Name Roll No. Course Semester Subject Subject Code L.C Code Assignment No.

Date of Submission

: Anil Kumar Singh : 511212390 : Master of Business Administration (MBA) : 1st Semester : Business Communication : MB0039 : 03062 : Set 1 : By 10th June, 2012

Directorate of Distance Education Sikkim Manipal University II Floor, Syndicate House Manipal 576104.

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Signature of Coordinator

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Signature of Centre

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Signature of Evaluator

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ASSIGNMENT
MB0039 Business Communication Assignment Set- 1 (60 marks) ________________________________________________________________________________

Q 1. List the importance of effective communication in the workplace. Answer:

Communication is the nerve center of business today. As you go up the corporate ladder, you will find that communication skills are required, more than technical skills. Communication research has revealed that among the factors most important for managerial success, communication skills rank above technical skills. Several surveys conducted among people who have been successful in their professions have indicated that communication skills are more vital to job success than subjects taken in college. Communication has assumed even greater importance today, since the new model of business is based on teamwork, rather than on individual action. Teamwork requires greater coordination and communication. Communication is also required all the more in this age of information and technology. Without communication and human skills, technology will overwhelm an organization. Communication helps to make sense of technology and to manage all this information. For example, communication is required to explain a new computer program or software. While computers can perform routine tasks, jobs like responding to customers needs require a high degree of communication skills.

Effective communication serves the following specific purposes in an organization

(1) Greater Awareness of Organizational Goals and Teamwork:

When there is open communication between superiors, co-workers and subordinates, there is smooth flow of information regarding the goals of the organization. Coordination between the different departments in particular, leads to greater motivation to work together towards achieving a common organizational goal, rather than working in isolation.

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(2) Better Employer-employee Relationships:

By listening to employees, showing empathy and giving them the freedom to express their opinions without fear of being repressed, a manager can create a climate of openness that leads to better work relationships. Employees will then feel more comfortable in approaching their superiors and discussing any matter with them.
(3) Problem-solving:

Effective communication can help resolve conflicts between co-workers, work related and performance related problems. Faceto-face communication is especially suited for achieving this task, since it is one to one and highly personalized in nature.
(4) Improved Performance:

Effective communication by managers at the time of appraising the performance of their employees can point out areas for improvement. A constructive review of performance, through which a manager gives positive feedback and counsels the employee, instead of criticizing him for poor performance, can motivate the employee to perform better.
(5) Stronger Link between Managers and the External Environment:

Apart from internal communication within the organization, effective communication by managers with external audiences such as customers, government, bankers, media and suppliers leads to a better rapport with them. A manager will be able to understand the needs of his customers, be aware of the presence of quality suppliers of material, of government regulations and of the expectations of the community at large, only through proper communication.
(6) Removing roadblocks to effective communication in the workplace:

When a problem arises, it's often due to poor communication in the workplace. Particularly in this digital age when we rely so heavily on emails and phone calls to get things done, vital information can become lost or misinterpreted if not communicated clearly. Arming your staff with good communication skills enables them to work efficiently, effectively and navigate any potential issues that may arise.
(7) Opening the channels :

By promoting better communication in the workplace, you'll not only increase the efficiency of your team, but your organisation too. Talk to a training specialist today about how you can improve the communication skills of your staff to create a more successful business.

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Q2. Explain the different aspects of non-verbal communication. Answer:

NON-VERBAL COMMUNICATION, defined as communication without words. It refers to any way of conveying meanings without the use of verbal language. The game of dumb charades is perfect example. Non-verbal communication is generally unintentional, unlike verbal communication. All of us tend to communicate silently and unknowingly send signals and messages by what we do, apart from what we say. Gestures, facial expressions, posture and the way we dress, are all part of non-verbal communication. Nonverbal communication can have a greater impact than verbal communication, since how you say something is sometimes more important than what you say. Although non-verbal communication can affect both our personal and business relationships, it is particularly important in the workplace. While the spoken or written words may be perfect, the non-verbal aspects could convey the exact opposite meaning. Aspects of non-verbal communication

The different aspects of non-verbal communication: 1) Kinesics: This is the most often studied and important area of non-verbal communication and refers to body movements of any kind. Different body movements can express inner states of emotion.

