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BUSINESS
COMMUNICATION
BUSINESS
COMMUNICATION
Dr. Seema Zagade

Dr. Gauri Dhingra
R. Gomathy
Dr. S. Saravanan
Dr. M. Abirami
INDIA | UK | SWEDEN
by: Dr. Seema Zagade, Dr. Gauri Dhingra, R. Gomathy, Dr. S. Saravanan,
Dr. M. Abirami
■
RED’SHINE PUBLICATION PVT. LTD.
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Lunawada, India-389 230
Contact: +91 76988 26988
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In Association with,
RED’MAC INTERNATIONAL PRESS & MEDIA. INC
India | Sweden | UK
■
Text © Dr. Seema Zagade, et al., 2022
Cover page ©RED'SHINE Studios, Inc, 2022
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All rights reserved. No part of this publication may be reproduced or used in
any form or by any means- photographic, electronic or mechanical, including
photocopying, recording, taping, or information storage and retrieval
systems- without the prior written permission of the author.
■
ISBN: 978-93-94727-42-7
ISBN-10: 93-94727-42-6
DIP: 18.10.9394727426
DOI: 10.25215/9394727426
Price: ` 400
July, 2022 (First Edition)
■
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own. The Editor, Publisher and owner are not responsible for them. All disputes
concerning the publication shall be settled in the court at Lunawada.
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Printed in India | Title ID: 9394727426
SYLLABUS
Unit 1
Introduction:
Importance of communication skills in Business Management, Types
of communication: the media and tools of communication, The
Communication Process, Barriers and Gateways to communication.
Unit 2
Verbal and Non-verbal Communication:
Persona language and body language, Types of managerial speeches:
occasional speech; thematic speech, Group Communication in: group
discussions, meetings, seminars, and conferences. Art of facing
interviews in: selection or placement, appraisal, disciplinary
committees and exit interviews.
Unit 3
Written Communication Skills:
Formats for business letters and memos: routine type; sales promotion,
bill collection, disciplinary action; persuasive messages; negative
messages; job applications. Preparing a professional resume and cover
letter, follow-up messages and letters. Internal communication
through: memos, minutes, notices, circulars. Writing effective
Business Reports; Digital Communication. PowerPoint preparation;
Using Web as a source of knowledge Sharing.
Unit 4
Recruitment and Employment Correspondence:
Drafting the Employment Notice, Job Application Letter; Curriculum
Vitae/ Resumes; Joining Interview; An offer of employment; Job
Description; Letter of Acceptance, Letter of Resignation and
Promotion, Testimonials and References.
Unit 5
Business and Social Etiquette:
Professional conduct in a business setting: workplace hierarchy; the
proper way to make introductions; Use of courteous phrases and
language in the workplace. Professional Image: appropriate business
attire; Telephone Etiquette; Table etiquette. Language lab class for
practical in b. communication.
CONTENTS
SR.NO. MODULE PAGE NO.

1 MODULE - I 1
INTRODUCTION
2 MODULE - II 35
NON -VERBAL ASPECTS OF COMMUNICATING
3 MODULE - III 87
WRITING SKILLS
4 MODULE - IV 132
RECRUITMENT AND EMPLOYMENT
CORRESPONDENCE
5 MODULE - V 146
BUSINESS ETIQUETTE
* REFERENCES 162
MODULE - I | INTRODUCTION
MODULE - I
INTRODUCTION
T
he act of communicating is distinct from the act of
exchanging information. Receivers and senders engage in
a two-way exchange of understanding. In business,
efficient communication is critical. Management is a two-way street. It is
impossible to carry out management's core responsibilities (such as
organising, staffing, directing, and controlling) effectively without good
communication.
There is a steady flow of information in business communication.
Communication in the workplace would be incomplete without some
form of feedback. Today's organisations are massive, with tens of
thousands of employees. In an organisation, there are many different
levels of hierarchy. The more levels an organisation has, the more
difficult it is to manage it. Here, communication plays a critical role in
directing and supervising the organization's employees. It is possible to
get immediate feedback and eliminate misconceptions if there are any. In
order for an organisation to be successful, it must be able to
communicate effectively with its employees, as well as with the rest of
society (for example between management and trade unions). Success
and growth of a company depend on it. Any company should strive to
avoid communication breakdowns.
1
Communication in the business world is always geared

toward achieving a specific outcome. In order for a firm to be
successful, its rules, laws, and policies must be communicated to
both employees and customers. Communication in the workplace is
subject to a set of guidelines and standards. Paperwork, phone calls,
and other forms of commercial communication were the norm in the
early days. The introduction of technology has made it possible for
us to use cell phones, video conferencing and email to support our
business communications. The reputation of a firm can be built
through effective business communication.
The ability to communicate effectively is critical to the
success of any company. We call it "Business Communication"
when we're talking about the exchange of data between people in
and outside of a company. "Business communication" is a phrase
coined from the general term "business communication," which
refers to any forms of communication related to business.
Communication between business partners or individuals for
business-related purposes is known as 'Business Communication.'
2
MEANING AND DEFINITION OF BUSINESS COMMUNICATION

It was characterised by Ricks and Gow as a system that
affects change throughout the entire organisation.
W.H. Business Communication, according to W.H., is the
exchange of business-related perspectives, ideas, and news among
the parties involved.
Business Communication, according to Professor J. Haste, is
defined as communication between two or more business persons
for the objective of maximising the efficiency of the business.
Employees and management must communicate effectively in
order to fulfil the company's goals. By eliminating errors, the goal is
to increase productivity in the workplace. Marketing, public
relations, customer service, and internal and external interpersonal
communication are just a few examples of the many facets that
make up business communication.
Communication in the workplace:

Sender: Business data; receiver: Reaction
3
Information or news about the business is transmitted among

various business partners, such as customers, suppliers, business
clients, employees, and others as outlined above to ensure efficient
management of the business operations.
Furthermore, it comprises a regular flow of information and
feedback, both of which are seen as critical components of effective
business communication. There are several distinct management
functions that rely on effective corporate communication, and these
include planning, coordination, organisation, direction, and control.
CHARACTERISTICS OF BUSINESS COMMUNICATION

Business communication is goal-oriented: It has a specific and
practical objective in mind, which helps to get things going. This is
a useful goal since it is flexible and adaptable to changing
conditions.
Within and outside of the firm, business communication is
necessary for social and psychological well-being, whether formal
or informal. Because of this, it is thought that "Business
communication is the lifeblood of the organisation."
Changes in business settings need changes in the ways in
which people communicate with each other in the workplace. An
interviewer, a meeting participant, a subordinate or a negotiator are
all examples of situations where managers use diverse
communication styles in a day. Managers may communicate in a
forceful, authoritative, or even cooperative manner at times. As a
result, the nature of communication is dynamic and ever-shifting.
4
Despite the fact that communication is dynamic, it never

stops. Once a goal has been accomplished, the degree of
communication is raised in order to achieve a new one. Applicants
are invited to apply for open positions, and the conversation
proceeds on to the next level once the applicants have been
screened. Interviews follow screening and shortlisting. After the
selection process is complete, communication is used to train the
newly hired personnel. This illustrates the notion that corporate
communication is constant; it never ends but adapts itself to the
current circumstances. As a result, the term "flexible
communication" is used.
In a commercial organisation, communication is time-bound.
There must be a time limit for every goal, assignment or project. For
example, the marketing and sales methods of a company that
manufactures electronic items change every holiday season, both
before and after the budget period. They give discounts, tempting
offers over the festive season to entice the consumer. Companies
use pre-budget promotions to entice customers to stock up on their
products before the prices go up.
A company's internal and external actions form the basis for
its communication: Routine tasks are carried out both inside and
externally in a company. Training, meetings, and instruction are
examples of internal organisational activities, whereas external
5
activities connect the organisation with other organisations, the

government, consumers, and the general public. An example of an
external business activity is the collaboration of two companies, the
acquisition of one by the other, or the engagement of an external
agency by the manufacturing company to advertise and market the
manufactured items.
Communication in the workplace tends to flow in a definite
manner, whether it's professional or casual. In formal
communication, the information flows in vertical, horizontal or
crosswise direction. Informal communication might be cluster
chain, single chain, etc.
ELEMENTS OF COMMUNICATION
Communicators are the people responsible for transmitting the
message, whether it be a person who is speaking or writing.
To whom the message is addressed: the recipient. He gets the
message, command, or information.
Affirmation
In other words, what you're trying to say or say in a speech,
letter, or order is what you're communicating about.
The means by which information and understanding are
transmitted from one person or group of people to another It
connects the communicator and the communicated, i.e., the many
levels of an organization's hierarchy or relationships amongst its
members or divisions.
It's important to know how the other person responds to what
you're saying, whether it's a positive or negative response.
6
SEVEN C’S OF EFFECTIVE COMMUNICATION
Completeness
It is imperative that all of the information is conveyed. It
should include all the information the audience needs to know. The
message must be delivered in a way that takes into account the
receiver's state of mind. The following are the components of a
complete communication:
A company's reputation is built upon its ability to
communicate effectively.
Because no critical information is omitted and no additional
costs are paid if the connection is full, these methods save money.
Whenever further information is needed, a complete
communication always provides it. There are no ambiguities for the
receiver.
The audience/readers/receivers of the message benefit from
better decision-making when they receive complete communication
since they obtain all the needed and important information.
Conciseness –
Using as few words as possible without sacrificing the other
five C's of communication is what we mean when we say something
is concise. Effective communication necessitates the use of concise
7
language. The following characteristics characterise concise

communication:
Saving time and money go hand in hand when you use this
method.
It emphasizes the core concept by avoiding unnecessary and
redundant words.
Concise communication conveys a succinct message to the
audience in a minimal number of words.
Audiences find it easier to understand and relate to a message
that is short and to the point.
Non-repetitive messages are the hallmark of a concise
message.
Consideration
In order to be considerate, you must put yourself in someone
else's shoes. Communication that is effective must take the audience
into account, i.e. the viewpoints, background, mindset, and
education level of the audience, for example. Attempt to imagine
your audience's needs, feelings, and issues before writing. Ensure
that the audience's self-respect and emotional well-being are not
harmed. Adapt your message to the audience's demands while still
delivering a thorough message. Considerate communication has the
following features:
Focus on a "you"-centered strategy.
Engage the audience by empathizing with and showing an
interest in them. This will elicit an enthusiastic response from the
viewers.
Maintain a positive outlook about your audience. Rather than
focusing on the "impossible," focus on the "possible." Give special
attention to phrases like "jovial," "dedicated," "thanks" and other
such positive connotations.
Clarity
Rather than trying to accomplish too much at once, focus on
one message or goal at a time. It makes it easy for others to
understand what you're saying.
8
Messages are more meaningful when they are conveyed in

complete clarity.
Using precise, suitable, and concrete language is essential to
conveying a clear message.
Concreteness
Being specific and explicit rather than vague and generic is
what concrete communication is all about. Confidence is bolstered
by concreteness. The following characteristics characterise a
concrete message: It is backed up by particular facts and numbers.
Words that are easy to understand and enhance a brand's
reputation are used.
No misinterpretation of concrete messages is possible.
Courtesy
Senders and receivers alike should be treated with courtesy in
their communications. It's important that the sender of the letter is
sincere, considerate and thoughtful. The following are
characteristics of a polite message:
To be courteous, one must take into account the opinions and
emotions of the person receiving the message.
The message conveyed in a courteous manner is upbeat and
focused on the audience.
It uses language that conveys reverence for the recipient of
the message.
It is completely objective.
Correctness
The absence of grammatical errors in communication is a sign of
correctness in communication. Following are some characteristics of
effective communication:
The message is accurate, correct, and timely.
Confidence is boosted if the communication is accurate.
The impact on the audience/readers is enhanced when the
message is delivered correctly.
9
Checks the accuracy and precision of information in the

message.
The message is written in an adequate and correct style.
COMMUNICATIONS PROCESS
Sender, message, and receiver all have a role in the ongoing
process of communication. Here, in detail, are the components of the
communication process:
Sender
The sender or communicator creates and transmits the
message. Since he initiates all communication, he is both the
originator and initiator.
Message
That which has been developed and intended for further
dissemination by the sender is called an idea, information, view,
fact, feeling, etc.
Encoding
Before it is sent, the sender's message is symbolically
encoded, using things like words, photos, gestures, and so on.
Media
It is the method by which the encoded message is sent. Orally
or in writing, the message might be delivered. Telephone, internet,
mail, fax, and e-mail are all forms of electronic communication.
When sending a message, the sender has complete control over the
medium.
Decoding
To put it another way, it's the process of deciphering what the
sender has encoded. The message is delivered to the recipient after
decoding.
10
Receiver
The message was conveyed to him at the end of the chain, and
he is the recipient. Only when the message is received, understood
correctly, and acted upon by the recipient will communication's
intended result be achieved.
Feedback
The exchange of information is complete when the recipient
acknowledges to the sender that he or she has received and
comprehended the message.
Noise
The term refers to any stumbling blocks that the sender,
message, or recipient may put in the way of the communication
process itself. As an example: terrible phone connection, inattentive
receiver, misunderstood message owing to bias or incorrect
gestures, and so forth
11
IMPORTANCE OF COMMUNICATION SKILLS IN

BUSINESS MANAGEMENT
There are a wide range of processes and systems that can
benefit from strong communication abilities. The ability to
communicate effectively is critical to the success of a business. The
ability to communicate effectively helps to create and motivate an
organization's workforce. When it comes to providing an excellent
customer experience, businesses can leverage communication skills.
Employers and employees must be able to communicate
effectively in order to close the communication gap. To reduce
stress and increase productivity, it is important to have good
communication skills. There are several ways in which this can be
done, but this is the most successful. As a result, effective verbal
and written communication is critical in the management and
operation of any business or organisation.
Communication skills help to do strategic business planning

It is easier to come up with new company concepts and ideas
when one has good communication abilities. If two company
leaders are in a meeting, they are doing so for the benefit of both.
Group discussions and meet ups can be a great way for team
members to share fresh ideas, ways to decrease costs and boost
profitability, and problem-solving techniques and strategies.
When the team leader has good listening skills and a pleasant
body expression, though, this can happen. This boosts the team's
ability to come up with creative solutions when their supervisor is a
good listener.
Many leaders and bosses, on the other hand, speak too much
and listen too little and behave in an unprofessional manner. As a
result, employees and managers are unable to communicate
effectively. And, in particular when it comes to strategic planning,
the boss and the company seldom reap the benefits of the
information that their employees have to provide.
To put it another way, good communication skills are critical in
the workplace. For both employees and managers, communication
12
skills are essential for being able to properly and confidently convey a
company's vision and ideas to its stakeholders.
Communication skills help to manage people and sources

As a manager or owner of a firm, strong communication skills
are essential. Each team member's productivity should be increased
while resources are used more efficiently. Nevertheless, they must
be proficient in verbal, written, presenting, and good body language
in order to succeed.
Managers should, for example, approach a new employee
who is unsure about how to get started in the workplace and create
eye contact with him or her. He She has a wealth of knowledge and
experience to share, and simply a kind handshake can help up
someone's spirits. The ultimate objective is to boost a person's self-
esteem at work. However, without clear and concise
communication, this is impossible.
Effective Communication skills help to promote business

You need marketing abilities if you wish to develop your
business's online or local presence. Furthermore, one of the most
crucial aspects of marketing is being able to communicate
effectively.
When someone asks you about your career or business, the
most important thing is how you explain it. As a result of how you
portray yourself, how you communicate, and how you use your
body language and speech, the projector will be able to spread the
word about your business. People remember how you interacted
with them when you did it.
From social media posts and blog entries to search engine ads,
display ads and radio and TV advertisements—everything you do in
marketing communicates about you and your product or service.
It's your words, photographs, videos and social media updates
that tell the world about you, both online and offline. It has the
potential to have a beneficial or bad impact on a large number of
13
individuals. However, it is a form of marketing, both directly and

indirectly.
Using blogs, social media, videos, and commercials, you may
better interact with your consumers and potential customers if you
spend more time thinking about their needs and aspirations. Your
personality, business, and aims in the market are more effectively
marketed through better and more effective communication, rather
than dull and negative communication.
Communication skills enhance the innovative capabilities of

organizations
Respectful communication between team members creates a
sense of friendship. And this camaraderie across various experts,
divisions, and leaders will foster an atmosphere of learning and
sharing of information, as well as an increase in the ability to work
long hours.
If, for example, a company's developers and marketers work
together as if they were best friends, they can come up with new
ideas that will benefit both the company and society as a whole.
You'll see that the company is successful because the two founders,
each with a unique set of skills and expertise, interact politely and
each pay attention to the other. A successful startup has been
created because of the strong relationship, mutual trust and
confidence that was built via this process.
Positive, honest, and sincere communication may have a huge
impact on a business and its employees.
That's why communication skills improve team productivity,
create a good and engaging work atmosphere, and produce new
innovations and inventive capabilities for enterprises.
Communication skills help to engage/retain/attract new and
old team members:
People are motivated to perform harder and more efficiently
when their managers and leaders communicate effectively with
them. With clients and team members, it helps to develop long-term
working relationships this happens when managers and leaders treat
14
their employees as individuals rather than as members of a larger

group, and they help and communicate softly and pleasantly in
difficult situations. To put it another way, good communication
skills are critical in the workplace.
COMMUNICATION TOOLS
Email
Email is one of the most widely used business
communication tools, and it provides a wide range of channels for
contact. Managers and executives use email to communicate with
subordinates and with those in positions of authority, and
employees can use it to exchange important information with one
another. As a result of email's large user base, businesses may use it
to stay in touch with existing customers, solicit new ones, and even
give a means for customers to reach out to liaisons or executives at
any time of day or night. Using email attachments, technology
companies may quickly transmit essential patches and upgrades to
their customers.
It is practically instantaneous to communicate via email,
which makes it easier to disseminate information and respond
rapidly to client inquiries. It also facilitates faster problem-solving
and more efficient corporate procedures. Business owners may
thereby get more done in less time.
Email has the potential to boost output. Businesses can
connect with predefined distribution lists, automatically convey
material depending on a topic, or send information to specific
individuals as needed by the business owner. It is common for
email software to offer a wide range of customization options that
can be tailored to your specific needs. Using email to its full
potential can help lessen the reliance on face-to-face meetings and
interactions.
Email allows firms to target certain customers. When a
customer purchases an item, they can choose to be notified by
email about the product's sale or new arrivals. Customers who
receive personalized emails based on their choices are more likely
15
to open them. Using email marketing to target clients based on their

relationship status with a company is also possible. Marketing
messages to new and returning customers, for example, might be
customized for each group.
We may now send a message to anyone in the world, sitting
in their own living room, using this cutting-edge method of
information transmission. When we send a message, it reaches its
intended receiver in a matter of seconds or minutes, regardless of
how far away they may be from us. E-mail also conserves
resources like paper and time. It also promotes the transfer of
information between locations. E-mail may only be sent and
received via computer. In order to send an e-mail, the recipient's e-
mail address must first be entered into the word processor, and then
the e-mail message is transmitted over the telephone or cable
network. To the recipient, every bit of information contained in the
correspondence is visible on their computer or television screen.
The message or letter is saved in the computer's memory and can
be retrieved at any time. A computer-related hour will alert the
person involved that a letter is waiting for him when he returns.
Messages can be simply exchanged using e-mail if two
people's internet is connected via a computer.
Social Networking Websites

Online social networking sites like Face book and Twitter
have become important commercial communication tools,
according to IP Watchdog, a newspaper that covers Internet
business news. Free social networking accounts allow businesses to
gain rapid exposure to their current and potential consumers, as
well as the ability for customers to immediately get in touch with a
representative from the company. It is a good idea to send out
occasional information about impending sales or special
promotions via social media to keep customers engaged and attract
a larger audience.
16
Instant Messengers
Instant messengers combine the speed and convenience of
email with the immediate, synchronous aspect of telephone
discussions. IM clients make it easy for employees and managers to
communicate with them other or with their subordinates. Advanced
features like as checking an employee's status at any time,
transferring files, and setting up an impromptu video conference
are available in many IM applications. According to an article on
Mashable.com from 2008, six of the ten best tools for corporate
communication included contained some type of instant messaging.
Web Conferences
Businesses have always relied on conference calls, but the
rich media available through the Internet has taken this
communication tool a step forward. Through an internet gateway,
employees may discuss ideas rapidly and presenters can share a
desktop or video with all participants at once. Many Web
conferencing applications provide simultaneous delivery of audio,
presentation and video for usage by sales representatives while
making presentations to potential customers.
VOIP
With Voice over Internet Protocol (VOIP), companies may
enjoy high-quality voice connections at a fraction of the expense of
traditional phone lines. Businesses can cut ties with traditional
phone carriers and remove their monthly phone expense by
employing an adaptor that separates audio interactions into data
packets for transmission over the Internet. CommunicationId
eas.com claims that VOIP's Internet-connected nature enables
businesses to check voice messages, view call records, and re-direct
calls from any Internet-connected device anywhere in the world.
Text messaging
Texting has a much broader variety of advantages when it
comes to disseminating information and interacting with customers.
17
SMS reigns supreme when it comes to one-on-one lead generation

and bulk messaging for marketing and promoting services. Because
of its low cost, it may readily be used into both large and small
marketing efforts.
Businesses may get started quickly and efficiently with text
messaging services because they don't require as much capital or
labour as other forms of communication do. In fact, even tiny firms
may provide better customer service by relying on SMS technology.
Fax or Facsimile
Information technology has made faxing a significant
advancement. Handwritten or printed material from the phone to the
original location is included in this collection.
A copy of the photo is sent. In other words, a photocopy of
the original fax can be made immediately at the other end and sent
in a matter of seconds instead of minutes or hours as is the case with
traditional methods.
When compared to other systems, this one is a lot more
efficient and cost-effective. Sending and receiving messages over
long distances can be difficult without it. Using the fax is a fast and
economical way to communicate. We can quickly and easily send
photocopies of our written or printed papers to the recipients we
specify using this fax service. Faxes are increasingly being utilized
in a wide range of industries, from health care to business to
agriculture to banking to insurance to education.
18
TYPES OF COMMUNICATION
Communication is of several types and may be classified as follows:
On the basis of channel

VERBAL COMMUNICATION:
The message is communicated verbally, using language and
words. Two types of verbal communication exist:
Oral communication
It refers to verbal communication. You two may meet in person
(lecture, seminar, conference, meeting, informal conversation, chit-
chat, gossip, or telephone). One of the most important aspects of
speaking clearly is your voice and tone. Oral communication is
hindered by speaking too quickly or too slowly, or speaking at too
high or low a volume.
Written communication
Written communication includes everything from text messages
to e-mails to letters to brochures to reports. Formal business
transactions (memo, proposal, press release, contract, etc.) and legal
paperwork necessitate this kind of communication. Writing style,
grammar, vocabulary, and other aspects of written communication all
play a role in the success of a message.
19
In terms of speed and convenience, verbal communication is the

best. Only roughly 7% of all human contacts are accounted for by this
type of communication.
NON-VERBAL COMMUNICATION:
Nonverbal communication refers to communication that does
not involve the use of words. There are several ways to communicate
nonverbally, including the following:
Body Language:
Using facial expressions, gestures, posture, touch, and other
physical indicators, body language is used to convey information.
There are many other ways to show attention, such as leaning forward
or leaning backward. It is possible to communicate feelings and
thoughts just by the use of body language (such as a grin or a frown,
or clenching of the hands). More than half (55%) of all
communication is mediated by nonverbal cues.
Paralanguage:
Vocal paralanguage includes things like pitch, tone, and other
aspects of timbre. Rather than relying solely on words, one's manner
of speaking reveals one's true feelings. More than one-third (38%, to
be exact) of all communication is paralinguistic in nature.
Aesthetics:
Art mediums such as music, dance, painting, and sculpture
allow people to express themselves. This is how artists express their
innermost sentiments and thoughts via their works of art.
Appearance:
The first impression is made by how you dress and groom
yourself. There is a clothing code at the workplace. There are many
different kinds of men's formal attire. It can include a sari, a suit, a
shirt, a trouser, or a skirt for women.
20
Symbols:
Symbols can be religious, social, or even egotistical. These help
to convey the unique significance. As an example, the number of stars
on a police officer's shirt reflects his or her rank.
VISUAL COMMUNICATION:
It is common practise in visual communication to employ
symbols and other visual aids to convey the information. Colors can
be used to direct traffic, for example. Graphs, pie charts, flowcharts,
and other visuals convey a lot of information in a straightforward and
clear way. These are an important aspect of official presentations and
are a powerful media.
AUDIO-VISUAL COMMUNICATION:
Audio-visual communication refers to the combination of
spoken and visual cues. Radio is an auditory medium, whereas
television and films are both audio and visual. Combining spoken
words with visual images is a particularly potent form of synthesis.
On the basis of purpose and style

