BCOLA-138 Solved Assignment 2025

BCOLA -138: BUSINESS COMMUNICATION

Valid from 1st January 2025 to 31st December 2025

Answer:

Question:-1

What is meant by barriers to communication? Explain different types of intrapersonal barriers.

Answer:

1. Perception:

• Example: If one person speaks about an issue with a tone of frustration, another person might perceive it as an attack, while the speaker may not intend any harm.

2. Emotional Barriers:

• Example: A person feeling angry may react to a comment harshly, without considering the intent or tone of the speaker, leading to a breakdown in communication.

3. Attitudes and Biases:

• Example: If someone holds a bias against a particular gender, race, or profession, they may misinterpret or dismiss what the person from that group says, preventing effective communication.

4. Lack of Self-Awareness:

• Example: A person might use a sarcastic tone without realizing that it may confuse or hurt the person they are communicating with.

5. Stress and Anxiety:

• Example: During a job interview, a candidate who is anxious may struggle to articulate their thoughts clearly, affecting their ability to communicate their qualifications effectively.

6. Language and Vocabulary:

• Example: A person may avoid speaking up in a group discussion because they are unsure of their language proficiency, leading to reduced communication opportunities.

7. Cognitive Load and Mental Fatigue:

• Example: After a long and tiring day, an individual may find it difficult to concentrate during a conversation, leading to misunderstandings or incomplete communication.

Conclusion:

Question:-2

What is meant by oral communication? Discuss its advantages and disadvantages. How can oral communication skills be improved?

Answer:

• Immediate Feedback: One of the primary benefits of oral communication is the ability to receive instant feedback. This allows the speaker to gauge the listener’s understanding, clarify doubts, and adjust the message as necessary. This immediate interaction fosters clearer communication and reduces the likelihood of misunderstandings.
• Personalized Communication: Oral communication allows for a more personal connection between the speaker and the listener. Non-verbal cues such as facial expressions, tone of voice, and body language help to convey emotions and intent more clearly than written communication. This personal touch can create stronger relationships and ensure the message is interpreted as intended.
• Flexibility: Oral communication is highly flexible, as the speaker can modify their message based on the listener’s reactions or the evolving situation. This flexibility allows for a more adaptive approach, which is particularly important in dynamic settings like business meetings or brainstorming sessions.
• Efficient for Complex Information: For complex or detailed information, oral communication allows for a more interactive and detailed discussion. Speakers can explain ideas in depth, answer questions, and use examples to clarify their message, making it easier for the listener to grasp difficult concepts.
• Cost-Effective: Oral communication, especially in face-to-face interactions or over the phone, tends to be more cost-effective than written communication in certain contexts. It eliminates the need for expensive equipment, materials, or travel that may be required for written or visual communication forms.

• Lack of Record: One of the major disadvantages of oral communication is the absence of a formal record. Unlike written communication, which can be referred to later, oral communication may be forgotten or misremembered. This can be problematic in legal, professional, or contractual situations where having a record is necessary.
• Misunderstanding and Misinterpretation: Due to the informal and dynamic nature of oral communication, there is a higher risk of misunderstanding or misinterpretation. The tone, volume, and pace of speech can all influence how a message is received. Additionally, cultural differences or language barriers can exacerbate this problem.
• Time-Consuming: Oral communication can sometimes be time-consuming, especially if the message is long or complex. In a large group or organizational setting, verbal explanations may take much longer than written ones, slowing down decision-making processes or discussions.
• Lack of Clarity: In oral communication, especially in spontaneous conversations, the speaker may not always articulate their thoughts clearly. In some cases, hesitation, stammering, or a lack of structure in the delivery can lead to confusion and loss of clarity, making it difficult for the listener to fully understand the message.
• Emotional Influence: Emotions can sometimes cloud the effectiveness of oral communication. In situations where the speaker is angry, anxious, or overly emotional, the message might be delivered in a way that reduces clarity or causes the listener to become defensive, affecting the overall communication.

