Advantages and Disadvantages of a Report

Advantages and Disadvantages of a Report

Hello dear guess you will get Advantages of a Report and Disadvantages / limitations of a Report. I guess you will get information about Advantages and Disadvantages of a Report. I have posted What is Business Report? last day.

A business report is used as a managerial tool for solving problems and to assist decision making. Advantages or merits of a report are as follows:

Advantage/Merits of a Report:
1. Monitoring operations:
Through reports operational procedures of an organization can be monitored.

2. Controlling:
Managers often use reports to control the operations and take corrective actions.

3. Guide Decision:
Research reports, justification reports and troubleshooting reports help the top management to take decision.

4. Employee Motivation:
Now a day’s human resource managers use investigative reports to judge the attitudes of employees. In this way findings of the report are used for employee motivation.

5. Performance Evaluation:
Performance of employees can also be evaluated through reports. In our country executives prepare ACR (Annual Confidential Report) and this ACR is used later to evaluate performance of the employees.

6. Evaluation of Investment Proposals:
Another major advantage of business report is investment proposals can be evaluated through reports.

Disadvantages/ Limitations of a Report:
No doubt business report is a useful tool for the executives. In spite of its advantages it has some drawbacks. Basic limitations are as follows:

1. Reports can be biased
2. It is time consuming
3. Expensive
4. Sometimes implementation of the recommendations of a report becomes unrealistic.
5. Technical reports are not easily understandable.

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What is Business Report?

What is Business Report?

Hello dear friends i have posted yesterday Difference between letter and memo its so has so good information in this article and you will get What is Business Report?, What is Report?, Define Report, the structure of a Business Report. Business Communication.

Another form of written communication is report. Generally reports are analytical in nature. It is longer than letters and memos and contains detailed discussion. Reports are one kind of managerial instruments which used to evaluate a situation.

What is Business Report? According to Ricks and Gow, “A report is a written message presenting information that will help a decision maker to solve business problems”.

The basic purposes of a report are as follows:
1. Monitor and control operation
2. Implement policies
3. Obtained new business
4. Comply with requirements
5. Guide decisions
6. Problem solving

Structure of a Report:
Reports may short or long, formal or informal. Short reports may be prepared in the following formats:
i. Preprinted form
ii. Letter form
iii. Memo form

But a formal and long report has different structure. A formal report basically has three parts:
1. Prefatory parts
2. Text of the report
3. Supplementary parts

1. Prefatory parts:
This is the first part of the report but written after the text has been completed. It includes--------

2. Test of the Report:
This is the main part of the report which explains the subject matter in detail. It includes-----

3. Supplementary Parts:
The materials related to the report are presented in this section. It includes-----------

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Difference between letter and memo

The difference between letter and memo

Hello dear guys here you will get the Distinguish between letter and memo or, The difference between letter and memo. I guess you will get advantage form this site and post. Advantage and Disadvantage of a Memo.

Both letter and memo are means of written communication but they are different to each other in various aspects. Differences between letter and memo can be presented in the following manner:
Difference between letter and memo.

Business Communication

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Advantages and Disadvantages of a Memo

Advantages and Disadvantages of a Memo

 Hello dear friends here you will get Advantage and Disadvantage of a Memo. I guess you will get justify of Advantage and Disadvantages of a Memo. How to format a Memo?

Due to its various advantages memos are widely used in most of the organizations. Infect it is very popular means of communication within an organization. Major advantages are as follows:

1. Simple:
First of all it should be mentioned that memos are very simple in form and easy to use.
2. Time Saving:
As memos are written in very brief form it saves valuable time.
3. No Formalities:
Infect no formality is maintained in a memo. Salutation and complementary closing are also avoided from a memo.
4. Specific:
Perhaps the most important advantages of a memo are it is to the point. Only the main message are written very briefly in a memo.
5. Less Costly:
Memos are also cost saving. It is written in simple papers and can be transmitted very cheaply.

Disadvantages of a Memo:
As memos are used within an organization, it’s scope is limited. There are some limitations which are as follows:

1. limited scope:
The major demerits of a memo are its scope is limited. Detail information cannot be provided by a memo.
2. Lack of secrecy:
In case of memo secrecy is not maintained, thus secret messages cannot be transmitted through memos.
3. Not suitable for external communication:
Another shortcoming of memo is it cannot use for external communication.

Advantages and Disadvantages of a Memo

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How to format a memo?

How to format a memo?