FORMAL COMMUNICATION:
Formal communication refers to exchanges carried out in line
with the organization's policies, norms, and conventions, and which
are routed through the chain of command. Any of these two methods
will work. The following are examples of formal communication:
Vertical communication:
Vertical communication refers to the flow of information within
an organisation, both above and downwards. Managers delegate the
responsibility of carrying out orders and directives to subordinates.
Reports, ideas, grievances, and requests from subordinates are
communicated to their superiors.
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Horizontal communication:
Individuals/departments at the same level of authority
communicate horizontally. Meetings between the leaders of
manufacturing and marketing divisions, for example, may be held to
discuss issues such as product quality and cost.
Diagonal Communication:
Communication between personnel from different departments
and different levels of authority is commonplace in this form of
interaction. The likelihood of a misunderstanding or misrepresentation
is significantly reduced when information is shared across
departments. As an example, a marketing manager may approach a
manufacturing manager to inquire about the pricing and quality of the
product they produce.
INFORMAL COMMUNICATION:
Employees in a company that communicate without adhering to
the rules and regulations are referred to as "grapevines."
Grapevine
An informal, friendly and relaxed atmosphere is what you will
find here. There are shared interests and attitudes at play. Having a
place to socialize and create relationships with coworkers is beneficial.
Employees from various departments in a company may, for example,
discuss new leave policies while eating lunch.
BASIC FORMS OF COMMUNICATION

An organisation uses a variety of tools to communicate with
each other, including various channels, dimensions, and approaches.
A person's message can be conveyed in a variety of ways through
the communication process. Communication is a major factor in the
success of an institution or organisation. The following categories
can be used to group various forms of communication:
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FORMS OF COMMUNICATION ON THE BASIC OF

EXPRESSION
Verbal Communication:
Verbal communication refers to both spoken and written
communication. In a nutshell. A verbal communication is one in
which a message is conveyed from one person to another by using
words spoken or written. A common set of symbols must be used by
the sender and receiver in order for communication to take place.
Because words are the most precise and powerful set of symbols,
they are used for the majority of communication. There are two
basic types of verbal communication.
Oral Communication:
Oral communication refers to the act of exchanging
information via the use of spoken words. In this sort of
communication, opinions are exchanged either in person or by a
mechanical instrument. Personal discussions, presentations,
interviews, seminars, and telephone conversations are just a few
examples of oral communication in action. The sender's body
language is revealed to the receiver during oral communication. The
sender can also clarify the message if the receiver doesn't grasp it.
By eliminating uncertainties and fears, oral communication speeds
things up and saves time, allowing for better comprehension.
Written Communication:
It's called written communication when messages are
exchanged in writing or printed form. Letters, memoranda, reports,
notifications, circulars, and magazines are all examples of this sort
of communication. The written message must be prepared with the
utmost care. Written communication necessitates deliberate word
choice and the use of words that communicate a clear message. The
importance and necessity of written communication is growing
exponentially in today's world.
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Non – Verbal Communication:

Nonverbal communication refers to any form of
communication that does not involve the exchange of words. As a
form of communication, it is based on the use of facial expressions
and body position, as well as eye contact and silence. Nonverbal
clues make up more than half of human communication, according
to research. It completes and improves spoken communication. A
person's emotions can be conveyed to others more rapidly and
cheaply by employing nonverbal means of communication. Rising
the brows, drawing lines on the forehead or raising the hands,
shaking the head or laughing are all examples of body language that
convey far more than words. The way you talk is just as essential as
what you say when it comes to conveying your message. According
to one expert, just 7% of the effect of our face-to-face
communication comes from the words we speak; the other 93%
comes from our vocal intonation, facial expressions, posture, and
look. It's possible to categorise nonverbal communication as
follows:
Body language or kinesics:

Body language is the study of how people communicate with
their bodies. Just as language employs symbols to express meaning,
our body language does the same. Examples include wiping one's
nose to indicate tension, placing one's palm on one's forehead to
indicate distress, and raising one's hand to stop traffic. In addition to
verbal communication, body language is an important part of the
process. Despite his verbal bluffing, a man's body language always
tells the real story.
Sing Language
Method of conveying a message by using various signs,
graphics, signals and colours. Audio signs and visual signs are the
two main sorts of signs.
Different noises can be conveyed by audio signs such as
buzzers, electric bells, sirens and hooters. When a siren is sounded
24
at a plant, for example, the workers are quickly alerted. A wide

variety of visual signs, such as posters, cartoons, images, colours,
and more, are used to convey information and educate the public.
People all throughout the world know what the different colours of
traffic lights mean. The two crossed bones below a skull and a
crossed cigarette indicate danger and no smoking, respectively.
Para language:
Tone of voice, pitch, rhythm, loudness, and sentence breaks
are all employed to express meaning in the Para language. The
sound of someone's voice is scrutinised in Para language. The
speaker's voice reveals a great deal about their racial and
socioeconomic background, as well as their personality traits.
Communication will be more effective if it is delivered in a clearer
voice. Similarly, placing emphasis on specific phrases alters the
message's meaning every time it is heard. Stressing the word "go" in
a sentence like "You may," for example, conveys a feeling of
resentment. The mental state of a person can be easily investigated
with the use of Para language.
ON THE BAISC OF DIRECTION

The following categories can be used to categorise the flow of
communication:
Vertical communication:
Every company has a chain of command that serves as a
conduit for the exchange of information, both verbally and in
writing. Vertical communication occurs when information moves up
and down the organisational hierarchy, from the top to the bottom,
and from the bottom to the top. Board of directors (the highest
authority in a company) issues orders and directions through this
method of communication, which then sends those orders and
directions on to the managing director, who in turn provides
instructions to departmental managers and supervisors. In order to
communicate vertically, one of two methods can be used:
25
Downward communication:
Downward communication occurs when a message is sent
from higher-ups to lower-ups and lower-level personnel. Managers
use this tool to share information with their teams about the
company's strategies, plans, and programmers. Examples include
orders, bulletins, job-sheets, manuals, and directions. To
demonstrate this, consider the following example:
Upward Communication:
Upward communication occurs when information is passed
from lower to higher levels of authority. It is common practise to
use this method of communication to convey to supervisors the
concerns, complaints, ideas, and emotions of employees. An open
door policy, management workers meetings, and a willingness to
participate in the business are all necessary for this system to
succeed. As a result of this system, employees' spirits and output
have both risen.
Lateral or Horizontal Communication:

When two or more people are linked to each other by equal
status or equal relationship, communication occurs. Horizontal
communication can take the form of meetings between the heads of
various departments within a business or the exchange of
information between regional sales managers. The primary goal of
this communication is to build corporate coordination in order to
expedite the completion of tasks and the implementation of
decisions.
Diagonal Communication:
Diagonal communication refers to the exchange of
information among individuals who do not share a department or
rank within the company. That is to say, it refers to communication
between people at various levels of the organization's structure who
are not part of the organization's direct chain of command. An
example of diagonal communication is when the assistant Finance
26
manager directly communicates with the accounts clerk. The strict

chain of command is disrupted by a flow of information that is not
in the same direction. A casual get-together. Lunch hour meeting,
conference project organisation meeting, etc. are the primary means
of this form of communication..
ON THE BASIC OF RELATIONS

Formal and informal are the two primary types of
communication in an organisation.
Formal Communication:
A formal organisational structure is intimately linked to the
use of formal communication.
ON THE BASIC OF RELATIONS

Formal and informal are the two primary types of
communication in an organisation.
Formal Communication:
A formal organisational structure is intimately linked to the
use of formal communication.
The communication is routed in a predetermined manner
when using this system. It is done in accordance with the
established procedures. A set of rules and guidelines to follow when
transmitting information using a formal channel of communication
establishes a clear understanding of who is in charge and who is
subservient. This system ensures that data travels along a
predetermined path in an orderly, accurate, and timely fashion.
Actually, this communication is between two positions rather than
between individuals.
Informal communication:
It is not a conduit of communication that was intended or
purposefully developed. It is completely unstructured. The messages
are conveyed in a non-structured manner. It is built on the informal
27
relationship between the two people. It is the most adaptable and

rapid method of communication and it is also employed in informal
situations like expressing anger, smiling, or remaining silent.
However, his communication style is difficult to control and
frequently misunderstood.
BARRIERS TO COMMUNICATION
There are several hurdles in the way of effective
communication. Disruption and distortion of the intended message
often results in a state of confusion and a breakdown in
communication. Ineffective communication can be a result of many
different factors, including linguistic, emotional, physical, and
cultural. We'll go through each of these in more detail in the
paragraphs that follow
Linguistic Barriers
Communication can be hindered by a lack of understanding of
the other party. A person's primary means of interfacing with the
world is through the medium of language. One of the obstacles to
efficient communication is the fact that each significant region has
28
its own language. Even if the dialect is thick, it may not be possible
to communicate effectively.
The dialects of two locations can alter within a few
kilometres, according to some estimations. Even in the same
company, there will be a wide range in linguistic abilities among the
personnel. As a result, the organization's communication routes will
be disrupted.
This obstacle must be taken into account while determining
what considerations to give to various personnel. Some of them are
fluent in more than one language, while others aren't.
Psychological Barriers
Effective communication can be hampered by a variety of
mental and psychological conditions. Some people suffer from stage
fright, speech difficulties, phobias, depression, etc. All of these
issues can be tough to deal with at times and will inevitably impede
effective communication between people.
Emotional Barriers
A person's emotional IQ impacts how easily and comfortably
they can converse with others. A person's ability to communicate
effectively will be enhanced if they are emotionally mature. In
contrast, those who succumb to the temptations of their emotions will
encounter challenges.
Physical Barriers to Communication

Barriers to effective communication are the most visible ones.
The majority of these barriers can be dismantled, at least in
principle. Noise, closed doors, poor communication equipment,
closed cabins, and other obstructions are only a few examples. In
huge offices, the lack of personal contact between coworkers, paired
with subpar technology, can create significant communication
roadblocks.
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Cultural Barriers of Communication

As the world becomes more and more interconnected, it is
becoming increasingly common for huge corporations to employ
workers from around the globe. There are a number of social ideals
that are interpreted differently in different cultures. The way people
dress, what they wear, what they believe, what they eat, what they
drink, what pets they have, and how they behave will all vary
greatly from one culture to the next.
As a result, it is imperative that we take into account the
cultural differences when we communicate. We refer to this as
cultural sensitivity. During the initial phases of an employee's
career, many global corporations provide specialised training to
teach new employees about foreign cultures and how to treat others
with respect and tolerance.
Organizational Structure Barriers

As we've seen, there are a variety of ways to communicate at
the corporate level. Each of these approaches has its own set of
drawbacks and limitations that might stand in the way of clear and
concise communication. The majority of these roadblocks are the
result of employees being misinformed or lacking adequate access
to openness.
Attitude Barriers
Some folks enjoy their own company. Introverts or those that
don't want to mingle are what we're talking about here. Some people
like to be alone, while others can be a bit too clinging. Both of these
situations could be a hindrance to effective dialogue. Inconsiderate
and egotistical behaviour is a problem for certain people.
Physiological Barriers
In addition, a variety of health conditions or other limits may
hinder an organization's multiple channels from communicating
effectively. Some examples of physiological impediments to
efficient communication include a shrill voice, dyslexia, and so on.
30
Although these are not essential, they can be compensated and

eliminated.
In order to effectively communicate, it is vital to have the
proper balance of feelings and facts. Anger, frustration, and a host
of other negative emotions can impair a person's ability to make
rational decisions and, as a result, their ability to communicate
effectively.
GATEWAYS TO COMMUNICATION
Interpersonal Trust:
In order to have good communication, people must be able to
trust one another. If a subordinate does not have confidence in his
management, he or she will be unable to interact openly with that
person. Top managers may foster trust in their organisations by
being fair, open, and responsive to new ideas.
Proper Feedback:
Providing feedback allows the sender to evaluate the impact
of their communication on the recipient. Management necessitates
both offering and receiving feedback. Managers' feedback should be
descriptive, explicit, and aimed at altering specific behaviours if it is
to be effective. Managers should be flexible when accepting
comments.
As a result, they should be able to deal with both favourable
and negative comments. It's important for managers to clarify any
aspects that seem imprecise or vague when they're getting negative
feedback. They must also refrain from acting defensively.
Effective Listening:
Effective communication relies heavily on the ability to pay
attention to what the other person has to say. It is impossible to
successfully deliver a message unless the recipient pays attention
and pays attention. Open-mindedness is essential for a listener's
comprehension of the message. This is what researchers found to be
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necessary for good listening, according to the findings of their

study.
Judging the message's content, but not the speaker's flaws.
Preventing a hasty judgment.
Trying to pin down the core concept.
Becoming adaptable and not expecting the message to follow
a predetermined course of action.
Paying attention to what is being said.
Paying attention to what the speaker is saying in order to
understand it.
Active listening is practiced here.
Having an open mind.
Try to benefit from one's own speedy "thinking process"
rather than the speaker.
Managers that listen well to their subordinates have better
connections with them. They are better able to deliver constructive
criticism and non-directive therapy as a result.
Non-Verbal Cues:
An additional precondition for effective communication is the
ability to recognise and respond to nonverbal cues.
7 percent of the receiver's response can be attributed to verbal
content, while 38% of the response can be attributed to speaker
vocal qualities (such as pitch and timbre), and 55% can be attributed
to facial emotions.
Non-Directive Counseling:
When a manager uses non-directive counselling, the
employee is given the opportunity to explore his or her own
thoughts, feelings, and perspectives about a problem. This can be
accomplished by conducting an interview with the employee.
During an interview for non-directive counselling services, a
manager should:
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i. Be attentive and friendly;

ii. raise appropriate questions;
iii. show tact and allow the employee to think through the
problem clearly;
iv. Create an atmosphere of privacy so that the employee can
communicate freely;
v. Be a patient listener so that the employee can freely express
his emotions; and
vi. Encourage the employee to do some introspection.
STRATEGIC IMPORTANCE OF E COMMUNICATION

Internal and external communication is key components in
implementing effective communication strategies to get the right
people the correct information at the right time. When it comes to
maximizing productivity, having everyone on the same page is vital
for everyone's success. It's critical that all pertinent information is
disseminated throughout the company, with no details being
omitted. Employees may not be able to carry out their duties to the
best of their abilities if they lack complete information. As an
example, if your company implements a new policy, your clients
and staff should be informed of it.
There are countless advantages to implementing a
communication strategy within a company. Employee morale and
productivity can be boosted, brand recognition can be enhanced, and
employee trust can be instilled through effective company
communication tactics. These elements have a significant impact on
a company's performance.
CONCLUSION
Of primary importance is effective communication. To have a
richer and more fulfilling life, it is essential to express one's
thoughts and feelings to others. More communication leads to less
suffering and a more positive outlook on life.
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In order to achieve organisational objectives, employees and

management must communicate effectively. Its goal is to improve
the efficiency of the workplace and minimise errors.
A company's ability to communicate effectively is critical.
While it's crucial to plan how you'll communicate in a positive and
productive manner that corresponds with your obligations and
reputation as a business professional, communication is a natural
aspect of the human experience.
In this Unit, we've discussed the importance of effective
communication in the workplace. Many communication hurdles that
can be ascribed to either the sender or the recipient might cause a
breakdown in communication. As a result, successful communication
necessitates an understanding of the obstacles. It's also critical to pick
the correct media for your message's delivery, because using the wrong
one can dilute its impact. Cross-cultural communication necessitates
extra caution because different cultures have distinct standards
surrounding nonverbal communication and different words are viewed
differently across cultures. You can improve your communication
efficacy by being aware of the blunders described in this chapter and
practising active listening.
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MODULE - II | NON -VERBAL ASPECTS OF COMMUNICATING
MODULE - II
NON -VERBAL ASPECTS OF
COMMUNICATING
W
ords aren't always necessary to convey a point.
Communicating without using words is called
nonverbal communication. For example, a facial
expression or gesture, and the perceived qualities of the surrounding
environment are examples of nonverbal human responses. "Silent
language" is another term for nonverbal communication. In order to
communicate a message, the sender and receiver use a variety of
cues and cue-related cues, such as body language, vocalizations, and
facial expressions. When it comes to nonverbal communication, the
term "kinesics" refers to the interpretation of body language such as
facial expressions and gestures. Kinesics is the scientific name for
body language. Gestures, facial expressions, and other physical
movements are all examples of body movements. Every physical
gesture has a corresponding psychological connotation.
ADVANTAGES OF NON-VERBAL COMMUNICATION:

Visual, audio-visual, and silent nonverbal communication
methods can all be used to convey information quickly and
effectively.
As an example, gestures such as a finger to the lips to indicate
that the speaker needs to be quiet and facial expressions such as a
nod to show that the speaker agrees might be used in place of the
vocal communication.
Illiterate persons can benefit from this sort of communication
because it doesn't rely on any spoken or written words at all. For
this reason, it is extremely beneficial to those who are illiterate.
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Nonverbal signs of communication, especially for deaf

individuals, are extremely beneficial to those with disabilities.
People who are deaf use their hands, fingers, eyeballs, etc. to
communicate.
Nonverbal communication is based on attractive visuals, such
as a graph, a sign, or an image.
Nonverbal communication cues such as sign and symbol can
convey some messages far more quickly than written or oral
communication.
The message of nonverbal communication reached the
receiver quickly, reducing the amount of time wasted. As a result,
the communicator is able to work more efficiently.
DISADVANTAGES OR LIMITATIONS OF NON-VERBAL

COMMUNICATION:
Imprecise and hazy: Nonverbal communication is hazy and
hazy. Because there is no use of words or language that conveys a
clear message to the receiver in this kind of communication.
Long talks are not possible: It's impossible to have an in-
depth talk through nonverbal communication. There can be no
discussion of the specific topics raised by the communications.
In nonverbal communication, it takes a lot of repetition to get
the message over. Since it requires gestures, facial expressions eye
contact, touch etc. for talking with others which may not be
understandable for the simple and ignorant individuals
Costly: In some circumstances non-verbal communication
includes enormous cost. There is a big difference in cost between,
say, a neon sign and other forms of communication.
Information distortion: Because nonverbal communication
involves the use of gestures, facial expressions, eye contact, touch,
sign, sound and other paralanguages, there is a high potential for
information distortion.
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PERSONA LANGUAGE
Personas are fictitious representations of the people with
whom you hope to make contact on the Internet. Using these
images, you can learn to communicate in a more nuanced way.
Persona development is a vital tool for firms that want to
properly understand their target audience and the needs,
expectations, interests, and behaviours of your ideal customers.
Perception is key in the world of business. In order to appear
more powerful and successful, a businessman may drive a nice
automobile, buy an expensive property, wear fine attire, and talk
down to individuals he considers to be lower on the social ladder
than he is.
BODY LANGUAGE/KINESICS
Nonverbal communication involving bodily movement is
known as body language.... Movement and posture, as well as facial
expressions, eye contact and touch are all examples of nonverbal
communication that convey our feelings and intentions.
In addition to nonverbal communication, body language is
also generally accepted. The meanings and messages that can be
conveyed through body movements are numerous. Unconscious
movements and actively controlled movements are two ways that
body language can be expressed. Body language and kinesics are
terms used to describe the study of how people move physically.
The observations made by Raymond and John are accurate in this
regard. For them, "the way the body communicates without words,
that is, through varied movements of its components," is what
kinesics truly is. Our inner feelings can be communicated
physically, as well as verbally, as well as by the movements of our
various body parts. Nodding, blinking, shrugging, and waving our
hands are all ways we can convey meaning without really saying a
word to the other person. At the heart of body language is a study of
the meanings of signals sent by physical motions of the body. The
truest expression of one's feelings can be seen in one's body
language. The face and eyes, gestures, and physical appearance
37
should be researched in order to express these inner bodily

sensations. It's important for a speaker to keep his or her body
language under control in order to maintain self-control.
Keeping eye contact is critical.
Face and eyes
Involvement of the hands
Posture and body type
Aesthetics
EYE CONTACT
Interpersonal communication relies heavily on eye contact to
keep things moving smoothly. As a plus, it communicates a desire
to learn about people.
As a result, eye contact with audience members boosts the
speaker's trustworthiness. Using eye contact as a teaching tool can
open the lines of communication and express a sense of compassion,
warmth, and credibility.
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FACIAL EXPRESSIONS
A person's facial expressions can convey a lot of information.
It's a prevalent belief that the face represents a person's mental
compass.
Joy, love, intrigue, grief, frustration and perplexity are just
few of the emotions that can be expressed through this form of
expression.
The mouth (open, wide, or closed), eyelids (raised or
lowered), nose (wrinkled or relaxed), cheeks (pulled up or back),
and forehead are all examples of facial emotions that can be shown
(lowered or raised).
When it comes to expressing interest and paying attention, the
eyes are the best place to start. Facial expressions are interpreted
differently in different cultures.
• Happiness
• Friendliness is all sent by a smile, which is a potent cue.
• Warmth.
• Liking.
• Affiliation.
As a result, you will be seen as more kind, warm, and
approachable if you smile frequently.
If you smile, students are more likely to open out to you and
learn more.
GESTURES
A lack of gesticulation might make you appear lifeless and
robotic while you're on the phone or in front of an audience.
When a teacher is active and enthusiastic, the content is more
intriguing, learning is easier and there's a little bit of fun thrown in.
Positive reinforcement is communicated to children through
the use of head nods, a signal that shows you are paying attention.
Movements of the arms, legs, hands, and head are called
gestures.
Gesture, according to some authors, is a conscious body
movement that conveys a specific and deliberate message.
39
You can say hello or goodbye with a wave of the hand; you
can also form a circle with your thumb and forefinger to say "okay"
using your fingers and thumb.
Like facial expressions, different cultures have different ways
of interpreting certain gestures.
The gesture of raising one's thumb in Europe denotes
accomplishment, yet in Bangladesh it denotes stupidity.
POSTURE AND BODY ORIENTATION

