Business Communication (BC)
Business Communication (BC), JAIBB, JAIBB examination study materials, Business Communication (BC), Junior Associate of the Institute of Bankers, Bangladesh (JAIBB), Banking diploma, JAIBB, JAIBB examination study materials, Business Communication (BC):
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Business Communication file 1
List of subjects for Junior Associate of the Institute of Bankers, Bangladesh (JAIBB) Exam:
1. Principles of Economics & Bangladesh Economy (PBE).
2. Business Communication (BC).
3. Laws and Practice of Banking (LPB).
4. Organization & Management (OM).
5. Accounting for Financial Services (AFS).
6. Marketing of Financial Services (MFS).
List of Short Notes of Business Communication:
Short Notes on Board Meetings:
The directors of a joint stock company are jointly known as the board of directors or the board. The
administrative functions and policy planning of a company are unseated in the board. The board of
directors or often known as the numbers of the board sit at meetings to supervise the progress of
routine business or for policy planning or review of the progress of plans already accepted for
implementation. Such meetings are called board meetings.
The rules of board meeting are usually mentioned in the Memorandum of Association (M/ A) and
the Articles of Association (A/ A) of the company. As per provisions of the Companies Act, a board
meeting should be held at least once in every three months or at least four times in a year. At least
one-third members of the board of directors or two members (Whichever is higher) constitute
quorum in a board meeting. In the absence of the chairman of the board, the senior-most director or
any one (with the consent of all from the present directors) may preside over the board meeting.
A board meeting is usually held for considering the application for shares, allotment of shares and
their forfeiture, issue of debenture, approval of contract, fixing the date of annual general meeting,
determining business policy and plans, appointment of managing director, filling in vacancy in the
board by appointing a new director temporarily.
Short Notes on feedback
The term 'feedback' means the return of the result or response of a particular communication from
the receiver. Feedback is frequently used in communication to convey the repercussion of the
receiver what he perceives from the message received earlier. So feedback is the return message or
response from the receiver to the sender. It is a response from the receiver to the sender. It is a
response from the receiver that informs the sender. It is a response from the receiver that informs
the sender how the message is being interpreted and how the communication is received in general.
When a message is received, decoded and understood by the receiver, he is expected to show some
response or reaction; he may take some action or reply or behave in a particular way as a result of
message received. For completion of the communication process the communicator needs to know
whether the receiver has responded in the desired way or not, he can find this out by getting
feedback from the receiver. Thus feedback is knowledge of result of a particular communication; it
can be used for modifying the future course of action relating to communication. No communication
is complete without feedback. It completes the circle of two way communication.
Short Notes on Office Memo
The word memorandum shortly termed as 'memo' means taking note for future or any matter to be
remembered. Indeed memo is one kind of written note that helps to keep something in memory.
Office memo is a written means of internal communication. It is used to exchange information
among official’s subordinates or people of same status in an organization. In fact, office memo is a
written means of communication in between different sections, departments or units within the organization. It is used to exchange information among executives, sub-ordinates and people of same status.
Office memo is written referring to a specific issue of the organization. Polices and principles of the
organization, clarification of policies, any change or modification brought in present policies, any
change in work schedule, providing or soliciting advice, request for supplying information, granting
permission to perform a particular task etc. are used as the subject matter of office memo. The
officials, sub-ordinates and people of the same status may use office memo to exchange information
in matters of various 'courses of action of the office. Office memo is frequently used for conveying
information, making requests and providing response.
As a tool of internal communication office memo provides certain specific benefits. It provides the
message in brief and effective form. It is less expensive and may be used as reference. But office
memo can be used only in limited areas. If it is used formally, rules and regulations should be
followed strictly and this causes unnecessary delay. If any wrong, exaggerated or distorted
information is included in a memo, it cannot by instantly alter. A corrigendum becomes necessary
for it. It is useless of the illiterate people.
Short Notes on Office order
Office order is a means of internal communication within an organization. The term 'order'
generally means telling subordinates to do or refrain from doing a specific job. But' passing an order
high level executives want their subordinates carry out the order. When a message is conveyed as an
order, it means that it carries a stamp of authority with it and has to be accepted. The high level
executives circulate office order to the employees. Order is generally issued for posting of
employees, promotion, suspension, transfer, and discharge from job, sanction or recession of yearly
increment, imposing rules and regulations, enforcing certain rules or course of action etc.
An office order descends from the top of the organizational structure down to the employees for
execution. Since office 'order is a formal course of action, it should preferably be written.
Office order is a sensible part of communication. Its subject matter should be well thought,
organized, meaningful and attached with reasonable interpretation so that no unpleasant situation
grows in the enterprise. It should be relevant, concise, and easy to understand and issued with
proper authority and interpretation.
Short Notes on Office circular
Office circular means written communication to be moved within the organization. It is issued to
make the people concerned informed of the general matters of the organization.
In the words of R. Pal and J. S. Korlahalli "Office circulars are meant to convey some information
to a large number of people. Such information are usually of general nature and not confidential."
Thus, office circular is a written method of exchanging information by which the written message of
higher level are sent to lower level for their information. By means of an office circular many
people are made informed of the same matter simultaneously. It is an important means of
establishing written communication about 'official matters among the employees of an organization.
An office circular can be made to reach the concerned people in two ways— (i) hanging on the
notice board and
(ii) distribution of copies of circular to the readers.
In many organizations a notice board is hung near the main gate used for entry or exit. Copies of the
circular are hung on the board. Of course many organizations follow the practice of hanging
circulars on notice board fixed on walls adjacent to different departments of the organization. Of
course, where readers are more or numerous, many copies of office circular are distributed among
the readers with or without their signature.
Short Notes on Annual General Meeting
Every company limited by shares is required to hold a meeting with all of its shareholders once a
year. Such a meeting is called annual general meeting. The first annual general meeting must be
held within 18 months from the date of its incorporation. In the subsequent years the annual general
meeting should be held at least once a year, but under emergency the gap between two annual
general meetings may be upto 15 months. The annual general meeting carries important message to
the shareholders. Usually its agenda includes declaration of dividend of shares appointment of
auditor and fixation of his fees, approval of auditors report and audited accounts, approval of annual
report, appointment of new directors where necessary etc.
The notice of the annual general meeting should be sent to the shareholders at least 14 days before
the meeting. However, a notice of less than 14 days may be sent with the consent of all shareholders
expected to remain present. The agenda of the meeting should be sent with the notice, For failure to
convince the annual general meeting in time the company itself and every director liable for such
failure may be fined upto Tk. 500/.
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