identification to set the standards of ethical and unethical
Perhaps two conflicting alternatives are both ethical and valid, or perhaps the
alternatives lie somewhere in the gray area between clearly right and clearly wrong.
Every company has responsibilities to multiple groups of people inside and outside the
firm, and those groups often have competing interests. For example, employees
naturally want higher salaries and more perks, but investors who put money into the
company want management to keep costs low so that profits are high enough to drive
up the stock price. Both parties have sound ethical positions.
For example, taking credit for others at work could be called an ethical dilemma.

Ethical fallacy
An Ethical Fallacy, unlike an ethical dilemma, is like a mistake or mistake in judging
something, and these judgments have harmful consequences. Another important
reason for a company's violation of ethical standards is a break in communication
between management and employees. With both internal and external communication
efforts, the pressure to produce results or justify decisions can make unethical
communication a tempting choice. Telling a potential customer; you can complete a
project by a certain date when you know you can`t simply be dishonest, even if you
need the contract to save your career or your company. There is no ethical dilemma
here. Examples like If any employee is involved in fraud or bribery at the workplace,
ethical lapse would be there.

While making any ethical communication choices, trainees should bear following things
in mind:
Honesty
At the workplace, communication is very much important where verbal as well as non
verbal communication is used between employees and seniors. We must always
maintain honesty in all communications. Honest communication not only builds trust, it
helps you and others identify and resolve differences that may arise at the intersection
of power, authority, and teamwork. If you are not honest, your communication will not
achieve its primary purpose.

Transparency
In addition to honesty, transparency must be maintained to avoid problems at later
stages. Transparency allows all employees to clearly understand the communication
going on in the workplace. To be transparent, it's important to clearly define your
purpose and the message you want to convey. It is also important to comply with all
rules and regulations when it comes to communication messages.

Respect
Respect is essential to ethical communication in the workplace. Although this concept
seems self-evident, there are many cases where communication is not respected in the
workplace due to misunderstandings. For example, consider whether there are cultural
or gender differences and dynamics in the workplace. If so, you need to develop a
communication plan that bridges these differences equally, rather than relying on
outdated hierarchies that hinder communication.

CONCLUSION
Communication is essential to running an organization smoothly. Communication is the
exchange of opinions or information. Ethical communication means communicating with
others without forgetting what is right and wrong. Ethical communication is the
exchange of accurate and truthful information. In today's competitive world, business
communication skills are the most desirable quality for an educated person. Research
on organizational communication shows that organizations rely on effective
communication and the effective communication skills of their members. Improving
communication with management is a continuous and ongoing process throughout the
organization. Add technology, such as the Internet, video conferencing, and cloud
computing software. All of these tools increase efficiency but may have little or no
impact on organizational performance.

3. Nishka is creating the content for the FAQ section of her organization's
website. Based on the client feedback, there is one important issue that needs to
be addressed. She needs to develop a powerful paragraph providing a solution
to this recurring issue. As a communication expert, you have to guide Nishka to
write the answers to such issues effectively.
a. Briefly explain to Nishka, the five ways in which paragraphs can be developed.
b. Develop a well-structured paragraph of 4-5 sentences to resolve the customer
issue employing the problem and solution technique.

Answer:
INTRODUCTION
A paragraph is a group of sentences related to one common theme. In fact, it is a unit of
ideas and thoughts. The order of paragraphs constitutes the overall composition. Each
paragraph is an important part of the whole and a key link in the thought process.
Creating paragraphs requires the ability to organize and connect information.
Paragraphs vary greatly in format and length. Depending on your message, purpose
and audience, you can communicate effectively with pages of long paragraphs or one
short paragraph.

CONCEPTS AND APPLICATIONS

A typical paragraph has three main components. These are topic sentences, related
sentences that develop the topic, and transition words and phrases. Paragraphs can be
developed in several ways. Common methods include cause and effect, description,
classification, comparison or contrast, problem and solution. Choosing a method
depends on your target audience, topic, and goals. You can combine more than one
development technique in one paragraph.
Nishka creates content for the FAQ section of the organization's website. Judging by
customer feedback, one important issue needs to be addressed. She needs to develop
a strong paragraph that provides a solution to this recurring problem. Here's how to
develop a paragraph.

Illustration
When developing paragraphs, you can give examples to illustrate general ideas. For
example, our business is growing well and our revenue has almost doubled this year.
Also, the reduction rate was very low.

Compare or contrast
Creating content with some of the similarities or differences of a particular topic shapes
the way a paragraph unfolds. For example, the previous company only had 10
branches across the country, but last year it increased to 100. Compared to the
previous year, the company's growth rate is quite good.

Cause and investigation

Focusing on the cause of something also becomes a way of developing a paragraph,
more commonly known as cause and effect. For example, the sweater you bought was
ripped because you didn't follow the washing instructions.

Classification
This way of developing paragraphs shows how general ideas fall into specific
categories. For example, applicants accepted into supervised internship programs
typically fall into one of several groups. By far, the largest group consists of recent
graduates from accredited business management programs. The next largest group
comes out of our company as we strive to promote promising employees to more
responsible positions. Finally, we sometimes accept candidates with outstanding
leadership experience in a related industry.

Problem and solution

As the name indicates, here the paragraph is developed by presenting a problem and
after that, probable solution is discussed. For example, earlier there were limited
payment options available on our website like cash on delivery, net banking but now
there are many other options like UPI, wallet, credit cards etc.

b)
INTRODUCTION
Successful communication depends on discerning and building a common ground
between you and your audience. Choose the information your audience will need and
be interested in. Encode your message with words and other symbols your audience
can understand. Get your message across multiple channels that your potential
customers are paying attention to. By accurately identifying your audience and then
choosing the appropriate symbols (words, gestures, illustrations), you can more
accurately convey your meaning. Advertising a product in a confusing way is ethically
wrong. Whether you're advertising a college jazz event, a weekend event, or a multi-
million dollar company's product line, the rules for ethical advertising are the same.
impression. . Odo's small advantage is not worth the loss of your company's reputation
and customer trust. Advertisers must also consider the moral implications of the
impressions created by their advertisements.

CONCEPTS AND APPLICATION

Assign Frequently Asked Questions on Your Site
➢ Many people will ask similar questions about your business and products, and it's
impossible to answer all of them again and again. In such a situation, it's a good
idea to create one FAQ section on your site and include all common questions
there. This saves time and is convenient for both you and your customers.
➢ A well-written FAQ page shows the experience. We know what our customers
think and we already have the answers. This is a great way to increase your
site's credibility and professionalism.
➢ Purpose of FAQs also includes the coverage of all necessary solutions to the
customers` problems and while designing the same, you should plan in detail
and also refer to the websites of your competitors.
➢ Paragraph to resolve the customer issue using problem and solution technique It
is normal to get some queries from the customers when you run any business
but if the same query is recurring in nature, business should include the solution
of that query under FAQ page and for that proper paragraph must be written
including all the details.
Example:
Suppose many customers have a query regarding return policy so it should be solved
with a proper paragraph so that everyone can refer to it and understand the same
before and after ordering the products. Thank you for shopping with us and in case you
do not like the product for any reason, we are happy to help you with a return. In case of
return, you should reach out within 30 days of delivery date and your item has not been
used. You can mail your request or call our support team. Our manager is here to help.
We will refund your payment once the refund has been processed. A return confirmation
with all details of the transaction will be mailed to you.