As you walk, talk, stand and sit, your body language conveys
a wealth of information about your personality.
Students are more likely to approach you if you stand up
straight, but not rigidly, and lean slightly forward.
When you and your pupils are face-to-face, you and your
students form a deep bond.
Avoid staring at the floor or ceiling while speaking or
otherwise showing indifference in what is being said in front of the
class.
APPEARANCE
Nonverbal cues like our choice of attire, makeup, and haircuts
are all examples of nonverbal cues. For example, research in colour
psychology has shown that certain hues can provoke certain
feelings. People's perceptions and reactions might be influenced by
their appearance. Consider all the subliminal judgments you make
about someone just by looking at them. Experts recommend that job
seekers dress appropriately for interviews with potential employers
in order to make a good first impression.
Kinesis can be used to examine body language in great detail,
allowing for a more scientific and analytical approach to the subject.
In a one-on-one situation, or when a speaker is addressing an
audience, oral communication occurs. A small group conversation
may have a smaller audience, whereas a business gathering may
have a larger one. Body language is critical in all of these scenarios.
40
PROXEMICS
Proxemics is a term that refers to a location's distance from
another point. Nonverbal communication is facilitated by the way
we use the environment around us. A great deal of nonverbal
communication has been linked by scholars to the colour, design,
arrangement, and use of the space around us.
Proxemics is also a part of it. Under the following headings,
we can classify the area around us:
The majority of our body movements take place within a
distance of 18 inches from us. I In this circle, we share the most
intimate of spaces. A handshake, a pat on the back, or a whisper is
all it takes for someone to join this private sanctuary. The more
intimate the conversation, the less distance there is between the two
people involved.
(ii) Personal space: Personal space is the distance between us
and our friends, coworkers, and other associates that allows us to
have a regular conversation. There are casual chats and impromptu
dialogues in which crucial decisions may be made.
4 feet to 12 feet is the range for social space. Relationship
formality is reflected in this gesture. It's a sign of a lack of initiative,
too. A person's comments are more thoughtful and organised. In a
formal connection, social space often reflects the rationality, foresight,
and command that characterize commercial communication.
At a distance of 12 feet or more, one enters the realm of
"public space." In order to be heard, one has to raise their voice.
Detachment and a lack of personal feelings are apparent.
(v) Surroundings: The way you set up your environment can
have an impact on the way you communicate. You have the option
of making the space where you greet guests brilliant or plain. Gaudy
or sober, it's up to you. Your office's design, furnishings, and
artifacts reveal a lot about you and your preferences.
PARALANGUAGE
In paralanguage, the nonverbal characteristics of the voice are
studied. Nonverbal cues can be conveyed through the use of
41
prosody, the collection of sonic qualities such as pitch, tone, and

accent. Words' meanings can be altered via paralanguage. They
create a unique 'vocal print' for each person.
In order to represent and reflect the speaker's attitude,
paralanguage is utilised to describe a wide range of voice qualities.
Voice, intonation, pitch, pause, loudness, emphasis and gestures all
play a role in paralanguage's non-verbal nature. An individual's
voice can convey a variety of emotions and states of mind, such as
excitement, confidence, and nervousness.
A person's voice is the first thing we hear or use when
communicating. There are a number of different types of voices out
there. In addition to sounding good or bad, a person's voice can also
have a variety of characteristics, such as being clear or muddy. If
you want to learn more about someone, just listen to what they
sound like.
Modulation of voice and shift in stress: Intonation is a term
used to describe this. An important message should not be given in
an upbeat tone, but in a more melancholy tone, as an example.
Pitch: Pitch is the inclination of the voice in relation to the
ear. It shows the speaker's mindset. Having a high pitch may be a
sign of stress. The attention span of a listener may be shortened if
the pitch remains constant. Furthermore, we can learn a lot about the
speaker's social standing by examining their elevator pitch. A
superior's voice has a higher pitch than that of a subordinate's.
Pause: A pause helps to accentuate a point. In speaking, a
pause is equivalent to a comma in writing. Misunderstanding might
occur if a pause is taken in an inappropriate location. 'Fruit trees,'
for example, is vastly different from 'Fruit trees. The level of the
speaker's voice should be varied based on the audience size. The
louder your voice should be the larger the audience. Speeches with a
variety of volume levels are more memorable. There are occasions
when the intended effect can be achieved by shifting from loud to
quiet or quiet to loud.
Mixed signals arise when the speaker's voice pitch, volume,
and facial emotions don't match the words he's saying. This leaves
42
the listener perplexed as to the speaker's true intent. When praise is

given in a sarcastic manner, it is meant to be mocking. (vii) Proper
word stress: Proper emphasis or stress on the right words might
improve communication.
Overall impression: A communication is perceived by the
listener not only by the content, but also by the method in which the
speaker communicates it. The message that is sent is also influenced
by the speaker's attitude, appearance, age, gender, accent, and the
quality and tone of their voice. Overall, a person's appearance and
demeanour should be in harmony with the message they are trying
to express.
Advantages of Paralanguage
The importance of paralanguage cannot be overstated, as it is
intrinsically linked to the structure of language itself.
The speaker's position and status in an organisation or society
is reflected in their use of paralanguage.
It's a terrific way to get a sense of the speaker's character and
upbringing.
The speaker's state of mind can be inferred from their use of
paralanguage. The pitch, tone, and pace of a communication can all
be used by a skilled listener to draw the correct inferences. This is
frequently quite helpful.
Limitations of paralanguage
It is a language that is'semi' or'similar' to a real one. In and of
itself, it is not language. Consequently, not all of the advantages of
actual language may be attributed to paralanguage.
Using a variety of ancillary (side) qualities, one might infer
inferences about the main subject. It's not always necessary to draw
these kinds of judgments. Unintentionally or intentionally, they may
also cause bias. Paralanguage can be misleading or confusing at
times because of this.
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Paralinguistic conclusions can be difficult to draw because

speakers may originate from many backgrounds, cultures, and
situations. This makes it difficult to convey a whole message.
TYPES OF MANAGERIAL SPEECHES:

Informative Business Speech
A speech that informs the audience of something they didn't
know previously is referred to as an informative business speech or
speaking. In a nutshell, informative speech is a type of speech that
aims to impart helpful knowledge to the audience. Informative
speaking is another name for this type of presentation style.
Assume that Albert Einstein's theory of relativity is the
current subject of discussion in a classroom. Despite the fact that
some students find it difficult to follow, the professor is actually
conveying valuable information.
Informative communication or speaking is simply
communicating information that is unknown to the listener.
Informative speeches fall into one of the following categories.
Speeches about Objects

Speeches on the objects are those that focus on items that the
audience can touch, taste, smell, see, or feel, such as a piece of art or a
piece of music. Its primary function is to describe sensory stimuli or
physical objects. When it comes to nature, it can be anything from a
favourite song to the appearance of diverse animals in the outdoors.
Speeches about Events

Speeches about the event are those that inform the audience
about historical events or contemporary events. To give one example,
at an investiture or installation ceremony, a new president will give a
speech outlining the country's future plans or upcoming events.
Speeches about Processes

Speeches about processes are designed to inform the audience
about what is currently taking place in the world. There are many
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examples of how to talk about the process, but the finest one is a
cooking class.
Speeches about Concepts

Speeches on a certain concept, such as world peace, human
rights, or love, are referred to as speeches on the subject. The
audience is able to grasp the main idea of any subject with this type
of speaking.
Persuasive Business Speech

When a speech is given with the purpose of convincing the
audience of an opinion, position, or truth, it is known as a
persuasive business speech or persuasive speaking.
Consider a scenario in which four friends are debating the
issue of global warming, and each is making an argument to
persuade the others to agree with their point of view. Persuasive
speaking is synonymous with informative speaking.
In a nutshell, a persuasive speech is a speech that persuades
the audience to take a certain course of action. A persuasive speech
can be broken down into three categories, which are outlined below.
Factual Persuasive Speech

The Factual Persuasive Speech is a speech that relies on solid
evidence to back up its claims. To persuade the audience that a
given event occurred, exists, or doesn't exist is the primary goal of
this speech.
Consider the scenario in which a high school kid is delivering
a speech on the first man to set foot on the moon. Although no one
is sure if it happened, there is proof that it did.
Value Persuasive Speech

A Value Persuasive Speech tells the audience whether
something is right or bad, whether it is true or false. Its primary goal
is to raise a question about an issue's moral or ethical implications.
Value persuasive speeches, for example, include speeches regarding
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capital penalty, whether it is moral or immoral, right and wrong;

whether done or prevented; and so on.
Policy Persuasive Speech

Speaking on behalf of an organization's position on policy is
known as a Policy Persuasive Speech. This type of speech isn't
simply about policy, but also about whether or not you should
accept the rule or vote for the politician.
A country's president may be unhappy with its current foreign
policy and seek to make changes. It is the president's job to persuade
higher-ups to change the current foreign policy and support the new
one; this speech is a speech to persuade policymakers.
Special Occasion Business Speech

All of us, whether we know it or not, have been a part of a
special occasion business speech at some point in our lives.
Speeches given on special occasions like a best friend's wedding,
parent's anniversary, boss's promotion, or the funeral of a relative
are known as special occasion speeches.
Most of the time, people use this type of speech to express
their admiration and gratitude for someone or something unique.
There are a variety of entertaining speeches that go under the
umbrella term "special occasion speech". It is the primary goal of
the speech to highlight the significance of a certain person or event.
The majority of special occasion speeches are presented at
events such as award ceremonies, political gatherings, weddings,
and so on. In some cases, the speaker is asked to provide a brief
tribute to the event or individual and, without warning, the speech
takes on a life of its own.
Hundreds of daily occurrences are part of a person's
experience. There is always a need for a speech to be given at a
significant event. Special occasion speeches are broken down into
four sections for ease of use.
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Ceremonial Speech
A ceremonial speech is one that is delivered at a ceremony or
rite. As a result, speeches at these events must be delivered by
someone with a specific set of skills. Each of the eight sections of
ceremonial speech is broken down into its component elements for
the benefit of the audience in order to make it clear and concise for
everyone. Each component is briefly described below.
Speech of Introduction
The most typical and the very first portion of a ceremonial
speech is a speech of introduction. For the most part, these speeches
are used to introduce the speaker or another speaker at an event. It's
also known as a "mini-speech" because it just takes a few minutes to
introduce someone.
Mr. Smith is going to speak about Global Warming at a
meeting, when a person stands up and tells the audience. Because
the introduction merely contains the speaker's name and the topic, it
will have little effect on the audience.
There are three parts to a good introduction speech: an
introductory paragraph, a body paragraph, and a concluding
paragraph.
Speech of Presentation
To complement any award or distinction, a speech of
presentation is delivered. In this case, the speaker is making a
ceremonial address. "This is Mr. Smith, the winner of the Effective
Public Speaker Award," is a straightforward way to introduce a
person in a presentation speech. Determine the length of a
presentation speech prior to presenting it.
Speech of Acceptance
In reality, the acceptance speech is a compliment to the
presentation speech. It is given by the recipient of a prize or
distinction. Mr. Smith is pleased to receive the Effective Public
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Speaker Award and would like to express his gratitude to the firm
for their consideration.
Speaking of speeches at the opening of presentations and
videos, many vocalists begin their songs with a speech of their own.
Speech of Dedication
It is customary to offer a dedication speech during the
opening ceremony of any new establishment, whether it is to
commemorate someone or to dedicate a building in someone's
honour. Delivering a speech of dedication serves primarily to draw
attention to the significance of a project or to honour a special
individual.
If Mr. Smith's uncle died and left a substantial donation to a
school, the school might ask Mr. Smith to give a speech in honour
of his uncle's memory at a dedication ceremony for one of the
school's living or learning spaces.
Toasts
At some point in their lives, almost everyone will be asked to
make a toast. A toast is a speech made to honour, congratulate, or
commemorate someone for their accomplishments. Toasts are
usually delivered when someone is congratulated on a new job,
given an honour, or married.
Even though toasts can sometimes be given to honour
someone's achievements, on the other side, lastly, a toast is given in
honour of a person's achievements.
Roasts
In a roast speech, the primary goal is to either laud or ridicule
the honoree in a light-hearted manner, which makes it both thrilling
and unusual. A roast is typically served as the final course at a
dinner party thrown in celebration of a special guest's
accomplishments.
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Eulogies
There should be a brief description of what a eulogy entails
before discussing the objective of delivering one. The eulogy is a
speech given in memory of a deceased person. The term "eulogy"
does not refer to a song of lamentation, such as an elegy.
As long as you're not in a position of religious leadership, you
are not authorised to conduct eulogies at any point in your life.
Speech of Farewell
A farewell speech is given to say goodbye to one phase of
one's life before going on to the next phase of one's life. Usually, the
farewell speech is given at the person's farewell party. Moving from
one level of education to the next calls for a speech of farewell
before you leave your current position.
Inspirational Speech
Inspiring speeches are ones that make the audience feel
something. It is possible for an inspirational speech to serve as both
a eulogy and a toast at the same time. Goodwill speeches and
commencement speeches are two examples of inspirational talks.
Goodwill Speeches
The goal of a goodwill speech is to sway the audience's
opinion in favour of the organisation or individual being praised. In
a nutshell, it's an attempt to change the perception of the audience in
a positive light. Goodwill Speeches have the potential to be both
educational and persuasive in their intent and delivery.
It's a great way to get your point through while also winning
over the people listening. In reality, a goodwill speech is made at a
certain time and place. Public Relations Speech, Justification Speech,
and Apology Speech are all examples of Goodwill Speeches.
Public Relations Speech

An organisation or individual's reputation can be improved by
giving a speech in public relations. Audience members are urged to
accept what they are hearing.
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Justification Speech
An individual's justification speech is provided when they
attempt to explain why they took such drastic measures. When
delivering a justification speech and explaining to the audience why
he or she has behaved in this manner, the speaker is usually already
behaving badly.
Apology Speech
Apology Speech is a concept that is well-known to the general
public. In the event that a celebrity or high-profile person is caught
doing something inappropriate, he or she will apologise for it. An
Apology Speech is what it's called.
Speech of Commencements
Commencement is a speech given at the end of a graduation
ceremony to honour an individual's accomplishments. This style of
business speech is typically delivered during a person's high school
or college graduation. A commencement speech is something that
almost everyone has to sit through at some time in their lives.
EFFECTIVE LISTENING
Speaking and listening go hand in hand. Oral communication
is impossible without the ability to listen attentively. Listening
poorly is a waste of time and a waste of words. Listening is more
than just hearing; it's a conscious endeavour. A full comprehension
of what is being said is required.
Effective listening necessitates a combination of knowledge,
incentive, and repetition. Listening effectively entails paying
attention to what the speaker is saying rather than how they express
it. Mistakes, poor service, misalignment of goals, wasted time, and a
lack of teamwork can result from a lack of attention and polite
listening.
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REASONS FOR EFFECTIVE LISTENING

Effective corporate communication necessitates the ability to
pay attention and actively listen. Only writing and speaking are
ahead of it in importance. To be effective in business, a
communicator must pay attention to the perspectives of a wide
range of stakeholders such as customers, employees, officers,
suppliers, and financiers. It's a given that a business person will
have to deal with it at some point. The following are some of the
many reasons why a corporate communicator should be well-versed
in listening skills.
A business person has to gather new information and ideas
from a variety of sources. For example, he obtains information on
the product from customers. When it comes to brainstorming, he
relies on input from colleagues. He is given orders or instructions by
those above him in the organisation. He is taught by his mentor. A
competent listener is required for all of these activities.
The ability to critically analyse and test evidence and
assumptions is essential in any endeavour, but it is especially
important in business. Those that are good listeners don't have any
trouble with it. Facts (data that can be verified) and/or views make
up the bulk of the speaker's speech (inferences). Those facts and
opinions are tested against preconceptions, and then the speaker is
questioned by good listeners. As a result, he has a better
understanding of the massage and can treat it accordingly.
A dynamic entrepreneur needs to be inspired and encouraged
over and over again. When he listens carefully, he is able to draw
energy and inspiration from the speaker's message, which results in
a more positive outlook.
Strong communication skills are essential for any
entrepreneur hoping to make it in today's industry. In addition, there
is a lot of competition. To achieve this, you must be strong in all
aspects of communication, including writing, reading and speaking.
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PRINCIPLES OF EFFECTIVE LISTENING

Focus your attention on what you're doing.
One explanation for why only roughly half of the words said
are remembered is that our minds are wired to be quickly distracted.
As a result of internal chatter and environmental distractions,
listening might be difficult. Continuous practise is the most
effective strategy to build your capacity for active listening and
sharpen your focus.
Observe the World through Your Eyes

The body language of a speaker can provide indications as to
what the speaker is trying to convey through their words. Seeing
and understanding nonverbal clues can help us communicate our
thoughts and feelings more effectively when words alone aren't
enough. It is possible to tell a lot about a person's emotional
condition based on how they look, how they sit, and how they
move.
Encouraging the Educator

Using open body language and encouraging gestures is a good
way to convey that you are listening to what the speaker is saying.
You can show your interest in a speaker by nodding your head and
making little sounds of approval. Avoid using defensive or
distracting body language, such as fidgeting, crossing your arms, or
swinging your foot.
Make Sure You're on the Same Page

When a speaker employs ambiguous or ambiguous language,
it can lead to misinterpretations that can lead to conflict and stress.
As a result, it's necessary to double-check that you've grasped the
message. You can obtain a better understanding of the speaker's
point of view by paraphrasing, summarising, and asking questions
for clarification.
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Respond Properly
Your opportunity to comment, give feedback, or address any
questions the speaker may have comes after they've completed
speaking. If you don't agree with what they've said, think about how
you're going to respond before you lash out. Keep in mind that
nonverbal cues like your voice inflection, body language, and hand
gestures can have just as much of an impact as your words.
Conclusion
Getting a clear picture of what someone is saying requires
paying attention to the speaker's words, facial expressions, and body
language. Body language and active listening skills, such as
paraphrasing, are also necessary to support the speaker and ensure
that you understand their words. Finally, you need to come up with
a thoughtful response that addresses the speaker's issues while also
allowing for more conversation.
FACTORS AFFECTING LISTENING EXERCISES

Indifference
There are instances when we find ourselves in a conversation
that we are not interested in participating in. There are times when
our minds will wander and we'll find ourselves unable to pay
attention because we'll be distracted by our own thoughts.
As an example, when someone brings up football with me, I
usually lose interest because I have no interest in it. I usually tell the
speaker before he gets too deep into the subject that I'm not
interested in what he has to say.
Of course, it's a bad idea to focus your attention on a subject
that you find tedious. If the subject isn't important, move on to
another topic. If it's absolutely necessary, make an effort to focus on
the most crucial points and write them down.
Noise, uncomfortable seating arrangements, and room
temperature
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Uncomfortable seating and other environmental conditions,

such as noise and temperature, can cause us to pay more attention to
other things except what the speaker is saying.
Attempt to influence the environment in every way possible.
Try a different seat or relocate to a quiet area to continue the
conversation. Our ability to focus is severely impaired when we are
constantly distracted by external forces.
Secondly, there are a lot of things that can get in the
Distractions of many kinds are the most common and most
significant roadblocks to good listening in today's world.
Unfortunately, many of us are unable to participate in a
conversation without constantly checking our phones or computers.
The other person will be able to sense that you're fatigued and that
whatever is on your phone is more important to you than this
conversation. In addition, it's rude.
When you're distracted, you're also more likely to overlook
important details or information that you'll need later. Keep these
distractions out of the way when you're having a conversation with
someone and focus on the person in front of you.
Personal biases play a role in this.

Personal biases might encourage you to purposely ignore
important facts or excellent people, obscuring them from your
awareness. When you live and operate in a multi-cultural
environment, it is vital to let go of all of your preconceptions and
prejudices.
As an example, if you accept someone because of their school
background as dumb (or even less clever than you), you're blinding
yourself. You must give everyone the benefit of the doubt and listen
to what they have to say in order to get the best possible outcome.
Intrusion is fifth on our list.

Interfering with someone's speech has long been seen as a
core rule of communication, given to us from an early age. Sadly,
that lesson doesn't stick with most people. Individuals are so
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desperate to be heard that they sometimes interrupt discussions to

offer their own thoughts.
However, despite the fact that it's perceived as disrespectful,
it's one of the most significant hurdles to effective listening. To
avoid making this blunder, wait until the other person has finished
speaking before expressing your own opinions so that everyone can
hear you.
GROUP COMMUNICATION
As the name suggests, group communication is the exchange
of messages between members of a group. Groups in the workplace
frequently use this sort of communication to exchange ideas, set
goals, and motivate each other. In general, groups consist of three to
twenty people, however this might vary. Small focus groups and
entire departments can all benefit from effective group
communication. While working together toward a common goal,
groups that communicate successfully are able to share relevant
information.
When it comes to group communication, it's crucial to select a
strategy that works well for the majority of participants to guarantee
that everyone is on board with the communicated information.
Because different members of the group communicate in different
ways, the group's shared objectives may need the use of many
communication modalities. There are many ways in which a team
leader can connect with his or her members, such as holding weekly
meetings to review progress and sending regular emails to keep in
touch more frequently.
BENEFITS OF GROUP COMMUNICATION

There are numerous advantages to group communication in
the workplace, such as facilitating the generation of ideas and
solutions for the group's common purpose.
Making decisions together as a group.
Initiating a process by which the members of the team can get
to know one another.
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Fostering a sense of trust and camaraderie among the group's

members.
To ensure that goals and expectations are communicated in a
clear and concise manner.
Communication channels within a group
The following are some of the most prevalent methods of group

communication:
In-person meetings
It is possible to discuss the progress made toward a common
goal face-to-face with other members of the team, as well as
identify areas for improvement. For groups with a clear leader, such
as a manager or project supervisor, this form of group
communication channel can be advantageous. It is on to these
individuals to define expectations for meetings, lay out a schedule,
and solicit input from the rest of the group.
Conference calls
In the same way that a team meeting does, a conference or
video call allows remote employees to participate in the discussion
from wherever they are located. A conference call or video
conferencing platform is used to discuss the project with each
member of the group. When only one person puts up a conference
or video call, there is no uncertainty regarding when or how it will
take place. If a group wants to communicate with other project
stakeholders who may operate outside of their organisation, this
communication route is suitable.
Digital messages
Email and online messaging platforms allow for more
informal communication between team members than team
meetings and conference or video calls. Individuals in a group can
use this channel to send digital messages to one another to discuss
ideas, ask questions, and keep each other updated on their progress.
People can share information faster through this channel because of
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its instantaneous nature than other methods. You can use this
method of communication even when you don't have a clear leader
because everyone has access to the same technology.
Memos
A memo is a written statement that is circulated among the
members of a group by one of its members. In the workplace,
memos are a formal form of communication that are used to provide
critical information regarding a group's assignment. The date of the
memo, the intended recipients, and the subject line of the
communication are often listed in the first paragraph of a memo.
When members of a team in the same workplace need to exchange
sensitive or confidential information about a project, this type of
channel can be useful.
GROUP DISCUSSIONS
In the selecting process, group discussion is a vital
component. Management positions are the primary focus of this
process. Candidates are grouped together in small groups in this
area. Between six and eight candidates are assigned to each group.
There is a topic for each group to discuss. They also have a time
limit for this discussion. Whether the topic is general or current, it is
up to the narrator.
"Leaders are born, not made," for example. Each participant is
expected to express their thoughts on this subject. The selectors are
in the room for the entire conversation. A winner is chosen after the
time restriction has expired. All of the other groups go through the
exact identical procedure as you did.
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There is a great deal of freedom in group conversation. That is

to say, nothing is predetermined in before. There is no set time limit
for candidates to talk. This also means that the order of speaking—
that will talk first and last—is not predetermined. The group
discussion will be led by the candidates, who will have to determine
how to proceed. It is up to the selectors to see how the group
develops and which members are most influential. They also look at
things like a candidate's ability to manage their time, their ability to
lead, and their general demeanor.
PURPOSES/OBJECTIVES OF GROUP DISCUSSION:

In a group discussion, advice and ideas, along with
suggestions, form the centre of the conversation. It is only with the
use of these instruments that a workable solution can be devised.
New ideas are created when various ideas are mixed together,
allowing for the finest possible outcome.
Discussions involving a big number of people from various
departments within a company serve to provide a broad approach to
any topic being discussed. Because of this, the beauty of the entire
process is found in the amount of time it allows for a problem to be
resolved.
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A group discussion should be able to demonstrate its value as

a tool for evaluating problems rationally and arriving at appropriate
judgments based on previous proposals provided by the participants.
Decision Making Leaders may take even their most difficult
decisions with greater ease because they know what other people of
the organisation support through group debate.
Group conversation should also allow for the interchange of
ideas to tap into the workings of all minds involved.
Group discussion is always believed to be a constructive
activity in a company. It's always a strategy that aids in reaching the
finest potential conclusion in a given situation.
ADVANTAGES OF GROUP DISCUSSIONS:

In comparison to one person, a group of people has a greater
capacity to make sensible decisions because of the combined
wisdom and experience of all of them.
Second, the group has more resources at its disposal. A
group's resources would be more powerful than the resources of a
single person.
The group's choice may result in a division of labour as a
result. Diverse individuals with specialised knowledge will work
together to attain a common goal. Errors in judgement can be
avoided in group talks because of the process of sharing ideas.
Commitment: Group discussions lead to a sense of
involvement and acceptance of the choice.
As a result, participants gain a greater comprehension of the
topic at hand. They discuss and debate ideas, viewpoints, and
opinions in depth. There is virtually no room for error.
Problems in modern organisations are sufficiently
complicated to necessitate a solution. They believe that the best way
to find a solution is to hold a dialogue in which people of all
capacities can share their valuable perspectives.
All members of the group are encouraged to express their
thoughts and ideas freely and openly in group discussions. Democratic
and inventive thinking are thus promoted as a result of this.
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LIMITATIONS OF GROUP DISCUSSIONS:

Organizing a group discussion and making choices takes time.
There may be disagreements among the members of the group
whose ideas are not embraced. Personal disputes and rivalries might
get in the way of making the right decision at the right time.
MEETING
A meeting is a gathering of people for the purpose of
exchanging ideas around a predetermined agenda and for a
predetermined amount of time. It's possible for a meeting to be both
productive and ineffective at the same time. If setting up, leading, or
participating in a meeting is going to cost you time and money, you
want it to be worthwhile.
Businesses and industries are rapidly turning to
teleconferencing and videoconferencing choices as the technology
improves, the cost to participate is decreased, and the expense of
travel and time is taken into consideration. No matter how you form
a team, group, or committee, you must have a clear objective and a
timetable in place before you begin.
Formal and non-formal meeting styles exist. Formal meetings
must adhere to a set of norms and have their activities documented
in writing. It needs a call, an invitation to participate in the event, in
order to take place.
In the form of minutes, it contains an agenda or list of tasks to
accomplish, and the results are recorded. For example, a staff union
gathering in the lunch room to discuss a picnic could be an informal
meeting without any written notice.
Meetings are organised by a convener who calls them and a
leader who chairs them.
IMPORTANCE OF MEETINGS
The benefits to your company of holding these meetings on a
regular basis are immeasurable.
Because of this, meetings are an essential method of
communication, and this is what you get in return for attending one.
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It provides a platform for the organization's leaders to

communicate and reaffirm the company's mission and goals.
As a result, everyone is able to participate and be heard in
meetings in a corporate environment and come up with creative and
collaborative ideas. The opportunity to find new skills, talents, and
resources is also provided.
CONFERENCE
An event where numerous people assemble to discuss a single
topic is known as a conference. People get together to discuss a
specific subject. Everyone in attendance is there for the same
reason. It is not the same as a convention, which is often much
larger and include delegates from numerous groups.
A conference, in the most basic sense, is a gathering of a large
number of individuals to deliberate about a specific subject. It is
sometimes mistaken for a convention, colloquium, or symposium
because of its informal nature. The term "conference" can be used to
describe a wide range of events, from small gatherings to large
gatherings. A convention is a larger gathering of representatives
from various organisations than a conference.
Innovative ideas and new knowledge are shared among
specialists at conferences. There are a number of possible uses for it,
including:
An academic conference is a meeting of scientists or
academics where research findings are presented or a workshop is
held.
Attendees of the same firm or industry gather for a business
conference They meet to explore new developments and prospects
in the industry.
Larger-scale business meetings are held at a trade show. In
addition to businessmen, there are also members of the public who
come to meet with vendors and make new acquaintances. Among
the events of a white paper conference is a series of workshops.
In contrast to regular conferences, an unconference avoids the
expensive costs, top-down organisational hierarchy, and sponsored
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presentations that are common in traditional events. There is no

single speaker and the conversation is open to all those present
because everyone has the same level of expertise on the subject.
For the majority of conferences, a keynote speaker or
speakers will provide the keynote address. Academic and business
conferences are a popular venue for these. In order to increase the
number of conference attendees, well-known experts in the industry
were selected to speak at the event. There are a variety of ways to
have a meeting:
Refreshments and entertainment are provided at a symposium.
The purpose of a seminar is to have a discussion about a
specific subject.
A workshop is more of a hands-on experience for the
participants, with demonstrations and activities; the amount of time
one speaker addresses the group is limited.
A seminar is more of an educational experience for the
participants.
A round-table conference is a gathering of peers to discuss a
specific issue, such as politics or business, and share ideas. Because
there are only a certain number of people allowed to sit at a round
table at a time, everyone gets to see everyone else.
POINTS TO CONSIDER AS A CHECKLIST WHEN

PLANNING A CONFERENCE:
Preparation must be meticulous in order to ensure a successful
meeting. In order to ensure that all of the conference's essential
components are addressed, it is preferable to use a check list. It is
always necessary to have a back-up plan in case of an emergency.
Having clear duties and responsibilities for each member of the
committee helps the planning process go more smoothly and
efficiently.
It's imperative that the conference's goal is crystal defined
from the outset. It is necessary to specify the budget. While some
organisations have large enough conference rooms to host the event,
the majority of the time an outside site is required. If you rent a
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conference room in a hotel, you may be able to get a deal on your

hotel room. To get the best deal, one must negotiate with multiple
venues that match the conference's requirements. For conferences,
EVenues.com provides search and booking facilities online.
The availability of all speakers, vendors, participants, and
special guests must be confirmed once the conference date, time,
and location have been finalised. To acquire an accurate count of
attendees, registration forms must be sent out and replies must be
logged as they come in. Organizing the practicalities of the
conference, such as flights, lodging, and car pick-ups for the
keynote speaker and other special guests, requires this. Invitations,
agendas, and brochures all need to be designed in accordance with
the conference's subject. They must include the names and logos of
the sponsors for advertising purposes.
Choosing a venue follows these guidelines:
The number of guests is expected to exceed the capacity of
the Wi-Fi and technical equipment. This comprises projectors,
microphones, speakers, and other audio-visual equipment.
Is there a heating or cooling system, depending on the season
and climate?
What is the purpose of having a separate place for meetings?
What about things like a dais and a podium for speakers?
Inquire if the location provides catering. A private dining
space is preferred for snacks and meals.
Is there enough room for cars to park? Is there a guard on
duty?
There must be a thorough plan for the event's activities and
speakers, as well as breaks for refreshments and meals. Attendees
will need assistance from volunteers at the conference. Volunteers
need to be informed of the event's schedule and other crucial facts,
and they must be prepared to answer any questions that arise.
Supplies such as basic stationery, name tags for confirmed
guests, and seating arrangements are all necessities throughout the
conference. At the venue's main entrance, a registration station with
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a receipt book for collecting money would be necessary. Water, tea,

and coffee must be available at all times during the meeting.
The conference's budget must be constantly monitored, and
spending must be controlled properly, as each of these points is
taken care of in preparation for the conference. Keeping track of the
master plan is also necessary. A well-organized and smooth-flowing
meeting can be achieved this way.
SEMINAR
Research or advance study results are presented orally or in
written reports in a seminar, which is defined as "a discussion in a
small group" An open person presents or gives a speech on a topic
to a group of people, emphasizing its substance in light of current
and important issues. Questions will be asked at the end of the
presentation or speech, and the audience is expected to respond.
Thus, the seminar is a mixture of lectures and group discussions.
During a seminar, one individual serves as the session's chairman,
introducing the topic and the speaker, and conducting the seminar as
a whole. If you have any questions, you can ask them at this point
and he'll do his best to respond to them.
SIGNIFICANCE OF SEMINAR
Seminars bring together experts in a certain field to share their
knowledge and opinions. The papers presented, as well as their
summaries and recommendations, if any, are the subject of an in-
depth discussion and then published as a report for further
distribution.
Oral communication in a seminar setting is highly successful.
As a result, a seminar's most crucial component is a comprehensive
understanding of the topic and a well-timed presentation. This
necessitates precise articulation, a strong emphasis on key words,
and a varied vocal tone.
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How to Get the Most Out of a Seminar

It is up to the various participants and their roles to effectively
perform theirs that the seminar's effectiveness is determined.
Organizations, presenters, chairpersons, and members of the
audience all fall within this category.
Plan the seminar in advance by choosing on its date, location,
and topic, which are all tasks that fall under the purview of the
event's organisers.
Publicize pertinent information in advance.
Advertise it in the local press and invite as many people as possible
at the same time.
Ensure that the OHP, slides, lighting, and other audio visual aids are
properly arranged.
Make it easier for people to sit down for a cup of tea or lunch, etc.
Preparation: The speaker of a seminar should search the library and
the internet for appropriate material and organise it logically, as well
as think about the numerous pertinent problems.
It's important to make sure that his speech is both instructive as well
as fascinating.
Visual aids such as transparencies and slides can be used to enhance
your presentation.
Take into account the time constraints.
Try to answer as many questions as possible from the audience at
the end of the presentation.
Thank the audience for their patience in listening to your
presentation.
It was covered in the section on speeches and presentations how to
make them more successful.
The chairperson of the session should: 1. Introduce the topic briefly.
2. Summarize the main points of the discussion. Following this, a
quick introduction should be given by the speaker, stressing his or
her expertise and accomplishments.
Keep an eye on how long the speaker is speaking for.
At the conclusion of the speech, invite questions from the audience.
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No one should be offended during the Q/A session if the discussion

doesn't revolve around the topic at hand.
After the question and answer period, summaries the presentation's
findings.
At the conclusion, be sure to thank the speaker and the audience.
The role of the audience is to:
Take their seats before the session begins.
Listen attentively to the speeches given by different people in the
room.
Make a list of key points and cites.
It is best to keep the speaker in one place throughout the speech.
Ask the right questions.
Attend the seminar all the way through.
INTERVIEW
There are two ways of exchanging information in an
interview: one-on-one or by a panel of interviewers. Interviewers
can learn a lot about candidates and determine whether or not they
will be a good match for the company based on the information they
get during the interview.
During an interview, both parties speak at the same time. It's a
sort of communication between two people that is unique to each
other. As a benefit to both parties, the interview process is a win-
win situation. As a result of this, the interviewer helps the applicant
decide whether or not to accept the job offer. However, even if
interviewing is not governed by a set of rules, basic
recommendations for both the interviewer and the subject can make
the process more efficient.
Features of Interview
First, the interviewer and the interviewee engage in a face-to-
face conversation with each other.
It has a clear goal that is understood by both sides.
In most cases, pre-structured questions are used, which must
be asked in a specific order.
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Importance of Interview
Interviews aid in the selection of the best qualified candidate
for the position.
It informs the applicant about the company and the position
for which he has applied.
A candidate's personality can be gleaned from an interview in
several ways.
Candidate-employer communication is expedited by this
manner. Candidates' physical traits can be seen by the employer.
Managers can use it to verify the accuracy of information provided
in the application form.
Interviewers and their subjects can get to know each other
better this way. The prospect can be provided all the information
they need about the organisation, as well as the opportunity to
negotiate compensation and other benefits.
TYPES OF INTERVIEWS:
One-on-one, panel, or group interviews are all options for
conducting an interview. Interviews can be informal or formal, laid-
back or demanding, and focused or unfocused.
A candidate for a job should find out how the interview is
performed before he or she prepares for it.
When the interview is set up, he can ask the following
questions:
Who will be conducting the interviews with him?
Is he going to be the only one interviewed?
What kind of questions will be asked in the interview?
What is the best way for him to prepare for this interview?
Interviews can be of the following types:

1. Exit Interview:
The exit interview is a common technique for gathering
feedback from workers. It is customary for HR to sit down with
each departing employee and conduct an exit interview in order to
discuss their reasons for leaving. Resignation, layoff, or termination
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of employment may be the reason for the employee's departure. The

employee is questioned by an HR official or asked to fill out a
questionnaire, or both.
An exit interview is a questionnaire that is completed by a
departing employee. Using the results of each survey, the
organisation may learn why people are departing, what they enjoyed
about their jobs, and what areas need improvement. – When data is
collected and tracked over time, exit interviews are beneficial.
2. Stress Interview:
The stress interview is designed to make the candidate feel
uncomfortable. The interviewer's tone could seem condescending.
It's possible he'll look, be silent, and take notes. Interviewers use
this technique to get the subject to demonstrate his or her behaviour
and verbal skills under duress. He pays particular attention to how
he responds under pressure.
Stress interviews are used by employers to:
a) Set up a high-stress work environment and assess the

candidate's capacity to cope under pressure.
b) Determine whether or not a candidate is likely to lose his or
her composure and react emotionally or intuitively when
faced with a difficult situation.
3. Appraisal Interview:
Every year, all employees of the company are required to
meet with their line manager for an evaluation interview. An annual
performance assessment of the interviewee's year-to-date activities
and goals will be conducted during this session. Managers in the
people department use the appraisal interview to devise training
strategies.
Managers don't have the time to discuss long-term and basic
employment and commitment requirements on a day-to-day basis.
That's why employers are keen on allowing every employee a yearly
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appraisal interview, so that they may use their employees' abilities

in the most effective way possible to achieve the company's goals.
As a result of this interview:

An employee's ability to do their job
The relationship between employers and employees
Employees and managers must be able to communicate effectively.
4. Promotion Interview:
When a person is up for a promotion, he or she will have to
go through this interview. Even if he is the sole applicant for the
position, this interview is meant to gauge his readiness for a position
of greater responsibility. If more than one applicant applies for a
promotion, management can use predetermined criteria to narrow
the field. An interview for a promotion is tied to the advancement of
the candidate and the organisation for which he or she works.
Keeping track of every employee's accomplishments and
failures on the job is impossible for management; therefore they
can't decide which candidate is best for the position. It is the
responsibility of managers to identify the type of persons who are
best suited for higher jobs and conduct the interview accordingly.
The interview can begin in a casual manner, but the
interviewee can't treat the interviewer as a buddy even though they
already know each other. He should present himself in an official
manner and treat the interview as such.
There are three main types of interviews.
1. Structured interview:
The interviewer creates a list of job-specific questions and
asks them in a specific order.
The following are some examples of possible inquiries:
(1) What was your last job?

Why are you looking for a new job?
What do you hope to get out of this position?
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The interviewer does not have the freedom to ask questions

on the candidate's personality in a structured interview.
2. Semi-structured interview:
As part of a semi-structured interview, a candidate's skills and
limitations, his previous work experience, and more are all inquired
about by an interviewer. This type of interview elicits more
information about a candidate's personality than a more formal one
because it is more conversational and engaging.
3. Un-structured interview:
An unstructured interview does not have a preset list of
questions and does not follow a predetermined format. The
interviewer and interviewee engage in a spontaneous conversation.
That which the interviewer gathers from the candidate may not have
any bearing on the candidate's suitability for a certain position. It's
possible that the interviewer's bias or subjectiveness could play a
role in the selection of a candidate.
INTERVIEWING SKILLS OR APPEARING IN INTERVIEWS

Take a few simple actions to boost your chances of success at
interviews.. As a first step, keep in mind that job interviews are a
two-way street. Employers can use them to analyse your abilities,
but you can also use them to determine if a position and its company
are a good match for your skills and interests. Prepare and practice
is the keys to success in an interview. Here are some pointers to
help you get ready for an interview:
Self-evaluation In order to be able to convey your value to a
potential employer, you need to think about yourself and your past
experiences. Here are a few ideas to get you started:
How your current and previous work experience relates to the role
Identify your strengths and areas of improvement, as well as
your ideal work environment, pay, and way of life. Describe the
types of people and places you thrive in. Volunteer work, hobbies,
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and travel are all examples of prior experiences that you might wish
to include on your resume.
Before the Interview

To begin, visit the company's website and do some research.
For example, it will tell you if it's a domestic or an international
company, the size of its revenue streams and the nature of its most
popular products. There is a lot of pride in a company's website.
Asking if you've visited the company's website is likely to be among
the first things recruiters do when you show there.
Put yourself in the shoes of an interviewer by having a buddy
role-play as an interviewer and ask you questions in a mock
interview setting. Keep on until you're confident in your answers to
all of them. In order to feel more at ease during the interview,
practise beforehand.
Put Your Best Foot Forward – Although a suit isn't always
necessary in today's business world, you should always dress
professionally. Inform your recruiter or HR manager about the
company's dress code so that you can prepare appropriately for your
upcoming interview. Then don something a notch higher. Men can
wear dress slacks, a dress shirt, and a sport coat to a business casual
event, for example. Dresses, skirts, and blouses are all acceptable
options for women. Visual impressions play a critical role. As a
result, it's best to dress conservatively whenever possible.
Arrival – Arrive a few minutes early for your interview. Give
yourself a little breathing room to figure out where you need to go,
and allow yourself a few minutes to gather your thoughts. Arrive on
time. Arriving late and not providing an explanation is the worst
thing you can do to sabotage your chances of impressing a potential
employer. If you find out right before the interview that you will be
running late, phone the interviewer and inform them of your
situation. Interviewers are aware that unexpected issues can arise
over the course of the interview. If you call and let them know you'll
be late, they won't consider you late.
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During the Interview

It only takes 30 seconds to make a first impression. In order to
build trust, it's crucial to make eye contact, extend a solid
handshake, smile warmly, maintain a straight stance, and introduce
yourself with self-assurance. It is essential to maintain a clean,
professional appearance. Regardless of gender, extend a solid
handshake to the interviewer. (A shaky handshake turns off a lot of
people.) When shaking hands, keep your eyes locked on each other.
A candidate's self-assurance can be conveyed by a simple
smile. Smiling frequently should be your goal. When addressing
questions, don't be hesitant to employ hand animation. This is an
indication of a candidate's excitement.
Make eye contact with the interviewer and maintain decent

posture. Sit up straight and keep your back straight. Never hunch
over.
Speak loudly and clearly. There is an air of insecurity about it.
Speak confidently. This shows a high degree of confidence in your
abilities.
"I hear that this position requires...," or "What you are looking
for in a job candidate?" are good starting remarks to ask the
interviewer within the first few minutes of the interview. It's
important to read the question carefully before answering it. If this
isn't the case, have the interviewer elaborate. Don't be scared to
pause and consider your response. Preparing an answer to a question
before speaking impresses interviewers.
Use Concise Answers - Keep your response to the point and
succinct. When you ramble, it gives the impression that you don't
know the answers to the questions you've been asked.
Former Companies - Never, ever, ever criticize your current
or prior employers in any way. Even if you've had a bad experience
with someone, try to look at it in a good light.
Be Honest - When asked about something you haven't done,
don't fabricate an answer. Next, you'll be asked, "Tell us everything
about it."
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Make sure you know what you're restarting - Prepare to talk

about every detail on your resume. The accomplishments of many
people are embellished on their resumes. When interviewing for a
job, the only thing an interviewer has to go on is your résumé.
Maintain a professional demeanor – It's common for interviewees
and interviewers to become friendly at the end of the session. Don't
succumb to the allure of a warm, fuzzy feeling.
Maintain a professional demeanor – It's common for
interviewees and interviewers to become friendly at the end of the
session. Don't succumb to the allure of revealing something about
yourself that you don't want others to know. Maintain a professional
demeanor at all times.
A historical advantage has been to look for something in
common across our competitors. Make an effort to connect with
your interviewer on a personal level. If you're being questioned at
an office, pay attention to the decor. Consider what you can relate
to. What's on the wall of his/her dorm room? Did you go to a school
in the same division as me, or perhaps one that was close by? If so,
please share your thoughts: "Yes, I went to Penn State. I went to the
University of Michigan for college. What a fantastic football
league." When interviewers have something in common with the
people they are interviewing, they feel more at ease. Several
candidates have benefited from this strategy, even when they were
better qualified than their rivals. Be honest above all else.
After the Interview

When Can I Expect to Hear From You Again? - Find out
when the interviewer expects to hear back from you on their choice.
It is imperative that you have the contact information of
everyone who met during your time in their company prior to
leaving. Alternatively, you can ask a secretary to provide you with
their names and email addresses if you are unable to do so.
Before you leave the interview, thank the interviewer for their
time and consideration. Send thank-you notes to all interviewers
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within a day following the conversation. A thank-you note delivered

by email is just as appropriate as a handwritten letter.
In certain cases, you'll know within ten minutes of the
interview whether or not the position is right for you. Don't give up
on the interview if you start to feel this way. It's crucial to continue
interviewing as though the position were your life or death.
Practicing for your next interview, which could be for your ideal
job, is a benefit of this. There will be interviews where you don't get
hired, but if you treat every interview like the most important one
you've ever had, you'll be a winner every single time!
Guidelines for Effective Interviewing:

