IDCS Syllabus - DBC204 -  Business Communication

Introduction  

The candidates on this course will eventually become, or may already be, computing practitioners. Business Communication has two main purposes, which are relevant to the needs of the junior computing professional:

In addition to having a range of skills and understanding relating to the technology of information processing, holders of the Diploma must be able to communicate effectively with both their fellow practitioners and the users of information systems with a genuine understanding of the information needs of those users.

Candidates must develop the basic communication skills and concepts needed at the interpersonal level but must relate these to the broader information needs of organisations, so that the knowledge of information systems and appropriate IT for communication gained in the Computer Technology and Business Systems part of this course may be applied intelligently and effectively.  

Business Communication should focus upon formal means of communication and the development of personal communication skills relevant to someone working alone or as a member of a team in a computer environment within an organisation. In so doing, it should provide candidates with the necessary communication skills to enable them to interpret business documents computer materials, program specifications and technical material at an appropriate level and to produce written reports and documentation to a similar standard.

The aims of the Business Communication module are to enable candidates to communicate with and relate to others on computing and non-computing matters; to develop skills of acquiring, selecting and presenting information; to develop sensitivity to, and awareness of, other people's ideas and attitudes and how all of these relate to the users' information needs and systems.

General Objectives

Upon successful completion of this module candidates will be able to demonstrate a satisfactory performance in the following topic areas:  

A. Information within Business.

Define the information flows within an organisation. Explain how the application of office based software applications can facilitate the flow of information.

B. Written Communication.

Write business letters, memoranda and reports and make use of appropriate methods of displaying and presenting information.

C. Interviews.

List the features and demands of job interviews, the preparation for an interview and how to perform competently during an interview.

D. Group Work.

Discuss the benefits and difficulties of working in a group.

E. Meetings.

Describe the reasons for business meetings, the procedures governing well-run meetings and the roles of those taking part.

F. Presentations.

Make a presentation or demonstration to an audience using appropriate aids.  

Specific Objectives  

Objective A: Information within Business  

A1.Describe the need for information in the effective operation of an organisation and how its communication systems, both internal and external, relate to that need.

A2.Trace the flow of information, both by conventional and electronic means, within a variety of organisational structures and discuss the effectiveness of different manual and electronic techniques for gathering, presenting and delivering information.

A3.Evaluate and use a range of techniques and channels for the communication of information within and between organisations, having regard to their particular purpose and cost.

A4.Describe the application of standard office software packages to facilitate the production and flow of information.

Objective B: Written Communication 

B1.Compose simple business letters and memoranda demonstrating a basic knowledge of currently acceptable formats and techniques, which reflect the context and the expectations of recipients.

B2.Compose letters of enquiry, complaint and confirmation, both personal and official.

B3.Act on instructions from a superior, as to what subject matter is to be read, what sources are likely to be productive, and prepare abstracts and summaries of business information as a result of an investigation of those and other sources.

B4.Compose simple business reports, demonstrating a basic knowledge of logical structure and currently acceptable schematic layouts with appropriate numbering, headings and sub-headings, using a clear, concise and appropriate vocabulary, and in a style appropriate to the status of the intended recipients and their needs.

B5.Collect, organise, tabulate and describe raw data; represent data diagrammatically in pie charts, bar charts and histograms.

B6.From raw data construct and interpret cumulative frequency curves for absolute and relative frequencies.

B7.Present graphically, range, mean, mode and median.

B8.Present simple statistical techniques, including elementary probability, in the modelling and evaluation of practical situations.

B9.Present simple probabilities to computing problems and collect, display and perform elementary analysis on statistical data.  

Objective C: Interviews

C1.Compose letters of application for employment and a Curriculum Vitae.

C2.Discuss the importance of preparing oneself for an interview and the importance of dress, general appearance and punctuality, with an appropriate balance between formality and informality.

C3.Ask and answer questions comprehensively, coherently and unambiguously and record the information gathered at an interview.  

Objective D: Group Work

D1.Identify situations that are more suited to group working than to individual effort.

D2. Identify roles taken by individuals in the activity of a group.

D3.Discuss the need to identify attitudes, feelings and personal objectives, and the effects these have on people.

D4.Use persuasive language and questioning skills effectively.

D5.Analyse conflict and examine its origins in the structure of an organisation, in people's status within it and in their personal attitudes.

Objective E: Meetings

E1.Understand the different types of meeting, their aims and organisation and the concept of effective group size.

E2.Understand the leadership role of the Chairperson and how it affects the conduct of the meeting. Identify the roles of the committee members and the secretary and how they may be affected by the style of chairmanship.

E3.Demonstrate the ability to participate in the practical, organisational aspects of meetings, including the preparation of agenda.

E4.Understand the need for minutes and the purposes behind their circulation. Take careful notes of a discussion and from these produce accurate minutes.

E5.Prepare for a formal meeting and speak on a topic.

E6. Distinguish between formal and informal information, and between emotional and rational approaches in persuasion, and understand why it is necessary to confine argument to objective statements rather than opinion.

E7. Engage in constructive discussion in both formal and informal situations.  

Objective F: Presentations  

F1.List the techniques for effective presentations.

F2.Be aware of the need for effective visual aids, their types and uses.

F3.Use statistical information such as tables, charts and diagrams.

F4.Understand the importance of preparing the devices to be used, testing them and organising the material so as to exploit their full potential.

F5.Describe how the devices and the material influence presentation strategies.

F6.Deal effectively with questions and feedback.

F7.Produce and present a presentation.  

Practical Work 

Candidates should demonstrate the practical skills they have gained in this module through a series of practical tests. Each of these is intended to be helpful to the candidate in furthering the skills they will need in business life.

• Produce a letter responding to an advertisement for a job as an analyst/programmer. Include a copy of an (imaginary) Curriculum Vitae with the letter.

• Attend a job interview for the analyst/programmer job with the lecturer taking the role of the prospective employer.

• Produce a presentation using suitable visual aids in which the candidate should attempt to convince a prospective buyer (the rest of the candidates and the lecturer) to buy a new and original software product.

Notes on Business Communication

It is appreciated that candidates will be working in English and that this may not be their first language. Whilst Business Communication should be taught in such a way as to encourage the improvement of the candidates' English, the emphasis should be on effective communication, rather than a pure “English as a foreign language” approach.  

The need, in most countries, to reflect international business practice means that textbook examples of layouts and forms must be taught, but candidates should also be encouraged to compare these with their own local versions and to give examples of both when answering examination questions.