COURSE FILE

BUSINESS COMMUNICATION (KMBN 107)

UNIT IV
Employment communication: Introduction – writing CVs – Group discussions – interview skills
Impact of Technological Advancement on Business Communication networks – Intranet – Internet
– e mails – SMS – teleconferencing – video conferencing.
Employment communication
Introduction –
Employment Communication is a mode of communication used for employees but specifically for
accepting applicants for a job. It includes application letter, follow-up communications, interview
and resumes.
What do employers want?
Are able and willing to adapt to diverse situations
- Continue to learn throughout their careers
- Are team players
- Have strong work records
- Have diversified skills and varied job experience
- Are sensitive to intercultural differences
- Have perhaps studied abroad
Four stages of job search process -
1. Assessing your resources
2. Identifying potential employers
3. Applying for the job
4. Interviewing for the job
A. Know yourself
The first stage in a successful job search is self assessment.
- What kind of job are you looking for?
- What “hidden” skills do you have?
- What are your strengths and weaknesses?
Get to know yourself:
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  strengths
 weakness
 expectations
 values
B. Develop a support network
These include friends, relatives, your partner, a teacher, a minister or priest, social workers, or
employment counselors.
C. Build and maintain positive attitudes
If you believe that you will succeed, then your enthusiasm and confidence will show through in
everything you do.
 energy levels
 Letter writing
 phone conversations
 interviews
 posture
 plain initiative
 Organized
 Self-confident image to prospective employers.
“If you don’t know where you’re going, you’ll never get there.” Planning your job search ahead
of time is essential for success, just as it is in any other communications you undertake.
You can increase your chances of success by being:
i. organized
ii. setting goals
iii. making a job search plan
A. Getting organized:
Here are some ideas for keeping your job search on track:
 Make sure you are looking for the right kind of job, according to the labor market
conditions. Adapt yourself for a new career direction, if necessary.
 Set daily and weekly goals. Make definite plans today for what you will do tomorrow.
 Reward yourself regularly for each goal you meet, no matter how small.
 Treat job hunting like a job. Set a regular starting time, breaks, lunch hour.

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  Keep good records of all your job search activities. Keep a list of contact phone numbers,
names, jobs applied for.
 Find at least one reliable support person who will listen to you, motivate you, and keep
your spirits up. Try to avoid people who discourage you.
 Keep fit. Eating well and exercising have a lot to do with a positive attitude.
B. Gathering information:
Keep all your job search information in one place:
 all your old resume’
 Personal assessment sheet
 Personal information sheet
 certificates, letter of recommendations
 contact information for references
 anything else you think might be useful
C. Identifying potential employers:
Statistics show that at any given time 4% of all jobs in the labor market are available due to
retirement, firings, promotions, sick leave, company expansions, etc. About 80% of these jobs
never appear in the newspaper because advertising is expensive and generates too many responses.
How can you find out these “hidden” opportunities?
1. Networking
2. Directories
3. Job Postings
Applying for a job:
Important Documents:
 Application Form
 Questionnaire
 Resume
 Curriculum Vitae or CV (usually used in academic fields)
General rules to follow when filling in an application:
1. If possible, take the form home or to some quiet place where you can take your time and think
your answers through.

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2. Ask for two copies of the application. You can use the first one for a practice copy. Use pencil
erasing and changing as necessary. Then, complete the second one in ink, as final, completely
correct version.
3. Always carry your personal information sheet with you, so you can consul it for names, dates
etc., if you have to complete the form in the company’s offices
4. Carry your dictionary with you so you can check your spelling no matter where you are working.
5. Read the form completely (from top to bottom) before you begin to fill it in.
6. Print (or type), unless instructed otherwise.
7. Fill in every blank. If the blank does not apply to your situation, draw a line through it or write
above the line, while in other cases, you must write below it.
8. Check the form to see which boxes match which questions. Sometimes you are expected to write
above the line, while in other cases, you must write below it.
9. Do not write the boxes labelled, “For Office Use Only” (These Boxes may be darker than
others.)
10.Do not use abbreviations.
11. Give complete and accurate information. Always tell the truth.
12.Make sure there are no mistakes or erasures. If possible, have someone proof read your
application.
13. Neatness and accuracy are essential. Mistakes, erasures and white out are unacceptable.
14. Remember prospective employers are making a decision about whether they want to pay you
some of their hard earned money. They need to feel confident that their money will be well spent.
Application form falls into the following categories:
1. PERSONAL IDENTIFICATION
Name, Address, Contact Information. Are you a Member of a Minority?
2. EDUCATIONAL BACKGROUND
Institutions, their addresses, your diplomas, or degrees, awards, scholarships If marked is
requested, supply them in the form of official transcripts.
3. WORK EXPERIENCE
Employers names, addresses, position held, supervisors ’s name, duties machines (software)
operated, achievements, awards, people supervised, skills developed.
4. JOB RELATED SKILLS AND EXPERIENCE
Fluency in other languages, volunteer work, hobbies, interest, extracurricular activities.
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5. REFERENCES
Employment supervisors, co-workers, personal integrity evaluators (c.g. teacher
clergyman, etc.)
6. PERSONAL ESSAY
Writing CVs –
Your CV, short for curriculum vitae, is a personal marketing document used to sell yourself to
prospective employers. It should tell them about you, your professional history and your skills,
abilities and achievements. Ultimately, it should highlight why you’re the best person for the job.
A CV is required when applying for a job. In addition to your CV, employers may also require a
cover letter and a completed application form.
What to include in your CV:
While the structure of a CV is flexible, bending to your unique skill set and experiences, there are
particular sections that employers expect to see on your CV regardless.
Here are the sections you must include in your CV:
Name, professional title and contact details
The first part of your CV, positioned at the top of the page, should contain your name, professional
title and contact details. Under no circumstances should you title your CV with ‘curriculum vitae’
or ‘CV’ as it’s a waste of valuable space. Treat your name as the title instead.
When it comes to your contact details, your email address and phone number(s) are essential. Once
upon a time, it was customary to include your full address on your CV. Today, you simply need to
list your town and county.
Here is an example of how your name, professional title and contact details might look:

Personal profile
A personal profile, also known as a personal statement, career objective and professional profile,
is one of the most important aspects of your CV. It’s a short paragraph that sits just underneath

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your name and contact details giving prospective employers an overview of who you are and what
you’re all about.
You should tailor your profile to every job you apply for, highlighting specific qualities that match
you to the role. Aim to keep your personal statement short and sweet, and no longer than a few
sentences. To make the most of this section, you should try to address the following:
 Who are you?
 What can you offer the company?
 What are your career goals?
Experience and employment history
Your employment history section gives you a chance to outline your previous jobs, internships and
work experience.
List your experience in reverse chronological order as your recent role is the most relevant to the
employer.
When listing each position of employment, state your job title, the employer, the dates you worked
and a line that summarises the role. Then bullet point your key responsibilities, skills and
achievements, and bolster each point with powerful verbs and figures to support each claim and
showcase your impact.
It helps to choose the duties most relevant to the job you’re applying for, especially if it’s a long
list. If you have many years’ worth of experience, you can reduce the detail of old or irrelevant
roles. If you have positions from more than 10 years’ ago, you can delete them.
Here’s an example of how to lay out each position of employment on your CV:

Education and qualifications

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Like your experience section, your education should be listed in reverse chronological order.
Include the name of the institutions and the dates you were there, followed by the qualifications
and grades you achieved.
Additional sections
There is a range of additional sections that may strengthen your CV and highlight your skills. Here
are just a few you can include if you have room:
Key skills: If you’re writing a functional CV, or have some abilities you want to show off to the
employer immediately, insert a key skills section underneath your personal profile. You should
aim to detail four to five abilities at most.
Hobbies and interests: If you feel that your CV is lacking, you can boost your document by
inserting a hobbies and interests section at the end. Be careful though; avoid listing hobbies that
don’t add value to your CV or are run-of-the-mill, like reading. Draw on interests that make you
stand out or are relevant to the job.
References: Like including an address on your CV, adding your referees to the end of your CV is
no longer standardised. You can include a line that reads ‘references available on request’, but if
you don’t have room, it’s acceptable to remove it altogether.
Formatting and spacing guidelines
Here are some formatting and spacing tips to bear in mind:
Length: The standard length of a CV in the UK is two pages. However, one size doesn’t fit all, and
so for some professionals, one or three pages may be more appropriate.
Headings: Each section must be introduced by a big, bold heading to ensure an easy read.
Font type: Most employers will receive your CV in a digital format, so choose a clear font like
Calibri or Arial. You can use a different font type for your headings, but keep it professional and
easy-to-read too.
Font size and page margins: The body of your CV should be between 10 and 12 point font, and
your headings between 14 and 18 points. Keep your page margins around 2.5cm, but never reduce
them to less than 1.27cm or your CV will appear cluttered and hard to read. White space ensures
clarity and professionalism.
Proofreading and consistency: Your formatting must be consistent throughout your CV to keep it
looking slick. Don’t spoil your polished look by including typos and inaccuracies; proofread like
a pro to capture every mistake or invest in intelligent spellcheckers like Grammarly.

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Tailoring, keywords and ATSs: It’s perfectly acceptable to keep a generic copy of your CV for
your own records, but if you’re applying for a job, it must be tailored to the role. Not only will this
show employer why you’re a match, but it will help your application beat the ATS robots too.
Saving the file: It’s likely you’ll send your CV via email or through a job board like CV-Library.
Save your CV as a pdf file to ensure recruiters can open it on any device. A pdf will also maintain
formatting, so you can be sure that employers will see your CV as you intended.
Group discussions –
What is Group Discussion?
"Group" is a collection of individuals who have regular contact and frequent interaction and who
work together to achieve a common set of goals. "Discussion" is the process whereby two or more
people exchange information or ideas in a face-to-face situation to achieve a goal. The goal, or end
product, maybe increased knowledge, agreement leading to action, disagreement leading to
competition or resolution or perhaps only a clearing of the air or a continuation of the status-quo.
"Group Discussion", popularly labeled as GD, is a methodology used by an organization
(company, institute, business school, etc.) to gauge whether the candidate has certain personality
traits. GDs form an important part of the short-listing process for recruitment or admission in a
company or institution. In this methodology, the group of candidates is given a topic or a situation,
typically given some time to think about the same, and then asked to discuss it among themselves
for a specific duration (which may vary from one organization to another). As in a football game,
where you play like a team, passing the ball to each team member and aim for a common goal, GD
is also based on teamwork, incorporating views of different team members to reach a common
goal.
So, a group discussion refers to a communicative situation that allows its participants to share their
views and opinions with other participants. It is a systematic exchange of information, views and
opinions about a topic, problem, issue or situation among the members of a group who share some
common objectives.
Why is a "GD" conducted?
Organizations conduct GDs to find out whether you possess the critical qualities/skills to
contribute effectively to the goal accomplishment process. Group Discussions are held because
business management is essentially a group activity and working with groups is the most important
parameter of being successful as a manager. Apart from that, the candidates are evaluated on the