Hello dear friends here you will get How to format a Memo?, Show format of a Memo by identifying different parts, Memorandum Format. I guess you will get advantage from this site and post. What is Memo?

A memo has different parts which are as follows: How to Format a Memo?
1. Heading:
Under the heading name and address of the company are written. Most of the firm use memo with printed heading.

2. To:
This is one of the Major elements of a memo. Here the names of the receiver are written.
3. From:
The name of the sender must be mentioned in a memo. It takes place usually one line below the name of the receiver. The designation of the sender also can be written. How to format a memo?

4. Subject:
As memo is a short or brief form of communication, the specific purpose of the memo must be mentioned clearly.

5. Date:
Date is an indispensable part of a memo. Date is very important for the memos carrying orders, directions or policy implementation messages. How to format a memo?

6. Body/Message:
Under this section the information or messages should be clearly a briefly stated. There is no scope to use unnecessary sentences in a memo. The main information must be stated precisely.

7. Initials:
Initials are used to show who prepare the memo. It is infect the name of the writer or the name of the typist. It is shown in the left margin and below the main message. How to format a memo?

Here the 1st one is the initials of the writer and the 2nd one is the initials of the typist.

8. Enclosure:
It appears at the bottom of a memo. Name of the additional papers sent with the memo are mentioned here. How to format a memo?

These are the major parts of a memo, besides these sometimes copy notation and signature of the sender also mentioned.

How to format a memo?

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What is Memo?

Define Memo,The purposes or Functions of a Memo

Hello dear friends here you will get what is Memo?, Define Memo, The purposes of a Memo or, Functions of a Memo. I guess here you will get advantage from this site and post.

What is Memorandum? What are its Purposes?
Memorandum or memo is a short form of letter used within the company. There is no salutation in a memo. It always gives emphasis on the main messages.

In the words of Thill and Bovee; “Memos are the ‘work horses’ of business communication, used for the routine, day to day exchange of information within an organization.” What is Memo?

Every memo has four (4) compulsory elements:
                 i. To
                ii. From
               iii. Subject
                iv. Date

A memo can be depicted as follows:

Purposes of a Memo/ Functions of Memo:
Memos convey important information’s within the organization. Most of the firm use printed memo form. It is known as ‘inter office correspondence’. What is Memo?
The basic purposes or functions of a memo are as follows:

1. Routine Inquiries:
Memos are frequently used for routine inquiries.
2. Routine Responses:
To answer the routine inquiries executives and employees also use memo. This type of memo is known as routine response memo.
3. Routine responses:
In an organization memos are used to convey information’s regarding work rules, new policy, implementation of a policy, etc. What is Memo?
4. Present informal report:
Informal reports also presented through memo.
5. Make request:
Any types of request are made through memos.
6. Refusing request:
Memos can also convey negative news. Personal request can be refused through memos.
Memos are used for the above purposes.

What is Memo?

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Is written communication is more effective than oral communication?

Is written communication is more effective than oral communication?

Hello guys here you will get that Is written communication is more effective than oral communication Or, “written communication is more effective than oral communication? I guess you will get most advantage from this site and post. How to improve written communication?

In some areas oral communication has advantages over written communication. Similarly in some other areas written communication has distinct advantages over oral communication.

Thus we just can not make such generalization that written communication is more effective than oral communication.
Situations where oral communication is more effective:

1. Where immediate feedback is required.
2. Audience size is small.
3. face to face communication.
4. No evidence is required.
5. Communicating with illiterate people

Situations where written communication is effective:
1. Where immediate feedback is not required.
2. Audience size is large.
3. Directness is not required.
4. When documentary evidence is required.
5. Communication with literate people.

Thus it can be revealed that both oral and written communications are effective in different types of situations.

Is written communication is more effective than oral communication?

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How to improve written communication?

How to improve written communication?

Hello dear friends here you will get What are the steps for improving written communication? or, The ‘plan-write-revise’ approach for improving effectiveness of written communication. I guess you will get advantage form this site. How to improve written communication?

Written communication is a formal act and need to be performed in a systematic manner. Communication experts follow a three (3) steps approach for improving the effectiveness of written communication. This approach is known as ‘plan-write-revise’ approach.

Let us now discuss the steps for improving written communication.
1. Planning:
There is an old saying, that “success never can be achieved without plan” – this is also true for written communication. In the words of prof. Rricks and gow, “planning increases the chances that the purpose of the message will be achieved.”

Planning makes the task of writing easier. We know that assessing about the mental status of the mental status or attitude of the reader is in fact the main part of planning. How to improve written communication?

