Explain the following terms/concepts.
(1) the term ‘communication’ is derived from the Latin word ‘communis’ which means ‘common’. Accordingly, communication means sharing by all whatever is common. When one communicates with others, one tries to establish ‘commonness’ with others. The term communication implies imparting or exchanging some information by speaking, writing, or by use of some other medium like telephone, e-mail, etc. between two or more persons.
(2) George R. Terry defines, “Communication is an exchange of facts, ideas, opinions or emotions by two or more persons.” It is a process of transmitting and sharing ideas, opinions, facts Values, etc. from one person to another or from one organisation to another.
2) Business communication
(1) Communication which is mainly concerned with the different activities of the business is called Business Communication. It is a branch of general communication which is specially related to business activities. It refers to the sharing of information between the people within an organisation as well outside the organisation that is performed for the commercial benefits of the organisation.
(2) Business communication can also refer to how a company shares information to promote its product or service to potential consumers, in brief, a communication that takes place among the business organisations concerning different business-related issues is called business communication. According to Brennan, “Business communication is the expression channeling, receiving and interchanging of ideas in commerce and industry.”
3) Written Communication
(1) the type of communication that makes use of the written words is called written communication. It is a type of communication in which messages are sent and received in a written form. Written communication is the most important and most effective of any mode of business communication. In written communication, it is necessary to write the message in short sentences and the language used here should be simple and easy to understand so that receiver or reader finds no difficulty in understanding the true meaning of the message.
(2) Some of the various forms of written communication that are used for business operations include memos, reports, letters, circulars, notices, minutes, etc. In many situations, business organisations use written communication. Many types of documents are prepared for official Work are the finest examples of written communication.
4) Business correspondence
(1) Correspondence means communication by letters. Business correspondence refers to the communication of views, offers, responses, comments, messages, etc. regarding business activities through letters, notices, circulars, memoranda, etc. In short, any type of communication in writing made by a business unit in connection with any aspect of business activity is called business correspondence.
(2) Business correspondence may be conducted by individual traders. Firms, Companies, cooperative societies, associations unions. Government departments etc. Modern business is transacted mainly through correspondence. Business correspondence constitutes letters of inquiry and their replies. Letters of orders and their replies letters for collection of dues. Letters of grievances and their redressal, sales letters, letters of dealers. Banks, insurance companies, Government departments, and so on.
(1) The report implies an account given of a particular matter, especially in the form of an official document after thorough investigation or consideration by an appointed person or committee. It is an organised statement of facts or opinions leading to some conclusions with or without some recommendations.
(2) The report also refers to a systematic presentation of facts, figures. Conclusions about specific events. A company has to prepare some reports as per the provisions made in the Companies Act. E.g. Company Secretary has to prepare an Annual report every year before the Annual General Meeting. The company has to prepare some reports as per the requirements of the company, e.g. report on a convenient and suitable site for setting up a new branch. Secretary must-have the skill of drafting different reports in a specific format.
(1) Minutes are a written record (a statutory record) of the business transacted, decisions taken and resolutions passed in. a meeting. The minute serves as an authentic proof of the decisions taken in a meeting. They are accepted as evidence in a court of law. Therefore, it is necessary to draft the minutes in a proper format. The details such as day, date, time, place, type of meeting, Chairman of the meeting, Directors, and members present in the meeting are recorded in the minutes. All resolutions passed in the meeting must be, recorded systematically in the minutes.
(2) As per the provisions made in the Companies Act, 20 13, the minutes of a different classes of meetings should be prepared by the Secretary within 15 days of a meeting. Minutes are prepared by the Secretary, confirmed by the members or Directors. Signed by the Chairman and countersigned by the Secretary. It is always prepared in the past tense and recorded in the minute’s book.