Facial Expressions can convey feelings of surprise, happiness, anger and sadness. If you meet a long lost friend and say Im very happy to meet you again, but with a sad facial expression, it conveys the exact opposite meaning. Eye Movements, such as wide open pupils express feelings of surprise, excitement or even fear. The importance of eye contact with ones audience was pointed out earlier. Direct eye contact is an indication of intensity and interest, while lack of it can convey feelings of nervousness and guilt. Gestures, such as movement of the hands while giving a lecture or presentation indicates a high level of involvement in what you are saying. On the other hand, shuffling of the feet is a sign of nervousness and speaking with ones hands in ones pockets is considered to be casual or even rude.

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Head Movements like nodding the head can convey interest, appreciation, agreement or understanding. Body Shape and Posture: Body shape is not within ones control but can be stereotyped to convey certain meanings. For example, someone who is strong and muscular is generally thought to be athletic, as opposed to a person who is short and fat! Posture on the other hand is within our control. In formal settings such as job interviews or classroom settings, it is essential that you maintain an erect posture to convey that you are attentive, since slouching or a relaxed posture conveys a casual attitude. Physical Appearance: Our outward appearance, including the way we dress and the jewelry and make-up that we wear can convey an impression of formality or informality. Going to a job interview dressed in blue jeans or not sticking to a stipulated dress code at the workplace can convey that you are a rebel, nonconformist or a very casual person. Therefore, it is important to take care of your appearance, so that you convey the right meaning to others. 2) Proxemics: Proxemics is derived from the word proximity or closeness and is the communication term for personal space and distance. The space and distance which we choose to keep from people is also part of non-verbal communication. Each of us has our own inner and outer circles, which differ for different people. Our inner most circle is an intimate space, into which we generally admit only select people such as family and close friends. Next comes a personal space which might include other friends and colleagues or coworkers. These two spaces involve communication of an informal nature. Most of us also have a social and public space, which includes official or workplace relationships, where the communication is of a more formal nature. In a business context, it is more relevant to understand the concept of fixed space and semi-fixed space. Fixed space means that the physical features of the work environment such as furniture, room size and seating arrangement are permanent. This conveys an impression of formality. On the other hand, semifixed space means that certain elements of the environment can be changed for example, the seating arrangement could be changed and this conveys an impression of informality. Sometimes, use of space at the workplace can determine leadership positions. For example, seating at the head of the table conveys leadership or authority. A round table meeting, however, conveys the idea of equality, since no one can be seated at the head of the table! All points of a circle are the same. That is why when heads of state meet (as in UN Security Council meetings), it is always a round table discussion, since all heads are equal. Space should therefore be used carefully in a work environment, so as to convey the right impressions. 3) Time Language: This refers to the meaning or importance attached to time and varies between different people. One person may value time more than another. Similarly, time language also varies across cultures. In most western cultures for example, punctuality is considered to be important. Arriving late for a business meeting is inexcusable. In other cultures, it is more relaxed and time is not given that much importance.

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We convey messages to others through the time we spend on a work related activity or by the importance that we give to time. Arriving early at work or for a job interview shows interest, involvement and seriousness. Spending time with an employee and giving him suggestions on how to improve his performance shows interest and involvement in his career growth. 4) Paralanguage: Para means like or similar to, therefore paralanguage means like language. Of all the forms of non-verbal communication, paralanguage is closest to verbal communication. It refers to the tone of voice with which something is said. In other words, it is how something is said, and not what is said. The tone of voice includes the pitch (high or low pitch), the pace (slow or fast) the emphasis on words and the volume (soft or loud) and can convey different moods and emotions, as mentioned earlier in this unit. Example: The statement I practice good business communication can be understood in different ways, depending on the emphasis on certain words. Saying I practice good business communication means that I alone practice it above anyone else. On the other hand, saying I practice good business communication could be interpreted to mean that you communicate particularly well in a business context, rather than in a general context. The important point to keep in mind regarding tone of voice is to avoid mixed signals, that is, making sure that what you say is consistent with how you say it. 5) Physical Context: This refers to the physical environment or surroundings within which we communicate and includes two aspects 1) color and layout and 2) design. Colors are known for their symbolic meaning and have associations with different feelings. For example, colors like black and grey are associated with death, mourning and negative feelings. Yellow and green are associated with more positive feelings. Of course, these can also vary across cultures. The point to remember is that you can make the right impressions with use of the right colors. Layout in a work environment refers to the size of an office, or the arrangement of furniture. Design refers to the type of chairs, desks or carpeting. All these can convey status, formality or informality. We have seen how the types of non-verbal communication outnumber the types of verbal communication. Non-verbal communication is an important supplement to verbal communication and can enhance verbal communication, if used in a positive way. The sender should use the right non-verbal cues to convey a positive message, while the receiver should learn to look for unintended messages conveyed by non-verbal communication.