Both the interviewers and the interviewee should be aware of
the interview's exact start and end times.
It is important that the interviewers have the necessary
training and expertise to conduct the interview effectively.
They should be given a set of instructions for performing the
interview.
The interviewee's privacy should be protected by the
interviewers.
Before the interview begins, make a copy of each candidate's
resume and provide it to the interviewers.
To ensure that the interviewee is satisfied with the outcome,
the interview should not come to a sudden halt.
Interviewers should be sensitive to the interviewee's feelings
and demonstrate a compassionate approach towards him or her.
During the interview, the interviewers should demonstrate
emotional maturity and a solid demeanor.
SELECTION:
Candidates for appointment are thoroughly evaluated in order
to pick the finest possible candidates to fill the posts that need to be
filled.. Finding the right person for the right job on the basis of a
candidate's qualifications is known as the recruitment process. For
many, the term "recruitment" has been defined thusly:
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There are two categories for job seekers: those who will be
offered positions and those who will not be. This is the selection
process."
"Selection is the process of selecting the most suitable person
for the present or future role from among the candidates, either
inside the company or from outside."
This technique separates candidates into two groups: those
who get employed and those who don't. "Rejection" could be used
to describe the number of candidates who are rejected. The pool is
weeded out of unsuitable candidates. Recruiting new personnel is
seen as a more positive practise than selective hiring, which is often
considered as a less desired practise.
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SIGNIFICANCE OF SELECTION:
Care must be taken in the selection process, as it is a vital
component of the job. There will be a lot of absenteeism and
turnover if the incorrect people are hired. Eventually, these
personnel will leave the company. The output of the company will
be hampered as a result. Long-term viability is heavily dependent on
the capacity of the organization's managers. The company's
management structure can only be solid if it is composed of a select
group of executives. Mistakes in selection could prove to be highly
costly in the long term.
The success of any business is dependent on the quality of its
workforce. Production and efficiency can be increased if the right
people are hired for the right positions. Choosing the right people to
fill a variety of positions in a company serves a vital function.
Achieving this objective will be impossible without carefully
vetting potential hires. The more information you have on a
candidate, the more prepared you will be to make a decision. This
knowledge should accumulate throughout the selection process.
SELECTION PROCEDURE:
For a company's personnel needs, there isn't a one-size-fits-all
strategy. Depending on the position and the firm, the selection
procedure can be rather different. Depending on the situation,
selecting could be a one-step process. The implementation of this
strategy can take weeks or even months depending on the
conditions. In order to make a decision, you must go through the
following steps:
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Preliminary Interview:
During the initial interview, those who are utterly unsuitable
for the role are weeded out. The interview usually lasts no more
than a few minutes and takes place at the company's human
resources department. Candidates are expected to provide a brief
profile including their age, education, work history, and personal
interests as part of the application process. To save money and time,
the candidate doesn't have to cope with a lengthy application
process. The purpose of an initial interview is to get a sense of a
candidate's qualifications. In making final selection judgements, the
application and curriculum vitae of a candidate are important,
although they are not especially successful.
Application Blank:
Filling up a blank application form that includes all the
necessary information is required for successful applicants. Various
organisations and job openings make use of a variety of application
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formats. Only as many steps are necessary to complete an

application. Only the information required to complete the project
should be collected. A typical job application may include
information about a candidate's personal history, education,
employment history, and references. The applicant's entire name,
birth date, gender, marital status, and nationality are all included in
this section. It's up to the candidates to permanently enter their
education, employment history, and hobbies on the application
blank. Using this method, you can determine whether or not the
applicant is a good fit for the job. This is a great place to begin
when considering interview questions. With the application blank,
you can receive all the information you need to know about a
candidate's past. This shows the employer's interest in test
candidates.
Selection Tests:
In recent years, the importance of testing in the employment
process has increased. These are employed in order to expedite and
successfully complete the task at hand. For screening candidates, a
range of tests are used to examine the relevant skills and abilities.
Described and objective written tests are possible. Personality tests
aren't commonly used in the hiring process since they're hard to
defend in court. In spite of this, personality tests are making a
comeback, and it's likely that employees will be required to take one
at some point in their employment.
Employment Interview:
Face-to-face interviews are the most prevalent method for
hiring new employees. The employer and the candidate meet face-
to-face during the interview. This interview is more thorough and
in-depth than the first. The main purposes of an interview for a job
are to verify the information acquired in previous steps, to learn
more about the candidate, to assess their qualifications and to
provide background information on the position and the company..
Interviewing is the greatest method for determining a candidate's
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personality type. There are, however, a number of faults in the

employment interview process. Interviews are time-consuming and
expensive in the first place. A second limitation of interviews is that
they can only provide information about a person's character, not
their abilities to do the job in question. Three-fourths of the
interview process is based on the interviewers' subjective
judgments. Inaccurate outcomes might result from misjudgments
and biases in judgments. If they can't get the information they need
from the candidate, they'll have failed. Finally, it should be noted
that interviews are frequently regarded as having greater value and
validity than they actually do. Answers to questions may not
disclose much about a person's true self. Appearances can be
deceptive. It is possible for an interviewer who appears to be
competent to turn out to be a lousy employee.
Checking References:
Applicants for jobs are required to provide a list of references
that can speak to their educational background, work experience,
skills, and moral character as part of the application process. It's
possible that the referee could be an excellent source of information
if he is competent and honest. He could be a former coworker or
professor of the candidate. After interviewing candidates, a
corporation may call the candidate's references in order to acquire
further information about their abilities and integrity. A letter of
recommendation may also be requested from the candidate. You can
learn more about a job candidate's previous work experience by
checking their references. However, reference checks aren't as
reliable as they appear to be.
Group Discussion:
This method is becoming increasingly common in the
selection of CEOs and civil servants. A discussion topic is provided
to candidates and they are convened in a group to debate it. When
candidates are being interviewed from behind, the interviewers are
keeping a close eye on how they contribute to the conversation.
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People who use this technique can learn more about their own
personalities and how they interact with others. He can't be someone
he is not since it is impossible for him to do so. With his personality
shining through, he's a force to be reckoned with during argument.
A person's direction and skill to sell are evaluated in group
conversations. This form of inquiry is referred to as interaction
analysis.
Physical Examination:
A medical or physical examination is performed to determine
whether or not a candidate is physically capable of performing the
duties of the employment. A simple assessment to a more thorough
examination can be used to analyse a person's physical appearance
and health. A candidate's medical certificate from a qualified
physician may be approved by the company, however this varies
from company to company. Candidate must submit to a fitness
evaluation conducted by a professional hired by the company's
management. They can be confident in their health and fitness if
they receive a complete medical examination. Employee
absenteeism, workplace accidents and turnover will be reduced. As
a screening technique, it helps to assess whether or not the candidate
is physically capable of performing their job duties; and third, it
helps to determine whether or not the candidate is a suitable
employee. In addition to preventing the spread of contagious
diseases, it is also advantageous to business. It protects the business
from false Worker's Compensation claims.
Final Approval:
Following the screening procedure, it is feasible to restrict the
field to a set of qualified applicants. The list is sent to the manager
who placed the order for the employees via email. He has the final
say in the matter. Those candidates who have been formally
approved by the manager in charge are granted appointment letters
and service agreements. One to two years is the typical probationary
term for new hires. This is because no method of selection is
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completely error-free. Transferring an employee during the

probationary period is possible if they are found unfit for the post.
Alternatively, he may be given more time and resources to work on
his skills. As long as he doesn't get the job, it's probable he'll be
dismissed.
SELECTION INSTRUMENTS
Letters of Recommendation
Because most letters of recommendation are largely positive,
they have no influence on a person's ability to perform well at work.
Although this does not mean that all letters of recommendation are
bad predictors of employment success. Unfavorable letters of
recommendation are incredibly predictive, and should not be
ignored.
Application Forms
Application forms are often used as screening methods for entry-
level positions to determine whether a candidate fits the job's
fundamental requirements. Information regarding former employment
and current employment is typically requested.
Ability Tests
A wide range of abilities are examined, including verbal and
qualitative aptitudes as well as perceptual quickness. Cognitive
ability tests, which measure a candidate's skill in a certain area, such
as math, can be used to predict a person's performance in the
workplace.
Personality Tests
Taking a personality test will help you discover which of your
qualities and characteristics will stick with you throughout your
career. According to a recent study, personality may be adequately
defined and summarized as a set of five attributes.
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PLACEMENT
It is defined by Pigors and Myers as "the allocation of a
selected applicant to a certain job, and the assigning of a particular
task." As a result, the supervisor can do the job because he believes
he can do it well, and he can do it well because of what he offers in
terms of salary and advancement chances.
SIGNIFICANCE/IMPORTANCE OF PLACEMENT
Both the organisation and its employees benefit greatly when
each employee is assigned precisely the proper amount of work. It's
crucial to consider more than simply whether or not the applicant is
a suitable fit for the position while doing so. However, a new
employee's initial placement can be difficult because of the lack of
information.
Therefore, it is important to take into account the job's
requirements, as well as the individual's social and psychological
needs, before making a decision on placement. A company that has
invested a lot of time and money into making a highly meticulous
selection may suffer losses as a result of an incorrect placement.
The following are some of the benefits of a well-placed
workforce:
1. A lower rate of employee churn.
2. The number of absenteeism will decrease.
Reduction in the number of workplace mishaps and injuries.
Employee morale improves as a result.
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Getting a job is no easy process. It can be difficult for new

employees to adjust to a new job and a new environment. Because
of this, a probationary term of one to two years is customary.
Upon successful completion of the trial period, the employee
will be offered a permanent position with the business. Before
making a decision about whether or not to hire or terminate an
employee, management places them on probation or a trial period.
APPRAISAL
Appraisal is the procedure by which an employee can speak
with an appraiser about their training and development
requirements, both formally and informally. Both the individual and
the company benefit from the assessment process since it facilitates
two-way communication.
Using performance evaluations, managers can learn more
about their subordinates' work and provide them constructive
comments so that they can improve their own performance.
Anxiety is common among employees when the term
"Performance Appraisal" is used, which should not be the case. If
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you've put in a lot of effort this year, you don't have to worry about
your evaluation.
Appraisals must be communicated in a specific way to
employees. There are some companies where managers exaggerate
the importance of performance evaluations. Employees in such a
situation find it incredibly difficult to focus on their day-to-day
responsibilities. It's highly unlikely that the appraisal procedure will
interfere with your regular routine.
Employees must be made aware of the importance of their
performance evaluations.
Each participant should receive a different evaluation form,
rating procedure, or any other relevant information. Avoid making a
generic message available to everyone. As an alternative to sending
individual emails, you can create a single login ID where everyone
can log in with their passwords and access the form. Because it
contains information regarding an employee's title, grade, position
in the organization's hierarchy, and duties, performance evaluations
must be kept strictly confidential.
One-on-one counselling is the only way to get the best results.
Discreetly address their concerns and misunderstandings.
Remember that the issue of appraisal is extremely delicate and
should be handled with care. Ask everyone of your coworkers in
your cabin or conference room if they have any questions or
concerns, and then follow up with them one at a time. You can bet
they won't open up if you call them in a group. Disclosing one's
performance or remuneration in the workplace is unethical.
Another significant problem is conveying the results of the
evaluations to the personnel. A functional leader or human
resources team should physically hand over the increase letters or
assessment letters. Do not entrust the distribution of the letters to
your office peon. It's really upsetting. Nothing you do is charitable.
They are entitled to do so.
Employee turnover is a key issue for firms following a
performance evaluation. Employees who are simply in it for the
money often leave a company after receiving a raise in order to take
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their compensation negotiations elsewhere. People who aren't

getting positive feedback end up feeling demotivated and start
looking for new jobs. If an employee disagrees with his or her
appraisal or believes he or she has not received what is due to them,
it is imperative that they be addressed as soon as possible. Sit down
with the person in question and explain to him or her why he or she
has received a particular rating. An employee isn't going to be right
every time. Please rethink your decision if you believe an employee
deserves more than he now receives. Remember that it's always
better to reward your best staff with a raise rather than lose them. In
the end, you'll have to invest time and effort finding a replacement if
they quit the company for any reason.
In the wake of their reviews, employees need to be
reinvigorated. Everyone should be congratulated, regardless of
whether or not they have received a raise or promotion. Show your
gratitude to everyone who has been consistent and, above all, loyal
to the company. Do everything you can to ensure that no one feels
excluded. Set new goals for the team to meet and guide them on
how they can work together, come up with new ideas and perform
better in the future.
The only way to evaluate or recognise an employee's
performance should not be through a performance appraisal.
Employees who underperformed should not be treated with
disrespect. Giving someone a second chance is perfectly acceptable
when done with a firm hand.
DISCIPLINE COMMITTEE
A group tasked for investigating and making a decision on
allegations of misconduct within an organisation, profession, etc.
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A self-regulatory organization's Disciplinary Committee is

any individual, group, or subcommittee with the authority to issue
disciplinary charges, conduct disciplinary proceedings, settle
disciplinary charges, impose disciplinary sanctions, or hear appeals
from those sanctions or sanctions' impositions.
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MODULE - III
WRITING SKILLS
C
ommunication relies heavily on the ability to write
well. An ability to write clearly and concisely can
reach an enormous number of people, whereas face-
to-face or phone interactions are limited in scope.
It is much easier to arrive at solutions when there is clear,
well-written communication. This is critical in every facet of
business. Executives must draught memos that are easy to
understand so that their employees can carry out their
responsibilities.
Employees and managers at all levels of a corporation are
involved in internal written business communication.... A business
letter, a memorandum, and a report are the three most common
forms of written business communication. Social networking posts
and multimedia corporate presentations are examples of modern
examples.
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MODULE - III | WRITING SKILLS
Every type of written communication in a professional setting

falls under the umbrella term of "business writing," which includes
everything from memos to reports. It's short, to the point, and meant
to be skimmed. You too may become a successful business writer
with time and effort.
PLANNING BUSINESS MESSAGES

Preparation leads to a clearer message and the desired
outcomes. In order to achieve a desired outcome, we agree that
every communication is a means to an end. Communicators need to
know where they're going. In a nutshell, he needs to know why he is
writing the message.
Identify the purpose of your message and work to achieve it.
To prepare your message, get adept at gathering relevant data. Learn
how to select a delivery method and channel. Prepare yourself for
unplanned or unanticipated communication by learning how to deal
with it.
Planning a business message in five steps

Decide on Your Goals
A message's primary goal should be crystal obvious at the
outset of the five-step preparation process. In most cases, the
message's objective is two-fold: to explain why the message is
necessary and to build goodwill. Planning a message begins with
determining its intended audience. Informing your audience about,
say, your company's new address could be part of your message.
Advocating for a product or service may be an example of this. In
addition, the overarching goal of all communications is to foster
goodwill. Goodwill can only be created by courtesy and
consideration. It's impossible to get feedback if the sender isn't clear
on what they're trying to accomplish.
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In order to get a better understanding of your audience, do

some research.
It is important to assess the audience by looking at the
message from their perspective and taking in mind their
requirements, interests, attitudes and culture. The audience or reader
can be imagined if you are familiar with them. For the most part
though, your writing will be sent to individuals or organisations
you've never met. So pay attention to the salutation of the email. It
is important to pay attention to the precise placement of names as
well as titles.
Decide on a few concepts to work with.

The next step in developing a company message strategy is to
select the concepts you want to present in your message. As a result,
while responding to a letter, be sure to highlight the most important
points and scribble down your thoughts in the margin. Starting with
a list of ideas and then narrowing it down to the finest ones for your
recipient is also a good strategy for composing an unwelcome or
complex message.
When it comes to what you put in your message, it all
depends on what you're trying to convey and who you're trying to
reach (national or international). When responding to an inquiry
regarding rates, a large resort hotel might provide a quick
comparison between peak and off-peak season rates. The problem is
that if you limit your response to just this list, you'll miss out on the
opportunity to sell other services you offer. Responses like this
should include the following ideas:
To begin, express gratitude to the reader for contacting you

with a question concerning charges.
As a follow-up, mention the hotel's amenities.
Similarly, provide the location of the hotel in your
description.
Finally, provide specifics on the services you provide.
Lastly, we'll list the prices.
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Gather evidence to back up your claims.

To support your claims, you must decide whether or not you
need specific facts or numbers. Also, if your message calls for it,
make sure you're up to speed on all of your company's policies,
procedures, and products. Also, double-check the names of
individuals, dates, addresses, etc. in your data. You may also need
to provide a brochure, table, picture, or product sample at times.
Finally, ensure that you have gathered adequate information to back
up your claims.
Organize your thoughts into a coherent narrative

The final stage in creating a corporate message is to write it
down. Determine your main points before you begin writing the
opening paragraph of your essay (mentally or on paper). Even more
crucial than the ideas themselves is the sequence in which you offer
them. On the other hand, messages that are jumbled and have no
purpose are typically confused and pointless. However, it is vital to
use different strategies depending on the culture. South American,
Middle Eastern, and Asian businesspeople prefer the indirect
manner, but U.S. businesspeople are more likely to prefer the direct
approach. In addition, Europeans are known for their directness.
After completing your basic five planning processes for planning a
business message, choose your organisational plan.
BUSINESS LETTER
Organizations use business letters to interact with consumers,
other firms, clients, shareholders and investors in a professional
manner. When writing a business letter, you must adhere to a
predetermined style guide and official language.
It is used by businesses to transmit essential messages and
information. It can also be used while preparing an application for a
job, cover letters, or any other official document. It is a business letter
if it is written for business purposes. The following are some examples
of business letters: inquiry letter, offer letter, orders letter, cover letter,
notices, termination of employment Assume a person wishes to
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draught any of the aforementioned letters of business. The most

pressing concern is: How can I draught a formal letter?
A business letter must adhere to a predetermined structure. A
business letter has a number of sections, each of which has its own set
of rules. Starting with the sections of a business letter, let's learn how
to compose one
PARTS OF BUSINESS LETTER

Attention should be paid to all aspects of a business letter to
make it more impressive.
The Letterhead or the Heading
In most cases, it includes the name and location of the business
or organisation it represents. An email address, phone number, fax
number, and the company's trademark or logo can all be included.
The date
The date is written below the heading in the right-hand corner of
the letter.
The reference section of the letter identifies the department of
the company that sent it. Using the letter-number combination as a
reference point is also possible
In-House Addresses
Name, address, postal code and work title are all included in the
recipient's information. After the reference, it must be mentioned. The
left-hand side of the sheet must be used to write the interior address.
The subject is a brief statement that explains why the letter was
written. Ideally, it should be clear, eye-catching, brief, basic, and easy
to comprehend.
The First Words of Welcome
The recipient will be greeted with the appropriate phrases. The
salutation is another name for it. The type of salutation to use depends
on the recipient's relationship to you.
Greetings like Dear, Respected, or simply Sir/Madam are
common. The salutation is followed by a comma (;).
The paragraphs in the body of the text
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There's a lot going on in here. Messages sent by the sender are

contained in this document. The body of the email should be easy to
read and comprehend. The letter's content is broken down into three
main sections.
Part I: The Introductory Statement The writer's introduction
should be included in the first paragraph of the email. Previously
exchanged correspondence is also included.
The main topic or purpose of the essay is stated in this
paragraph. It needs to be concise, complete, and to the point.
Finally, this is where the letter comes to an end. A call to action
is demonstrated in this way. To emphasise how much they expect
from their recipient, they close their letter with an exclamation point.
Thank you, warm regards, and the like are appropriate closing phrases
for your correspondence.
How to End on a Positive Note

In a humble manner, it's a nice way to close a letter. To the
greeting, it is written accordingly. Thanks & Regards and Yours
genuinely are the most commonly used complimenting closings.
The Author's Name and Signature.

Signature, name, and designation of the sender are included in
this document. It can also include additional information, such as a
phone number or location. The sender's signature is scribbled above
the recipient's name.
Disposal of Waste
The letter's attachments are shown in the letter's enclosures.
Documents such as checks, draughts, bills, receipts, and invoices are
all acceptable. It's broken down into sections, one at a time.
Distribution of copies
When the letter is copied and distributed to other people, it is
necessary to provide this information. The abbreviation for it is C.C.
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Is PostScript.
Senders may indicate it if they wish to include additional
information that is not contained in the letter's content. P.S. is how it is
written.
TIPS ON WRITING BUSINESS LETTERS

Don't overcomplicate things.
Your choice of words in a business letter can make or break
its efficacy. If you're not confident the recipient will grasp what
you're saying, stay away from flowery language and jargon.
Time is money, as Benjamin Franklin famously stated.

As you write, keep it to the point. As rapidly as possible, get
to the point.
The Right Tone

Maintain a kind, yet formal, demeanour when speaking with
clients. Surely you don't want to come out as conceited or self-
centered.
Your printed business letters should be a little more formal
than your emails and text messages.
That said, it's important to be authentic in your delivery. You
don't want your letter to appear to have been written by a robot!!
Instead of passive verbs, use verbs with an active voice. Using
an active voice demonstrates your concern for the situation and your
sense of personal accountability. It will be sent by the 15th of
December, as an illustration.) Not at all... "Your item will be
delivered on December 15th.."
Make sure you double-check your work!

A business letter is not the place to be sloppy, as you may
have guessed. Make sure there aren't any typos or grammatical
problems.
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Remember to check the spelling of your recipient's name as

well. If you misspell it, your letter will be more likely to be thrown
away.
Avoid grammatical faults at all costs. They imply that you're
unprepared and careless in your approach. Make sure to check your
spelling while you're at it.
FORMAT OF BUSINESS LETTER
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MEMO
A memo (short for "memorandum") is a short document
intended to convey urgent information to other members of a
company or organisation. Vendors and consultants, with whom you
have a close or long-standing working relationship, are good
candidates for receiving a memo. An official memo serves as a
record of your thoughts and ideas, just like a business letter.
Memorandum is the proper name for a memo. When it comes
to business, email is a common method of communication. As a
reminder or a guide, it is its primary function. Circulars like this are
used to communicate with big groups of people inside an
organisation in the same way that emails are used to interact with
individuals.
One of the following five situations necessitates the drafting
of a memo.
In one way or another, it can be used in one of the following
ways:
1. As a reminder
2. To highlight something
3. To recount something
4. To make sure something is properly documented
5. To communicate something
For than a century, people have relied on memos to get from
A to B.
• They are a cost-effective method of distributing information
to a large audience.
• Another benefit is the simplicity of their transmission. In
terms of writing and comprehension, memos are among the most
straightforward forms of communication. They also have a large
audience. It saves you lots of time, and you may use them as
evidence if there is a dispute.
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THE FORMAT OF A MEMO

Heading: The term "Memo" or "Memorandum" is typed in the
centre of the page after the firm name and address (which are on the
letterhead).
Recipients should be addressed in the proper format, such as
'To: All Sales Division Employees.'
The memo's author should include the person's name, such as
"From: Mr. ABC, Head of Sales."
This list includes the folks who will be sent a complimentary
copy of the memo as well. The memos are not addressed to them,
but they are kept informed.
Memos should mention the date they were written, which is a
crucial piece of information.
Brief summary of what's in the memos is conveyed in this
memo's subject line (see below). You need to get right to the point
in a few short, punchy sentences. For instance, the subject could be:
Meeting of the Sales Division Employees.
There is a lot of information in the body of a memo. In a
memo, it is not necessary to greet the recipient with a formal
salutation. Just give the facts as they are, with no fluff or ambiguity.
The body should not be overly long. Restate the problem and end on
a positive tone are essential parts of the conclusion.
Before you submit the memo, make sure it's error-free.
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ROUTINE COMMUNICATION
As part of the epicyclical process for each core activity,
routine communication is used to collect data. It's important to keep
in mind that the audience's comments can help guide your data
analysis in the future. In addition to specific replies to your
inquiries, you may also receive comments and inquiries from your
readers in reaction to your report (either written or oral). What kind
of communication you use on a regular basis depends on the
purpose of the conversation. In the case when you want to know
how a variable is coded since it looks to be an ordinal variable but
you previously thought it was a continuous variable, your message
is concise and to the point.
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While exploratory data analysis results may not be what you

expected, a small, informal gathering with tables and/or figures
relevant to your issue may be the best way to communicate your
findings. You may not have particular questions to ask of your
audience, but rather you are looking for input on the data analysis
process and/or outcomes to assist you refine the process and/or
inform your future actions in informal communication.
Informal communication can be broken down into three
primary categories based on the purpose of the communication: If
you're looking for an answer to a specific question, you'll find it
here. If you're looking for help working through some results that
aren't quite what you expected, you'll find it here. Lastly, if you're
looking for feedback and general impressions, you'll find it here.
Routine communication can be improved by concentrating on
a few key themes. These are the key ideas:
1. Know your audience and select the correct audience for the
feedback you're seeking for if you have control over the audience.
2. Consider your audience's ability to comprehend what you're
saying and what questions you're asking when preparing your
content.
3. Avoid jargon in your writing. In most cases, it is preferable to
utilise language and figures and tables that can be comprehended by
a broader audience unless you are addressing a very technical
problem. When you approach a discussion with an open mind and a
collaborative spirit, your audience will understand that your
objective isn't to "defend" your question or work but rather to obtain
their advice so that you may produce your best work.
4. Attitude
SALES PROMOTION
To promote interest in or demand for a product or service, a
business may implement a sales promotion plan that involves
running a limited-time campaign or making an offer. A company
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may utilise a sales promotion (or "promo") for a variety of reasons,

but the primary goal is to increase sales.
Customers, distributors, and sales personnel can all benefit
from short-term sales promotions in order to boost revenue or
provide incentives.
As part of the marketing mix, businesses utilise a variety of
short-term methods to entice customers to buy their products by
making them appear more desirable and/or worthy.
Product demand and sales are boosted through short-term
enticing activities in sales promotion, which is a marketing
technique.
• To introduce new products,

