Unit 4

Introduction to employment communication

Employment communication revolves around written communication and conversation
between the employer and the job-seekers. The employer communicates with the job-
seeker or prospective talents about the vacancies, company culture, perks and benefits
and security, etc.Employee communication is often defined as the sharing of information
and ideas between the management of an organization and employees and vice versa.
It is essential for an organization’s success that there are many different channels
available to communicate with your employees as well as your customers. Social media
definitely has certainly increased the scope of communication. With the advent of social
media, the number of options for communication has increased. You can share
information among your employees almost instantaneously. As the speed of
communication increases the challenges for communicating effectively also change.
Email, face-to-face communication, live chats there are so many different channels for
effective employee communication. But also, what works for one organization may not
work for the others. You need to identify what mode of communication works perfectly
within your organization. Employee communication has changed over the years, in the
past decade most parts of the communication was face-to-face. Now we have a
plethora of different channels of communications.

Modes for employee communication

There are multiple channels that can be used for employee communication, but we
have shortlisted these 3:
1. Traditional methods
Traditionally communicating with your employees has been a top-down process.
Management creates policies, procedures, etc. and they are circulated amongst the
employees. These traditional methods are only one way of communication.
To achieve desirable results it is important, channels of communication should be two
ways. Papers and memos and traditional ways are all good, but the world is evolving
and so should your practices.
2. Email
All most all organizations across the globes communicate with their employees via
emails or instant messaging for their daily communications. From updates to latest
organizational developments your employees can stay informed and up to date at all
times.
The advantage of emails messaging is the speed of communication and the ability to
communicate with everyone in the organization at the same time. A big disadvantage
though could be people assuming the tone.
3. Cell phones and social media
Your employees carry a very powerful tool of communication with them and that is the
cell phone. These days phones are no longer attached to the desk. Cell phone
technology enables your employees to stay in touch with whatever that is happening
within the organization even if they work remotely.
One powerful platform that organizations have adopted as a part of employee
communication is social media. Your employees can access these platforms from
literally anywhere. These sites are definitely increasing the usage of handheld devices
also allowing everyone to be constantly in touch with anything that goes around within
the organization.
Importance of effective employee
communication
Employee communication is no rocket science, but if not done correctly can surely have
a negative effect. But let’s not go that way, let’s keep things positive, here is how having
effective employee communication benefits:
1. Employee engagement: If you communicate regularly with your employees and
in an effective manner they are much more engaged with the organization and
have a more positive employee attitude towards their work and the organization.
2. Consistency: If your employees understand know what they are wanting to
achieve in a particular in the organization, you as an organization can see a
much more consistent approach and less tendency of people coming up with
interpretations of what they think of what you have said.
3. Feedback: Regular communication invites people to get into a healthy
discussion. Communication is a dialogue after all and dialogue would need two
people communicating, expressing their concern or giving feedback. This
facilitates a culture of sharing ideas and knowledge.
4. Understanding of organizational goals: Effective communication helps
employees understand how they can align their professional goals with that of
the organization. They can understand how they can fit into a bigger picture.
5. Change is the only constant: True! But are your employees adaptable to
sudden changes? If the employees are communicated to effectively about the
change around them they respond positively to it. It also helps identify champions
in your organization, ones who are willing to accept change and rise.
5 Tips to improve employee communication
Most organizations plan meticulously how to best engage their external audience, but
they conveniently forget about their most important constituency: employees. High
performing organizations make sure employee communication is their priority and this is
one of the reasons they stand out!
Here are the top 5 tips to improve employee communication in your organization
1. Communicate with clarity
Overusing jargon or technical terms will only lead to more misunderstanding. Be clear
while communicating.
2. Set the tone
Management and leadership of the organization need to set the tone right. The need to
be accessible and they need to understand that there is a certain relation between
strategic employee communications and organizational goal achievement.
3. Know your employees
You don’t need to communicate differently with different employees, you just need to
know your employees. To understand the perception of your employees surveys them
regularly.
4. Use multiple channels
Most people need to hear or read the message multiple, least the message is lost in
translation. Distribute your message through various channels so that it reaches people
well within time.
5. Measure the effectiveness
No communication should be without a set objective, else the purpose of
communication is entirely lost. There are many ways to facilitate communication, but
what’s the point if it falls on deaf ears. Make sure you regularly measure the
engagement and ask employees if the communication strategy works.
What is a Curriculum Vitae?
A curriculum vitae, often abbreviated as CV, is a document that job applicants use to
showcase their academic and professional accomplishments. It is used to apply for
positions within areas where a person’s specific knowledge or expertise is required. A
curriculum vitae is usually longer than a resume and must include the information that
the recruiter needs to verify the skills, experience, and educational qualifications of an
applicant.