• Active Listening: Effective oral communication begins with active listening. A speaker must focus on what the other person is saying without interrupting, and they should respond thoughtfully. Active listening involves giving full attention, providing feedback, and asking clarifying questions when necessary.
• Clear and Concise Expression: One of the most important aspects of improving oral communication is learning to express thoughts clearly and concisely. Avoiding jargon, being specific, and organizing ideas logically can help convey the message more effectively. Keeping sentences simple and to the point ensures the listener does not get lost or confused.
• Practice and Preparation: Oral communication skills can be significantly improved through practice. Regularly engaging in conversations, discussions, or public speaking can help an individual become more comfortable and articulate. Preparation is also key—whether for a presentation, meeting, or casual conversation, having a clear idea of what to say beforehand can make the communication smoother.
• Confidence Building: Confidence plays a vital role in oral communication. To communicate effectively, it is important to speak with conviction and clarity. Practicing in front of a mirror, recording oneself, or getting feedback from others can help build confidence and reduce nervousness.
• Non-Verbal Communication: Oral communication is not just about words but also about non-verbal cues. Paying attention to body language, facial expressions, and eye contact can enhance the overall effectiveness of communication. A relaxed posture, nodding to show understanding, and using appropriate gestures can complement the verbal message.
• Adjusting to the Audience: Tailoring communication to suit the audience is an important skill. In oral communication, it’s essential to gauge the listener’s level of understanding and adjust the language and delivery style accordingly. Whether speaking to a formal audience or a casual group, adapting the message to the context and listener ensures greater clarity and impact.

Question:-3

What do you understand by written channel? Discuss its advantages and disadvantages.

Answer:

• Clarity and Precision: One of the primary benefits of written communication is its ability to provide clarity and precision. Since the sender has time to organize their thoughts and words, they can ensure the message is clear and free from ambiguity. In contrast to oral communication, where misunderstandings can occur due to tone or delivery, written messages provide a concrete representation of ideas.
• Permanence and Record Keeping: Written communication provides a permanent record of the message that can be referred to at any time. This is particularly important in professional and legal settings, where documentation is necessary for accountability, compliance, or future reference. Letters, emails, and reports can be archived and retrieved when needed, offering a reliable history of communications.
• Consistency: Written communication allows for consistent messaging. Unlike oral communication, which can vary depending on tone, mood, or delivery, a written message remains consistent regardless of the reader. This consistency helps avoid confusion and ensures that all recipients receive the same information.
• Reach and Accessibility: Written communication can reach a wide audience and can be easily distributed to multiple people at the same time. Whether through email, newsletters, or public announcements, written channels can ensure that a large group of people receives the same information. Additionally, written messages can be reviewed multiple times by recipients, ensuring better understanding and retention of information.
• Time for Reflection and Revision: One key advantage of written communication is that the sender has the time to reflect on their message before sending it. They can edit and revise the content for clarity, tone, and accuracy. This ability to refine the message ensures that it is as effective and professional as possible, especially when dealing with complex topics.
• Formality and Professionalism: Written communication is often seen as more formal and professional than oral communication. In business and academic settings, written documents such as reports, proposals, and emails provide a formal record of decisions, agreements, and policies. This formality adds to the credibility of the message and helps ensure that it is taken seriously.

• Lack of Immediate Feedback: One of the major drawbacks of written communication is the lack of immediate feedback. In oral communication, feedback is almost instantaneous, allowing the speaker to gauge the listener’s understanding or address concerns right away. However, in written communication, the recipient may not respond promptly, leading to delays in clarifying misunderstandings or answering questions.
• Misinterpretation of Tone and Intent: Without the non-verbal cues (such as body language, facial expressions, or tone of voice) that accompany oral communication, written messages can sometimes be misinterpreted. The tone of a message may not be clear, and recipients may interpret the message differently than intended. For instance, a formal email may come across as curt or impersonal, even if that was not the sender’s intention.
• Time-Consuming to Produce: While written communication allows for careful thought and revision, it can also be more time-consuming to create. Preparing a well-crafted written document requires time for planning, writing, editing, and proofreading. This can be particularly challenging in situations where quick communication is necessary.
• Limited Interaction: Written communication often lacks the interactive and dynamic nature of face-to-face or oral communication. In written forms, the sender cannot directly engage with the recipient in real-time. This can lead to a sense of distance or detachment, and it may limit the depth of the conversation or the ability to engage in a dialogue.
• Potential for Overload: In the modern digital age, people often face an overwhelming amount of written communication, especially through emails, text messages, and social media. This constant flow of written information can lead to communication fatigue, where important messages may get lost in the noise, or individuals may become overwhelmed with the volume of content they need to process.
• Dependence on Writing Skills: Effective written communication requires strong writing skills. Individuals who struggle with writing may find it difficult to convey their message clearly or professionally. Poor grammar, spelling errors, or unclear sentence structure can detract from the message’s effectiveness and credibility, leading to confusion or a lack of trust in the sender.