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basis of their communication skills, knowledge, leadership skills, listening skills, conceptualizing
ability, etc.
A GD helps to achieve group goals as well as individual goals. The examiner can evaluate both
the personality traits and group skills of candidates participating in a G.D. It is basically a situation
test wherein a sample of a candidate’s group worthiness and potential as a worker comes out quite
explicitly.
The skills that are usually assessed in a Group Discussion are:
• Communication Skills
• Interpersonal Skills
• Leadership Skills
• Motivational Skills
• Team Building Skills
• Tolerance to Ambiguity
• Divergent Thinking
• Listening skills
• Presentation Skills
• Analytical / Logical skills
Leadership skills: Ability to take leadership roles and ability to lead, inspire and carry the team
along to help them achieve group's objectives.
Example: To be able to initiate the group discussion, or to be able to guide the group especially
when the discussion begins losing relevance or try to encourage all members to participate in the
discussion.
Communication skills: The participating candidates will be assessed in terms of clarity of thought,
expression and aptness of language. One key aspect is listening. It indicates a willingness to
accommodate others views.
Example: To be able to use simple language and explain concepts clearly so that it is easily
understood by all. You actually get negative marks for using esoteric jargons in an attempt to
show-off your knowledge.
Interpersonal skills: Is reflected in the ability of the individual to interact with other members of
the group in a brief situation. Emotional maturity and balance promotes good interpersonal
relationships. The person has to be more people centric and less self-centered.

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Example: To remain cool even when someone provokes you with personal comment, ability to
remain objective, ability to empathize, non-threatening and more of a team player.
Persuasive skills: Ability to analyze and persuade others to see the problem from multiple
perspectives without hurting the group members.
Example: While appreciating someone else's point of view, you should be able to effectively
communicate your view without overtly hurting the other person.
Problem solving skills: Ability to come out with divergent and offbeat solutions and use one's own
creativity.
Example: While thinking of solutions, don't be afraid to think of novel solutions. This is a high-
risk highreturn strategy.
Conceptualizing skills: The ability to grasp the situation, take it from the day to day mundane
problem level and apply it to a macro level.
Example: At the end of the discussion, you could probably summarize the findings in a few
sentences that present the overall perspective.
TYPES OF GROUP DISCUSSION
Broadly, group discussions may be categorized into two categories: topic-based group discussion
and case based group discussion.
Topic-based group discussion may be of two types: single topic based group discussion and
multiple topic based group discussion. Further, based on the nature of topics used, group discussion
may be either factual topic-based, controversial topic-based, or abstract topic-based. A brief
discussion of different types of group discussion is presented below.
Topic-based Group Discussion. In a topic-based group discussion either one topic of any type-
factual, controversial, or abstract- is given or multiple topics of the same nature are given. Where
a single topic is given, the candidates start discussion after composing their ideas. Where multiple
topics (2-3 in number) are given, the candidates are expected to arrive at a topic through consensus
or majority votes depending on the outcome the group deliberation. The basic logic behind
multiple topic system is to test the candidates’ ability to arrive at a definite conclusion after their
deliberation.
In group discussions, topics may be factual, controversial, or abstract.
1.Factual Topics. Factual topics are those which contain facts of certain phenomena, for example,
education status in India, public sector in India, and so on. Topics may relate to those phenomena
which might be in news recently or these may be uinbound by time. A factual topic for group
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discussion provides an opportunity to the candidates to prove that they are sensitive to their
environment and are aware about what is happening in the environment.
2. Controversial topics. Controversial topics are those which are argumentative as opinions of
group members may differ considerably. Such topics may be in the form of questions, for example,
should reservation of any type be removed? Or does liberalization of economy lack human face?
These topics may be in the form of statements, for example, the topics mentioned above may be
in the form of reservation of any type should be abolished or liberalization of Indian economy
lacks human face. The idea behind giving such a topic is to evaluate how much maturity the
candidates show in discussing the topic, how they react if their argument has counter-arguments,
and what type of rational and non-emotional stand they take. Such topics are more common in
group discussion.
3. Abstract Topics. Abstract topics relate to intangible things. On the surface level, such topics do
not make much sense, for example, z is the last alphabet of English language, we get what we give,
etc. Generally, such topics are not very common in group discussions.
Case-based Group Discussion. Instead of giving a topic, a small case with leading questions at the
end is given to the candidates. Discussion of various questions is based on the facts presented in
the case. A case is a written description of a situation or event containing information about its
numerous facets; its history, type of problem, factors causing the problem, etc. Case-based group
discussion tries to evaluate problem-solving approach that is defining problem correctly,
generating various alternatives to solve the problem, evaluating the worth of each alternative,
suggesting the best available alternative through which the problem can be solved.
Interview skills
There are some easy steps that you can take that will increase your chances of success at interviews.
First, remember that job interviews should be a process of two-way communication. Not only are
they a tool for employers to use to evaluate you, but they are also an opportunity for you to assess
the job, the organization, and to see if there is a "fit."
The keys to a successful interview are preparation and practice. The following suggestions will
help you prepare for an interview:
Self-evaluation: It is important for you to think about yourself and your past experiences in order
to be ready to articulate what you have to offer an employer.
Consider the following topics:
• How your present and past experience relate to the position
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• Your current and future career goals
• What skills and expertise you have to offer
• The skills that you would like to develop or improve
• Location, salary, and lifestyle priorities
• Kinds of people and environments you prefer
• Past experiences you want to highlight such as volunteer work, hobbies, travel
Things to do before the interview:
Research the Company - A company's website is an excellent place to begin. It usually gives you
information on whether it is international or domestic, what its revenues are, how many locations
it has, and the nature of its major products. Most companies are very proud of their websites. Don't
be surprised if one of the first questions interviewers ask when you arrive is, "Have you have had
a chance to look at our website?"
Practice interviews - Write down a list of possible questions that you think may be asked, then
have a friend act as an interviewer and direct them to you in a practice interview situation. Don't
stop until you feel comfortable answering each question. Practicing beforehand will make you feel
more comfortable and relaxed during the interview.
Dress Professionally - In today's environment, wearing a suit isn't always necessary. Contact the
HR Manager of the company or your recruiter, and find out what the dress code is for the company
at which you are going to interview. Then dress one level above. For instance, if it is business
casual, men can wear dress pants, dress shirt, and sport coat. Women can wear a pantsuit, dress,
or a skirt and blouse. Visual impressions are very important. Therefore, if in doubt, always dress
on the conservative side.
Arrival - Try to arrive at the interview location a little early. This gives you time to determine
where you need to go, and will give you a few minutes to collect your thoughts. DO NOT arrive
late. Nothing destroys your chance at impressing an employer more than arriving late and offering
no explanation.
If you learn at the last minute that you are going to be arriving late at the interview, call and let the
interviewer know. Interviewers understand that things can come up suddenly. You are never
considered late if you call and make them aware of the fact.
During the Interview
 First impressions - First impressions take only thirty seconds. Establishing rapport, direct
and sustained eye contact, a firm handshake, a warm smile, good posture, and introducing
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 yourself in a confident manner are important ingredients. A well-groomed, professional
appearance is critical. Greet the interviewer with a firm handshake, whether it is a woman
or a man. (No one likes a weak handshake.) Always maintain eye contact while shaking
hands.
 Smile - A smile denotes confidence in a candidate. Try to smile often. Also, don't be afraid
to use some hand animation while answering questions. This suggests enthusiasm in a
candidate.
 Body Language - Use good posture, and look the interviewer right in the eye. Sit up
straight. Never slouch.
 Speak Clearly - Don't mumble. It portrays a lack of confidence. Speak with assurance. This
indicates confidence.
 Listen Before Answering - Allow the employer to begin the interview, but be prepared with
some opening statements or questions such as, "I understand that this position involves…,"
or "What are you looking for in a job candidate?" Make sure you understand the question.
If not, ask the interviewer to clarify it. Don't be afraid to take some time to think before
answering. Interviewers are impressed with someone who thinks out an answer before
speaking.
 Give Brief Answers - Make your answer concise and to the point. Rambling tends to
suggest that you really don't have the answer to the question(s) asked.
 Previous Employers - Never, ever say anything negative about your present or previous
employers. No matter how much you may have disliked someone, find a way to give your
experiences a positive spin.
 Be Truthful - Don't lie when asked about something you haven't done. The next question
will be "tell us about it."
 Know Your Resume - Be prepared to talk about every fact that is on your resume.
 Many people embellish their accomplishments on their resumes. Avoid this, since the only
point of reference an interviewer has about you is the resume you provide to him/her
beforehand.
 Keep things at a professional level - Sometimes near the end of an interview, the two parties
start feeling comfortable with each other. Don't let this comfortable feeling lead you to