What to Include in Your CV

The information included in the CV may vary from one applicant to another, since some
applicants may choose to include only the information that is relevant to the job they
are applying for. The following are the typical components of a curriculum vitae:
1. Personal information
At the top of the curriculum vitae, write your full name and contact information such as
phone number, email address, registered mail address, etc.
2. Education
Education information includes a list of the education programs you pursued and the
years and name of the institution you attended. Ideally, you should include information
on college, graduate school, and post-graduate schools you attended, the courses you
pursued, and the year when you graduated from the program.
Some employers may also require you to indicate the grades/awards you obtained at
various education levels. Employers use the education information to determine if your
professional qualifications match the job requirements of the position you are applying
for.
3. Work experience
The work experience section requires you to list your recent work experience that is
relevant to the position you are applying for. For each position you’ve previously held,
indicate the name of the employer (company), your specific roles, and the duration of
the employment.
Also, make sure to give a summary of the duties you performed at each company and
any accomplishments/awards given by the employer. List the relevant work experience
starting from the most recent positions you held.
4. Honors and awards
If you’ve been given any awards either at the academic level or during your previous
employment, list them here. The awards may include dean awards, honorary degrees,
presidential awards, professional certifications or awards, or awards given by an
employer for excellence.
5. Skills
If you possess certain skills and you have not mentioned them in the other sections in
the curriculum vitae, list them here. The skills may include language skills, computer
skills, driving skills, advanced software skills, etc. They should be relevant to the job you
are applying for.
6. Publications and presentations
If you’ve published academic or conference papers, you should list them in this section.
You should include papers that you have solely written, those co-authored with other
people, as well as those you have contributed to. Remember to indicate the name of the
papers, year of publication, and names of co-authors, if applicable.
Also, include papers that have been presented during conferences and associations, and
indicate the name of the paper, the name of the conference, and the date when the
paper was presented. This section is included when applying for an academic position.
7. Professional memberships
The prospective employer may require the applicants to be members of specific
professional bodies. This section mostly applies to select positions such as accountants,
engineers, surveyors, IT professionals, etc. List all the professional bodies and
associations that you belong to and the status of your membership.

How to Format a CV
The following are some of the rules that you should follow when formatting your
curriculum vitae:
1. Length
The CV should not be too long and not too short. The length of the CV depends on the
education and working experience you have amassed over the years. For entry-level
positions, the CV length can be one to two pages, while the length can go up to 10
pages for positions that require higher qualifications and more experienced personnel.
2. Font size
When writing a curriculum vitae, use a font that is easy to read and apply it to the whole
document. The recommended font styles include Arial, Calibri, Cambria and Times New
Roman. The font size should be between 10 to 12 points. The headings should be
boldened to distinguish them from the other information and make the CV organized.
3. Proper grammar and spelling
Sending a CV that has spelling, tense, or grammar errors would only serve to spoil your
chances of getting shortlisted for an interview. Before sending the CV to your
prospective employer, make sure to check it several times to correct any errors.
Alternatively, ask a friend to review the CV for any errors.

Curriculum Vitae vs. Resume

While both CVs and resumes are used by people applying for jobs, a CV is most often
used by someone with published works and research. A resume, on the other hand, is
usually only one page long, and the information included is not as detailed. A resume
still includes the individual’s work history, educational background, skills, career
objectives, and other personal information.
Admittedly, even knowing the differences and similarities between the two documents,
deciding which one to use for what still seems to be difficult. So here are some points to
remember:
1. Anyone who is from the US and Canada knows that most employers and
recruiters require a resume. After all, not everyone wants to spend the time
delving into a three-page curriculum vitae when they can ask questions during
 the interview itself. Anyone applying for a job in the US and Canada is expected
to submit a resume.
2. Most European countries, such as the UK and Ireland, use the curriculum vitae
extensively, taking the European Union CV format as a template. New Zealand
also prefers to use it more than the resume.
3. Australia, South Africa, and India adhere to a different set of “rules” on the use of
the two documents, citing that the curriculum vitae and the resume can be used
interchangeably. However, it is common to find in these countries that the CV is
used when applying for a job in the private sector and the resume for jobs public
service

