This document discusses various aspects of professional communication and business writing. It covers topics such as [1] the purpose and forms of communication, [2] cultural differences that can impact communication styles, [3] common types of business writing like letters, memos, reports and presentations, [4] principles of effective presenting, and [5] the meaning of ethics and its importance in business. The overall message is the importance of understanding communication differences across cultures and using appropriate channels and styles for different business writing needs.

1. Professional Practice
Communication
It involves a systematic and continuous process of
telling, listening and understanding.
faces of communication;
1.Sender
2.Reciever
3.Information
4.Behaviour

2. Purpose of Communication
1. Communication is needed in the area of orientation to make people
acquainted with the colleagues, superiors and with company’s rules and
regulations.
2. It is needed to enable employees perform their functions effectively.
3. It is needed to teach employees personal safety on the job.
4. Communication helps the manager in his decision process.
5. It helps in promoting co-operation and industrial peace.
6. It increases managerial efficiency.
7. A manager can convey his ideas, feelings and
decisions to the workers whereas the workers
can convey their responses, feelings,
problems, complaints to the manager.
8. It also helps to clear out misunderstanding
between manager and workers.
9. It helps in integrating group efforts.

3. Forms & Types of Communication
• Broadly speaking, there can be three forms
of Communication
1) Oral
2) Written
3) Non-verbal
4) Para verbal
5) Symbols, codes
6) Silence
7) Propaganda, Rumour

5. Culture-What is a culture?
• Culture is the "lens" through which you view the world.
• It is central to what you see,
• How you make sense of what you see,
• How you express yourself.
Four Fundamental Patterns of Cultural Difference
What is different ?
• Communications styles
• Attitude towards conflicts
• Decision making styles
• Approaches to knowing
What is hidden below the surface ?
• Believes
• Values
• Expectation
• Attitudes

6. Verbal Communication Differences
• Words
• Voice
• In USA, the cheapest, most effective way to connect with people is to look
them into the eye.
• "Most people in Arab culture share a great deal of eye contact and may
regard too little as disrespectful.

7. Gestures
A motion of the hands, head or body to emphasize an
idea or emotion.
How can a Gestures distort the message………………..
Perfect! OK! Zero! Rubbish!
Worthless!

8. USA=OK JAPAN=MONEY
RUSSIA=ZERO BRAZIL=INSULT

9. Gestures – Around the World
Western - “Do you have a telephone ?”
Brazil - “Cuckold (Your wife is cheating to you)”
USA - “Sign for the Texas Long Horns”

10. Business Writing
What is business writing?
• A wide range of different writing jobs and
formats including both internal
communication within the company or
organization and external communication
interfacing with the public or other
organizations on behalf of the company or
organization

11. What does it include?
• Letters & Memos
• Proposals & Reports
• Power Point Presentations
• Newsletters
• Press releases
• Marketing brochures ,Copywriting ,web copy
• Blogging
• Resumes and job applications
• Emails
• Faxes
• Minutes of a Meeting

12. Letters and Memos
• The primary difference between Business Letters and Business Memos is
the intended reader.
– Letters are usually between two businesses or the business and the
client. They are more detailed and formal
– Memos are usually internal i.e. within the organization. They are
shorter and more informal
Proposal
• A Proposal can be of one page or many but the basic structure comprises
of Introduction, the proposed solution, Cost & Statement of Request
Reports
• A report can cover many different areas with different purposes. These
can be
– Progress Reports
• Report of the work accomplished within a specific time period
– Feasibility Reports
• Evaluation report of a proposal designed to determine the
difficulty of carrying out a designated task
– Research Reports
• It is the compilation of findings from a piece of research

13. Power Point Presentations
• Power point presentations are often based on proposals and reports,
employing a visual presentation of the most striking points of the information
to be imparted, combined with a speech delivered by the presenter.
Newsletters
• Newsletters are generally written for the company employees, clients or
customers. They are written in a journalistic style. While being interesting and
informative they also convey the management’s message or promotions in
entertaining and readable articles.
Press Releases
• Headline: an attention grabbing statement of the main point of the story.
• 5 Ws and an H: The first paragraph condense the whole story by telling Who
What When Where Why and How
• Body: Expand on the story, but keep everything on one page.
• Contact details: They give full details about the organisation putting the story
out, and the full contact details of the person who can give journalists more
information (names, addresses, website, telephone, e-mail etc)
• End: The press release is generally concluded with ###

