B.Com 1st Year Writing Skills Short Question Answers Study Material 2018

Step 1: Collect the Material: 

(a) Collect all the materials, notes, documents, etc 

Step II: Plan the Report: 

(a) Define the purpose of the report to whom it is to be submitted and how will it be used 

(b) Determine the information it should contain 

(c) Arrange the information in a logical order.

(d) Prepare an outline of the report 

(e) Decide where illustrations and diagrams are required.

Step III: Draft the Report: 

(a) Write the introduction purpose, the heading and the summary. 

(b) Write the body of the report.

(c) Write the conclusions and recommendations.

Step IV: Edit the Report: 

(a) Examine the draft, will it serve the purpose. 

(b) Check the grammar, spelling, punctuations, etc.

(c) Check all illustrations. 

Q.12. Explain the usual pattern of layout of a business report. 

Or Bring out clearly the basic structure of a business report.

Ans. Layout/Style of a Business Report: The form and style of a business report depends upon its purpose. However, the major content that a formal business report carries are as follow:

1. Title Page: The detailed or long report has a separate sheet forming the cover of the report There are different kinds of report varying in colour and flexibility. The external appearance of the report depends upon how the binding devices permit its form. The title page is an empossed one showing the title of the report, the name of the author,

of the report, the name of the author the date and sometimes other facts also. It is brief but also informative. 

2. Table of Content: The table of contents provides the outline of the of the report. The table of contents helps the reader to find quickly any section or part of the report that specially provide interests to him or her. The table of contents also provides a quick and view of the plan of the report the table of contents presents the items as they are amas the layout of the table of contents. The table of contents is prepared only when the wala has een prepared.

3. Acknowledgeable: In this section, we acknowledge any help received from any sources including books, articles in magazines, journals, records of investigations, experiments carried out by other and also help in giving more direct ways by firms and persons. In doing so, we are sincere and courteous in our language and expression. Sometimes, acknowledgment is included in the preface itself.

4. Synopsis or Abstract or Summary:  After the acknowledgement, the synopsis summarising the evidence and recommendations is given. The synopsis or an abstract gives the reader a quick grasp of the substance of the report. A summary is presented logically as the report appears, whereas the abstract presents a qualitative description of the report.

5. Body of the Report: The body of the report is arranged in various sections each with appropriate heading and sub-heading. The different sections of the report are as follows: 

(a) Introduction: The introduction prepares the reader for the content in the report. A good introduction sets out the terms of reference and states how far it has been carried out. The reader accordingly gets an idea what he or she has to look for the purpose of the project. 

(b) Methods of Investigation: In the section of report, basic problems are investigated, interpreted, analysed and thereafter judgements are given, by following certain procedure and method for collecting the data, to organise the report to the recommendations. It actually highlights how information has been obtained from various sources. 

(c) Discussion or Description: This section describes the main business of the report. It contains the data which are so organised in a logical order yields results which again are inferred. These are then evaluated.

(d) Findings: In this section, the various solutions that emerges presented together with the respective merits and demerits of each of all solutions. On the basis of the analysis of the findings, the appropriate judgements are formed.

(e) Conclusions: To give a sense of finality and completion to the process of discussion, investigator makes certain remarks at the end of discussion which closes the discussion yielding the reader a psychological assurance of reaching the end.

(f) Recommendations: Recommendations are given or included in the report when they are sought. Recommendations suggest the course of action to be taken and indicate the result in effect. Recommendations are clearly derived from the conclusions. 

6. Appendices: Appendices are the useful sections or elements of a report. Appendices provide a convenient means of relieving the and the text and the reader of any detailed information which digress the text of the line of argument or is of little interest to the reader. 

7. List of References: In the text of the report we may have used or quoted some matter published or unpublished. In this section, we giver this section, we give credit to the authors concerned by listing them at the end of the report, when we cite them in the text.

8. Bibliography: Unlike list references, bibliography is a list of sources consulted. The entries in the bibliography are given in the alphabetical order in the text.

9. Glossary of Technical Terms: A glossary explains the list of technical words used in the report. The decision of including words and other terms in glossary depends upon the readership of the report.

10. index: is included in those reports where the table of content is not adequate to help the reader to locate a topic or sub-topic easily.

11. Other Elements: Apart from the above mentioned elements of a report, we also sometimes include front space, copyright notice, list of illustrations and preface. 

Q.13. Write an essay on reports of committees.(2018) 

Ans. A report is formed with a purpose of evaluation of historical progress or future planning or present state of affairs. So, a report is made formally in a particular context and with the established norms of a particular business organisation with some purpose of circulating on some information.

Business Report: It is a planned and a systematic presentation endorsed by many people for an objective inference of some business issue. A business report is an orderly and objective communication of factual information that serves a business purpose. Reports of committees are also a kind of business report.

Reports of Committees: At some occasions, there arises some situation when reports are required which are related to more than one department and more people. In these circumstances, a committee is constituted for the study of some matter. These committees and sub-committees have to prepare a report on behalf of their study. Such a report is formed with the employees in consideration in terms of their benefits and the language is official and formal. All the members of such a committee are required to sign on the report. This report is restricted to that subject on which the study was to be conducted

Committee reports can be divided into two categories: 

1. Special reports, and 2. Routine reports.

A special report never has a relevance to the recurrent nature of incidents. This type of report does not relate to the business of everyday occurrence. On the other hand, a routine report is prepared in routine or at scheduled intervals of time. Such reports include annual report, half-yearly report, quarterly report, weekly or fortnightly report. 

