B.Com 1st Year Writing Skills Very Short Question Answers Study Notes

Q.17. What is a short report? Give its characteristics.

Ans. Short Report: When a report is to be presented in a small form, its introduction, subjectmatter and conclusion, all are in short form. A short report is expected to be brief, correct and impartial. All the reasoning and presumptions in this kind of report must be based on facts. A short report can be presented in a letter form. Generally, these reports are used in business communication. This report is prepared on account of day-to-day anecdotes and problems which can be sent her Characteristics of a Short Report are as follow:

The characteristics of short report are as follows:

1. Short reports can also be presented in the form of memo.

2. Short reports are transient and ephemeral.

3. Short reports are used in context of the day-to-day problems or incidents.

4. It has conclusion and suggestions.

5. A short report is sort of personal explanation and has the traces of personal relations.

6. It is meant for the people who are known to one another.

Q.18. What is meant by formal report? Discuss the planning of a formal report.

Ans. Formal Report: A long report is a formal report. This report is prepared in all details with more information alongwith the necessary facts. In such reports, big and minor business problems are discussed in detail. These reports are prepared in volumes and each volume discusses its own related information.

Characteristics of Formal Report: The characteristics of formal report are as follows:

1. This kind of a report is more complicated and complex.

2. It is prepared detailwise and the subject is divided into many sections.

3. As compared to a short report, it encompasses more information.

4. This report follows a certain sequence of facts which drive this report forward and it ends at suggestions.

Planning of a Formal Report

This report consists of many parts which require a certain pattern of sequence. The report can be divided into the following three parts:

1. First Part-Introduction: To prepare this part, the following order is followed:

(a) The name of the company on the first page with address and emblem.

(b) Then the title (heading) and its year is mentioned.

(c) Table of contents comes afterwards that contains the description of its parts and the contents contained therein.

(d) Subject is accompanied by a list of diagrams, or the list of diagrams referred to in the subject.

(e) At the end, the summary of the entire report is given.

2. Second Part-Text of the Report: Text is framed in the following order:

(a) Introduction

(b) Main part or body

(c) Summary

(d) Conclusion

(e) Suggestions and recommendations

While drafting a report and its subject-matter, the facts and figures are arranged in a definite order which starts from introduction upto the suggestions/recommendations. In the introduction, the history of the company, the objectives of its establishment, operational area and the working system. etc., are described. The main part of it contains all those information which are required to be given. Then this information is summarised, followed by the conclusion and at last, the suggestions and recommendations are given as per the conclusion.

3. Third Part-Supplementary Part of the Text: The last part of the report consists of a catalogue/ list, questionnaire, list of questions and the supporting documents of the main part, etc.

For the preparation of the report, many people get involved to cooperate. Since the preparation of the report is a long process, it is divided into parts for the sake of completion.

Q.19. What are the essential characteristics of business reports/factors to be taken into account while preparing report?

Ans. The essential characteristics of business reports are as follows:

1. Accuracy: Information presented in report should be accurate. Inaccurate information may often took the managers in trouble. As far as possible, the report must be based on accurate information.

2. Simplicity: A report should be simple. This would help in arriving at decisions quickly and easily.

3. Completeness: The report should be complete in all respects. The ambiguity.

4. Brevity: Executives do not find sufficient time to read lengthy repo should briefly reflect the essential points.

5. Appearance: The arrangement, organisation, format, layout and make-up of a report should pleasing and as far as possible, eye catching.

6. Readability: Reports should be easy to read. They must avoid technical language as far possible. The writer must present the facts through elegant and grammatically correct English.

7. Reliability: Reports should be reliable and should not create an erroneous impression in the minds of readers either due to oversight or neglect.

8. Economy: Report writing should not be a costly exercise. The most economical methods and standard quality must be employed while conveying the matter.

9. Timeliness: To be useful and purposive reports should reach the readers well in time. Any delay in submission of reports makes the preparation of reports a futile exercise.

10. Logical Content: The content of the report must be presented in a logical manner. The facts must be reported in an unbiased manner. Distinctive points must bear self-explanatory headings and sub-headings.

Q.20. What do you mean by presentation? Define its objectives.

Ans. Presentation means a speech prepared for a group of audience. This speech is prepared according to age, category, preference, taste, etc. of audience and is related with the subject matter. Presentation can be of the following two types:

1. Individual Presentation: In this, the views, ideas, facts and data on a particular subject is presented before the audience by only one speaker.

2. Group Presentation: In this, various speakers give their views on a particular subject to the audiences.

Objectives of Presentation: The objectives of presentation are given below:

1. Demonstration of any product, system.

2. Preparation of any model, image, strategy.

3. Sale of any product, service, idea, views.

4. Recreations of colleagues and other category of audiences.

5. Representation of a group of department.

6. To give suggestions on a solution of a particular programme.

Q.21. What are the points to be considered to make the presentation successful?