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 telling them something about yourself that they really shouldn't know. Always keep things
at a professional level.
 Look for Something in Common - This is something that has given us an edge in the past.
Try to find a common bond between yourself and your interviewer. If you are being
interviewed in an office, look at how the office is decorated. Look for something you can
identify with. Is his/her college diploma hanging on the wall? Did you attend a nearby
school, or perhaps one in the same Division? If so, make a quick comment about it: "Did
you attend Penn State? I attended the University of Michigan. What a great football
conference." Interviewers sometimes feel more comfortable with people with whom they
have something in common. This approach has helped several candidates obtain a position
over other qualified candidates. Above all, be sincere.
Impact of Technological Advancement on Business Communication networks –
Impacts of Technology on Communication Technology has brought forth a revolutionary
transformation in the way we communicate with each other. As we progress through the
information age, various technological devices such as the television, hand phones, and personal
computers have come and established themselves in our everyday lives. This has definitely
influenced interpersonal communication in many ways, both positive as well as negative.
It can’t be denied that using technology in communication today is the order of the day. It has
become a necessity to an extent that many people and businesses can’t survive without it. For this
reason, it has exhibited various impacts which are both positive and negative on personal,
professional and ethical issues in the community. The implication of technology on the personal
lives of individuals can be easily seen. It is apparent that technology has improved the lives of
people since they are able to communicate online without writing letters and even using the
telephones to do it like the olden days.
Today, individuals are able to chat live through Voice over the Internet Protocol (VOIP)
conversation, and also through the instant messages (IM). This has enabled even students to
discuss over the internet without any harm hence better life style in studies. In turn minimized the
cost of traveling and saved them energy. Again, personally, people have been able to get crucial
information from the net, for example, information on the daily occurrences. Individuals have
benefited on the reduced cost of communication due to day to day improvement of technology.
Besides, it has enabled people to interact with different people from all walks of life thereby
improving their social life. With the invent of internet, the world has effectively become an
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interconnected global village. People from all corners of the world are able to easily converse with
each other quickly and easily through cyberspace. Chat rooms have become a common form of
interaction between people as well, replacing a face-to-face meet up.
The internet has indeed changed the way people socialize. Although this has broadened the social
circle of many people somewhat, couples are unable to meet face to face and this has many
implications. Each individual has only the information which the other person decides to release.
This may cause both parties to have unrealistic expectations about Email has established itself as
a fast, free and convenient method to send messages, replacing traditional mail in the process. The
internet has indeed made it easy and convenient for people to keep in touch with one another.
In relation to profession, technology has also played a very vital part in improving businesses. In
the business world, deals can be made through emails and video conferencing, and mobile phone
technology has made it possible for people to check and send messages on the go, allowing us to
be connected 24x7. This is to say, efficiency has been observed in various companies that have
successfully employed the use of every new technology that arise. For instance, a lot of activities
have been conducted through online communication.
The days of writing memos are gone in most modern companies. This is because managers are
able to organize and maintain the company’s activities through sites like skype and others. It means
that even when the manager is away nothing comes to a standstill. Apart from management of
companies through the internet, it is easier for them to advertise themselves online such that people
are able to read their brochures online instead of moving all the way to the company. Also,
recruitment of employees can be done online.
This saves time and energy of both the applicant and the recipient who was earlier required to
either post the application or present it in person. The employer is also saved from manually going
through the papers of the applicant. In other words, professionally, technology has become cost
effective to everyone. However, technology has not only exhibited positive results but it has also
brought some unethical behaviors on the society. This is apparent in both the individuals and even
in business related areas.
In the office, despite all the advantages offered by technology as mentioned earlier, there are many
negative implications to be considered as well. Simple messages which used to be delivered face-
to-face are now being sent through impersonal means such as email. This has effectively reduced
socialization within the office, thus contributing to the weakening of bonds within the workplace.