14. Marketing Brochure, Copywriting and Web Copy
• These are written from the point of view of highlighting the
products or services of the organizations. Marketing
brochures, copywriting, and web copy all require skills in sales
or promotional writing.
Blogging
• A new development in Business Writing the emergence of
Blogs or Web Logs. Many companies are realising the
potential of blogs for promoting their company or their
products and therefore professional writers are being hired
for writing the blogs of the company

15. Resumes & Job Applications
• These are used by professionals for the purpose of soliciting jobs
and new opportunities by communicating their competencies and
experiences to companies in an clear and concise manner.
Emails
• It has become an important part of business communication
in recent times. Messages as email can be sent over great
distances in minimal time.
• As a general rule the content should not be more than a
couple of paragraphs. Anything longer should be sent as
attachment.
• Grammar and spelling ARE important in business email
• Appropriate use of cc and bcc where required

16. Faxes
• It is the short form of Facsimile (exact copy). Fax is a
document sent over the telephone line. In spite of the
emergence of emails, Fax is still an important form of business
communication because
– It is easier to handwrite than to type
– Since emails are not signed at times sometimes they are
unacceptable in business communication
• Minutes of meeting
• The written minutes of a meeting are a meeting report that is
sent after the meeting, it states what was said and decided
during the meeting. The minutes contain the date of the
meeting, as well as the initials and names of the people who
attended
• Meeting minutes also show who is responsible for carrying
out action. In a column on the right-hand side, we put the
person's initials in bold to show that he or she will perform
the action.

17. PRESENTATION PRINCIPLES
Presenting : Presenting means not only to present but also as seen. Whether
you are a nervious beginner or a pro in search of fresh idea, you need
presenting skills to create and deliver powerful presentations.
Speaking : Speaking is a process of speaking to a group of people in a
structured manner intended to inform, influence or entertain the listners. For eg
simply transmiting imformation, motivating people to act, or simply yelling a
story. It is closely allied to presenting, although later has more commercial
connotation.
Orating : Speaking with skill in a formal or bombastic manner is Orating.
Good orator should be able to change the emotions of their listeners, not just
inform them.
 Is a good speaker necessarily a good presenter?
Good speaker are knowledgeable about their topics but lack the extra enthusiasm
and love. They may be thinking about what he or she is going to do after the
presentation, i wonder if they like me etc. Great presenters love their topic and
present
with passion and a feeling of heart.they are completely focused on listeners and the
message they are delivering. They forget about themselves and are completely
involved in the movement.

18. PREPARING FOR PRESENTATION
• Six Practical steps in Preparing Presentation.
• Step 1 : Define your objective.
• Step 2 : Understand the Audience.
• Step 3 : Decide what to say
• Step 4 : Get Organised.
• Step 5 : Develop Effective Visuals.
• Step 6 : Rehearse

19. What is Ethics?
• MEANING OF ETHICS :
The word “ethics” is derived from the Greek word
“ethos”, which refers to character.
• Some years ago, sociologist Raymond Baumhart asked business
people, "What does ethics mean to you?" Among their replies were
the following:
• 1."Ethics has to do with what my feelings tell me is right or wrong."
2."Ethics has to do with my religious beliefs."
3."Being ethical is doing what the law requires."
4."Ethics consists of the standards of behavior our society accepts."
5."I don't know what the word means."
• These replies might be typical of our own. The meaning of "ethics"
is hard to pin down, and the views many people have about ethics
are shaky.

20. What is Business?
• Business is a complex, commercial activity that involves
major activities like production, manufacturing,
marketing, advertising, selling, achieved to make profit.
Is business an integral part of society?
• Yes, business is an activity that is part and parcel of human
society, therefore, its activities must be examined from the
• ethical perspective.

21. Reference :-
• Rashmi Gulati ma’am

22. Thank you