• Legal and Formal Settings: In legal and formal business environments, written communication is crucial for documenting agreements, contracts, and official policies. Written records ensure that all parties have a clear understanding of the terms and can reference them in the future.
• Complex or Detailed Information: When conveying complex or technical information, written communication allows the sender to provide detailed explanations, diagrams, and examples that may be difficult to communicate effectively in an oral conversation.
• Mass Communication: Written channels are particularly useful for reaching a large audience. Newsletters, reports, and official announcements can be distributed to many people at once, ensuring that everyone receives the same information.
• When a Permanent Record is Needed: Written communication is the preferred method when a permanent record is necessary, such as in business negotiations, formal announcements, or academic research.

Question:-4

What are the essentials of business letters?

Answer:

• Sender’s Address: The letter should begin with the sender’s address, which includes the full name, title (if applicable), company name, street address, city, state, and zip code. This section provides the recipient with the necessary information about who is sending the letter and how they can be contacted. It may also include an email address and phone number if appropriate.
• Date: The date the letter is being written should be placed just below the sender’s address. This is crucial for documentation purposes and ensures that the recipient knows when the communication was sent.
• Recipient’s Address: This section includes the name of the recipient, their title, company name (if applicable), and address. This ensures that the letter reaches the right person within the right organization.
• Salutation: The salutation or greeting is a formal opening, such as "Dear Mr. Smith" or "Dear Ms. Johnson." If the recipient’s name is unknown, a generic salutation such as "Dear Sir/Madam" can be used. It is important to use the correct title and gender for the recipient to maintain professionalism.
• Subject Line (optional): While not always required, a subject line can be added to briefly indicate the purpose of the letter. It helps the recipient understand the purpose of the letter before reading the entire content.
• Body of the Letter: The body of the letter is where the main message is conveyed. It should be organized in clear and concise paragraphs. The first paragraph usually introduces the purpose of the letter. Subsequent paragraphs provide further details, explanations, or arguments, and the last paragraph summarizes the content and provides a closing statement.
• Complimentary Close: A polite and professional closing phrase, such as "Sincerely," "Best regards," or "Yours faithfully," is used before the signature. The tone of the complimentary close should match the formality of the letter.
• Signature: Below the complimentary close, the sender’s signature is placed. This could be a handwritten signature in a hard copy letter or a digital signature in an email. It is essential to sign the letter to give it authenticity and professionalism.
• Sender’s Name and Title: After the signature, the sender’s full name and title (if applicable) are included. This identifies who sent the letter and their position within the company or organization.
• Enclosures (optional): If any additional documents are being sent with the letter, such as brochures, contracts, or invoices, these should be noted at the bottom of the letter with the word "Enclosure" or "Enclosures" followed by a list of the documents.

• Inquiry Letter: This type of letter is used to request information or clarification from a company or individual.
• Order Letter: An order letter is used to place an order for goods or services from a company or supplier.
• Complaint Letter: This type of letter is written to express dissatisfaction with a product, service, or company and may include a request for a resolution.
• Cover Letter: A cover letter accompanies a resume or application and is used to introduce the applicant and their qualifications for a job or position.
• Acceptance/Decline Letter: An acceptance letter confirms the acceptance of an offer, contract, or job, while a decline letter politely refuses an offer or invitation.
• Recommendation Letter: A recommendation letter is written to endorse a person for a position, project, or opportunity, highlighting their skills and qualifications.

• Alignment: The text should be aligned to the left and should be single-spaced within paragraphs. A space should be left between each section of the letter, such as between the address, salutation, body, and signature.
• Margins: The margins should be set to one inch on all sides to create a clean and uniform look.
• Font and Style: The font should be easy to read, such as Times New Roman or Arial, and the font size should be between 10 and 12 points. The letter should be typed in black ink, and there should be no underlining or bolding of text except for the headings and signature.
• Length: Business letters should be concise and to the point. Ideally, a business letter should not exceed one page, though longer letters may be necessary in some cases.

