Multiple Choice

What information might go into routine operational reports for different kinds of organizations?

Routine operational report is a regular procedure that is used to identify forms appropriately and documents, which are to be used to record data accurately from manual inspection and electronic systems. This report provides information on the routine decisions, the actions taken and results got in respect to the routine on-going operations of the organizations

Explain why an organization or an organization that you work for would need this information regularly?

These reports are needed regularly as they enable operational personnel, and managers in the concerned organization to effectively perform their on-going routine activities. These kinds of reports also provide input data for a well detailed planning of operations and other existing routine activities. Routine operational reports also help managers to review the operations and ascertain if they are satisfactory. Finally, operational routine report provides input data for exception and special reports.

Argue either for or against this statement and be sure to defend your reasoning. “Reports are written for business executives who want them. Thus, you don’t have to be concerned about holding your reader’s interest.” (Essay Question)

Reports are not only written for business executive, but are also they are used in various operational procedures. Therefore, there is no need for concerns about holding reader’s interest. Business executives use reports to evaluate the organization’s financial performance. All the data from each and every financial period is recorded in specific place, which gives the exact figures of how much the company’s assets and liabilities are worth. The report can be helpful to financial planners in restructuring the budget to pay off liabilities and other expenses. Reports are not just important for documentation overview and internal business communication, but also crucial for top financial planners and decision makers to assess the current status and future potential of the business.  Rentz, Flatley, & Lentz, (2010) assert that investors and shareholders also use the information in determining whether to continue investing in the business. Their decisions are based on how effectively the business administers its money, where it is spent and how much money the business is earning each financial year. Typically, reports are used for internal purposes as well as shareholders or other, external business associates to deliver synopses of one or all major aspects of the business. 

A vital part of almost every report contains statements concerning its problem. Evaluate and explain the significance of report problems whose introductions could require coverage of methods of collecting data, historical background, and limitations.

A report problem describes an active challenge faced by researchers who have yet to find a solution. A problem statement of a report is a common feature that is seen within businesses and corporations. Basically, it can be referred to as a list and description of problems as a sort of brief before attempts to solve them are made which are encountered in the research previously done. There should be a detailed description of the particular problem. It should explain why exactly the problem needs to be dealt with. Secondly sources of the problem should be indicated if it is from businesses’ client or customer. According to Rentz, Flatley, & Lentz, (2010), this section should also indicate or tell what aspects should show that the problem has been solved. The third section which is usually seen as the most complex need to say what form the solutions should be in. This, however, ultimately depends on what the problem is, the restrictions that are in place on the solution and the scope of resources that can be used to try and solve the problem.  

Describe the techniques employed when showing quantitative differences between Bar and Pie Charts.

Pie charts have limited utility which emphasizes general findings but do not make small differences apparent. They are only used to represent categorical data with relatively small number of values which should not consist of more than five or six slices. Pie graphs are only used to represent more than one categorization of data. Bar graphs on the other hand are used for direct comparison of data, they show time series data when the number of intervals is small. Their scale ranges should be standardized and not vary between graphs, when possible. They may be vertical or horizontal. Only the horizontal are seldom used to portray time series.

Understanding the differences between virtual and face-to-face presentations is certainly becoming more important as business needs grow. Assess and explain the principal differences between face-to-face and virtual presentations. (Essay Question)

Virtual presentation does not require people to travel to certain facilities; it does not need to be scheduled in order to be presented to all participants and the at the same time unlike face-to-face presentations. The size of the audience for a face-to-face is entirely dependent on how much space is available on site. On the other hand, there is no limit to for virtual presentation which can accommodate audiences of all shapes and sizes and any constraints can simply be addressed by addend more lines. Face-to-face communication typically involves individuals themselves, computers, projectors and whiteboards whereas virtual presentations involve electronic versions of these tools.

As an attendee or class participant, is seeing and interacting with the presenter of critical importance to you. Why or why not? (Essay Question)

Seeing and interacting with a presenter is of much importance. It helps one to have full concentration and attention because he or she is able to make use of non verbal communication skills. This paves way for clarity in communication and allows for instant feedback. It also allows discussion of an important point that needs clarity and one is able to ask questions where it does not appear to be clear. Interacting helps solve the problem of boredom and sleeping during a session of learning or an important talk. This is through the involvement of all individuals in the discussion.  This kind of communication also ensures there is no emotional detachment. This ensures there is no cruelty in the communication. Generating empathy is another reason face-to-face communication is important. In this kind of communication one can tell how sincere an individual and how true their message is.