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Q3. Write short notes on (a) Upward communication (b) Downward communication (c) Horizontal communication.
Answer: A formal communication network is one which is created by management and described with the help of an organizational chart. An organizational chart specifies the hierarchy and the reporting system in the organization. Therefore, in a formal network, information is passed on only through official channels such as memos, bulletins and intranet (email within the organization). The organizational chart implies that information can flow in any of three directions vertically, i.e., upward or downward, and horizontally. (a) Upward communication Upward communication is the flow of information from subordinates to superiors, or from employees to management. Without upward communication, management works in a vacuum, not knowing if messages have been received properly, or if other problems exist in the organization. By definition, communication is a two-way affair. Yet for effective two-way organizational communication to occur, it must begin from the bottom. Upward Communication is a mean for staff to:
o o o o o

Exchange information Offer ideas Express enthusiasm Achieve job satisfaction Provide feedback

(b) Downward Communication

Information flowing from the top of the organizational management hierarchy and telling people in the organization what is important (mission) and what is valued (policies). Downward communication generally provides enabling information which allows a subordinate to do something.

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e.g.: Instructions on how to do a task. Downward communication comes after upward communications have been successfully established. This type of communication is needed in an organization to:
o o o o o o o o o

Transmit vital information Give instructions Encourage 2-way discussion Announce decisions Seek cooperation Provide motivation Boost morale Increase efficiency Obtain feedback

Both Downward & Upward Communications are collectively called Vertical Communication

(c) Horizontal/Literal communication

Horizontal communication normally involves coordinating information, and allows people with the same or similar rank in an organization to cooperate or collaborate. Communication among employees at the same level is crucial for the accomplishment of work. Horizontal Communication is essential for:
o o o o o

Solving problems Accomplishing tasks Improving teamwork Building goodwill Boosting efficiency

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Q4. Explain the different barriers to listening. List the differences between discriminative listening and comprehension listening. Answer:
Listening is not easy and there are a number of obstacles that stand in the way of effective listening, both within and outside the workplace. These barriers may be categorized as follows:

Barriers to Listening

1.

Physiological Barriers

This was discussed earlier under the barriers to communication. Some people may have genuine hearing problems or deficiencies that prevent them from listening properly. Once detected, they can generally be treated. Other people may have difficulty in processing information, or memory related problems which make them poor listeners. Another physiological barrier is rapid thought. Listeners have the ability to process information at the rate of approximately 500 words per minute, whereas speakers talk at around 125 words per minute. Since listeners are left with a lot of spare time, their attention may not be focused on what the speaker is saying, but may wander elsewhere.
2.

Physical Barriers

These refer to distractions in the environment such as the sound of an air conditioner, cigarette smoke, or an overheated room, which interfere with the listening process. They could also be in the form of information overload. For example, if you are in a meeting with your manager and the phone rings and your mobile beeps at the same time to let you know that you have a message; it is very hard to listen carefully to what is being said.
3.

Attitudinal Barriers

Pre-occupation with personal or work related problems can make it difficult to focus ones attention completely on what a speaker is saying, even if what is being said is of prime importance. Another common attitudinal barrier is egocentrism, or the belief that you are more knowledgeable than the speaker and that you have nothing new to learn from his ideas. People with this kind of closed minded attitude make very poor listeners.

