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002. BUSINESS COMMUNICATION

002 Business Communication and Office Management: ¾ 100

Objectives of the course: The course will provide the students with an elaborate knowledge of Office Management, Business Communication and Report writing enabling them :

a.  To develop their learning, reading, listening, and writing skills and ability to communicate, represent and reproduce whatever they have learnt on their respective fields of knowledge.

b.   To understand and express their thoughts, ideas and concepts in Office Management, effectively and smoothly.

c. To develop efficient and effective command on the use of Office Management to meet their professional demands.

d. To help them acquire practical/written and oral communication skills.

e. To enable them to develop communication skill effectively in various business situations.

 

A. Business communication (Marks – 50)

(a) Communication : Theoretical aspects

002.01 Definition and significance of communication, Systems and communication: System components, communication components, Stimulus to communication, Sending messages, encoding and decoding of messages with giving feed back, Organizational Communication Network, Its special significance in corporate and multinational Business Organizations, The use of communication by Management and the obstacles to effective communication.

002.02 Various perspectives of communication: Forms and uses of Internal communication: upward, downward, horizontal or lateral; External Communication with Groups and Individuals; personal communication: Open Network and closed Network systems.

002.03 Multifarious ways of communication: Written, Oral, Face to Face and Visual; Their forms, Significance and uses.

002.04 Written communication: Techniques of written communication, planning of writing, Implementing the plan, Principles of effective writing, techniques of effective writing and Readability checks.

002.05 Oral communications: Verbal and Non-Verbal Communication; the use of graphic and visual aids, Making successful presentations and brief details of each of the items.

002.06 The use of technology in communications: The Electronic device in written and Oral communications: brief details of each of the items.

 

002.07 Special communication systems: Public speaking, Documentation and Bibliography.

002.08 Employment Communication systems: Applications and Resumes, Employment letters and Interviews etc.

 

(b) Communication: Practical Aspects: Writing Business letters and Reports

 

002.09 Business Letters

*     Drafting Business letters : The planning of letters, Selecting Formats, Using the shortcut methods and above all Evaluating letters.

*     Characteristics of Business letters, classifications of letters, purposes of various letters, Functions of the First, Middle and last paragraph (s).

*     Characteristics and drafting process of positive letters, Negative letters, persuasive letters, Routine letters and memos.

002.10 Reports :

*     The process of preparing Formal and Informal Reports, Drafting Reports like Memorandum, Justification Reports, Progress Reports, Credit Reports, Annual Reports and Technical Reports etc.

 

(c) Commercial terminology, Business Abbreviations and Acronyms

002.11 Bill of Exchange, letter of credit (LC), Chambers of Commerce and Industry DCCI, FBCCI IFAC, SAFA, PIPFA, AATB. Various Business Pacts, Institutions and organizations – National and International – GATT, WTO, WB, IDA, IFC, IMF, ADB, DSE, CSE, SEC, EPB, TCB, BOI, PB, IPDCB, EPZ, NCBs & Private Banks, JBC & SBC, ULC & IDLC, SAFTA, EFTA, EEC, NAFTA etc. Their brief history, Perspective and activities.

 

B. Office Management  - Marks – 50

002.01 An introduction to office Management

1.01 Meaning, objectives, importance and necessity.

1.02. Nature of office management.

1.03. Major functions of office management.

1.04. Scientific office management principles and scope.

1.05. Different organization structure, factors, advantages and disadvantages. Weakness and Organization chart.

 

002.02 Office and its functions

2.01. Meaning, objectives, function of office and importance of office.

2.02. Principal organization of office work, position of office manager in the organization, organization structure (organogram).

2.03. Ethics in the office, Business ethics and business etiquettes and Reception in office.

2.04. Inter office relationship, coordination, mail operations, handling, different office Correspondence.

 

002.03 Office organization on Management

3.01. Selection of office location, factors to be consider in selecting building site.

3.02. Comparative study and final decision, the layout of the office and layout factors.

3.03. Office environment, effects of the office environment on employees.

3.04. Lighting, color consideration, noise control, air conditioning and decoration.

3.05. Office role – Definition and importance, office staff and their duties.

3.06. Office automation, objectives, consideration factors of office automation, merits and demerits of office management.

 

002.04 Office employees

 4.01.         Selection of office employee, apprising the performance of office employees.

4.02. Relationship between employer and employees, supervising office employees.  

4.03. Training of office employees and Motivation of office employees.

4.04. Controlling of office Cost, Techniques and method of Cost Control.

 

002.05 The office work job

5.01. The job analysis-nature of job analysis, job analysis programme and method of collection job information.

5.02. Job description, job specification and job evaluation method.

5.03. Salary administration, determination of the Salary structures and fringe benefits.

 

 

5.04. Law affecting salary determination, work measurement objectives, and advantages and techniques.

 

002.06 Office Manuals and Forms

6.01. Definition and importance, Factors and steps of preparing office manual.

6.02  Types of office manual, procedure manual, employee manual, functional manual and desk manual.

6.03. Office forms, preparation of forms, types of office forms and designing of office forms.

 

002.07 Filing and Record management

7.01. File, filing, importance and necessity of filing and principles of filing.

7.02. Filing systems, sources of files, correspondence filing, filing process.

7.03. The records cycle, record management programme, centralized and decentralized control.

7.04. Personal storage of records and disposition of records.

7.05. Indexing, methods of indexing, standardized rules for indexing and various use of index.

 

Text Books

1.   A course in communication skills –- Leo Jones and Richard Alexander. Cambridge University Press, Students Book.

2.    Business communication systems and Applications – Betty R. Ricks & Kay F. Gow, John Wiley & Sons, U.S.A. 1987.

3.    Business Organisation-L. Rahman.

4.    Office Management – J. C. Denyer.

Reference Books

1.   Basic Business Communication – Raymond V. Lesikar, John D. petit, JR, Marie E. Flately (7th or latest Edition). U.S.A.

2.   Report Writing For Business Raymond V. Lesikar and John D. Pettit, JR, U.S.A. (9th edition).

3.   Office Management - R.K. Sharma, Shashi K. Gupta, Sushil Nayyar.

4.   Office Organisation and Management – S.P. Arora.

 

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