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Business Communication-I-A2-July-Dec-14

Business Communication-I-A2-July-Dec-14

Section A (20 Marks)

Write short notes on any four of the following:

  1. Dyadic Communication
  2. Visual Aids
  3. Delivering Effective Speeches
  4. Technique of Adapting
  5. Complaint and Follow-up Letters

 

Section B (30 marks)

(Attempt any three)

 

  1. What are the essences of successful Interview? List seven qualities of an effective interviewer.
  2. There are numerous activities involved in preparing for a public speech. Enumerate those activities.
  3. A writer wants to include a certain negative points in a message and to give it little emphasis. Discuss each of the four basic emphasis techniques as they relate to what can be done.
  4. What is jargon? Should it be used in writing reports? What is the utility of preparing rough drafts of reports?

 

Section C (50 marks)

(Attempt all questions. Every question carries 10 marks)

Read the case “All Purpose Training Company” and answer the following questions:

Case Study: All Purpose Training Company

Introduction

Purpose

The purpose of this report was to analyse two portable computers and recommend a suitable machine for our training staff to use at client locations.

Scope

While investigating these two computers it was important to consider their suitability for corporate use, standard features, optional benefits and warranties.

Method

The information used in this report was collected by consulting an independent review by the  Australian PC Authority magazine and contacting the individual companies for additional

information on the technical specifications and warranties on the machines.

Limitations

Local computer stores did not stock either machine. Additional information difficult to locate.

Software packages included with the machine not specified.

Assumptions

It has been assumed that the Microsoft Office software package will be installed on the computers to ensure our training staff have access to PowerPoint. This program will enable them to present effective teaching media.

As our staff regularly uses computer applications it has been assumed that the implementation of portable computers will cause little delays for the company. As most computer companies offer clients an extended warranty, it is assumed that All Purpose Training Company will have the option to purchase an extended warranty for a period of one year.

Background

The All Purpose Training Company is a well respected supplier of quality executive training courses for the business community. The All Purpose Training Company has state-wide representation with plans to expand interstate within the next 12 months. All Purpose Training Company has a demand to supply new clients with numerous training courses. With such demands it is crucial that training staff can have computer access for training presentations and be able to complete day to day operations while mobile.

Discussion

The Discussion section comments on the significance of the Findings in relation to the research question.

Initial cost

There is a RRP difference between the two computers of $350. In order to have the computers ready for staff use, upgraded memory size would be required on the Hewlett Packard model.

Weight and size

The Micro-pro computer weighs an extra 1.4 Kg. This is substantially heavier, but the Micro-pro is a larger machine with each dimension larger than the Hewlett Packard computer. Micro-pro measures 53W x 37D x 3H mm larger.

Screen size

There is a notable gap between screen sizes. Micro-pro has a 14.1 inch screen compared with Hewlett Packards 13.3 inch screen. When using over long periods a larger screen is preferred to avoid eye strain.

Clarity of screen image

When using the Harvard or Author-Date system of referencing, only the author, date, and page number should be included. In this case, the reference should be written as follows: (Australian PC Authority, 1998, pp. 81-82). The resolution on both machines is set a 1,024 x 768. Pixels can

be seen on the Micro-pro model, while the Omnibook is reasonably easy to read. (Australian PC Authority, April 1998, PCs and Notebooks - Reviews, p. 81 - 82)

RAM and hard disk size

When using the Harvard or Author-Date system of referencing, only the author, date, and page number should be included. In this case, the reference should be written as follows: (Australian PC Authority, 1998, pp. 81-82). In this example, the author is an organisation. Note that the full

stop should be placed after the reference, not before. Again, to maintain a formal tone, better not to use 'you' - use the passive instead: "for the Omnibook this must be bought as an extra, for a cost of $570."

RAM between the two machines varies greatly. The Australian PC Authority states that the Micro-pro comes with 64 Mb of RAM standard, with an option of buying the maximum 128 Mb for $1140. They also state Hewlett Packards Omnibook comes with 16 Mb RAM, but as most computer applications require 32 Mb, this extra memory will cost you $242. Both machines come with a standard 3.5" FDD. Only the Micro-pro machine comes with a CD-ROM drive, you must buy this as an extra for the Omnibook for a cost of $570. (Australian PC Authority, April 1998, PCs an Notebooks – Reviews, p. 81- 82)

Speed of the CPU

With 32 Mb of RAM fitted the Omnibook is one of the fastest portable computers the Australian PC Authority magazine has ever seen, They also found that with 64 Mb RAM the Micro-pro was not exceptionally quick but for word processing and other office tasks it was quite acceptable.

Battery Capability

When using the Harvard or Author-Date system of referencing, only the author, date, and page number should be included. In this case, the reference should be written as follows: In this example, the author is an organisation. Note that the full stop should be placed after the reference, not before. Both machines come with a standard lithium-ion battery which can support the computers for up to 2.5 hours. The computers come with power management tools that will save battery power. A smart battery option is available on the Micro-pro for $60.

Service agreements and warranties

Micro-pro supplies their clients with a two year part and labour warranty, while Hewlett Packard supplies a three year parts and labour warranty. It is assumed that when the machines are purchased a service agreement will be negotiated with the option to extend the warranty.

Conclusion

This conclusion begins with a general statement summing up the Findings. After investigating the Hewlett Packard Omnibook 3000CTX 5/233 and the Micro-pro 8500 Series portable computers, it was found that both models are suitable for corporate use and would meet All Purpose Training Company requirements. The next two paragraphs refer briefly to the requirements stated in the Memo of Authorisation. It is important to consider the long term benefits to the company when considering which computer was best suited. Apart from initial purchasing expenses, warranty, speed, size and memory were some factors which have been taken into account. Software suitability was also considered. The computers had to be easily adaptable for new technology such as e-mail, video conferencing and presentation aids, for future company requirements.

The final paragraph states a preference for one of the computers. Both computers are distinct from each other and, although both companies have the corporate user in mind, Micro-pro appears to be offering an exceptional package.

Recommendations and Implementation

The findings and conclusion in this report support the following recommendations:

  • The recommendation placed first is regarded as the most important.
  • This should be rephrased as 'should be purchased'. The same comment applies to Recommendation 2. In a list such as this all items should be parallel in grammatical structure.
  • This should be rephrased as 'should be purchased'. The same comment applies to Recommendation 1. In a list such as this all items should be parallel in grammatical structure.
  • This should be rephrased as 'Staff could have the option of ...' to match the grammatical structure of the other item in Recommendation 5.
  • The Micro-pro 8500 Series portable computer is purchased at a rate of one computer per training staff member.
  • The smart battery option is purchased with each computer; this will assist with heavy workloads and long training programs.
  • Staff must have e-mail access on their computers to enable them to be in contact with the company.
  • All Purpose Training Company should negotiate price, warranty and on going service agreements with Micro-pro direct.

To reduce company long term expenses:

  • The company could investigate the viability of staff leasing the computers.
  • A staff option of buying the computers for personal use after the warranty period expires.
  • Computers should be available to staff after a maximum of 6 weeks.

 

Questions:

  1. Analyze and interpret the above mentioned case in your own words.
  2. Discuss the background of the All Purpose training Company.
  3. How was the information collected by the company in the above case?
  4. On what basis, the computers are compared in the case study.
  5. Besides above mentioned recommendations, what other recommendations can be given to solve such case as mentioned above. 
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