• To sell out existing stocks,
• To attract more customers, and
• To raise sales momentarily.
• This technique is typically used in the following situations:
IMPORTANCE OF SALES PROMOTION

Short-term sales goals can be met by influencing potential
clients to purchase the goods through sales promotion. Promoting a
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product in a way that makes it appear to be a bargain is a crucial

part of a company's marketing strategy, as it enables the company to
reach new customers, stabilise sales volume, and meet short-term
sales goals.
COLLECTION BILL
Debt collectors are those who are hired to collect on debts
that have been given to them by their original creditors.
Depending on how you like to be contacted, the debt collector
may call or write to you at this point. If they call you, they must
write to you within five days to follow up with a letter.
It might be tough to keep up with the rapid changes in
communication mediums. You'll also have to deal with a more
and more diverse clientele as a debt collector. Having good debt
collection methods is essential because there are always
obstacles that make communication difficult.
Learning to compose a clear email is no longer sufficient.
It's about learning how to adapt to the ever-changing ways of
communication by gaining training in communication and
human connection.
The debt collecting industry, as we all know, is
extensively controlled by a variety of authorities. The difference
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between good and outstanding agents is based on their ability to

communicate.
Debt collectors should keep these four tips in mind when
dealing with customers:
Listen. Listening to the customer is the best thing you can
do as a debt collector. Listening to the client first can help you
solve the problem at hand (see #2), but it will also help you
build a stronger relationship with them.
Deal with the problem. As soon as you know what the
problem is, you should be able to identify a solution.
Communicate in a way that restricts the scope of the problem at
hand.
Know the context of the situation. As quickly as possible,
get to know the customer and any source information that may
be available. While it may seem counterintuitive, this allows
you to gain a deeper understanding of the problem before you
begin interacting with the client.
Be Respectful of Others. This may seem self-evident, but
it bears repeating. Being nasty or aggressive, even if it's coming
from the other end of the line, is not the way to go here. There
is a way to convey the situation to the client in a professional
and respectful manner.
Anyone who works in debt collecting understands the
importance of effective communication. This year, set a goal for
yourself to improve your communication skills by implementing
one of these proven methods for collecting unpaid debt.
DISCIPLINARY ACTION
A reprimand or remedial action taken against an employee
because of misconduct, rule violations, or poor performance is
known as a disciplinary action. There are a variety of ways to
discipline a student depending on the severity of the offence, such
as:
• A negative performance review or evaluation
• A performance improvement plan
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• A decrease in rank or pay

• Termination are all possibilities
What are the best practises for codifying rules of conduct for
disciplinary action in the workplace?
An employer's expectations must be crystal clear for
disciplinary procedures to be effective. If an employee fails to meet
their employer's standards, they should be made aware of the
consequences in advance of their employment.
Here are a few methods for making it very clear what you
want from your employees:
Job descriptions should be well-written. In this way, not only
will potential employees be better prepared to assess whether or not
the position is a suitable fit for them, but so will you.
• Create a company image. Candidates will be able to obtain a
sense of the company and its culture through this, whether it's online
or through word-of-mouth.
• Include a code of conduct in the employee handbook. A
strong employee handbook functions as a guide for new hires,
educating them of your company's basic values and mission, their
rights and responsibilities, HR regulations, and more. The
workplace's daily rules of conduct, such as dress code,
communication standards, and kitchen rules, should be part of that.
Workplace dispute resolution and anti-harassment training are
important. The majority of disciplinary actions will not be the result
of conflict between coworkers, but you should provide your staff
with the tools and training they need to deal with conflict. When it
comes to harassment and discrimination, it's especially important to
set expectations that everyone understands to avoid legal action and
harm to your company's reputation.
• Encourage managers and employees to meet more
frequently one-on-one and shorten the length of time between
reviews. In the usual annual review cycle, managers and employees
are under too much pressure to remember all the good they've done
and all the things that need to be improved in their work. Managers
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that meet more frequently are better able to give immediate

feedback and avoid minor mistakes from becoming major issues.
PERSUASIVE MESSAGE
Convince, inform, convince, or call to action are all examples
of persuasive messages. People talk about persuasive messaging in
terms of rationality and emotionality. Credibility, pathos, and logic
and reason are all essential components of any message.
...
• Is the product or service going to save you money or time?
• Is it going to enhance their appearance?
• Are they going to be entertained?
• Will they be satisfied?
NEGATIVE MESSAGE
Negative or unpleasant information conveyed in a bad-
news message is likely to enrage the reader and may cause them
to be disappointed or even angry. Negative or indirect messages
are also used to describe this type of message.
Rejections from job applications, requests for promotions,
poor evaluations, dismissals, layoffs, or new policy changes that
put employees in a difficult position are examples of negative
communications. Managers and HR professionals often have to
deliver bad news to their employees.
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A "buffer" or "cushion" can be used as a "buffer" between a

positive introduction and a negative conclusion in the direct
approach. The explanation or arguments for the decision can be
included in your negative message.
To be successful, you need to show your staff where they
stand by using negative messaging. If you don't, how can they
develop in their weaknesses? Like a mirror, it serves as a useful tool
by providing a mirror image.
JOB APPLICATION
Many employers ask all job applicants to fill out a job
application form, regardless of the position they are applying for.
You may be asked to submit an application by email, a paper
application, a kiosk application at a store, or an online application,
depending on the company and the job.
It's possible that an employer will still require a formal
application, even if you've already submitted a résumé and cover
letter in support of your interest. In this method, the company will
be able to keep track of all applications with the same information.
Discrimination is illegal in the workplace, and employers want to be
sure they are not breaking the rules.
Larger companies may require that each candidate submit a
job application and keep a copy of it in the employee's personnel
file as part of their corporate policy.
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Your signature on an employment application, whether on

paper or electronically, serves as confirmation that the information
you've provided is accurate.
If the erroneous information is revealed after a person has
been hired, it might be grounds for dismissal from consideration for
employment or for termination of employment.
When filling out an application, what is the goal?

Describe the purpose of and how to use a job application
form. As part of the formal recruiting process, firms may utilise job
application forms (also known as "employment forms") to ensure
that they have acquired full and accurate information from all
applicants.
For example, references, supervisors' names, and/or a
complete educational history may not necessarily be included on
resumes or CVs. It's important to cross-check your résumé for any
anomalies before submitting it as a supplement to your application.
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PREPARING A PROFESSIONAL RESUME AND

COVER LETTER COVER LETTER
COVER LETTER
Dear hiring manager,
The administrative assistant position at yz services ltd has

piqued my curiosity, and I’d want to apply.
There are various reasons why i am interested in this
possibility. The first thing to note is that i have a long history of
success in administrative positions, most recently as an
administrative coordinator at my current employer. Last year, I took
the initiative to organize a summit for our senior leaders, which was
one of my proudest moments while working here. i coordinated
travel and lodging for a group of 15 executives from around the
company, scheduled meals and activities, communicated with our
internal events team, and ensured that everything ran smoothly
throughout the two-day summit. As a result of the great comments i
received, I’ve been given the responsibility of heading an internal
team to double the number of attendees to this year's event and
achieve this goal.
I'm also interested in this position because of the company's
expansion potential. Self-motivated individuals like me will have
plenty of room to grow in your organisation, according to my
investigation of the corporate culture. Organization and attention to
detail are second nature to me, and i am ready to put these talents to
use in new and difficult settings.
I'm excited to tell you more about my background and
inspirations in the coming weeks. I appreciate you taking the time to
read this.
Sincerely,
Mark Joseph
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PROFESSIONAL RESUMES
Although resumes can be prepared in a variety of ways, they
all share a basic set of features. You should include your name,
phone number, and e-mail address in boldfaced font at the top of
your resume. Make sure your e-mail address has a professional
sound to it before sending it. Such addresses as "iluvcowboys" and
others like it should be avoided at all costs. A simple e-mail address
that includes your full name or just your last name is always a good
idea. Your resume should not exceed one page in length. References
should be on a separate page.
Other frequent elements include schooling, work experience,
and a brief summary of awards and distinctions. Make sure to
include your academic interests in the "education" area. Only
include your grade point average if you believe it will boost your
chances of being interviewed for a job position. In the "work
experience" section, make a list of every job or significant volunteer
opportunity you've ever had, starting with the most recent. You
should use verbs that describe what you performed in order to
convey your thoughts. Try to avoid using the verb "worked" in your
writing wherever possible. Don't use the phrase "worked as a
waiter," for example. When describing your job, use the phrase
"wait tables." If you're currently employed, use the present tense for
the verbs related to your current position. The past tense of verbs
should be used for any previous task. All resumes must be factual
and unbiased in nature. Inaccurate information portrays you in a
negative light.
Optional elements include a resume objective statement,
which is typically located near the top of the document. "To be
employed as a customer service representative for a big agricultural
business," or "To use my agricultural mechanics talents in a farm
implement dealership." These are examples of professional
objectives. Everyone's real goal is to have a job interview, thus
having an objective statement isn't necessary. The reader of your
resume may benefit from a statement of purpose. No one is
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compelled to provide a professional objective statement. Don't

forget to make sure that it adds rather than detracts from your CV.
Interests and activities" is another optional area. When writing
a CV, only highlight hobbies and interests that will help your
chances of being hired. Never include anything that could make it
difficult for you to be interviewed. Consider including volunteer and
school activities in this section.
On a second page, you may want to provide references'
contact information (such as their name, phone number, and e-mail
address). Provide the names and contact information for three
people who can speak to your job history, educational background,
and moral integrity. Former coworkers and bosses, teachers, and
clergy can all provide as references. Referencing family members is
not recommended.
Both the cover letter and the resume should be free of
typographical and grammatical mistakes. When it comes to the
resume's appearance, go with a classic typeface. Use plain white or
off-white paper if you can. Avoid using paper in bright or odd hues.
The chronological resume and the functional resume are two
of the most used styles for resumes. Most resumes are organised
chronologically. Resumes are organised by what the narrator has
done, including schooling, work history, interests/activities, and so
on, and are written in reverse chronological order.
These experiences are organised into categories like
"professional," "technical," “communication,” “leadership,”
“management,” and “sales” in the functional resume. The final
section of a functional resume is usually a reverse chronological list
of your work history. A functional resume may not be appropriate
for you unless you have a lot of work experience that you can group
together based on your skills and talents.
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EXAMPLE:
EMILIA RENZI
erenzi@smith.edu
Smith College, 1 Chapin Way, Unit 0000, Northampton, MA
01063 (413) 585-1234
EDUCATION
Smith College, Northampton, MA
B.A. degree expected May 2022 Intended Major: Sociology
Vanguard High School, Ocala, FL

Graduated
June 2018 Honors: National Honor Society (inducted as junior);
Honor Roll (all 4 years)
Languages: Fluent Spanish

Computer Skills: MS Word, Excel, PowerPoint
LEADERSHIP EXPERIENCE
Assistant Coach, Marion County Youth Softball League,
Ocala, FL (Summers 2017 and 2018) Co-planned and led twice-
weekly practice sessions for 12 girls ages 10 and under including
beginner players.
• Designed sessions with focus on players’ self-esteem,
motivation, and teamwork skills.
• Supervised team during head coach’s vacations; debriefed
players’ daily progress with parents.
FOLLOW-UP MESSAGE
A follow-up letter to an original letter or phone conversation,
meeting, etc. After RA representatives failed to respond, a follow-
up letter was sent 11 days later. This type of email is a follow-up to
an email that you've already sent to the recipient. You may want to
send a follow-up email for a variety of reasons, including: Remind a
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recipient of an email they've already received. Inquire about

something, or get a response.
It is important to write a follow-up letter in order to
reintroduce yourself to the individual with whom you met and to
thank her for her time.
LETTER
Nonfictional written, typed, or printed communication is
known as a letter. This type of correspondence is typically sent via
mail or post in an envelope, and is frequently written to facilitate
communication between two people.
Letters, which allow us to express ourselves in a more
intimate and vulnerable way, can be therapeutic for some people.
We take the time to truly think about what we're saying and how
we're saying it. Reflecting on our lives and expressing our emotions
in a secure environment are two of the benefits of journaling.
INTERNAL COMMUNICATION
Employees are better able to do their tasks if they have access
to information about the organisation. It serves to inform the public.
The goal of good internal communication is to facilitate the
exchange of information within an organisation among its many
departments and employees. This is true at all levels of the
management and staff hierarchy. In the workplace, it's useful for
employees who are constantly communicating with one another.
Employee engagement and business culture are strengthened
when there is clear and frequent communication inside the
organisation. There are a number of processes and instruments
within an organisation that are responsible for the efficient flow of
information and collaboration among its members.
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In order to ensure that your staff understands the company's

mission and values, open and transparent communication is a must.
It also helps break down organizational silos, which is a major
benefit.
IMPORTANT COMPANY INTERNAL COMMUNICATION

METHODS
NOTICE
A written or oral statement that outlines the details of a
meeting is known as a notice. Many firms still use this method to
communicate with their staff, especially those that don't rely solely
on electronic means. In order to stay informed, team members are
encouraged to keep an eye on the company's notice board. Changes
to the company's hours of operation, vacation rules, job openings
the company is looking to fill, and other topics may be included in
these bulletins.
Personal announcements, such as employee birthdays or the
birth of a new child, might be made on the company notice board.
It's also a good place to announce workplace picnics, outings to see
professional sports teams play, and trips to local sights that
employees may like to attend.
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MEMOS
Memos are supposed to be brief papers that provide specific
information to a specific audience. It is written in a more casual tone
than formal letters, but with the same emphasis on business
etiquette. In the workplace, this method of communication is
commonly used to identify an issue and to make a recommendation
for a solution. Other times, it's used to request or offer information
to one or more people, depending on the situation.
At the outset of the memo, the reader should be able to
immediately obtain the solution they are looking for. As a result, the
memo's remaining substance is comprised of supporting arguments.
It's critical to utilize subheadings to organise your memo so that
anyone reading it quickly can locate the information they need.
MINUTES
An individual tasked for taking minutes, preserving all
records and files, and tracking attendance and voting records and
reporting to the right designated parties is responsible for keeping
minutes (for instance a board of directors or the upper management
of a business). It is possible to keep minutes of a meeting and
distribute them to all members of the unit represented at the
meeting, although this is not a requirement.
GUIDELINES FOR WRITING MEETING MINUTES

Minutes should be written in real-time during the meeting, so
that the final result in near-final shape before the end of the meeting.
• Minutes should be results-driven and action-oriented.
A good meeting's minutes are condensed and straight-
forward. They aren't exact transcripts, but rather succinct
descriptions of the events. Points of agreement and disagreement
should be included in summaries, although they do not have to be in
great depth.
However, the goal of a report or memo should be to
recapitulate events for those who attended the meeting, rather than
for those who were not present.
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• Following a meeting, the minutes should be completed and

distributed as soon as possible (rule of thumb is within a day or
two).
CIRCULAR
Effective communication can be achieved through the use of
circulars or flyers. The circular is a common form of corporate
communication used by many firms to enforce dress rules and
policies, invite employees to meetings or luncheons, and notify
them of upcoming events. Using circulars as a marketing technique
is also a viable option.
An important piece of information is disseminated to a wide
number of people via a circular. If, for example, you want to
convene the entire department for a meeting or change the dress
code for everyone in the workplace, the simplest way to do so is via
circular.
Additional promotional tactics include circulars. Marketing
data can be included, and they are widely disseminated because of
this. Regardless of the purpose of the circular—interdepartmental
communication, advertising, or even personal communication—a
high number of recipients must always be reached.
ADVANTAGES OF A CIRCULAR
For one thing, it is a simple and effective method of
communication. There is little likelihood of misinterpretation
because it is written in such detail.
• It's also really affordable. It's a low-cost means of getting a
message across.
As a time-saving strategy, circulars are also a good option. If
you're looking to reach a huge number of people in a short period of
time, this method is ideal. Help build new markets and educate
people about the product or service while also increasing consumer
confidence in the firm and the product itself.
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BUSINESS REPORT
Recording and conveying information are the primary
functions of reports. From credit reports to police reports, reports
are an essential aspect of any business or organisation. They
document specialized information for certain audiences, aims, or
functions.
Businesses rely on reports as a primary means of exchanging
and storing information and making decisions.
Informational reports are one type of business report. Detailed
information regarding a certain activity is presented in these reports
without any commentary or suggestions. The information received
is given without providing any explanations or suggestions of any
kind.
For example, reports can help generate projections, marketing
plans, budget planning and improve decision-making by providing
valuable information. Using company reports, managers may
monitor growth and development and spot any trends or anomalies
that warrant further study.
A business report is a compilation of data and analysis that

aids in the easy availability of vital information for a business.
However, this tutorial will show you the fundamental layout for
many various sorts of business reports.... Plan your report based on
your audience's needs and expectations.
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TYPES OF REPORTS
Reports on the basis of Importance or Frequency
1. Ordinary or Routine Report
In the normal course of business, reports are written and given
to the managing director or to the next authorised person. Daily,
weekly, fortnightly, monthly, quarterly, bi-annual, or annual reports
must be submitted. This style of report consists just of the reporter's
factual reporting, with no commentary or recommendations.
Routine reports include the Annual General Meeting's Report
of Directors, the Auditor's Report, the Sales and Production Reports,
and the like.
2. Special Report
On a special request, a report of this type is written and
delivered to upper management. With the aid of facts and
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arguments, it frequently provides the reporter's views or

suggestions. The opening of a new branch, the introduction of a new
product, the improvement of the quality or the change in the shape
or size of the product, and the like are examples of special reports.
Reports on the Basis of Legal Formalities

The reports are classified into two types. They are formal
report and informal report.
1. Formal Report
A formal report is one that follows a predetermined structure
and is given to the appropriate authority according to a
predetermined process. It is common for formed bodies (e.g.,
corporations, cooperative societies, and local governments) to issue
formal reports.
2. Informal Report
An informal report is one that is written at the reporter's
leisure and provided directly to the intended audience whenever
they so request it. A letter or memorandum is a common format for
informal reports. It usually takes the form of direct communication
between two individuals.
There are two sorts of formal reports. Legislative reports are
one type, while non-legislative reports are another.
Reports on the basis of Function

The reports are classified on the basis of function into two
types. They are informative and interpretative.
1. Informative Report
As much information as possible is used to develop and give
an insightful report on a topic or scenario.
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2. Interpretative Report
There is more to an interpretive report than just reporting on
what happened; it also includes the underlying causes of an
occurrence, as well as the necessary steps to fix it.
Reports on the basis of meetings

Verbation Reports
A verbation report is a word-for-word transcript of every
conversation that took place during a meeting. Appointment of an
Auditor, for example. The gathering comes to a conclusion with the
adoption of a resolution. Directors and key personnel's
compensation and benefits are also established through a resolution.
It is in this situation that a report is drafted that includes the
verbatim record of the resolutions adopted, along with the
proposers' names and secondary, voting methods and outcomes.
It's important to note that the verbatim report is not to be
mistaken with the official meeting minutes.
Summarized Report
The meeting's main details are used to generate a summarised
report. Typically, this form of report is intended for distribution to
the media or shareholders of the company or members of the
institution.
Reports on the basis of Nature of the Subject dealt with

The following reports are included in the report which is
classified on the basis of the nature of the subject dealt with.
1. Problem Solving Report

It is possible for a problem to occur in any one department or
the entire company. As a result, senior management may request a
report in order to resolve the issue. When there is a problem, the
reporter gathers as much information as possible to discover the root
cause. Furthermore, the report concludes with suggestions for
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resolving the issue. A Problem Solving Report is one such

document.
2. Fact Finding Report

In the manufacturing, a machine may malfunction. The two
groups of workers may compete with each other from time to time.
As a result of these incidents, management is now interested in
finding out what exactly went wrong. In this instance, the reporter
conducts a thorough investigation to determine the facts
surrounding the incident. Finally, in front of the senior management,
the reporter provides the facts in report form.
3. Performance Report
The company wants to know how each department or branch,
as well as newly hired personnel and current employees, is doing on
a regular basis in order to make decisions about promotions,
transfers, and the like. Management can't make a choice without
knowing how the company is doing. As a result, a performance
report is requested by a reporter for any of the reasons listed above.
4. Technical Report
Technology has seen a great deal of evolution. The level of
technology necessary is always reviewed when a corporation
decides to move away from manual processes and instead
implement automated ones. If the design of an old product needs to
be updated, the most up-to-date technology should be used. When it
comes to making a decision, a comprehensive report is vital. A
technical report is one that falls under this category.
Reports of Committees or Subcommittees

Top management creates committees and subcommittees to
work on certain projects. The committee or subcommittee reports
often include the following items.
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1. Standing Committee Report

The work of a standing committee is given to a group that will
remain in place for the duration of the business.
As an illustration, consider the areas of finance, employee
performance, department performance, and so on. The standing
committee keeps a close eye on these issues and reports back on
them on a regular basis.
2. Special or adhoc Committee Report

Special or ad hoc committees are formed to investigate a
specific issue and are dissolved as soon as the report is presented.
As a result, the existence of a special committee is limited.
For instance, a fire or an accident on the plant premises could
be an illustration. There are specific committees set up to investigate
the causes of fires and accidents.
3. Minority Report
It is the responsibility of committees or subcommittees to
gather information and compile a report on a particular topic of
interest. Typically, a committee or subcommittee is made up of
three people. Each committee or subcommittee has a chairman, who
is elected from among its members.
The dissenting member may append the notes of dissent or
submit a separate report if the members disagree on the subject
issue. Minority Report is the name given to such a report. Since they
have to sign off on their dissent, even though it's not required.
4. Majority Report
Committee or subcommittee members, as well as the
chairman, typically hold the same view on most issues. If this is the
case, a single report is written and given to the appropriate
authorities. Members of a dominant group are more likely than
those in a minority group to hold divergent views on an issue.
Members of the majority are going to present their findings to the
appropriate authorities. A majority report is what it is called.
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STEPS IN REPORT WRITING
Step 1: Make a strategy for moving forward.

Writing a business report, not a college essay, is your goal.
You can't write a report based solely on what you think. Determine
the aim of the report before you begin writing it.
What are your goals for the report and how are you going to
accomplish them? Don't waste any time! In order to produce a clear
and succinct report, use this.
Step 2: Look for a format that is created in-house.

It is possible that your organisation has a special reporting
format. Find it by asking your manager or consulting the company's
manual. Trust the internet with a grain of salt.
The following steps outline a standard global format that can
be used if no other format is provided.
Add a title in step three.

You may have received a brief from your supervisor that
includes the report's title. If you prefer, you can come up with a new
title. Clear, concise, and conveying the report's goal are some of the
requirements.
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Titles that are too long or convoluted should be avoided. For

example, instead of writing "Analyzing consumer engagement with
the company over the last 12 months in contrast to previous years,"
use "Sales report for FY 2020-21" instead. At the beginning of your
report, people will yawn and walk out of the room.
Your name and those of everyone else involved should also
be included. In the workplace, it is highly unethical to portray
someone else's hard work as your own.
Table of Contents Step 4: Create a table of content

A table of contents page is only necessary if your report is
lengthy and divided into several sections.
When adding a new page, be sure to follow the style of
headings in the report when writing the content. To make it easier
for the reader to move through the report or skip to a certain area, all
of the content should be appropriately numbered.
Step 5: Add a Summary or Abstract

In every report, this is a critical page. Write the abstract in
such a way that even if someone doesn't read the whole report, they
can get a good picture of what's going on from just one page.
It should include the title of your paper, as well as a summary
of your results and recommendations. The abstract should be a
condensed version of the report's content.
6th Step: Compose an introductory paragraph

Your actual report can now begin. A succinct summary of the
report's primary argument should be included on this page.
On this page, you can also provide a brief history of the
subject matter.
Step 7: Describe your approach.