Question:-5

What is postal life insurance scheme? Describe its salient features.

Answer:

• Government Backing: As a government-backed scheme, PLI offers a high level of security and trust. The scheme is administered by India Post, ensuring that policyholders’ premiums are safe and invested securely. This government assurance adds a sense of reliability, which makes it a preferred choice for many.
• Affordable Premiums: The PLI offers affordable premiums compared to many private insurance policies. It caters to people from all walks of life, making it accessible to individuals with low to moderate income. The scheme aims to provide financial protection while keeping the premiums within a manageable range for policyholders.
• Variety of Plans: The PLI offers a variety of plans to suit the different needs and preferences of policyholders. These plans include:
  • Endowment Policies: These policies provide a combination of risk cover and savings. In the case of survival, the sum assured along with bonuses are paid out at the end of the policy term.
  • Whole Life Policies: These offer life coverage for the lifetime of the policyholder, with the sum assured paid only upon the policyholder’s death.
  • Limited Premium Policies: These policies allow policyholders to pay premiums for a shorter duration while enjoying the benefits of a longer-term insurance policy.
  • Rural Postal Life Insurance (RPLI): A variant of PLI, this is specifically designed to cater to the needs of rural populations, providing them with life insurance coverage at even lower premiums.
• Risk Cover: The scheme provides life insurance coverage to the policyholder for the duration of the policy. It ensures financial security for the policyholder’s family in the unfortunate event of their death. Depending on the policy, the sum assured can be paid as a lump sum amount or in installments.
• Bonus Facility: Many of the policies under the Postal Life Insurance scheme offer bonuses based on the performance of the fund. The bonuses can be added to the policyholder’s sum assured, enhancing the overall payout in the event of death or maturity. The bonus rates may vary depending on the type of policy chosen.
• Loan Facility: The PLI scheme allows policyholders to avail of a loan against their policy. This is beneficial for policyholders who need immediate funds for personal or emergency purposes. The loan amount is typically a percentage of the sum assured, and the loan can be repaid as per the agreed terms.
• Tax Benefits: Premiums paid under the Postal Life Insurance scheme qualify for tax deductions under Section 80C of the Income Tax Act, 1961. Additionally, the death benefits and maturity benefits are exempt from tax under Section 10(10D), making it a tax-efficient option for individuals.
• Easy Accessibility: The PLI scheme is accessible through the vast network of post offices across India. Policyholders can easily purchase policies, pay premiums, and track their policy status through the local post office or online portals provided by India Post. This wide reach makes it convenient for people, especially in rural areas, to avail themselves of the benefits of the scheme.
• No Medical Examination for Smaller Sums Assured: In many cases, policyholders do not need to undergo medical examinations to avail life insurance coverage for smaller sums assured. This is particularly advantageous for those who may have health concerns or are not in a position to undergo medical tests.
• Maturity Benefit: At the end of the policy term, if the policyholder survives, the policy will pay out the sum assured along with any bonuses accumulated. This maturity benefit helps policyholders meet their financial goals, such as funding their children’s education or securing retirement.
• Universal Acceptance: One of the major advantages of the Postal Life Insurance scheme is that it is open to both urban and rural residents. The inclusion of Rural Postal Life Insurance (RPLI) has made it especially beneficial for rural communities who may not have easy access to private insurance providers.

• Age Limit: The minimum age to buy a PLI policy is generally 19 years, and the maximum age is typically around 55-60 years, depending on the policy type and sum assured.
• Policy Term: The policy term usually ranges from 5 to 35 years, depending on the selected plan. The term is adjustable based on the policyholder’s needs and the type of plan chosen.
• Nationality: The applicant must be an Indian citizen or resident to avail of the Postal Life Insurance scheme. Non-resident Indians (NRIs) are generally not eligible for these policies.
• Income Level: While there is no strict income limit to qualify for PLI, it is primarily aimed at people from all income brackets, with special provisions for low-income groups in rural areas through RPLI.

Question:-6

What is the role of the secretary?

Answer:

Question:-7

Define a resolution. How does it differ from a motion? What is the effect of a resolution as regards members?

Answer:

Question:-8

What are academic reports? Discuss its important parts.