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In addition, the convenience of emails and video conferences, just cannot entirely replace the
feeling and warmth of a person’s handshake or presence.
Deals may be negotiated through emails, but many businessmen today will still want to view their
business partners face-to-face in order to size their potential partners up before committing to any
deals. According to government figures from the Office of National Statistics in the United
Kingdom, on average, adults in Britain spend – 41. 5 days a year online at their computers.
Bloggers whom are increasingly common today probably spend lots more time online. Researchers
have noted that many people lie through phones and even email. They have found it easy to lie
when they are not in face to face contact.
This is in fact a very big vice according to the societal ethics. The practice has since broken
relationships especially the married couples who sometime have caught their spouses red handed.
In addition to this, lying has cost other people their jobs especially when they have been trapped
by their bosses. A lot of fake materials have also been produced using technology, thereby
destroying market for original products. This has since made people and companies incur
undeserved losses which has in turn led to closure of companies hence loss of jobs.
For instance, in the music sectors, a lot of piracy is experienced in the society because people find
is as a simple way of making money without much sweat. Other illegal businesses have also been
introduced as a result of the improving technology. People have been able to make illegal deals
through phones and even internet. This has also reduced the communication between parents and
their children due to the lack of quality time spend together. The bond is weakened as compared
with previous generations and this has a profound impact on society as a whole.
It is apparent that technology has brought a very big impact as far as persons, professions and
ethical issues are concerned. It can be said to be a good discovery as well as a dangerous discovery.
In conclusion, we are now more connected in today’s globalized world, but are ironically more
isolated from our friends and family as a result of the new technologies from the information age.
The ease of communication may have been improved but our lives have become more impersonal
as a result. Technology has indeed made tremendous impact on society as well as on interpersonal
communication.
Intranet –
What is an intranet?
Intranets are private, secured networks that are used to share information effectively within a
company. The goal of an intranet is to ease communication, collaboration and document sharing
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for people within an organization. Intranets provide a virtual space for employees to work together,
which is great for when people are spread out geographically. Overall, an intranet optimizes
exiting business processes to centralize information, reduce complexity and maximize
productivity.
Businesses can use intranets for a variety of reasons:
• Streamline day to day activity by making repetitive tasks easier to complete
• Improve internal communication with employee directories, company news and organization
charts
• Increase employee engagement by minimizing and centralizing “locked up” information
• Collaboration is made easier as employees can share information across the board
• Provides personalized information and content to users based on role
• Provides easy access to important information including policies, benefits and company updates
• Centralize and organize company data into a single database
Internet –
The advent of the internet has opened the world to a number of positive things. This piece of
technology provides businesses the opportunity to keep in touch through live conversations, instant
messaging, emails, live visual discussions, and more. This has made it feasible for companies to
do some of their jobs remotely. Large entities that used to rely on expensive phone calls and mail
deliveries can now communicate easily for a fraction of the price, which makes it harder to imagine
our planet without the internet. The importance of internet communication cannot be over stressed.
Let's now dive deep and look at the benefits of internet communication.
Benefits of using Internet for Business Communication:
1,Makes communication easier
Doing business through phone or mail doesn't work well. Before the internet came into existence,
the only way to communicate was through a phone. Or if you needed to send a note you had to
send letters via mail. With the arrival of the Internet, staff and team managers can connect
instantaneously without leaving their work place.
2,Enhances collaboration
Internet communication brings teams together across the globe. Staff can collaborate easily
without limitations and make more informed decisions instantaneously. This leads to reduced
project timelines, cutting back on the time required to launch a new product/service.
3,It is cost effective
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The cost of internet communication is significantly low when compared with other means of
communication like face to face meetings and mail delivery. The technology connects you to your
partners, colleagues, clients and suppliers from just about any location for a fraction of the cost
required to host a one-on-one meeting. And as technology continues to become more efficient, the
cost of online communication continues to drop significantly. With the traditional face to face
meeting, you need to spare time, cash to travel and so on. Internet communication allows you and
your team to connect without having to leave your offices.
4,Improves work relationships
Building a good relationship between workers spread around the globe is not easy. Business trips
can negatively affect life– work balance. Team members can burn out fast if they have to make
business travels that deny them the chance to participate in crucial events with friends and family.
With internet communication, employees can effortlessly communicate with one another at
anytime from anywhere in the world. This allows employees situated in different parts of the world
to give their opinion and voice their concerns. Therefore, internet communication is an important
business asset, particularly for companies that have tapped into global markets.
5,Increases productivity
While the companies of yesteryear might not have treasured effective communication, modern
workplace requires both the management and the staff have the tools to effectively communicate
internally and externally. This is because effective communication is important in increasing
productivity as it directly impacts the behavior of the employees and how they perform. Internet
communication plays an integral role in getting stuff done fast and efficiently which ultimately
improves productivity. Poor communication can have a negative effect on productivity as the staff
may not get the adequate info to accomplish a job they have been assigned.
6,Increases accountability
Errors slow down productivity and so it is tempting to punish or fire employees who repeatedly
make errors. One major advantage of internet communication is that it helps to decrease these
errors. This piece of technology pinpoints errors and how staff can avoid them. In workplaces that
don't make use of various forms of internet communication, those mistakes go unnoticed. With
internet communication, there is no room for mistakes as employees feel liable for their actions
and safe to point out mistakes. They also feel secure expressing their ideas and suggestions in a
group setting.
Internet Tools for Communication
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Here are a few of the best tools for communication that project teams as well as small to medium
sized businesses use to facilitate collaboration in the workplace.
1. Skype Video Conference
Skype is one of the most popular medium of communication in business as well as for personal
use. For companies that need to meet with people who are located far from other parts of the world,
the use of the Internet as a communication tool is helpful. With a video conferencing program like
Skype, people in a meeting can see each other, hear each other and get instant responses just like
a real meeting does. Skype is good for one-on-one interaction as well as with multiple people and
can be done anywhere if using a smartphone or tablet.
2. Virtual Meetings/Webinar
Skype may be mostly used for personal purposes but the virtual meetings and presentation
programs such as Go To Meeting & Go To Webinar are built for business and work purposes. It
is efficient for collaboration and presentation because it is easy to display a slide show presentation
to be shown to all the attendees. A Webinar can be recorded and played again which makes it a
useful presentation tool using the Internet.
3. Social Media
In terms of communicating important project events and milestones, nothing beats the Internet as
a tool for communication with its social media sites, e.g., Twitter, Facebook and the like. They are
some of the ways to use the Internet as a communication tool.
The role of the Internet in business communication is varied and has come to be of great
importance. It can be used to increase effective communication both internally and externally. Use
of the Internet can make it easier to connect with others quickly and more often, in addition to
exchanging a wide array of media types. It can be used to communicate purchase information to
vendors and by customers to ask questions. The factors that make the role of the Internet in
business communication important can also cause conflict, depending on the way the medium is
used.
Email is one of the most popular uses of the internet in business communication. It is widely used
for both internal and external communications. Email enables users to communicate with each
other at any hour and from several locations. It can also be an effective way to keep track of
requests, conversations, and other important data as it provides a record of what was
communicated.