Steps in planning: Basically there are two steps in planning.

2. Write:
After the completion of planning step the second step is writing the message. In case of writing we need to recall the writings of Kipling. Kipling said,

I keep sis honest serving men

Their names are what and why and when

And how and where and who.

Thus in case of written communication to ensure the quality of writing we should think.

Why we are writing?

How shall we present our message?

What information do I need?

Where shall we tell the reader about bad news?

Who needs to have this information?

When we should send our information?

If we can satisfy all the above questions before writing, then we will be able to make the writing effective. How to improve written communication?

3. Revise:
Last but perhaps the most important step for improving the effectiveness of writing is revising the message. Infect a considerable portion of the whole writing time spend for revising the message. The importance of revising can be depicted by the following bar diagram:

How to improve written communication?

Fig-1 : Writing Process time

Thus it can be seen that revising takes almost half of the total time of the writing process. These are the three (3) steps for improving the effectiveness of written communication.

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Disadvantage of written communication

Disadvantage of written communication

Hello dear friends here you will get The Demerits/disadvantage of written communication.
The limitations of written communication. I guess you will get advantage from this site.
In spite of its various advantages written communication have some disadvantages also. Limitations/disadvantages of written communication are as follows:

Disadvantage of written communication

1. No-immediate feedback:
The basic limitation of written communication is it has no immediate feedback.
2. Time consuming:
As written communication prepared by maintaining formality, thus it is time consuming also.

3. Costly:
Another major disadvantage of written communication is, it is costly. It includes cost of paper, printing, and postage. Disadvantage of written communication.
4. Formality:
There are some formalities in written communication; as a result it is a lengthy process.

5. Indirectness:
In case of written communication another problem is lack of directness. As sender and receiver are not in a same place sometimes misunderstanding may occur. Disadvantage of written communication.

6. Lack of correction facilities:
In case of written communication there is no immediate scope for correction. It takes long time and long process to make correction if there is any mistake.

Besides these, written communication also becomes meaningless for illiterate people. It can not be understood by the people of other language. Disadvantage of written communication.

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Advantages of written communication

advantages of written communication

Hello dear here you will get the advantage of written communication or, The merits of written communication.

Due to its various advantages written communication has its own place in the field of communication. The major advantages of written communication are as follows:

Advantages of written communication

1. Permanent record:
Written communication generally services as a documentary evidence. Previous records can be used for future references.

2. Legal acceptance:
As written communication kept as permanent record it has legal acceptance in eye of law.
3. Better control:
Oral directions sometimes create confusions, but written communication is clear and effective measure for control. Advantages of Written Communication.

4. Goodwill creation:
Through written communication a firm can create positive images or goodwill among the customers.
5. Large scope:
In comprise on to oral communication on to oral communication the scope of written communication is much larger. A firm can send written messages all over the world. Advantages of Written Communication.

6. Assignment of responsibility:
Through written directions it is easier to assign responsibilities to subordinates.
7. More accurate:
Usually written communications are made in a systematic manner and with lot of care, thus it is more accurate than oral communication. Advantages of written communication.

Written communication is not only a major media of communication but for some specific business purposes it is the only means of communication.


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Techniques for effective communication writings

Techniques for effective communication writings

Hello dear friends here you will get The Major techniques for effective writings or, What are the key aspects for effective writing? I guess you will get advantage from this site. Techniques for effective communication writings. Principles of effective writing.

Effective writing is necessary for various purposes, especially to hold the attention of the reader or to achieve the desired goal or writing it should be effective. There are different techniques of effective writing, which as follows:

1. You-view point:
Generally we like to see each situation from our own points of view. But in case of writing we should give emphasis on the reader’s interest. By giving emphasis on reader’s view we can expect most positive response from our reader. Techniques for effective communication writings.
Example:

2. Selecting proper words:
To ensure effective writing one should use proper words. Use of improper words can mislead the reader and hurt good-will. Techniques for effective communication writings.

3. Tone of courtesy:
A friendly and courteous tone in business writing creates good will and help to achieve expected response.

4. Avoid anger:
Sometimes good relationship destroyed by anger. Efficient and tactful writers always try to avoid ‘angry words’. Techniques for effective communication writings.

5. Consider cultural differences:
People of different culture have different values and different viewpoints. Thus a some word or phrase can be viewed differently by people of different culture, this can create misunderstanding. To avoid this type of misunderstanding cultural differences should be considered.