Answer:

1. Title Page: The title page includes the report’s title, the author’s name, institution, and the date of submission. It serves as the first point of contact for the reader and should convey the subject and scope of the report.
2. Abstract: An abstract is a brief summary of the report, highlighting the purpose, methodology, findings, and conclusions. It provides readers with a quick overview of the report’s content.
3. Introduction: The introduction sets the context for the report, explaining the purpose, objectives, and scope of the research. It also often includes a brief literature review to position the study within existing knowledge.
4. Methodology: This section outlines the research methods used in the study, such as data collection techniques, sample sizes, and analysis processes. It helps readers understand how the findings were derived.
5. Results/Findings: This section presents the research findings in an organized manner, often using tables, charts, or graphs to display data clearly.
6. Discussion: The discussion interprets the findings, analyzing their significance and implications. It compares the results with previous research and addresses any limitations of the study.
7. Conclusion: The conclusion summarizes the main findings and suggests possible avenues for further research or practical applications.
8. References/Bibliography: This section lists all sources cited in the report, following a specific citation style (e.g., APA, MLA).

Question:-9

Discuss various steps in writing a précis.

Answer:

1. Read the Original Text Carefully: The first step is to read the original passage or text thoroughly. Understand the main idea, arguments, or points the author is conveying. It’s essential to grasp the overall structure and tone of the material before starting the summarization process.
2. Identify the Key Ideas: Highlight or note the main points, arguments, and supporting details that are crucial to the text’s message. A précis should focus on the essential ideas, so avoid including unnecessary examples, anecdotes, or overly detailed explanations.
3. Create an Outline: Before starting to write, create a brief outline of the key ideas. This will help you organize the material logically, ensuring the précis flows coherently and covers all important points.
4. Write the Précis: Using your outline, write the précis in your own words. Keep it concise by omitting redundant or irrelevant details while retaining the core message. Ensure that the précis is significantly shorter than the original text, usually about one-third of the original length.
5. Use Clear and Simple Language: A précis should be written in clear and simple language. Avoid jargon, complex sentences, or wordy expressions. The goal is to make the summary easily understandable while preserving the essence of the original text.
6. Revise and Edit: After writing the précis, review it to ensure accuracy, clarity, and conciseness. Check for any grammatical errors, redundant phrases, or missed key points. The précis should be free from unnecessary elaborations and closely reflect the original material’s meaning.

Question:-10

Discuss briefly different types of visual aids commonly used for business presentation.

Answer:

1. PowerPoint Slides: PowerPoint slides are one of the most popular and widely used visual aids in business presentations. They allow the presenter to combine text, images, graphs, and charts in an organized and visually appealing way. Well-designed slides can help emphasize key points, highlight statistics, and provide visual context for the information being discussed.
2. Charts and Graphs: Charts and graphs are essential for representing numerical data or trends in a visually clear and concise manner. Bar charts, line graphs, pie charts, and histograms are commonly used to illustrate relationships, comparisons, and changes over time. These visual aids make it easier for the audience to interpret complex data at a glance.
3. Infographics: Infographics combine graphics, text, and data in a visually appealing format, offering a comprehensive view of a topic in a simplified manner. They are particularly useful for conveying information in a compact yet engaging way, often used to explain processes, timelines, or comparisons.
4. Videos and Animations: Videos and animations can be used to demonstrate a product, explain a process, or provide a real-world example of the topic being discussed. These dynamic visual aids can capture attention and evoke emotions, making them effective tools for storytelling and highlighting key points.
5. Whiteboards and Flipcharts: Whiteboards and flipcharts are traditional but effective visual aids. They are useful for brainstorming sessions, collaborative discussions, or displaying quick notes, sketches, and ideas in real time during a presentation.
6. Posters and Handouts: Posters and printed handouts can serve as visual aids that provide detailed information or summaries for the audience to refer to later. Handouts can also include additional resources or data that support the presentation’s message.

Question:-11(a)

Distinguish between the following:

Answer:

• Formal Channels: Formal channels of communication follow the official structure of an organization. These channels are typically used for official communication such as memos, reports, emails, and meetings. They adhere to the hierarchy and policies set by the organization, ensuring clear, documented communication. For example, a manager communicating with an employee through an official email or company memo is using formal channels.
• Informal Channels: Informal channels, on the other hand, are not governed by the organization’s official communication structure. They are often based on personal relationships, social interactions, or casual conversations. Examples include hallway chats, gossip, or discussions among peers. Informal communication is more flexible, spontaneous, and can flow in any direction without following the hierarchy.