Essentials of a Qualitative Report of Committee

The report is written in conformity with the prescribed norms and regarding its forms, no decision is required. A good committee report must have the following characteristics:

1. A report must sound convincing and credible with a clear expression of logical ideas, in a systematically comprehensive manner.

2. The report must be neutral, unbiased and objective as the personality of the writers should remain unaffected with the facts and figures cited in the repon 

3. The committee report is supposed to be briet and shold include only the relevant facts. The facts which are not required should be excluded. 

4. Committee reports always have a purpose. So, this pureports always have a purpose. So this purpose must be fulfilled in a good committee report. 

5. The report of committee should demarcate each and every aspe

every aspect with a new para. ndation should be mentioned at the end. At the very end of such a report signatures of all members should be put with date of presentation. 

Q.14. What do you understand by the term ‘presentation”?  What purpose does it serve? What are its essential features and types?

Or What is presentation? Discuss various types of presentation. 

Ans. Presentation: Presentation is the practice of showing and explaining the content of a topic to an audience or a learner. Presentations come in nearly as many forms as there are life situations. In the business world, there are sales presentations, informational and motivational presentations, first encounters. Interviews, briefings status reports, image building and of course sessions.

Although individuals most often think of presentations in a business meeting countless occasions when that is not the case. For example, a non-profit organisation need for a capital fund-raising campaign to benefit the victims of a recent tragedy, as superintendent presents a program to parents about the introduction of foreign language instruction in the elementary schools; an artist demonstrates decorative painting techniques to a group or interior designers; a horticulturist shows garden club members or homeowners how they might use native plants in the suburban landscape; a police officer addresses a neighbourhood association about initiating a safety program.

Purpose of Presentation: There are three basic purposes for giving oral presentations: 

1. To inform, 

2. To persuade, 

3. To build goodwill. 

Features of Presentation: There are following features of presentation : 

1. The process of offering for consideration or display. 

2. A social introduction as of a person at court. 

3. A demonstration, lecture or welcoming speech. 

4. A manner or style of speaking, instructing or putting oneself forward. 

5. The manner of presenting especially the organisation of visual details to create an overall impression.

6. The formal introduction of a person, as into society or at court debut 

Types of Presentation

In recent years, it has become increasingly common for individuals more so employers request job applicants who are successfully shortlisted to deliver one or more presentations at their interview, debut or other important event that needs to be highlighted in a more official way. The purpose of the presentation in this setting may be to either demonstrate candidates skills and abilities in presenting or to highlight their knowledge of a given subject. It is common for the presenter to be notified of the request for them to deliver a presentation along with their invitation to attend the event. Usually presenters are only given a title for their presentation and a time limit which the presentation should not exceed. Be sure to stress on current presentation etiquette before preparing slide presentations How you use this visual aid can make or break the presentation.

1. Informative Presentation: Include talks, seminars, proposals, workshops, meetings where the presenter or presenters share their expertise and or presenters share their expertise and information is exchanged. 

2. Persuasive Presentation: Sometimes called transactional, they are on Persuasive presentations are designed and delivered to come out with a specific goal in Mind.

3. Goodwill Presentation: Goodwill presentations, which often take the form speeches, are often designed to be entertaining, e.g. by sharing video highlights of a to anecdotes from a presidents term.

4. Multipurpose Presentation: Presentations usually have more than one purpose. AP to employees may be announced as an informative session on new regulations but in hean all out effort to persuade workers to buy into the new rules.

5 Sales Presentation: Sales techniques are complex and require two essen sales presentations which are knowing and understanding our audience and building rapport.

6 Political Presentation: Presentations in the political arena are prano persuasive category. To be effective, they must include lots of information and also build goodwill.

7 Motivational Presentation: Motivation is another form of persuasion, but one takes on a more fervent and highly charged tone. 

8. Interviews Presentation: Ajob interview is yet another presentation form, where the enter should make an effort to identify his or her immediate audience, but also take great pains to

know as much as possible about the larger audience. 

Q.15. Explain various steps to be taken for a report presentation.(2017) 

Ans. Report Presentation: The basic content of a report is factual information. The report may include suggestions and recommendations of experienced writer. Generally, personal opinion is not included in a report. The presentation of a report is a responsible task. The report must be written in a presentable and orderly style. There are no prescribed rules for writing down a report in a specific style. It all depends on circumstances and conditions how to present a report.

Steps to be Followed for Report Presentation: Whether one is going to write routine or special report, a short or a long report, one has to follow certain steps so that the report can be well-organised and presented systematically. Following steps are worthy to be followed while presenting any type of report:

1. Analyse the Problem: Before one begins to write a report, at the outset, one has to analyse the problem or in other words think about the objectives of writing the report. Once the objectives are decided, the writer can proceed further and choose the specific device which are in accordance with the problem he is going to deal with.

2. Determine the Scope of the Report: Next thing which should be considered is the scope of the report so that the report can be precise and relevant. The writer will have to determine the amount of information which is required. If he does not narrow down the scope of the report, such a report remains no more specific and useful.

3. Consider the Audience/Reader: Report writer’s should take into consideration the readers for whom the report is being prepared. The age, education, subject, knowledge, attitudes, professional status of the audience/reader should be known to the writer.