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One of the most significant internal uses of the Internet in business communication is the intranet
site. This is a website that is only available to the members of a particular organization. It typically
serves as both a sort of community bulletin board and a place to access forms, information, and
other resources that are necessary or helpful for employees. Most intranet sites are password
protected and some even have sections which are only available to certain groups of employees.
An important method of external use of the Internet in business communication is the website.
This can be an effective method of communicating with customers, vendors, and business partners.
A website can be a sales tool, a resource, or the means by which business can be conducted. It can
be used for asking and answering questions; providing updates; and giving readers a detailed
picture of a product, service, or organization.
Some roles of the Internet in business communication are less positive. Though the speed with
which communications can be sent over the Internet can be useful, it can also lead to complications.
This can include errors in documents which are sent so quickly that they can not be corrected in
time to avoid a costly mistake. Another common problem is with email, which can easily be sent
to the wrong party or group. Miscommunication in email can lead to minor and major conflicts,
which can waste time, money, and resources.
e mails –
The fact that email has great importance in modern business communication is undeniable. Every
day, millions of emails are sent from companies to customers and suppliers, from employees to
their managers and from one coworker to another. There are several reasons for the preponderance
of email when compared to other methods of communication.
Immediacy
Email is sent and received almost instantaneously, whether the recipient is a few doors down or
thousands of miles away. Because of this, using email streamlines both internal and external
communication, making it faster and easier to transmit and disseminate important information and
allowing for almost real time status updates. In turn, the continuous flow of relevant information
makes employees and executives alike more efficient and productive, enabling quick responses to
any issue that may arise.
Record Keeping
Email messages remain in an user's inbox unless deliberately deleted, and both stand-alone email
software and webmail services offer a search function and filters that make tracking down a
specific message only take a matter of seconds. This creates a virtual paper trail that is far more
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efficient than printed documents filed away in a drawer, making it extremely easy to extract
important information from email communication.
Low Costs
Email is one of the cheapest ways a business can use to communicate, both internally and
externally. Small businesses can simply sign up for free email with providers such as Gmail, Yahoo
or Hotmail; even for larger companies, the overhead cost of maintaining a dedicated email server
is relatively low. The cost difference is especially striking when considering mass communication.
For example, the cost of printing and delivering a set of marketing fliers or letter is many times
that required to send the information through email.
Marketing
Email allows companies to efficiently and effectively spread information about their products and
services, both to existing customers and potential ones. For example, a clothing company could
set up an email list to which anybody can subscribe, then send weekly emails to everybody on the
list detailing new additions to the catalog. Similarly, a company specializing in business software
might contact other companies directly by email to inquire whether they may find their services
useful.
Email is a powerful, low-cost communication tool that businesses are using to promote their goods
and services, provide better customer experience and work more efficiently.
Why are emails important in business?
Email is a highly effective form of business communication. Four primary uses of email in business
include:
 internal company communication
 external communication, eg with business partners, suppliers, stakeholders, etc
 customer support
 marketing to customers
Importance of emails in customer service
Email can greatly improve customer service. Encouraging customers to contact you by email can
benefit both parties - they do not have to wait on the phone or call during working hours, and you
do not have to respond immediately, which can free up staff from answering the phone.
It's important, however, to follow the right etiquette when providing customer service over the
email. Keep communications prompt, professional and helpful. If applicable, consider using