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4.

Wrong Assumptions

The success of communication depends on both the sender and the receiver. It is wrong to assume that communication is the sole responsibility of the sender or the speaker and those listeners have no role to play. Such an assumption can be a big barrier to listening. For example, a brilliant speech or presentation, however well delivered, is wasted if the receiver is not listening at the other end. Listeners have as much responsibility as speakers to make the communication successful, by paying attention, seeking clarifications and giving feedback. Another wrong assumption is to think that listening is a passive activity, in which a listener merely absorbs the thoughts of the speaker. On the contrary, real listening or active listening is hard work it requires speaking sometimes to ask questions, agree or disagree with the speaker, give feedback, etc. Yet another barrier of this type is to assume that speakers are more powerful than listeners. Speakers are seen as being in command of things, whereas listeners are seen to be weak and lacking authority. According to communication experts however, the reverse is true. Listeners are as important and as powerful as speakers. In fact David J. Schwartz, writer and management professor, emphasizes the importance of listening by saying Big people monopolize the listening. Small people monopolize the talking.
5.

Cultural Barriers

Accents can be barriers to listening, since they interfere with the ability to understand the meaning of words that are pronounced differently. The problem of different accents arises not only between cultures, but also within a culture. For example, in a country like India where there is enormous cultural diversity, accents may differ even between different regions and states. Another type of cultural barrier is differing cultural values. The importance attached to listening and speaking differs in western and oriental cultures. Generally, Orientals regard listening and silence as almost a virtue, whereas Westerners attach greater importance to speaking. Therefore this would interfere with the listening process, when two people from these two different cultures communicate.
6.

Gender Barriers

Communication research has shown that gender can be a barrier to listening. Studies have revealed that men and women listen very differently and for different purposes. Women are more likely to listen for the emotions behind a speakers words, while men listen more for the facts and the content. Example: A salesperson giving a demonstration of a new type of office equipment may be asked by two colleagues if the equipment will work without any problems and respond by saying Sure. A male user may take his answer at face value, whereas a female user may detect some hesitation in his voice. This is because the male user listens for the content of the message, whereas the female user listens for the tone of the message.
7.

Lack of Training

Listening is not an inborn skill. People are not born good listeners. They have to develop the art of listening through practice and training. Lack of training in listening skills is an important barrier to listening, especially in the Indian context.

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Lee Iacocca, former Chairman of the Chrysler Corporation in the US, was one of the first to recognize the need for organized training programs in listening skills. Today, many organizations both in India and abroad incorporate listening skills in their training programs.
8.

Bad Listening Habits

Most people are very average listeners who have developed poor listening habits that are hard to shed and that act as barriers to listening. For example, some people have the habit of faking attention or trying to look like a listener, in order to impress the speaker and to assure him that they are paying attention. Others may tend to listen to each and every fact and, as a result, miss out on the main point. Yet another habit is to avoid difficult listening and to tune off deliberately, if the subject is too technical or difficult to understand. Sometimes, the subject itself may be dismissed as uninteresting, because the listener does not want to listen.

Differences between discriminative listening and comprehension listening

Discriminative Listening This is the most basic type of listening, whereby the difference between the sounds is identified. Unless the differences between the sounds are identified, the meaning expressed by such differences cannot be grasped. Once we learn to distinguish between sounds in our own language, we are able to do the same in other languages. One reason why people belonging to one country find it difficult to speak the language of another country is that they find the sounds similar and cannot understand the subtle differences.

Comprehension Listening Once we have learnt to discriminate between the different sounds, the next step is to try to comprehend the meaning of these sounds. In order to do this, we require a dictionary of words, along with the rules of grammar and syntax. Apart from the verbal communication, we also need to understand the meaning conveyed by the speakers nonverbal behavior. This can be achieved by closely observing various aspects of the speakers body language and tone of voice.

