Solved [June 2024] BCS055 - Business Communication - Previous Year Question

Read the following passage and answer the questions given below it:

Cultural differences between Japanese and American managers have presented the biggest obstacles to Japanese companies investing in America. A seminar for Japanese executives working in America was attended by 25 men, nearly all of them in identical dark suits. Despite the room’s stifling heating system, they resolutely refused to remove their jackets. Their coffee break lasted exactly the scheduled ten minutes. They did not ask any questions until after they had got know one another a bit better at lunch. They were usually deferential and always polite. A similar seminar for 25 Americans working for Japanese subsidiaries in America included eight women. Several of the men removed their jackets on entering the room. A ten-minute coffee break stretched beyond 20 minutes. Participants asked questions and several aggressively contradicted what the speakers had to say. According to Mr. Thomas Lifson of Harvard and Mr. Yoshihiro Tsurumi of New York’s Baruch College—the two main speakers at both seminars—misunderstandings between Japanese and American managers are possible at nearly every encounter. They can begin at the first recruiting interview. A big American company typically hires people to fill particular slots. Its bosses know that Americans are mobile people, who have a limited commitment to any particular employer or part of the country. As a result, jobs are clearly defined and so are the skills needed to fill them. American firms hire and fire almost at will. The assumptions (and the expectations) of the Japanese managers of Japanese subsidiaries in America could hardly be more different. They hire people more for the skills they will acquire after joining the company than for their existing skills. American managers rely heavily on number- packed memoranda and the like. The Japanese colleagues prefer informal consultations which lead eventually to a consensus. According to Mr. Tsurumi, they find comical the sight of American managers in adjacent offices exchanging memos. Confronted with a dispute between middle managers, most Japanese superiors refuse to become involved, expecting the managers themselves to resolve the issue. The Americans conclude, wrongly, that their Japanese bosses are indecisive or incompetent. Japanese managers do not share the American belief that conflict is inevitable, and sometimes healthy. They want to believe that employees form one big happy family.

(a) Answer the following questions:
(i) Describe two cultural differences between Japanese executives and American executives.
(ii) Why did the Japanese not ask questions until after lunch?
(iii) Japanese companies recruit less experienced employees. Why?
(iv) What is the difference between Americans and Japanese handling of conflict?
(v) Give a title to the passage. (13 marks)

Answer:

(i) Two cultural differences between Japanese executives and American executives:

1. Japanese executives prefer formal attire and politeness, while Americans are more casual, often removing jackets and being informal.
2. Japanese executives value strict adherence to schedules, such as maintaining a 10-minute coffee break, while Americans are flexible, stretching breaks beyond the scheduled time.

(ii) Why did the Japanese not ask questions until after lunch?

The Japanese executives waited until after lunch to ask questions because they value getting to know others first, fostering a sense of familiarity and mutual respect.

(iii) Japanese companies recruit less experienced employees. Why?

Japanese companies hire less experienced employees because they focus on the skills employees will acquire after joining the company rather than their existing skills.

(iv) What is the difference between Americans and Japanese handling of conflict?

Americans believe conflict is inevitable and sometimes healthy, often involving superiors to resolve disputes. In contrast, Japanese managers expect employees to resolve conflicts themselves, aiming to maintain harmony and a family-like environment.

(v) Give a title to the passage: "Cultural Differences in Management Styles"

(b) Find words from the passage which mean the same as the following words/phrases:
(i) deterrent (para 1)
(ii) respectful (para 2)
(iii) forcefully (para 3)
(iv) meeting (para 4)
(v) agreement (para 6) (5 marks)

Answer:

(i) Obstacle
(ii) Deferential
(iii) Aggressively
(iv) Encounter
(v) Consensus

(c) Make sentences of your own with the following words:
(i) contradicted
(ii) commitment
(iii) misunderstanding
(iv) expectation
(v) indecisive (5 marks)

Answer:

(i) The witness contradicted his earlier statement during the cross-examination.
(ii) Her commitment to the project ensured its success despite many obstacles.
(iii) A small misunderstanding between the teams delayed the project timeline.
(iv) The teacher had high expectations for her students’ performance.
(v) He was indecisive about choosing a career path, delaying his progress.

(a) Change the following sentences into the passive voice:
(i) They will close the shop tomorrow.
(ii) The child was eating an apple when the door-bell rang.
(iii) They have built a new bridge over the river.
(iv) The college will celebrate its Annual Day next week.
(v) A team of experts is preparing the report. (5 marks)

Answer:

• (i) The shop will be closed tomorrow.
• (ii) An apple was being eaten by the child when the door-bell rang.
• (iii) A new bridge has been built over the river.
• (iv) The Annual Day will be celebrated by the college next week.
• (v) The report is being prepared by a team of experts.