On this page, explain to the audience how you came up with
this information. Everything from where data comes from to how it
gets to you is included in the definition of data quality.
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This is to give your readers a better understanding of the steps

you took to produce the report, or the BTS as it is known in the
slang world. It raises the credibility of your report.
Step 8: Explain what you've learned.

Your findings will be presented in this section. It should be
clear that you've done your homework before writing it. The
information should be conveyed through stats, facts, and graphs.
Reading the sales report of one's coworkers
Align the material into different headers and subheadings to
keep it organised. If you need to, you can use pointers, bullets, or
numbers.
Step 9: Sum up your findings and make a suggestion.

Send a strong ending to your report. According to past
findings, this conclusion can be formed.
In addition, you can make changes or improvements to a
policy based on evidence. To make a good impression, the
conclusion should be well-supported by data and free of personal
bias.
A bibliography and references are included in step 10.

The inclusion of this part is a legal requirement in any report
that relies on data that has already been published elsewhere.
Let's try to put it in layman's terms. You must provide credit
to the original source of any data or statistics you include in your
report. Otherwise, you've committed plagiarism, which is a serious
infraction that carries a stiff penalty.
Don't make the mistake of mixing together references with
bibliographies.
An illustration would be:
It's possible that you were inspired by reading a company
report online. Despite this, you didn't include any of its information
in your own. Under the bibliography section, you will provide this
report.
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If, on the other hand, you directly incorporated data from that
report into your own, be sure to note it in the reference section.
Proofreading (Step 11)

Before submitting a report, make sure everything has been
thoroughly revised and proofread. To ensure that your writing is
error-free, look for any grammatical or spelling issues. It's the little
things like this that have the power to leave a lasting impact.
While proofreading, be sure to follow your company's
reference, footnote, and appendix requirements. While writing the
report, you may have overlooked some important rules!
The essentials of good/effective report writing are as follows-

Be clear about your goal, i.e., concentration.
The second step is to examine the specialised audience; this means
determining who your report is intended for, why they need it, what
type of information they're looking for, and the possible outcomes
of them reading it.
Decide how long the report should be.
When writing a report, ensure that the information you include is
accurate and truthful.
Discuss all sides of the issue in a fair and objective manner. A
report should include all important information.
The report's structure and content should be the focus of your
attention. Decide in advance how you will write the report. Make
your sentences as vibrant as possible.
There should be no grammatical or spelling mistakes in the report.
In a report, make a point of emphasising and restating the key
points.
The critics should be encouraged to provide input on the
report. If the reviewers are able to back up their criticisms with solid
reasoning, the input can be valuable. As a result of this feedback,
the report can be reworked.
In order to demonstrate the numerical data records across
time, use graphs, pie-charts, and similar visuals.
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Determine the margins for a document. However,

lower/bottom margins can be one-and-a-half times as broad as
upper/side margins (minimum 1 inch broad).
Try to keep the reader engaged by making suitable paragraph
breaks, including bolding the headings of each paragraph, utilising
bullets, and so on.
IMPORTANCE OF VISUALS AIDS IN WRITING REPORT

Graphs, diagrams, and charts can assist your reader better
understand your study findings and how they compare to other
data...... Line graphs are particularly useful for illustrating trends
(changes in data over time) and connections between variables (how
two variables interact).
Consumer trends in a particular industry can be better
understood with the aid of visual data tools. IT support is not
required for multiple departments to access the same data at the
same time. In comparison to traditional reporting approaches, this
type of representation provides for greater flexibility and
convenience.
Tables and graphs are visual representations of the data they
contain. They're a common tool for displaying data in a way that
highlights linkages and trends. This data is represented graphically
as a shape in a graph. Tables and graphs are frequently used by
researchers and scientists to present their findings.
Consumer trends in a particular industry can be better
understood with the aid of visual data tools. This is an excellent
opportunity for executives and CEOs to recognise and capitalise on
fresh prospects. Other departments, such as marketing or sales, can
benefit from this information by customising their efforts in light of
the latest findings. A big advantage of visual systems is that they
don't necessitate substantial training or installation. IT support is not
required for multiple departments to access the same data at the
same time. Traditional reporting methods lack the flexibility and
simplicity of this form of representation.
125
B2Bs have access to a huge amount of data, which can be

overwhelming. Each reporting cycle involves the work of a
complete team or department to send out batches of reports. By
incorporating visual data reporting, a corporation can save money
and minimise the overall burden. Dashboard software blends
dynamic aesthetics with real-time analytics, all of which may be
easily shared. This simplified reporting aids management in
maximising the efficiency of their employees. It also reduces the
amount of contact between clients and reduces client frustration by
making it easier to give reports.
Improved Knowledge of the Productivity of Support
Personnel.
Using a visual reporting system, management may get a
clearer picture of their support staff's performance. When this is
done, it identifies employees' strengths and weaknesses, as well as
any operational bottlenecks. Management can use this to reward
high-performing employees or alert them to a need for a change in
an employee's function. All of this contributes to increased
efficiency in the workplace. It also boosts the morale of a squad. To
identify failing employees, managers can use visual data to pinpoint
their weaknesses and either reposition them or bring in a new team
member. A happier and more productive support team is the result
of these adjustments.
A company's most valuable asset is its employees' time. These
days, businesses are always on the lookout for new ways to improve
the efficiency of their operations and so save costs. Using visual
reporting is a great way to make your data easier to understand. It is
possible to customise the dashboard to show only the information
that you want to see. Because you have complete control over the
data sources and display options, you see it in a way that makes
sense to you. This saves time and encourages a more proactive use
of data in all divisions of an organisation.
A B2B's in-house efficiency is aided by visual data
technology, which makes it easier for clients to access information.
Phase Ware can help you integrate this into your B2B customer
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service software. Let us know if you have any questions about how
visual data reports might benefit your company.
APPLY CITATION RULES (APA STYLE DOCUMENTATION)

IN REPORTS.
APA citation style is a mechanism for identifying and
locating the sources you use in your writing. The social sciences,
such as business, history, psychology, and sociology, frequently
make use of it.
The report's author(s) – a person or a government agency,
both single-author and multiple-author versions. * * * * * * * * * *
The report's title is italicised (Report Number - if available).
Publisher is where this article was first published.
Cite a report by including the author's name, year, title, report
number, and publisher in a reference entry. The author (or authoring
organisation) and year of publication would be included in the
standard format for in-text citations.
APA Guidelines for Documentation Style

Regardless of how you report the information, you must
document all of the information you utilise.
You show respect for other people's intellectual property by
noting the sources of your information.
When writing a research paper, researchers follow a precise
pattern when citing their sources. Styles of documentation refer to
these formats.
The Modern Language Association (MLA) and the American
Psychological Association (APA) are two of the most commonly
used citation styles.
The APA style of documentation is used by technical writers.
Double-spacing is a requirement of the APA style of
documentation.
A reference page must be called "References," not "Works
Cited," according to the APA style of documentation.
Citing sources within the body of a text
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The author's name and the date of publication must be

included in all parenthetical references in APA style. The date of
publication must be included in every citation in the research
section.
APA in-text citation/parenthetical documentation requires the
author, the date, and the page or paragraph number to be cited if a
direct quotation is used. Internet sources are referenced using
paragraph numbers. Documents in pdf format are an exception to
this rule. When citing pdf-formatted sources, be sure to include the
relevant page numbers.
The page number must be referred either as a page number for
single pages (e.g. p. 24) or as pp. for multiple pages when citing
them. This section includes pages 24-30.
The number 4 must be designated as a paragraph when
mentioning a paragraph number (4) or as (4-7) when referencing
several paragraphs.
When mentioning lengthy articles, preface the paragraph with
the header of the article's sub-section (Various Models of Reports,
12).
References on the References page Page
There are no quotation marks around the titles of articles in
APA format.
Only the first word of an article or book title and the first
word after a colon in a title of an article or book are capitalised per
APA. Additionally, all proper nouns in article and book titles begin
with capital letters.
The year is cited after the author's name in APA format.
The references in an APA reference list might be arranged
alphabetically or according to where they appear in the document.
Report writing is important because it serves as a repository
for gathered and analysed data. An organisation is defined by the
variety of operations carried out by its various divisions. Think of
all the departments in your company, including development, sales,
distribution, marketing, and more.
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POWER POINT PRESENTATION

Using multimedia to make your presentation more engaging
will help you maintain the attention of your audience. Using
PowerPoint's image, sound, and video tools, you can make your
presentations stand out from the crowd. They may also help the
presenter become more improvisational and engaging with their
audience by providing visual and aural clues.
These programmes might help your audience recall your
message, but they can also be an annoyance. What you do with your
slides and how you use the tool will have a direct impact on your
success.
With no doubt, you've seen or even used the slideware
software PowerPoint as part of a presentation in class or at work.
Using PowerPoint and other slideware tools, you can create
electronic slides that reinforce your spoken content by showing it
visually to your audience. You'll be able to import text, photos, and
video clips, as well as cut and paste your own ideas to build
presentations. It's possible to include connections to other websites.
To get the most out of any piece of software, it's usually a good idea
to play about with it for a while before really using it, so you can get
a feel for how it works for you.
By offering you more control over the material you're
presenting, a PowerPoint Presentation can help you stay on track
with your business. Your company's aesthetics might be imprinted
on your clients with an impeccable presentation that has well-
coordinated ideas and well-presented data. Making use of a
presentation while sharing your expertise with investors serves as a
reminder to keep your remarks focused on the most important
elements and avoid digressing into unrelated topics.
These presentations, albeit time-consuming for the staff,
might benefit them if they use the correct tools and technologies.
Templates and business slide decks developed by professionals can
be found on a slew of web sites and imported into PowerPoint for
further customization. Clients' time is saved because they don't have
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to study bulky paper files before listening to the sales pitch, thanks
to the use of presentations.
USING WEB AS A SOURCE OF KNOWLEDGE SHARING
User-generated or dynamic content has replaced static

content, and social media has grown in prominence.
Online applications, web-oriented architecture, and social
networks are all part of Web 2.0. It refers to changes in the design
and use of web pages by the users, without any modification in the
technical specifications of the page.
Ease of accessibility at any time and from any location.

• Broad spectrum of media.
User-friendliness is also a factor.
• Learners can actively participate in the creation of knowledge.

A dynamic learning community can be created.
It is possible to follow each and every change made by the
author and editor in real time.
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• User-friendly.
• The wiki's updates are immediate, and it provides researchers with
a wider range of information.
• It allows for in-the-moment communication.
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MODULE - IV | APPLICATION LETTER
MODULE - IV
RECRUITMENT AND EMPLOYMENT
CORRESPONDENCE
L
etters of application can be used for everything from
requesting time off to requesting an extension on a
project or report.
Job Application Letter
Date:___________
From
Name of the Applicant
Address ___________
Email ID ___________
Contact No. ________
To,
Designation
Organization Name
Address ____________
Ref: Application Letter for the Job Posted in (Newspaper

Name) ________ dated ______.
Dear
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I am writing this letter for the job position as

_______________ that was posted in ___________ yesterday. I
would like to submit my application for the said post.
I am _______ years of age and I acquired a ____________
Degree in college. I graduated as ___________ at the University of
_________ in the year __________.
In terms of qualification, I already worked as (position name)
__________ at the (organization name) _____________ since the
time I graduated until this present time.
Attached with this letter is my resume for some of my
personal information and achievements.
I would like to say thank you in advance for considering me. I
look forward to hear from you soon.
Sincerely Yours,
Name of the Applicant
Encl: As mentioned
LETTER OF ACCEPTANCE
The letter of acceptance for a job should be meticulously
planned and meticulously crafted. There should be no ambiguity in
the letter of acceptance.
One party acknowledges another party's offer or invitation in
writing with a letter document. As a legal or professional document,
an official written acceptance letter can serve as a reference for the
recipient. When a person accepts an invitation, accepts a
scholarship, or finalises payment for a business or insurance policy,
they may be handed a thank you note. The letter of acceptance
suggests that you have assured a second party of your commitments
to what they may have recommended or promised you in return for
your affirmative response. These descriptions and samples are for
some of the most commonly used acceptance letters.
In order to notify students that their application has been
approved by the college, the college sends out an acceptance letter.
Due to intense competition and prohibitively high costs, college
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admission letters are a source of tremendous excitement for many

students around the world.
Acceptance Letter with Thank You Note

Date: (Mention the date of issuance)
Mr./Ms. (Mention the Full name)

Designation (Mention Manager Job Title)
Company Name
Company Address
City, state zip code
Subject: Letter for Job Acceptance
Dear (Mr./Ms. Name):
It is with my great pleasure to accept your Job offer to join

(employer name) on a (position title) under the team of
Mr.(Manager Name). The goals you outlined for the offered Job
position are well-matched to my abilities, and I consider it a
advantage to join your team.
As we discussed, my annual salary or Cost to company (
CTC) will be [salary], and medical benefits will commence after 30
days of my joining employment.
I (mention name), thank you for making the Job
interview process enjoyable and learning . I look forward to
working with you and the (employer name) team. I accept the offer
and confirm my joining and will report to work on ( Mention the
date of Joining). For any query / information, feel free to call me at
(555) 555-5555.
Sincerely,
Your name
LETTER OF RESIGNATION
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The best way to inform your employer that you are quitting
from your position is to send a letter or email. In order to quit a job,
you must write a resignation letter that is both simple and formal,
and the complete procedure culminates in receiving an experience
letter and a letter of dismissal from your company.
These are the most important pieces of paper because they
serve as proof of employment. This documentation must also be
provided to new hires in the event of a job transfer. In order to
receive a new job offer or appointment letter from a prospective
employer, a Resignation Acceptance Letter is one of the most
important documents to provide.
It's also crucial to note that a written resignation should be
delivered well in advance of the notice period so that your employer
can begin the search for a successor before the employee is
officially let go.
Formal Resignation Email or Letter: What's the Best Way to
Do It?
In order to notify your employer / superior / manager of your
resignation, you can either write a letter or send an email, depending
on your preference. Resignation Email Letter, on the other hand, is
an official letter.
If you have decided to leave your current position and will no
longer be employed by the company after the notice period has
expired, this is the most formal and processional manner to notify
your employer, HR Department Manager, supervisor, and
coworkers of your choice. Company policies differ on the length of
notice required. A month is the very least, while three months is the
absolute maximum.
Format for a Resignation Letter There should be no omissions
from the discussion.
A resignation email should include and focus on the following
13 points:
Politeness and friendliness should be the hallmarks of
language.
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It's important to be professional and direct when it comes to

announcing that you're resigning.
Mention the reasons for your resignation, however this isn't
required.
Finally, express your gratitude for the opportunity to learn
from your supervisors.
Emails and Letters of Resignation should be closed with a
friendly farewell.
The timing and date of the resignation announcement should
be documented.
The address line of a resignation letter should say
"Resignation Letter."
There should be a special remark for the final day of work.
Reaffirm your appreciation for each other's company with a
short note
If you have any relevant information to share, do so.
Perform a spell-check and a proofread
Finish with your signature.
Date: _________
Resignation Letter For Manager
To,
The HR Manager,
Company Name_______
Address:_____________
City & State:__________
Pin code__________
Dear Sir/Madam,
With regret I would like to inform you about my resignation

from my current role of Manager – Administration & General
Affairs from (Mention Company Name) in order to pursue an
opportunity outside.
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This was not a very easy decision for me and after having
deep thought over it for quite some time, now I decided that it
would probably be a good move for me to pursue for my career
growth.
It has really been a rewarding experience for me with
(mention Company Name) from various perspectives and I have
thoroughly enjoyed my stint in this organization. I will put my best
possible effort to extend all the help and assistance for a smooth
hand over.
I would like to put my last working day as 18th September
and would request you to please relieve me from my duties by date
(______) and clearing my accounts accordingly please.
Thanks and Regards,
(Employee Name & Designation)

Employee ID
Contact Details
AN OFFER OF EMPLOYMENT
Letters of Intent (Letters of Intent) and Offer Letters (Offer
Letters) are both formal ways of proposing employment to a
prospective employee or shortlisted job applicant.
Letter of Intent or Job Offer Email is a crucial and official
necessity for a candidate as well who has been picked to work in an
organization's particular job position. Upon receipt of the offer
letter, the candidate will prepare and follow the next steps, including
resigning from their existing employment, handing over the
assignment, and obtaining the clearance or release letter from the
employer. Upon starting a new job, all of these documents must be
provided to the new employer for review.
Name of the Candidate

Complete Address
City, State
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Pin - 0000000
Sub: Offer Letter for Employment
Dear (First name of Candidate)
This is with reference to your application and subsequent

interview held at our office. We are pleased to offer you a position
as "Manager - Quality Assurance” based at our Plant at (Mention
Plant Location) and your compensation will be $/Rs.00000000
(mention the figure in number and in words as well) as discussed
and mutually agreed. The offer does not include the performance
linked bonus of 15%.
Further, as discussed you have to join us on or before
(Mention the date of joining) at our Office at (mention Reporting
office location). You are requested to bring copy of following
documents at the time of your joining.
1. Four passport size photographs
2. Qualification Certificates (in original along-with one
photocopy set; the originals will be returned to you after
verification)
3. Proof of residence
4. Photocopies of your Resignation Letter as well as the
Relieving Letter from your current employer
5. Photocopy of your last drawn salary slip.
6. Form No 16 / Certificate of Tax deducted as well as a
copy of your PAN for Income Tax documentation
A detailed Appointment letter along with the terms and
conditions of appointment applicable to you will be issued to you
upon your joining to the Company.
You are requested to send us a confirm
Further, as discussed you have to join us on or before
(Mention the date of joining) at our Office at (mention Reporting
office location). You are requested to bring copy of following
documents at the time of your joining.
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1. Four passport size photographs

2. Qualification Certificates (in original along-with one
photocopy set; the originals will be returned to you after
verification)
3. Proof of residence
4. Photocopies of your Resignation Letter as well as the
Relieving Letter from your current employer
5. Photocopy of your last drawn salary slip.
6. Form No 16 / Certificate of Tax deducted as well as a
copy of your PAN for Income Tax documentation
A detailed Appointment letter along with the terms and
conditions of appointment applicable to you will be issued to you
upon your joining to the Company.
ation reply upon the receipt of this offer letter as a token of
your acceptance of this offer letter for employment with us.
Thanks and Regards

For Company Name
Name & Designation
JOB DESCRIPTION
An effective way to find the right people for a position is to
use a job description. Potential employees must provide a cover
letter and résumé that includes information about the position
they're applying for, the company they'll be working at, their
reporting structure, and the type of work they'll be performing.
INTRODUCTION TO THE ROLE

To market a specific position, a job description is used to
gather information about the role. Contributes to locating and
interviewing potential employees for open positions.
Recruiters can see exactly what kind of person is needed to
carry out a certain task or job because it clearly outlines who will be
reporting to whom.
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CURRICULUM VITAE (CV)

The Latin term 'curriculum vitae,' which meaning 'course of
life,' is used in this context. It gives a complete picture of the
applicant's background, including all of the skills, positions held,
academic degrees earned, and professional affiliations joined.
Job seekers utilise a curriculum vitae, or CV, to demonstrate
their academic and professional achievements. Any person who
makes a career by doing something that takes training, education, or
experience is considered a professional. Applicants might use it
while applying for positions in which their specific expertise is
required. If an applicant has a lengthy CV that includes material that
a recruiter needs to validate their abilities, experience, and
educational qualifications, they are more likely to be accepted.
An individual's professional qualifications and experience are
described in detail in their CV, which is a well-organized document.
It's a little more involved than a simple CV.
What to Include in Your CV

Applicants' CVs might contain a wide range of information,
depending on their own preferences and the specific job for which
they're seeking. A curriculum vitae typically includes the following
sections:
One's own personal data

Name, contact details, and your registered mailing address
should all be listed at the very top of your curriculum vitae. Include
a brief biography under your contact details.
Examples of typical personal information include gender, date
of birth, and a government-issued ID number. Benefits from the
Social Security Administration An important part of the US federal
government's social safety net is the Social Security programme,
which offers financial assistance to those with low or no income.
The initial Social, marital, and racial/ethnic origins all have a role. If
your personal information is relevant to the position for which you
are seeking, or if your employer has already requested that
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information, you may submit it in your application.
There is also a need for education.