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features such as auto-replies, receipt confirmations, support ticketing and tracking systems, to help
you manage your customer service.
In business, the benefits of emails are undeniable. Email is quick and easy, low cost and easily
documented means of communication. See other advantages and disadvantages of using email for
business
How to use emails in marketing?
Email marketing allows you to send quick, cost-effective targeted messages to your customers by
enabling you to segment your marketing list and tailor your email messages based on customer
preferences.
Unlike other forms of marketing, the recipients can forward emails easily and quickly to their
colleagues or friends. Encouraging them to do so is known as viral marketing.
Email marketing is effective because it is a personal, time-sensitive interaction. When creating
your email campaigns, you should:
 use customer segmentation to target your campaigns
 make the 'call to action' clear and place it 'above the fold' in the email
 create both HTML and text versions to ensure cross-platform compatibility
 avoid using spam to increase deliverability
 avoid over-using, as it is likely to get deleted as irrelevant or unwanted
 evaluate your campaign's success
SMS –
Texting or SMS -- short message service -- is a fast, relatively low-cost way to connect with
customers, employees, vendors and carriers. It's also an efficient communication tool, as no more
than 160 characters are allowed. Texting could become a small-business owner's most invaluable
communication tool, but it isn't a substitute for face-to-face meetings and official letters and
reports. And it isn't an excuse for misusing grammar, punctuation and spelling.
Customer Interaction
Texting has simplified the way businesses communicate with customers. Companies create brand
loyalty by messaging customers on their mobile devices and through Twitter, Facebook, Pinterest
and other social media sites. Texting lets businesses get customers involved in interactive activities
such as surveys, games and contests. Businesses use the technology to send customers and