6. Using short sentences:
Long sentences are difficult to understand and create irritation. So, the writer should break the long sentences and try to keep it short. Techniques for effective communication writings.

7. Using active voice:
To make the writing effective one should use active voice instead of passive.
8. Avoid repetition:
Another precondition for effective writing is to avoid reputation. That is where one word is enough there we should not use repetitive words.
Example:

9. Correct punctuation:
Wrong punctuation completely changes the meaning of sentence. Therefore, to be effective punctuation should be correct. Techniques for effective communication writings.
Example:
i. Please take the decision quickly; otherwise we will lose the opportunity.
ii. Please take the decision quickly otherwise, we will lose the opportunity.

Techniques for effective communication

10. Careful proofreading:
A careful proofreading can ensure error-free writing. Thus proofreading is also a useful tool for effective writing.
For effective business letter or for any peace of business writing aforesaid techniques should be followed. Techniques for effective communication writings.

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Principles of effective writing

Principles of effective writing

Hello dear here you will get 5 c’s of Effective Writing or, What are the principles of effective writing? I guess you will get advantage from this site. Written Business Communication

Winston Churchill said, “Little men use big words, and big men use little words”. In case of writing we should follow the instruction of this big man. Generally short and clear words communicate better. For effective writing we should not only use familiar words but also need to realize the understanding level of the reader. There are different principles of effective writing but communication experts think that in any types of writing readers’ interests should be emphasized by the writer.

5 C’s of effective writing

principles of effective writing

1. Clear:
The basic principles of effective writing are the message should be presented ‘clearly’. Message should be easily understandable by the reader.

2. Concise:
Irrelevant and unnecessary words should be eliminated. The message should be short and complete. Unnecessary words and long sentences interrupt reader’s attention and failed to achieve the goal.
3. Complete:
The message should be short, but in the same time it should be complete. That is, all the required information must be provided by the writer.

4. Correct:
A concise and complete but wrong message is meaningless. Thus the given message must be authentic and grammatically, correct. Wrong information not only disturbs the effectiveness of writing but also adversely affect the goodwill of the firm.

5. Courteous:
Last but not the least tool for effective writing is ‘courtesy’. By emphasizing reader’s interest and selecting right words creates courtesy. Courteous tone in the writing not only serves the specific purpose but also boost up the image of the organization.

These are the basic principles for effective writing which should be followed to accomplish the desired goal of writing. Principles of effective writing. Written Business Communication

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Requirements for Mass Communication

Requirements for Mass Communication

Hello dear friends here you will get What are the Requirements for successful mass communication? or, Requirements for Mass Communication. I guess you will get advantage from this site.

Like other forms of communication, there are some Requirements for effective mass communication preconditions are as follow:

Requirements for mass communication

1. Easy to understand:
The message of mass communication must be easily understandable to the audience.
2. Acceptance:
The success of mass communication largely depends on the acceptance of the message. Thus acceptability needs to be considered. Requirements for Mass Communication.

3. Clear concept:
The sender needs to have clear concept regarding the message to be transmitted.
4. Specific objective:
It is a ‘sin-qua none’ for the success of mass communication. Before arranging the message, specific objective must be fixed. Requirements for Mass Communication,

5. Proper media:
Selection of right media is another precondition for effective mass communication. Depending on the literacy level and expectation of the people, proper media should be selected.

6. Selection of time:
Timing of the mass communication is also an important factor liable for the achievement of goal.
7. Interest of the receiver:
In case of mass communication, for better acceptance the interest of the people should be given priority. Requirements for Mass Communication.

8. Honesty:
Honesty should be maintained throughout the mass communication process.
9. Courtesy:
For desired feedback courtesy should be maintained in case of mass communication.

10. Natural tone:
Any kind of artificial tone should be avoided in mass communication. To prove the honesty and willingness of the sender natural tone need to be followed. Requirements for Mass Communication.

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What is the importance of Mass Communication?

What is the importance of Mass Communication?

Hello dear guys here you will get What is the importance of Mass Communication? I guess you will get advantage from this site and post here.
In the social and economic activates Mass Communication is considered as the major means of communication.

 Importance of Mass Communication

(A) Economic Activates:
Mass communication has immense importance in case of following economic and business activates:
1. Introducing new products:
To introduce new product in the market, prospective consumers need to be informed. Mass media is necessary to inform large group of customers in the same time. Mass Communication.

2. Market survey:
For successful marketing firms need to know the views of consumers. Through questionnaires published in mass media necessary feedback can be obtained from consumers.