Much of the oral communication that goes on in business is the informal, person-to-person communication that occurs whenever people get together. Analyze and explain how the elements of good talking help us to communicate better? (Essay Question)

Andrew, (2010) reckons that using language and images that are familiar to people is essential in communication. Watching your tone by making sure it is right. This ensures that the message been passed does not lose its meaning. It also necessary as it ensure that one does not offend people or make them worry about answering. By been respectful people will find it easier to listen and share their views and they will respect the speaker’s views and will not shut them down without allowing them to speak. Sticking to the point where one does not try to steal a conversation make the conversation involving and entertaining. To ensure good communication, one needs to be happy to share the limelight and should not feel the urge to steer the conversation round to focus on them. When there appears to be no new thing to say the subject should be changed. Look and sound interested in other people these constitute good communication as it makes them feel valued. One should get people talking by asking open-ended questions which cannot just be answered with a simple ‘’yes’’ or ‘’no”. In good communication, one should always have something of interest to say. This can be done by keeping up with current affairs and trend – and that’s a pretty useful start for good communication.   

What are the prevailing attitudes in your culture toward the following: Negotiating methods, Truth in advertising, Company-worker loyalty, Women's place in society, Protestant work ethic .Explain how these attitudes can affect your communication with nonnatives? (Essay Question)

Rentz, Flatley, & Lentz, (2010) assert that Negotiating communication methods vary with culture. Some are direct and simple while others are indirect and complex. Particular culture may possess a special meaning for a certain act which may be interpreted differently in other cultures. Similarly methods of how parties reach an agreement differ. Cultural background affects both the act of negotiators and their values. A competent negotiator should be able to elaborate his strengths, understand cultural norms and ethnic characteristics. However, one should not anticipate use of cultural norms as means to win their opponent. Truth in advertising cultural take on advertising has lead to much criticism. It is seen as creation and use of unwanted persuasion. Advertising has also been considered to be partly responsible for where it is seen as changing people into consumers. When good marketing sense demands the use of culture and cultural values for efficiency in targeting audiences, the often-heard complaint that the mirror of advertisement is a distorted one remains serious. A true reflection of reality would not sell many products so some distortion seems inevitable.

According to Rentz, Flatley, & Lentz, (2010), Company-worker loyalty difference in cultures affects employee loyalty- intention to leave jobs or stay. Cultural effects may operate at individual level through factors like values, beliefs and norms but also at group level through social pressure to induce conformity. The presence of a strong cultural effect tends to make workers more loyal. Women's place in society “Deficit” is an approach used to introduce a women’s language. This approach creates a difference in women’s and men’s language.  It triggers critics to the approach in the highlighting issues in women’s language treated men as the standard. Due to this, women’s language is considered as having something inherently wrong with it.  Protestant work ethic whether we identify as Christians, Atheist, Hindu, Jewish, Muslim or Agnostic, most people have embraced these principles to one degree or another when it comes to work. The value attached to hard work, the need for all persons to work and the justification of profit emerging for Calvinism would eventually form the basis of modern capitalism and industrialism.

On a recent trip to India, Mr. Yang, a prominent Chinese executive, dined with his client Himanshu Jain. Mr. Yang commented that the food was spicy, which Mr. Jain interpreted as an opportunity to discuss Indian cuisine. After lengthy explanations, Mr. Yang commented again that the food was spicy. What happened? What barrier is likely getting in the way of clear communication and how could this barrier have been overcome. (Essay Question)

The world is culturally diverse and most people are nurtured in varied ways. People encounter different races, which often cause anxiety, some seem strange, but all this are due to diversity. A habit from one background can be paralyzing to deal with by a person from another background. In the above case, spicy food seemed strange to Mr. Yang. The desire to communicate is usually the first step in creating effectiveness. It acts as a bond that expresses itself clearly as a desire to connect with other people as Mr. Jain portrayed through his interpretation.

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From the outset, Mr. Yang did not understand the Indian cuisine; Mr. Yang did not have enough understanding of the spicy food. One needs to be open minded when approaching strange cultures. From this scenario, Mr. Yang ought to have been calm and enthusiastic about the Indian culture and food. This is a skill that is learnt and requires research, practice, and patience. Human beings have a tendency to like and stick to things that they are used to. In this scenario, Mr. Yang is not used to spicy delicacies; instead, he prefers his Chinese cuisine. Mr. Yang needs to understand that, even his culture and food is strange to other people.