Business communication BBS 2nd year question paper 2081

 Group B 

7. Define the following business communication terminologies or phrases.

A. Memo

A memo (short for memorandum) is a brief written message used mainly within an organization to share information, give instructions, or make announcements. It is usually more informal compared to letters but more structured than casual messages. A memo clearly states its purpose at the beginning and presents information in a concise and direct manner. It typically includes headings such as "To," "From," "Date," and "Subject" to help readers quickly understand the context. Memos are commonly used for internal communication, policy updates, meeting reminders, and routine business matters.

B. Diversity 

Diversity refers to the presence and recognition of differences among people, including differences in culture, language, gender, age, ethnicity, religion, abilities, and perspectives. It values the idea that each individual brings unique experiences and viewpoints that enrich a community, workplace, or society. Embracing diversity encourages inclusion, mutual respect, and equal opportunities for all. In organizations, diversity fosters creativity, better problem-solving, and stronger decision-making by bringing together varied ideas. Overall, diversity promotes understanding, reduces prejudice, and helps build a more just and harmonious society.

C. Context

Context refers to the circumstances, background, or situation in which something occurs or is understood. It includes factors such as time, place, culture, social conditions, and surrounding events or words that help explain the meaning of an action, statement, or text. Understanding context is important because the same words or actions can have different meanings in different situations. In literature, context helps readers interpret themes, characters, and messages more accurately. In communication, context ensures that messages are understood as intended rather than misunderstood.

D. Flipchart

A flipchart is a visual presentation tool made up of large paper sheets bound together at the top and mounted on a stand. It is commonly used in classrooms, training sessions, meetings, and workshops to display key points, diagrams, or illustrations. Presenters can write or draw on the sheets during the session and flip pages over as they move to new topics. Flipcharts are useful for encouraging interaction, highlighting important ideas, and making presentations more engaging, especially in small group settings.

E. Downward flow of communication

Downward flow of communication refers to the movement of information from higher levels of management to lower levels within an organization. It is used to give instructions, explain policies, assign tasks, and provide feedback or performance evaluations. This type of communication helps employees understand organizational goals, expectations, and procedures. Common forms include memos, emails, manuals, notices, and meetings. Effective downward communication ensures clarity, coordination, and discipline, while poor downward communication can lead to confusion, low morale, and reduced productivity.

8. Rewrite the following issues choosing the best alternatives