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Q5. Discuss the principles of business writing. Answer:

Business writing is different Writing for a business audience is usually quite different than writing in the humanities, social sciences, or other academic disciplines. Business writing strives to be crisp and succinct rather than evocative or creative; it stresses specificity and accuracy. This distinction does not make business writing superior or inferior to other styles. Rather, it reflects the unique purpose and considerations involved when writing in a business context. When you write a business document, you must assume that your audience has limited time in which to read it and is likely to skim. Your readers have an interest in what you say insofar as it affects their working world. They want to know the "bottom line": the point you are making about a situation or problem and how they should respond. Business writing varies from the conversational style often found in email messages to the more formal, legalistic style found in contracts. A style between these two extremes is appropriate for the majority of memos, emails, and letters. Writing that is too formal can alienate readers, and an attempt to be overly casual may come across as insincere or unprofessional. In business writing, as in all writing, you must know your audience. In most cases, the business letter will be the first impression that you make on someone. Though business writing has become less formal over time, you should still take great care that your letter's content is clear and that you have proofread it carefully. Simple vs. Complex Words As far as possible the sender should select words that are within the receivers vocabulary. If the words used are outside the vocabulary of the receiver, the latter may either not get the message at all, get the wrong message by guessing the meaning incorrectly or wonder whether the sender intentionally selected a complicated word for making an impression. Therefore, it is better to rely on plain, simple words. Jargon, Slang and Metaphors Jargon refers to technical terms that belong to a particular subject area or discipline. For example, medical jargon would include terms that only medical practitioners and not lay person might understand. Slang refers to casual words that are not accepted and recognized in a Standard English dictionary. A metaphor is a figure of speech and refers to colorful comparisons which evoke visual images. Pronouns and active versus passive voice Personal pronouns (like I, we, and you) are important in letters and memos. In such documents, it is perfectly appropriate to refer to yourself as I and to the reader as you. Be careful, however, when you use the pronoun we in a business letter that is written on company stationery, since it commits your company to what you have written. When stating your opinion, use I; when presenting company policy, use we. The best writers strive to achieve a style that is so clear that their messages cannot be misunderstood. One way to achieve a clear style is to minimize your use of the passive voice. Although the passive voice is sometimes necessary, often it not only makes your writing dull but also can be ambiguous or overly impersonal.

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Focus and specificity Business writing should be clear and concise. Take care, however, that your document does not turn out as an endless series of short, choppy sentences. Keep in mind also that "concise" does not have to mean "blunt"you still need to think about your tone and the audience for whom you are writing. Consider the following examples: After carefully reviewing this proposal, we have decided to prioritize other projects this quarter. Nobody liked your project idea, so we are not going to give you any funding. Business letters: where to begin Reread the description of your task (for example, the advertisement of a job opening, instructions for a proposal submission, or assignment prompt for a course). Think about your purpose and what requirements are mentioned or implied in the description of the task. List these requirements. This list can serve as an outline to govern your writing and help you stay focused, so try to make it through. Next, identify qualifications, attributes, objectives, or answers that match the requirements you have just listed. Strive to be exact and specific, avoiding vagueness, ambiguity, and platitudes. If there are industry- or fieldspecific concepts or terminology that is relevant to the task at hand, use them in a manner that will convey your competence and experience. Avoid any language that your audience may not understand. Your finished piece of writing should indicate how you meet the requirements you've listed and answer any questions raised in the description or prompt. Always Build a Structure Three useful indicators include the use of sequence, consistency and balance to build a structure that guides the reader though the text. SEQUENCE : Order in which the writing unfolds; CONSISTENCY : Using the same style and the words when referring to the same object; BALANCE : Sentence or paragraph must be long enough to maintain a readers interest but not too long. Consider sentences that are around 2 to 3 lines and paragraphs that over 6 to 10 lines.

Provide enough writing Clarity Ensuring clarity when you're writing is presenting your piece so that the readers thinking revolves around a compelling idea. Total clarity is therefore achieved during editing, since this is where you create a distance between yourself and the material; i.e. reviewing and re-writing it. This puts your writing into perspective and allows proper evaluation of the pros and cons of your work, a definite litmus test to check whether the initial five principles are self-evident. Remain Humble Be humble while writing and editing, and always critically judge your work first. Though this has no effect on how good the technicality of your work is, the truth is that most people are sick of reading anything that has an arrogant or condescending tinge to it. A tinge you definitely want to avoid if your thoughts are to be heard via your writing.