In addition to a summary of your educational pursuits, this
information provides the dates and institutions you attended. The
colleges you attended and the courses you took, as well as the year
you graduated, should be included in your resume, if possible.
You may be asked by some employers to list the grades and
awards you've received during your educational career. If you're
applying for a position that requires a specific level of education and
experience, employers will look at your transcripts to see if you
meet those requirements.
Experience in the workplace

Please list your most recent relevant job experience in the
work experience part of your application. Make sure to include the
name of the employer (business), your precise roles, and the length
of time you were employed at each job.
Make sure to include a brief description of your
responsibilities at each workplace, as well as any honours or
accolades you received. Begin by listing your most recent positions,
then work backwards from there.
Awards and honours

List any honours or recognition you've received, whether
academic or professional. Dean awards may be among the honours
bestowed. List of Graduates from Top Universities Next to your
GPA, you should mention your dean's list on your CV (GPA). Some
argue that it should or shouldn't be included. Some professionals
think it's a waste of space on a CV. If you've earned honorary
degrees, presidential accolades, professional certifications, or
awards from your workplace for achievement, this guide will show
you how to include them on your resume.
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A number of abilities
If you have a skill set that you haven't highlighted elsewhere
in your CV, provide it here. Language skills, computer skills,
driving abilities, advanced software skills, etc. are all examples of
the skills that may be required. Ideally, they should be directly
related to the position for which you're applying.
Publishing and presenting your work

In this part, you should include any academic or conference
papers you've published. It's important to include papers that you've
written on your own, as well as those that you've contributed to.
Please remember to include the title of the paper, the year it was
published, and the names of any co-authors.
You should also add papers that were presented at
conferences or associations, and you should specify the paper's title,
the conference's name, and the date on which it was presented. If
you're looking for a job in academia, you'll need to include this
section.
Membership in professional organisations is a seventh
requirement.
Applicants may be required to be members of certain
professional organisations by the prospective employer. Aside from
accountants, engineers, surveyors, IT experts, and other highly
specialised occupations, this section primarily pertains to those in
these roles. It's important to list all of your memberships in
professional organisations.
RESUME
A resume is a concise summary of one's personal,
educational, and professional achievements. Getting an interview is
the goal of the CV, not telling the world everything about you. It is,
in fact, an advertisement. The practice of attaching a CV to a job
application letter has become almost commonplace.
A Resume's Contents
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In order to avoid confusion, the biodata must be correctly

organized. Various aspects of the person's life are covered. In a bio-
data, the information is often arranged under the following heading:
In this area, you'll find information such as your full name,
current and past addresses, phone number, date of birth, and even
the names of your parents, your nationality, religion, and even your
social class, if applicable.
• Goals for the future: Your career goal or aim should be
clearly stated. Describe your career goals and the degree of
responsibility you envision yourself holding. Your career goals,
both short-term and long-term, must be stated here.
This part should provide a thorough listing of the applicant's
academic accomplishments. It contains information such as the
names of degrees earned, the name of the institution attended, and
the year of graduation, the board or university from which the
degree was earned, and so on.
When applying for a job, it is important to list any previous
work experience that is relevant to the position you are applying for.
For example, if you've worked for a company for a long time, you'll
need to give a brief description of what you do and how long you've
worked there, as well as the name and location of the company.
Honors and awards are presented to those who have done
exceptional work. Awardees of professional associations and civic
organisations are also included in this section.
Participation in seminars and workshops, awards received in
cultural events and other extra-curricular activities should be
included in this section of the application for admission.
All references to the applicant's skills and traits must be listed
here. A teacher, an employer, and a family member with a high
social or professional rank are common references. It is preferable
to include the names and addresses of at least two references even if
this is not required by the prospective employer. It is ideal to specify
the social link between the referees and the applicant, but this is not
a requirement. Recommenders should be asked for permission to
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use their names in the application process, or they should at the very
least be informed of the job they are applying for right away.
Candidate's Signature and Date: The applicant should sign
and date his resume at the bottom. The applicant's complete name
must be typed below the signature, so make sure there is room for it.
TESTIMONIALS AND REFERENCES

You can gain an advantage over other applicants by include
references and recommendations in your CV. Applicants in a
competitive job market are likely to have included their credentials,
professional experience and education on their resumes.
If you're in the market for a new job, a testimonial can serve
as evidence of your skill set, work history, and trustworthiness.
Teachers, professors, and former employers can all write a letter of
recommendation on your behalf to help you land a job.
There is a difference between a reference and a
recommendation letter. A letter of recommendation serves as a
general endorsement of a person's abilities, knowledge, and moral
character. These are ideal for first-time job seekers, such as recent
college grads.
It is not uncommon for former internship organisations or
lecturers to write letters of recommendation for such individuals
near the end of their contracts or just before graduation.
Recommendation letters, on the other hand, are tailored to a
specific job opportunity. It has been written by a person with a
proven track record of success who is more likely to be trusted by a
potential employer.
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CV references are persons who can attest for your character,

talents, and work performance by providing their contact
information to potential employers. Because so many job seekers
fabricate information on their resumes, recruiters frequently check
up on the validity of your application by calling your references.
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MODULE - V | BUSINESS ETIQUETTE
MODULE - V
BUSINESS ETIQUETTE
B
usiness etiquette refers to the standards and
expectations of social and business behaviour,
customs and conduct that are mandated by social
convention, and a code of ethical behaviour among professionals. In
the end, it's all about being polite.
Business etiquette refers to the standards and expectations of

social and business behaviour, customs and conduct that are
mandated by social convention, and a code of ethical behaviour
among professionals. In the end, it's all about being polite. Manners
and etiquette are becoming increasingly important for professional
success as so-called common civility fades away. Rather than
simply enforcing laws and dictating what individuals can and cannot
do, it is essential to ensure that everyone is treated with dignity.
Basic corporate etiquette rules to follow:
Send thank you letters to coworkers and customers who have
gone above and beyond the call of duty.
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Make eye contact and extend a hand while meeting new

people.
Call someone by their name and ask them to remind you if
you've forgotten. Whenever required, be prepared to make another
introduction.
Unless otherwise instructed, only use formal ways of speech.
Ms./Mr./Dr./Professor is a formal title (last-name).
Inquire whether they have time to meet you before you enter
their office.
If you've been contacted by a stranger, give them your
undivided attention. Phone calls and e-mails can wait until later.
Make sure you arrive on time and ready to take notes at all
times. Do not allow yourself to be sidetracked by electronic gadgets
while in the meeting.
· Adhere to the dress code at all times. When attending
business and office events, dress appropriately.
Make sure to RSVP to events and meetings that you're
interested in attending. Respond by the stated deadline if you plan to
attend or not. Make an appearance when you say you will, and don't
appear when you say you will not. It's not acceptable to say
"Maybe" in answer.
Consider eating etiquette so that you conduct yourself
properly during work-related meals and social functions.
Treat others with respect and kindness.
SOCIAL ETIQUETTE
Using proper social etiquette makes people feel more
comfortable and confident. Humanity's best traits are nurtured via
the practise of good manners. The ability to deal with a variety of
life's challenges is one of the many benefits of learning proper
etiquette.
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Social etiquette is governed by a set of rules.

In order to be respected by others, you must be yourself.
Ladies, take your time with this one....
A simple "Thank You" can go a long way.
• Be Honest with Your Accomplishments....
Do not boast; arrogantly or loudly express yourself...
Listen first before you speak.
Keep your tone of voice polite and careful when you speak....
It is important not to criticise or complain and to arrive on
time.
PROFESSIONAL CONDUCT IN A BUSINESS SETTING

Attitude, appearance, and manners all play a role in
professional conduct in the workplace. What you do, say, and seem
like are all part of your personal brand. Working in a professional
manner means treating your boss, coworkers and clients with
courtesy and respect.
In the workplace, a professional code of conduct is a
document that tells employees what they should and shouldn't do
when representing their employers. The company's ideals,
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disciplinary procedures, and roles and obligations can all be

included in a code of conduct.
PROFESSIONAL CODE OF CONDUCT:

• Be open to all.
• Anyone from any origin or identity can find a place at our table
with us. Members of all sexual orientations, gender identities, and
expressions, ethnicities, cultures, national origins, social and
economic classes, levels of education, and other characteristics
are all included in this definition, but they are not restricted to
them.
• Consider the feelings of others. As a business, we are all reliant
on one another to do our best work. When making a decision,
think about the impact it will have on your clients and coworkers.
• Respect others.
• Disagreement is not an excuse for rude behaviour, but we won't
all agree on everything all the time.
• Everyone gets frustrated at times, but that emotion should never
be allowed to turn into personal insults.
• A work environment that makes individuals feel intimidated or
uncomfortable is not conducive to productivity or creativity.
• Be selective with the words you use. Maintain a professional
demeanour at all times. Be a good person.
• Don't belittle or disparage people. Harassment and ostracism are
not permitted. Threats of violence are one example, but there are
many more. Controversial jokes and words. Violent or sexually
explicit content can be shared via technological devices or other
means. - Insults to a person's character, especially if they contain
racist or sexist language. - Unwanted sexual advances.
• Encouragement and/or support for any of the following actions.
• Do not be a bothersome person to others. There are times when
it's OK to halt an activity if someone requests for it. Try to
understand why we disagree. In most cases, conflicts and
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arguments are inevitable. Disagreements and divergent

viewpoints should be addressed constructively.
• When we're different, we're better off. Diversity can be a source
of strength. In addressing problems or producing new ideas, it
might be helpful to hear the viewpoints of several people. Even if
you can't fathom the reasoning behind someone's position, that
doesn't mean they're correct. Remember that everyone makes
errors, and pointing fingers at one another isn't going to help.
• Focus on fixing problems and learning from your failures instead.
WORKPLACE HIERARCHY
In a formal organisation, hierarchical communication refers to
the flow of information and influence among the organization's
members at all levels, from the manager down to the lowest-level
employee.
Individuals within a corporation are organised and arranged
according to authority, rank, and job function in a corporate
hierarchy. As a general rule, a hierarchy is a structure or
organisation in which persons or groups are ranked one above the
other in terms of status or authority.
Hierarchy is a useful tool for organising information.
The adage "too many cooks spoil the broth" is well-known.
Hierarchy places a few well-trained leaders at the top of the
organisation, who are responsible for setting the organization's
strategy and implementing its operations. Other managers and
employees report to them at varying levels of power and carry out
the directives of the leadership.
Why has the way we do things in nearly every industry
changed in this way? Many people working together toward a
common objective is more effective than many people setting their
own goals and having only a few people carry them through. The
most efficient kind of organisation is hierarchical.
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Creates authority and cohesion

This page explains a sort of hierarchical organisation known
as the 'hierarchy of authority.' The more senior an individual is in
the hierarchy, the more power they have.
Wherever there is a need for leadership, there must also be a
need for authority. It's only through a manager's authority that
everyone under his or her command is held accountable for
contributing to the organization's success. A lack of hierarchical
authority has been found to make teams less likely to work together
to achieve common goals.
Career routes are laid out in hierarchies.

Despite the fact that many employees begin their careers at
the bottom of a company's hierarchy, most hierarchies allow
workers to ascend through the ranks.
As a result, people who work in hierarchical systems have the
opportunity to advance in their careers, which in turn helps boost
morale and productivity.
There are numerous ways in which moving up and down the
organisational ladder benefits the organisation as a whole. It's
beneficial to be able to hire successors from within because leaders
and managers don't live forever or may relocate for various reasons.
Managers must be able to promote successors from lower levels in
the hierarchy when they fail.
Accountability is ensured by the use of hierarchy.

Finally, hierarchy does not give preference to the most senior
members of a company's management team over the rest.
The company's profits have dropped due to the failure of a
failed CEO, and this has resulted in the danger of job losses.
Hierarchies that work hold people in positions of authority
accountable for their actions and make plans to replace them if they
fail – sometimes by promoting people from within.
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That's how the organisation as a whole, including owners,

managers, and employees, benefits from a well-functioning
structure.
THE PROPER WAY TO MAKE INTRODUCTIONS;
USE OF COURTEOUS PHRASES AND LANGUAGE IN THE

WORKPLACE
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APPROPRIATE BUSINESS ATTIRE

In the workplace, business dress refers to clothing that is
appropriate for the job. There are many distinct forms of business
clothes, and each one may be appropriate in some situations but not
in others. For example, a suit may be appropriate for a job
interview, but it may not be appropriate for ordinary business at
your place of employment.
In order to fit in at work, employees must dress in accordance
with the company's standards of acceptable business attire.
Wearing a suit and a tie, as well as a business shirt, is
considered formal attire. Dressed-up sports jacket, dress pants, tie,
and shirt for the office. Dress shoes made of leather. Accessorize in
a conservative manner with a briefcase or portfolio made of leather.
Cologne and watches should be kept to a minimum.
Every business professional should dress in correct business
attire since it offers a professional image and conveys a message
that they are competent.
The clothes that employees wear to work are referred to as
"business attire". The appropriate clothes for the workplace can
differ from one organisation to the next, and even within the same
company.
BENEFITS OF BUSINESS ATTIRE

Your coworkers, bosses, and customers or clients will be able
to tell how professional and dedicated you are based on your outfit.
It's a good idea to focus on your performance rather than your dress
sense when it comes to impressing your coworkers. Your image can
be enhanced by cultivating it, and professional dress is an important
aspect of that image.
If you follow these pointers, you'll be able to present yourself
in your chosen business dress in the office with confidence. Dress in
accordance with these rules and create a wardrobe that is both
stylish and comfortable.
Impresses for a Long Time. The first impression you make on
a potential client is really important, therefore you don't want to
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make a terrible one at all. You and your staff are on the right track if
you wear formal attire, which demonstrates that you are serious
about your business and that you can be trusted.
TELEPHONE ETIQUETTES
Etiquette for using the telephone, including how you greet the
recipient, your tone of voice, and your word choice are just some
examples of how you should conduct yourself when using the
phone.
IMPORTANCE OF TELEPHONE ETHICS

In order to conduct business over the phone, it is important to
follow proper etiquette. According to your communication, the
customer makes an assessment of both you and your company. The
following example illustrates the need of following proper
telephone etiquette when conversing on the phone:
Professionalism Communicating
Professionalism is always demonstrated through good
telephone etiquette. As a result, it gives customers the impression
that their projects are in good hands. They'll almost certainly do it
again.
Impression
Communication over the telephone leaves a lasting
impression. When you use proper telephone etiquette, the person on
the other end feels valued. Telephone etiquette fosters a sense of
loyalty and trust in the minds of your potential customers. It
encourages customers to return to you time and time again for your
products and services.
Satisfied customers
Customers feel confident that their demands and requirements
will be met in person if they are satisfied with their phone
discussion. They get a well-rounded and consistent experience this
way.
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The Elements of Telephone Etiquette.

Every caller has a unique style of communication when using
the phone. But there are several rules and etiquette guidelines that
should be adhered to when using the telephone.
These are a few of the topics covered:

Salutations from a Companion It's important to make a good
impression on your caller by how you welcome them. The person
on the other end of the phone should be able to tell that you are
paying attention to what they have to say. Greeting someone with a
happy and upbeat attitude will elicit the same response. First, thank
you for calling, introduce yourself and your company, and inquire
what the reason for the call.
The way you move tells a story. When you're on the phone,
your body language, including your gestures and facial expressions,
has an impact on the other person. Using a pleasant voice and a
bright tone while speaking on the phone conveys the impression to
the other person that you are calm and at ease. In other words, even
when you're on the phone, your body language is still able to
communicate. It's important to project a professional image using
your body language.
The Voice's Tempo

Customers form opinions about your company based on the
way you treat them on the phone. The tone of your voice also
conveys your attitude. When speaking with the caller, make sure
your voice is firm but also polite. The beautiful sound of a pleasant
voice is a treat for the ears. Tact Inadvertently conveying
distressing, disturbing, or sensitive material over the phone is not
unheard of. As a result, it's vital to address the matter in a
professional manner at these times. To avoid offending the caller,
use words that are mild but firm.
155
Listening actively
Active listening is a key component of phone etiquette in the
workplace. Your caller deserves your complete attention, so try to
keep things as quiet as possible when you're on the phone. It
conveys the message that you value and are concerned about the
customer's experience.
Concluding Remarks
As you say your goodbyes, be sure to thank your customer
and get all he wants to say. This demonstrates to the client that your
company is customer-focused. Also, see if the customer is able to
get off the phone. There will be no unintentional snags thanks to this
method.
Business Phone Etiquette Tips

Answer the phone as soon as it rings, at least the first two or
three times. This creates a sense of belonging and importance. To
avoid confusion, the conversation should begin by identifying the
caller and his or her company. Building a relationship is easier when
you speak in an upbeat, confident tone of voice. Always go for a
156
smile and a nice demeanour wherever possible. When you're on the

phone, make sure there are as few distractions as possible. Listening
intently and taking notes at the same time is a good way to reaffirm
your grasp of the consumer on a regular basis. In the end, any
consumer wants to receive a sincere and kind message. Always get
the caller's consent before putting the phone on hold. Before you
properly end the call, make sure you've addressed all of the caller's
concerns and questions. On-the-Phone Etiquette: The Essentials The
following are some of the most important things to keep in mind
while on the phone: Responding to the Message The impression a
customer has of a company will be based on how they handle phone
calls. The caller will get a sense of the person's personality from the
first few things they say. Nobody enjoys dealing with a sluggish
customer service rep from a business. During a business or work-
related phone contact, professionalism must be the first concern.
The caller's problems can often be pinpointed with the help of a
thorough understanding of the company's policies and procedures.
The most important thing is to listen carefully to the person on the
other end of the phone before offering any solutions or cutting them
off. Nobody likes to feel ignored, and the person on the other end of
the phone should know that their troubles and concerns are being
taken seriously by the person on the other end of the line. Not
everyone enjoys the experience of being placed on hold. Putting a
business call on wait, especially if the consumer or client has
queries about the service, is often necessary. A person should be
informed ahead of time if they will be placed on hold, and they
should not be kept waiting for an excessive amount of time.. This
will irritate your consumer, and they may decide not to call or buy
from you in the future. Every call is important, and one should
never answer based on one's mood when dealing with consumers or
clients. When it comes to clients, there is no such thing as a little
issue. A company's reputation is built on the trust and loyalty of its
customers, so making each one feel special is essential.
157
TABLE ETIQUETTE
Etiquette refers to proper behaviour and manners when dining
in a formal setting. Table etiquette is critical to make a good
impression. They serve as clear indicators of your demeanour,
which is critical if you want to advance in your career.
During the Meal

• Take small bits of your food at a time and eat slowly.
• Close your mouth while you eat and don't chat while you're eating.
Food items, such as bread and salad dressings, should be
passed to the right.
With one in each hand, pass salt and pepper....
• Before you season your food, taste it.
First things First

Before you arrive, do some preliminary work. Be prepared by
contacting the restaurant ahead of time to find out its dress code. If
you're going to be late, be sure you know how to get there. Confirm
with the rest of your group where and when you'll be meeting. If
you have a child or a pet to care for while you dine out, take care of
such issues before you arrive at the restaurant.
158
Before You Eat

The cloth napkin should be folded and placed over your lap as
soon as you sit down at the table. The napkin may be unfolded for
you by a waitress or host in some high-end restaurants, so don't be
startled if this happens. Just nod your gratitude. Make sure your
napkin is folded properly and placed on the table, customarily to the
left of your fork. While you're gone, your napkin may be refolded or
replaced by a member of the staff. Pay attention to what your
companions are ordering when making a purchase. You may not
want to be the only one at the table ordering soup if no one else is.
When it comes to booze, this is especially true at business dinners.
It's quite acceptable to order a starter or share one if everyone else is
doing so.
Navigating the Table

Close proximity to other tables can lead to uncertainty over
who has which plates, cups, and other tableware. You can use the
simple "eat to your left, drink to your right" rule to assist you
understand. Glasses of water or wine should be placed to the right of
your plate, while your bread plate should be placed to the left
Regardless of how many forks you're presented with, eat from
the outside in. The outermost utensils should be used for each
course, moving closer to the dish as you progress. In the event that
only one fork or knife is set, utilise it for the current course—it will
be replaced for the following one. You should avoid reaching across
someone else's plate or fully extending your arm to grab something
that is in front of them, even if you can reach it. As an alternative,
you can ask the person sitting closest to the object you want to get
hold of it for you. Because other visitors will not have to go about to
find one or the other if you pass the salt and/or pepper, it is best to
always pass them together, even if only one person requests it.
How do you feel about your stance? Avoid slouching or
tipping your chair back, but don't feel forced to sit perfectly erect.
Keeping your elbows off the table is normally recommended,
although resting your forearms gently on the table is generally fine.
159
Use the table only between courses if you absolutely must rest your
elbows on it. In the event that you are unsure about whether or not
you should rest, do not.
Time to Eat
If bread is on the table, you are welcome to eat a slice at any
moment, but it is courteous to first give the basket to others. – It is
customary to use a bread dish, if one is available, for storing
unfinished bread and a butter knife, respectively. The right way to
butter bread is to break it into small pieces and eat each one at a
time.
You should pay attention to your dining mates again when the
food appears for any course. In general, you should wait until
everyone at the table has been served before you begin eating. A
toast may be made at the beginning of a large meal, or on a special
occasion, in order to set the tone for the meal. It is OK to begin
eating if the majority of the table has been served and those who
haven't yet been served ask that everyone begin. Don't be hesitant to
pick up items like sandwiches, ribs, corn on the cob, or chicken
wings that are clearly meant to be eaten by hand. Some delicacies,
such as whole artichokes, crab legs, and oysters, can be eaten with
both hands and utensils. However, in fine dining establishments,
you may use a fork to consume things like French fries or asparagus
spears that you would normally eat with your hands. When it comes
to eating with a knife and fork, you may want to avoid ordering
items that fall into this grey area.
Certain habits, such as exposing the food in your mouth or
making nonverbal noises, should be considered unacceptable at the
dining table. Make sure you don't slurp, chomp, grunt, burp, slurp,
or swallow with your mouth open. When dining out, it doesn't
matter if you observe these routines at home or not. Generally
speaking, avoid drawing attention to your eating habits at all costs.
While it's not a formal regulation, it's common courtesy to eat at the
same pace as the rest of the table. Despite your hunger, you should
not eat your food in five minutes flat. If you're dining with someone
160
who eats more slowly, go ahead and follow their lead. As a result,
any difficulty that may arise from the clearing of certain dishes
before the completion of others is avoided.
Leaving the Table

There are a few situations in which getting up from the table
during a meal are preferable. Using the restroom is the ideal option
if you need to adjust your cosmetics, blow your nose, wipe
something out of your teeth, or take care of any other grooming
issues. Whenever you have to take a call or respond to a text
message on your phone, you should get up and leave the table. It's
preferable to put your phone on silent or vibrating in order to avoid
answering it at all in many scenarios. The image you convey by
picking up the phone is that the person on the other end of the phone
is more important than the person in your presence.
After the Meal

The utensils you've used should be returned to your plate, not
the table, once you've finished eating. It is common practise for
diners to place their fork and knife together on their plates when
they are finished eating. Resting your knife and fork in different
spots on the plate is a common way to indicate that you're still
eating.
When you're done, don't move any dishes or push them away.
You have the option of allowing a server to remove them while they
remain in their current location. You should fold your napkin before
placing it on the table after your last course. • As a general rule, be
kind, respectful, and considerate of others. Both your eating
companions and the restaurant personnel should be treated with
respect. Keep in mind that everyone at your table is there to have a
good time. Instead of obsessing over following every single
etiquette code, focus on making sure your behaviour enhances the
experience.
161
REFERENCES
1. Business Communication by N. Gupta (Author), K.

Jain (Author), P. Mahajan (Author)
2. Business Communication by Sri Jin Kushal (Author), Sangita
Mehta (Author)
3. Business Communication by Meena Agarwal)
4. Business Communication N.S. Raghunathan and B.
Santhanam from Margham Publication
5. Business Communication by V.K. Jain (Author), Om Prakash
Biyani (Author)
6. Business Communication by J.Priyadharshini, Dr. B. Joy
Suganya,)
162
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Dr. Seema Zagade

SR.NO. MODULE PAGE NO.

Communication in the business world is always geared

MEANING AND DEFINITION OF BUSINESS COMMUNICATION

Communication in the workplace:

Information or news about the business is transmitted among

CHARACTERISTICS OF BUSINESS COMMUNICATION

Despite the fact that communication is dynamic, it never

activities connect the organisation with other organisations, the

SEVEN C’S OF EFFECTIVE COMMUNICATION

language. The following characteristics characterise concise

Messages are more meaningful when they are conveyed in

Checks the accuracy and precision of information in the

IMPORTANCE OF COMMUNICATION SKILLS IN

Communication skills help to do strategic business planning

Communication skills help to manage people and sources

Effective Communication skills help to promote business

individuals. However, it is a form of marketing, both directly and

Communication skills enhance the innovative capabilities of

their employees as individuals rather than as members of a larger

to open them. Using email marketing to target clients based on their

Social Networking Websites

SMS reigns supreme when it comes to one-on-one lead generation

Communication is of several types and may be classified as follows:

On the basis of channel

In terms of speed and convenience, verbal communication is the

On the basis of purpose and style

BASIC FORMS OF COMMUNICATION

FORMS OF COMMUNICATION ON THE BASIC OF

Non – Verbal Communication:

Body language or kinesics:

at a plant, for example, the workers are quickly alerted. A wide

ON THE BAISC OF DIRECTION

Lateral or Horizontal Communication:

manager directly communicates with the accounts clerk. The strict

ON THE BASIC OF RELATIONS

ON THE BASIC OF RELATIONS

relationship between the two people. It is the most adaptable and

Physical Barriers to Communication

Cultural Barriers of Communication

Organizational Structure Barriers

Although these are not essential, they can be compensated and

necessary for good listening, according to the findings of their

i. Be attentive and friendly;

STRATEGIC IMPORTANCE OF E COMMUNICATION

In order to achieve organisational objectives, employees and

ADVANTAGES OF NON-VERBAL COMMUNICATION:

Nonverbal signs of communication, especially for deaf

DISADVANTAGES OR LIMITATIONS OF NON-VERBAL

should be researched in order to express these inner bodily

POSTURE AND BODY ORIENTATION

prosody, the collection of sonic qualities such as pitch, tone, and

the listener perplexed as to the speaker's true intent. When praise is

Paralinguistic conclusions can be difficult to draw because

TYPES OF MANAGERIAL SPEECHES:

Speeches about Objects

Speeches about Events

Speeches about Processes

Speeches about Concepts