Question:-11(b)

Distinguish between the following:

Answer:

• Publicity: Publicity refers to the process of gaining public attention through media coverage, often without paying for the coverage. It typically involves efforts to get media outlets to report on events, product launches, or achievements. Publicity can be either positive or negative and is often short-term, focusing on specific events or activities.
• Public Relations (PR): Public Relations is a strategic communication process that builds and maintains a positive image for an organization, company, or individual over time. It involves managing relationships with various stakeholders, including the media, the public, and other organizations, to promote a favorable public perception. PR efforts are broader and more long-term than publicity and often include media relations, crisis management, and community engagement.

Question:-11(c)

Distinguish between the following:

Answer:

• Adjournment: Adjournment refers to the formal suspension or closure of a meeting, session, or court proceeding with the intention of resuming it at a later time or date. An adjournment is usually scheduled in advance and may occur at the end of a meeting or when certain procedures need to be temporarily halted.
• Postponement: Postponement refers to the delay or rescheduling of an event, meeting, or decision to a later time or date. Unlike adjournment, which refers to temporarily suspending a session, postponement involves changing the original date or time of an event or activity, often due to unforeseen circumstances or the need for additional preparation.

Question:-11(d)

Distinguish between the following:

Answer:

• Accounts Payable: Accounts Payable refers to the amount of money a company owes to its suppliers, vendors, or creditors for goods or services purchased on credit. This is a liability on the company’s balance sheet and needs to be paid within the agreed-upon terms, typically within 30, 60, or 90 days.
• Accounts Receivable: Accounts Receivable represents the amount of money owed to the company by customers or clients who have purchased goods or services on credit. It is an asset on the company’s balance sheet and represents expected income that is to be received from clients or customers in the future.

Question:-12(a)

Write short notes on the following:

Answer:

1. Letter of Credit: This letter is issued by a bank to guarantee payment to a seller on behalf of the buyer, typically used in international trade transactions. It assures the seller that payment will be made once the goods are shipped and specific conditions are met.
2. Bank Guarantee: A bank guarantee is issued to provide assurance to a third party that a bank will cover a liability if a customer fails to fulfill their financial obligations. It is often used in business contracts.
3. Confirmation Letters: Banks issue these letters to confirm the balance, status, or activity of an account or loan to third parties, such as auditors, clients, or business partners.
4. Reference Letters: These letters are often requested by individuals or companies seeking to establish trustworthiness and financial reliability with a new business partner, showing their history with the bank.

Question:-12(b)

Write short notes on the following:

Answer:

Question:-12(c)

Write short notes on the following:

Answer:

1. Raising Capital: The funds generated from selling stakes in public enterprises can be used for other government expenditures, such as infrastructure development, reducing public debt, or funding social programs.
2. Promoting Efficiency: Privatizing state-run enterprises often introduces market competition, which can lead to improved efficiency, better management, and innovation in the company.
3. Fostering Private Sector Growth: By transferring ownership to the private sector, disinvestment can encourage entrepreneurship, enhance productivity, and stimulate economic growth.

Question:-12(d)

Write short notes on the following:

Answer:

1. Personal Information: This includes your full name, contact details (phone number, email), and sometimes a professional profile or career objective at the top. It’s important to keep this section concise and accurate.
2. Education: List your academic qualifications, starting with the most recent degree or certification. Include the name of the institution, degree obtained, and years of study. You may also include any relevant coursework or academic honors.
3. Work Experience: Outline your professional experience in reverse chronological order. For each job, mention the company name, job title, duration of employment, and key responsibilities or achievements. Focus on experiences that are relevant to the position you’re applying for.
4. Skills: Highlight specific skills related to the job, such as language proficiency, computer skills, or technical expertise. This section should be tailored to match the job requirements.
5. Achievements/Certifications: Mention any relevant certifications, awards, or accomplishments that demonstrate your capabilities.
6. References: Include references from previous employers, professors, or colleagues who can vouch for your qualifications and work ethic (if requested).