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Q6. Explain the advantages of oral communication with the help of suitable example. Answer :
Oral Communication : Oral communication implies communication through mouth. It includes individuals conversing with each other, be it direct conversation or telephonic conversation. Speeches, presentations, discussions are all forms of oral communication. Oral communication is generally recommended when the communication matter is of temporary kind or where a direct interaction is required. Face to face communication (meetings, lectures, conferences, interviews, etc.) is significant so as to build a rapport and trust. Oral communication has several advantages over written communication for most day-to-day, routine transactions: 1. Oral communication is faster: Two or more people talking can deliver a message, discuss an issue, reach an agreement, or ask a question and receive an answer much more quickly than they could using written communication. 2. Oral communication permits immediate feedback: When the receiver does not understand a message, he or she can ask for clarification right away. 3. Oral communication a usually more effective for conveying messages with emotional content: When people communicate orally, the message consists of more than the spoken words. A nonverbal message accompanies every oral communication. Facial expressions, body movements, gestures, tone of voice, rate of speech, and voice inflection all add meaning to the words actually spoken. These nonverbal components help the receiver interpret the emotional significance of the message. 4. Oral communication helps establish human relationships: Through oral communication, people working together are able to develop team spirit and a sense of mutual responsibility. By communicating with each other orally, people are able to improve each other's morale. 5. High level of understanding and transparency: There is high level of understanding and transparency in oral communication as it is interpersonal. 6. No element of rigidity: There is no element of rigidity in oral communication. There is flexibility for allowing changes in the decisions previously taken. 7. Oral Communication save time, money and efforts : Oral communication is not only time saving, but it also saves upon money and efforts. 8. Oral Communication best for problem resolution : Oral communication is best in case of problem resolution. The conflicts, disputes and many issues/differences can be put to an end by talking them over. 9. Private and Confidential information :Oral communication can be best used to transfer private and confidential information/matter.

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ASSIGNMENT
MB0039 Business Communication Assignment Set- 2 (60 marks) ________________________________________________________________________________

Q1. List the differences between extensive reading and intensive reading? Answer:
Differences between extensive reading and intensive reading Intensive reading It is related to further progress in language learning under the teacher's guidance. It provides a basis for explaining difficulties of structure and for extending knowledge of vocabulary and idioms. It will provide material for developing greater control of the language and speech and writing. Students will study short stories and extracts from novels, chosen for the standard of difficultly of the language and for the interest they hold for this particular group of students. Intensive reading is generally at a slower speed and requires a higher degree of understanding to develop and refine word study skills, enlarge passive vocabulary, reinforce skills related to sentence structure, increase active vocabulary, distinguish among thesis, fact, supportive and non-supportive details, provide socio cultural insights.

Extensive reading It develops at the student's own pace according to individual ability. It will be selected at a lower level of difficulty than that for intensive reading. Where frequency word counts are available for the language being learned, extensive reading will conform to a lower frequency word count than intensive reading. Material will be selected whose choice of structure is habitually less complex and whose vocabulary range is less extensive. The purpose of extensive reading is to train the students to read directly and fluently in the target language for enjoyment without the aid of the teacher. Where graded texts are available, structures in texts for extensive reading will be already familiar, and new items of vocabulary will be introduced slowly in such a way that their meaning can be deduced from context or quickly as certained. The student will be encouraged to make intelligent guesses at the meaning of unfamiliar items. Material consists of authentic short stories and plays, or informative or controversial articles from newspapers and magazines. A few adaptations of vocabulary and structure will be made. The style of writing should entail a certain amount of repetition without monotony. Novelties of vocabulary should not coincide with difficulties of structure. It means reading in quantity and in order to gain a general understanding of what is read. It is intended to develop good reading habits, to build up knowledge of vocabulary and structure and to encourage a liking for reading, Increase total comprehension, enable students to achieve independence in basic skill development, acquaint the student with relevant socio-cultural material, and encourage recreational reading.