Ans. Presentation is a collective effort for which each and every person of the group should contribute his best for its success. The various points which should be considered for successful presentation are as follows:

1. Clear Objectives: The presentation of a speaker must be clear and he must have the absolute sense of anticipation of the coming eventful changes in the business ambience. In view of all this, the speaker must choose the most appropriate words on the basis of the facts and figures, as studied by him. While addressing the audience at the advent of a new product, he is expected to have the full knowledge of it in terms of the properties, defects, technique of its use, price, utility and the comparative difference with the parallel products in the market, etc.

2. Place of Presentation: For the successful presentation, place plays an important role. place should be adequate according to the number of audience who will be there in presentation.

organisers should properly check up the place. The presentation place should be in noisefree area so that the audience can hear the views of the speaker clearly and properly.

3. Personal Qualities: Personal qualities of a speaker may be enumerated as personal charisma, self-confidence, patience, courtesy, constructive perception, generosity, decision-taking acumen, eloquence and other such positive attributes which are the essential components, required to be a good orator who can make his presentation successful and effective.

4. Audience Analysis: Prior to presentation, the speaker must identify the class and category of the audience he is going to address to. In the wake of this factor, he is to decide the appropriate words, sentences formation, illustrations and other references.

If the speaker is not pre-acquainted with the audience, he should try to initiate a rapport with the to feel their pulse, only in that case he can make his presentation an effective one.

5. Decision of Method of Presentation: For a successful presentation, its method or style is very important. How you say is more important than what you say. Method of presentation rests on the following steps:

(a) Presentation of Reading: This part refers to a prearrangement or compilation of thoughts and ideas into a sequence ás per a merit of priority and then to deliver it to the audience. Generally, the significant messages, policy matters, facts and figures, etc. are recorded in written form which are delivered orally.

(b) Memorial Presentation: Those speakers who are endowed with a good retentive facility, they use this kind of presentation. In this case, the writer first drafts his speech, then remembers it by heart before he makes the presentation. During conferences or seminars, this method is generally used.

(C) Extempore Presentation: This is the commonest method being used. It is absolutely based on a thorough knowledge and a long experience and the power of expression. The speaker already prepares a concise outline and while speaking the thoughts spontaneously keep flowing over the mind which impels the speaker continue with his uninterrupted presentation as a paraphernalia of his thoughts, perception and imaginary ideas, etc. together they contribute to the presentation.

6. Question/Answer Session: Soon after the presentation, a session of question/answer should be incorporated. This becomes an accountability of presentation that the speaker answers the audience’s queries to their satisfaction and try to satisfy his audience to the maximum possibility. In fact, the end of a presentation must be followed by a question/answer session.

Q.22. What is meant by oral presentation? Discuss the factors affecting the oral presentation. (2016)

Or What is oral presentation?(2018)

Ans. Oral Presentation: Oral presentation refers to a speech presented before a group of audience to tell about a product, idea or service, etc. In the oral presentation, a person expresses his view in his own words on the predetermined topic.

Sales executives have to make number of oral presentations on different occasions like training employee, introducing new product or to accept the new idea. It is an effective way of oral communication.

Factors Affecting the Oral Presentation

Main factors which affect the effectiveness of the presentation can be summarised as follows:

1. Language and Words: To make the presentation effective, speaker should choose the catching ords that appeal to the heart and emotion of audience. Suitable example, word pictures make the Presentation effective and interesting.

2. Audience Analysis: If the speaker has analysed the audience in

way before presentation, his presentation will be more effective. The more we know about our audience, the more esentation is a C effective presentation we can make. The style or the presentation is largely dependent upon the type and size of the audience.

3. Quality of Voice: The speakers voice put a deep impression informations. on the presentation. When a speaker adjust his voice according to the size of audience and environmental factor he can express his view effectively. Control on the speed of voice changes its speed according to the need of subject-matter, stress on specific points, adjustment in the pitch, etc. We must enhance, the effectiveness of presentation. If these are not well coordinated, the presentation becomes ineffective.

Communication Environment: It is proper arrangement of physical things surrounding the such as the stage, lighting arrangement, background, etc. also enhance the impact of the presentation.

5. Body Language: The effectiveness of presentation is also affected by the body language of the speaker. According to experts words affect only 10% of message, tone is responsible 101 70 70 and 20% is affected by body language. Various forms of body language affect the presentation in the following ways:

(a) Postures: Way of sitting, standing and lying down also make a great impact on the presentation. Change in posture in accordance with subject-matter makes the presentation effective. If a speaker stands in a same posture during presentation, then it makes the presentation ineffective.

(b) Movement: Taking a few steps depending upon the need of presentation enhance effectiveness of presentation. However too much walking carries negative impression.

(C) Facial Expression: Facial expression and eye contact also affect the presentation. Facial expression should be according to the subject-matter and circumstances. A speaker who looks more at the audience is judged as better informed, more experienced, more honest and friendliest than speaker who delivers the speech with less eye contact. With eye contact, audience feel that speaker is talking to them.

(d) Gestures: The oral presentation should be made effective with the graceful movement of head, shoulder, arms or hands.