(b) Fill in the blanks with appropriate form of the verbs:
(i) Promila ............. for the last three hours. (sleep)
(ii) Sunil ............. early since I started my new job. (get up)
(iii) When I ............. (arrive) at the supermarket, the manager ............. (guide) me through the shop.
(iv) As we were watching, the boy ............. (fall) into the harbour. (5 marks)

Answer:

Write short notes on the following:
(i) Rules for a successful group discussion
(ii) A framework for proposals
(iii) Facing a phone interview
(iv) Organising a portfolio (10 marks)

Answer:

(i) Rules for a successful group discussion:

• Be prepared: Research the topic beforehand to present informed and logical arguments.
• Active participation: Engage in the discussion actively while respecting others’ opinions.
• Maintain decorum: Avoid interrupting others and ensure a respectful tone throughout the discussion.
• Focus on the topic: Stay on track and avoid deviating from the main subject.
• Body language: Maintain positive body language, such as making eye contact and nodding attentively.

(ii) A framework for proposals:

• Introduction: Provide a brief overview of the proposal’s purpose and objectives.
• Background: Explain the context or the problem the proposal aims to address.
• Details: Outline the plan, resources required, and implementation strategies.
• Benefits: Highlight the advantages or value the proposal will bring.
• Conclusion: Summarize the key points and call for action or approval.

(iii) Facing a phone interview:

• Prepare in advance: Review your resume, research the company, and be ready with potential answers to common questions.
• Choose a quiet location: Ensure the interview is conducted in a noise-free area with a good phone signal.
• Be professional: Speak clearly, maintain a polite tone, and avoid informal language.
• Listen carefully: Pay attention to the interviewer’s questions and ask for clarification if needed.
• Follow up: Send a thank-you email to the interviewer to express gratitude and reiterate your interest.

(iv) Organising a portfolio:

• Choose a format: Decide between a physical or digital portfolio based on the industry and audience.
• Highlight key achievements: Include relevant projects, certificates, and accomplishments that showcase your skills.
• Use a logical structure: Organize the portfolio into sections, such as education, work experience, and personal projects.
• Provide context: Add brief descriptions or captions for each item to explain their significance.
• Update regularly: Keep the portfolio current by adding new accomplishments and removing outdated material.

Write a composition in about 250 words on the following:
(i) How would life be different if there was no internet?
(ii) Increasing globalization would lead to the mingling of cultures and traditions.
(iii) Our homes in the future.
(iv) Improving the quality of life in the cities. (10 marks)

Answer:

(i) How would life be different if there was no internet?

Life without the internet would drastically alter how we communicate, work, and access information. Tasks like sending messages would rely on physical mail or landline telephones, slowing communication. Research would depend on physical libraries, making education less accessible and slower-paced. Businesses would operate within local boundaries as global outreach through digital marketing would be impossible. Entertainment would revert to television, radio, or books. Despite the challenges, such a world could foster more personal interactions, outdoor activities, and a less stressful, technology-free lifestyle.

(ii) Increasing globalization would lead to the mingling of cultures and traditions.

Globalization has been a powerful force in connecting the world, leading to an exchange of cultures, traditions, and ideas. The mingling of cultures enriches societies by introducing diverse cuisines, languages, and art forms. It promotes understanding and acceptance among people of different backgrounds. However, this blending could also lead to the loss of local customs and traditions, as dominant cultures often overshadow smaller ones. To balance the positives and negatives, societies must embrace global influences while preserving their unique identities, ensuring that globalization creates a harmonious coexistence of traditions.

(iii) Our homes in the future.

Future homes are likely to be smarter, sustainable, and more energy-efficient. Equipped with advanced technologies like AI and IoT, homes will feature automated systems for lighting, security, and climate control. Solar panels and green energy solutions will power them, reducing reliance on fossil fuels. Design-wise, homes will be compact yet highly functional, incorporating modular furniture and multipurpose spaces to optimize smaller areas. Sustainable materials and smart waste management systems will ensure eco-friendliness. These futuristic homes will combine technology and sustainability, improving the quality of life.

(iv) Improving the quality of life in the cities.

Urban areas face challenges such as pollution, traffic congestion, and lack of green spaces. Improving city life requires a multi-faceted approach. Efficient public transport systems and carpooling initiatives can reduce traffic. Increasing green spaces and planting trees will improve air quality and create recreational areas. Affordable housing and better healthcare facilities can address social challenges. Smart city technologies, like real-time traffic monitoring and efficient waste management, will enhance urban living. By adopting sustainable practices and prioritizing well-being, cities can become cleaner, healthier, and more livable for everyone.