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Q2. Explain the different advantages and disadvantages of intranet. Answer:

An intranet is a computer network that uses Internet Protocol technology to share information, operational systems, or computing services within an organization. An intranet can be understood as a private analog of the Internet, or as a private extension of the Internet confined to an organization. The first intranet websites and home pages began to appear in organizations in 1996-1997. Although not officially noted, the term intranet first became common-place among early adopters, such as universities and technology corporations, in 1992. Contrary to popular belief, this is not simply a misspelling of "Internet." "Intra" means "internal" or "within," so an Intranet is an internal or private network that can only be accessed within the confines of a company, university, or organization. "Inter" means "between or among," hence the difference between the Internet and an Intranet.

Intranet

Advantages and disadvantages of intranet are as follows: Advantages of Intranet

There are number of advantages of intranet discussed below: 1. Workforce Productivity : Intranets offering workforce productivity which can help user to find and observe information very fast. User may also use applications according to their roles and tasks. Through web browser a user can get access to entire contents of any website from anywhere or any time. Intranet also increase the ability of employees by performing their job confidently very fast, and accurately. 2. Time: Intranets allow organizations to distribute information to employees on an as-needed basis; Employees may link to relevant information at their convenience, rather than being distracted indiscriminately by electronic mail.

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3. Communication: Intranets can serve as powerful tools for communication within an organization, vertically and horizontally. From a communications standpoint, intranets are useful to communicate strategic initiatives that have a global reach throughout the organization. 4. Information : Intranet permits business companies to share out information to employees according to their need or requirements. Employees may also link to appropriate data at their expediency. 5. Web Publishing: The most significant advantage of Intranet is Web publishing which permits burdensome corporate knowledge to be continued and effortlessly access all through the company using Web technologies and hypermedia. The familiar examples of web publishing consist of training, news feed, company polices, documents, and employee manual. Intranet can be accessed general internet standards such as CGI applications, Flash files, and Acrobat files. Each unit can bring up to date the online copy of a document and intranet always provides the most recent version to employees. 6. Business operations and management: Intranets are also being used as a platform for developing and deploying applications to support business operations and decisions across the internetworked enterprise. 7. Cost-effective: Users can view information and data via web-browser rather than maintaining physical documents such as procedure manuals, internal phone list and requisition forms. This can potentially save the business money on printing, duplicating documents, and the environment as well as document maintenance overhead. 8. Enhance collaboration: Information is easily accessible by all authorised users, which enables teamwork. 9. Promote common corporate culture: Every user has the ability to view the same information within the Intranet. 10. Immediate updates: When dealing with the public in any capacity, laws, specifications, and parameters can change. Intranets make it possible to provide your audience with "live" changes so they are kept up-to-date, which can limit a company's liability. Disadvantages of Intranet Intranet has great features for interconnected manners but has some disadvantages too : 1. Getting started Building an intranet to your specifications can be expensive. A consultant may have to be hired to give it the desired look and feel and to make sure that it is user friendly and simple enough for all employees to use.
2. Developing and maintaining cost Once it has been set up, someone has to be responsible for

maintaining and updating the information on a continuous basis. In small organizations, it may be sufficient to appoint one person to do this. In larger organizations with multiple departments, it may be necessary to appoint several persons to maintain and update information for the different departments.

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MBA Semester 1 [Spring Drive 2012]

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3. Training employees Once it has been set up, employees have to be familiarized and trained on how to use the intranet. This involves investment in time and money. 4. Convincing old economy employees Some employees may not be technology or computer savvy and may be reluctant to use the intranet to access information. Therefore, they may have to be convinced about the benefits of using the new technology. 5. Specific Information - Management does need to stop control of specific information, this problem can be minimized but with appropriate prudence. 6. Security issue -The other disadvantage of Intranet is security issue. 7. Location - Intranet gathered everything in one location which is really good but if it is not prearranged then you will spoil everything. 8. Cost Factors - The cost of intranet is very high but has lots of advantages after implementing. 9. Complex and Expensive - This becomes a complex and expensive task. 10. Viruses - viruses can spread multiple computers connected to the system, that space can be filled very quickly on a shared hard drive via the intranet, and that documents can be left untidy, uncategorised, and therefore may get lost.

Roll No.: 511212390

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