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potential buyers instant product updates and alerts, news feeds and blogs. Texting is a low-cost,
real-time alternative to pricey advertising in newspapers and magazines and online.
Internal Messaging
Texting is surpassing email as a fast, convenient communication tool in the workplace. Employees
use messaging to broadcast alerts, such as when a toxic spill occurs on the worksite or information
technology systems are down. Employees text to schedule last-minute meetings or announce date
and time changes of events. Employees working off site can give a supervisor or co-worker instant
updates on a remote project. And an employee can send a critical message to a supervisor who's
tied up in a meeting without disruption.
Crisis Communication
Businesses prepare for unexpected crises that can threaten their brands and reputations by adopting
crisis communication plans. Media and public reaction to news of a malfunctioning product or an
allegation of impropriety requires an organization's immediate response. Early responses must be
frequent but brief, especially while matters are investigated. Organizations can effectively use text
messaging to communicate crises on social media sites and mobile devices, because it's fast and
nearly effortless.
SMS over Email
SMS offers the speed that businesses need to communicate rapid-fire changes in pricing goods,
introducing new products or services, updating alerts and notifying vendors and carriers of delays
in buying and shipping merchandise. Email can handle these tasks, but spam filters screen out and
remove large numbers of messages. Also, people aren't online around the clock. But most carry
their cell phones at all times, so businesses have a greater chance of reaching them through text
messages than email.
Teleconferencing –
A teleconference is a telephone meeting among two or more participants involving technology
more sophisticated than a simple two-way phone connection. At its simplest, a teleconference can
be an audio conference with one or both ends of the conference sharing a speaker phone.
Teleconferencing is a form of interactive communication that involves people in different locations
using a set of transmission mediums. This method of communication is widely used in virtual
organisation meetings as well as in learning institutions. With teleconferencing, you can hold
meetings and interconnect with other people at the comfort of your office. In fact, it’s one of the
efficient methods of running a business. Meetings play a significant role in running organisation
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operations. However, looking at the traditional ways of holding meetings, it’s evident that a lot of
time is wasted in between moving from one station to another. In other instances, a person has to
spend hours and even days travelling to a meeting point. Instead, a simple teleconference would
have created a meeting point between those two parties.
Audio Teleconferencing
Audio teleconferencing also referred to as conference calling is a form of communication that
makes use of phone services or other dedicated conference networks. In some companies, they
have installed network systems that allow users to pick up the phone and participate in a conference
call. With various telecommunication service providers, businesses and also individuals can
subscribe to a network of choice and enjoy holding an audio meeting. However, these systems are
charged and depending on the number of participants, and the duration of the call, prices tend to
vary. This kind of communication is highly preferable since it doesn’t require special software or
any device configuration to conference a call.
Video Calling
Video conferencing is another popular mode of communication platform. Initially, this mode of
communication was facilitated by a camera and monitor. It required both parties to have these
fixtures installed to enable the meeting to take place. But nowadays, modern video technology and
the spread of Internet has made things a little bit easier and more efficient. Provided there’s an
Internet connection, video conferencing can take place virtually anywhere. It is estimated that 9 in
10 remote employees feel more connected to their colleagues via video calls. However, privacy is
always an issue whenever the internet is mentioned. Hence the need for robust security measures,
which often involves data encryption. Unlike audio calling, video conferencing is relatively
expensive and requires a host of devices and interconnections for conferencing to be successful.
Web Conferencing
Web teleconferencing is also known as webinars. This is an interactive teleconference platform
that delivers visual information coded in graphics, video, audio, documents and alpha-numerics.
Here, participants share data stream from one computer to another simultaneously. For instant
communication, webinars are very useful in linking more than one party. Users can contribute, ask
and answer questions while the presenter is still moderating the entire session.
In web conferencing, costs are computed in various ways such as per session or per minute fee,
while other have a fixed rate for active users.
Advantages of Teleconferencing:
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  Reduces Travel: One of the most-apparent benefits of teleconferencing is reduced travel.
Businesses with multiple offices and federal governmental agencies with state offices can
hold discussions, share critical information and conduct other meetings with employees
through teleconferencing.
 Saves Time: Teleconferencing frees up time for company executives to finish tasks and
execute assigned roles in their own locations or home bases. Time saved from reduced
travel can be used more productively.
 Streamlines Costs: During economic downturns, teleconferencing sees a resurgence in
popularity as an effective communication and interaction tool. Companies report
significant savings in travel and human resource budgets.
 Enhances Productivity: Teleconferencing allows dispersed employees to communicate
with coworkers at headquarters, conduct long-distance meetings and strategic discussions,
and share grievances and other human resource issues. Better employee engagement,
understanding of roles and effective use of time lead to enhanced productivity.
 Short-Notice Scheduling: Teleconferencing systems and toll-free, dial-in access facilities
make it possible for companies to schedule short-notice or ad-hoc employee
teleconferencing meetings or discussions.
Video conferencing
A video conference is a live, visual connection between two or more people residing in separate
locations for the purpose of communication. At its simplest, video conferencing provides
transmission of static images and text between two locations.
Video-conferencing is one of the most exciting areas of development in telecommunications, with
application ranging from business to government to education to home and family. Video-
conferencing involves sending video signals as well as telephone and computer data signals.
Video-conferencing requires special hardware and digital telephone lines. Digital camera makes
conferencing pictures.
It has enormous potential for enhancing communication for small and medium size organizations
as well as distance learning.
Two types of video-conferencing equipment exits and they are-Room systems and Desktop
systems. Room system are permanently set up in a dedicated room equipped with phone lines, high
speed data networks, video cameras and a large video screen that shows the participants in the

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other location or locations. Desktop systems are much less sophisticated versions in which
individual computers are equipped with video-conferencing software and web camera.
In both cases, the quality of the video sound transmission depends on the quality of the network.
Video and sound sent over a high speed data network are far superior to transmission via telephone
lines and modems.
Advantages of Video Conferencing:
Advantages 1: Face to Face Business Communication
Video conferencing makes remote business communication much more vivid, colourful and
intuitive. It gathers employees and you in a virtual meeting room, where you can see the other
attendees and listen to them, just as you were in the same meeting room. You can easily keep an
eye on the body languages of other attendees, like expressions and gestures to help you better
understand what they express.
Advantages 2: Make Business Communication Orderly and Efficient
When the employees are gathered in one place and presentation is made, they probably can't help
whispering under the table or getting in a word suddenly, resulting in noisy and chaotic and even
inefficient business communication. With video conferencing, one can avoid such situations.
Video conferencing gives you the ability to authorize the roles of host, presenter, and attendees.
When the presenter speaks, you can easily mute others to ensure a good business environment.
Additionally, it empowers you to lock the virtual meeting room to make sure nobody will halfway
rush in.
Advantages 3: Allow to Interact with Content Sharing
Another advantages of teleconferencing in business communication is that it enables you to share
content with employees, like desktop, interactive whiteboard, files, software and more information
to help you well understood. In this way, business communication will become much more
productive and effective.
Advantages 4: Enhance Relationships between Employees Scattering around the World
For cross-regional and multinational enterprises, it's not an easy thing to build a good relationship
between employees that scatter around the world. After all, long distance makes frequent face to
face communications a tough thing.
Video conferencing helps to effortlessly meet and communicate with each other face to face at
anytime from anywhere. Lots of video communications finally do a favour to enhance their
relationships and improve collaboration.
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Business communication is a key to make cross-regional and multinational enterprise stay
competitive. Video conferencing helps remove business communication barriers and make
business communication easy, vivid and productive by letting employees located in various places
to see facial expressions and body language, and hear voices. Therefore, it's a must to have video
conferencing for business communication, especially when you do business around the world.

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