3. To combat competitors:
To obtain distinctive advantage over the competitors firms use different types of mass communication. Mass communication is considered as an important strategy to combat competitors.

4. Increase market share:
Different forms of mass communication are also used to increase the market share.
5. Efficient use of national resources:
Government of a country can appeal to the general people for efficient and proper use of natural resources through mass communication.

Mass Communication

(B) Social Activates:
1. To create public opinion:
Mass communication can be used to create public opinion regarding following aspects:
            i. Against Terrorism
            ii. Against Corruption
           iii. Infamous of ethical values
2. Mass Education:
For successful implementation of mass education organized mass communication used through print and audio-visual Medias.

3. For self employment:
Respective departments of the government can take initiative to inspire unemployed people through mass communication for becoming self employed.

In the light of above discussion it can be concluded that, mass communication is an indispensable part of our national life. It is required by both business concerns and government agencies to inform and to inspire the general people regarding any necessary.

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Objectives of Mass Communication

Objectives of Mass Communication

Hello dear friends here you will get what are the objectives of Mass Communication? and What is Mass Communication? I guess you will get advantage from this site and post here.

Objectives of Mass Communication are as follows:
1. To create awareness:
Mass communication is used to create awareness among the mass people regarding health, sanitation and other matters of public interests.

2. Provide information:
The government or social organization use mass communication provides useful information to large group of people in the same time.

3. For distance education:
Mass communication can be effectively used for distance education.
4. To uplift morale of people:
During flood, famine or any types of natural calamities mass communication is used to uplift the morale of the people.

5. To increase government’s revenue:
To increase the revenue of the government mass communication can play vital role by inspiring people to pay tax in time.

6. To motivate people:
Mass communication is an important tool by which people can be motivated for a particular purpose.
7. Expansion of business:
Business organizations also can use mass communication to expand the volume of the business.

8. Political campaign:
Mass communication is widely used b y the political parties for promoting the acceptance of the party among the mass people.

Mass Communication

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What is Mass Communication?

What is Mass Communication?

Hello dear friends here you will get Define Mass Communication or, what is Mass Communication? and  Features of Mass Communication. I guess you will get advantage from this site and pots.

The world ‘Mass’ means ‘large group of people’. When communication takes place among large group of people then it can be termed as mass communication.

Generally, by ‘communication’, we mean ‘two way communications’, where there are only one sender and one receiver. But in case of mass communication the number of receiver is more than one. Thus it can be stated that, mass communication is that type of communication where information can be transferred to a large group of people in the same time through any media.

In the words of R. P. Molo, “Mass communication is such a process through which any individual, firms or organization and government of the state communication with the people.”

McFarland said, “Mass communication is the process of creating feelings on a particular matter among the general people and transmitting ideas of the sender.”

The concept of mass communication can be depicted by the following diagram:

Mass Communication

Fig: Mass Communication

Finally it can be stated that, mass communication is the way of communication through which message can be informed to a large audience by using mass media.

Features of Mass communication:
Features of mass communication are as follow:
1. More than two parties:
In case of mass communication there are more than two parties engaged in the communication process.

2. Specific objective:
There must be specific objectives of the mass communication.

3. Media:
Like other form of communication mass media also use different Medias for transmitting messages. Usually mass Medias are used for mass communication.
4. Barriers:
In case of mass communication there are also different types of barriers.

5. No immediate feedback:
Unlike other form of communication there is no immediate feedback in case of mass communication.
6. Interest of the receiver:
In mass communication interest of the receiver considered carefully.

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What is cross communication?

What is cross communication?

Hello dear friends here you will get what do you mean by diagonal or cross communication? What are the features of diagonal communication? I guess you will get advantage from this site and post here.

When executives and employees of different departments communications each other without maintaining formal chain of command then it can be termed as diagonal or cross communication.
In this type of communication, systems of vertical Communication or horizontal communication are not followed. For example, if manager of the finance department communication with the production supervisor breaking the chain of command then it will be diagonal/ cross communication.

Cross communication

Fig: 8 diagonal communication

If we observe the above figure we will be able to understand that, executives of different departments are communication directly with lower level employees of other departments by breaking the chain of command. Cross Communication.


Features of diagonal or cross communication:
1. Do not follow formal chain of command.
2. Quick communication
3. Creates friendly environment
4. Enhance coordination.
5. Increase quality of decision
6. Lack of control.

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Difference between downward and upward communication"