Student CV example
Internship resume example
As a student, it’s ideal to have relevant internship experience in your field before you
graduate, as employers ultimately want a candidate that has work experience so that
they can trust the individual will be prepared to excel in the position they’re applying
for.
If you know which company or firm you want to work at, having previous internship
experience at that organization can also help you transition to full-time employment
once you’ve graduated.
However, because many students recognize the value of internships in preparing
them for the professional world, competition for the best ones is fierce. You’ll need to
write a clear, targeted resume for your internship that displays your academic
background, expertise, and skills if you want a hiring manager to call you in for an
interview.
 Group Discussion- Definition and What is it about?
A Group Discussion, often abbreviated as GD, is a popular evaluation technique used by
employers during the recruitment process.

It is a structured conversation involving a group of individuals, usually between 6 to 15

participants, who gather to discuss a specific topic or problem.

The primary goal of a group discussion is to assess a candidate's ability to communicate,

collaborate, and present their ideas effectively within a group setting.

Group discussions play a crucial role in assessing not just an individual's knowledge but
also their interpersonal skills, teamwork, and ability to think on their feet.

What is a Group Discussion About?

1. Testing Communication Skills

One of the key objectives of a group discussion is to evaluate a candidate's communication

abilities.

Participants are expected to express their thoughts clearly, concisely, and logically.

Effective verbal communication, including listening to others and responding thoughtfully, is a

critical skill that employers seek in potential employees.
2. Teamwork and Leadership

Group discussions help employers identify how well candidates can work in a team. It's not just
about presenting your views but also about listening to others, acknowledging their perspectives,
and fostering a collaborative environment.

Additionally, it offers a chance for employers to observe emerging leaders who can guide the
discussion and maintain order within the group.
3. Problem-Solving and Decision-Making

In many group discussions, participants are presented with a problem or a case study to discuss.

This assesses their problem-solving and decision-making skills under pressure.

Employers are keen to identify candidates who can analyze situations, think critically, and
propose effective solutions in real time.
4. Knowledge and Awareness
 Group discussions often revolve around current affairs, social issues, or industry-related topics.

Being well-informed and having a good understanding of these subjects can give candidates an
advantage.

Employers look for candidates who can contribute meaningful insights and stay updated with
relevant information.
5. Time Management

Group discussions are typically time-bound, so time management is another skill being tested.
Candidates must make their points and engage in the discussion while adhering to time
constraints.
6. Convincing and Persuasive Skills

Participants may need to persuade others to accept their point of view during a group discussion.
Being persuasive, yet respectful, is a valuable skill in a professional setting.
7. Handling Pressure

Group discussions can be challenging, especially when participants have differing opinions and
the clock is ticking.

How candidates handle stress, maintain composure, and continue to contribute constructively is
closely observed.

Importance of Group Discussions

Group discussions (GDs) are a critical component of job interviews, serving as a
dynamic platform to assess a candidate's interpersonal skills, communication abilities,
and problem-solving acumen.

GDs simulate real-world professional scenarios, allowing employers to evaluate how

well individuals collaborate and contribute within a team environment.

GDs are important in a Job Interview as they:

 Assess communication skills.

 Evaluate teamwork and collaboration.

 Tests problem-solving abilities.

 Identifies leadership potential.

 Gauges knowledge and awareness.

 Measures time management.

 Observe persuasive skills.

 Evaluate adaptability and flexibility.

 Assesses stress management.

 Provides insight into personality and interpersonal dynamics.

What Are The Types Of Group Discussions?

Group discussions come in various formats, each designed to assess specific skills and
qualities in participants. Different types of group discussions include:

Topic-based Group Discussion

In a topic-based GD, participants are given a specific subject or theme to discuss.

This type is often used in academic settings, where students are asked to share their
views on a given topic.

It can also be used in job interviews to evaluate the candidate's knowledge and ability to
articulate their thoughts.

Case Study Group Discussion

In this type of GD, participants are presented with a real or hypothetical scenario or case
study.

They must analyze the situation, identify issues, and propose solutions. Employers use
this format to assess problem-solving abilities and decision-making skills.

Role-Play Group Discussion

Role-play GDs involve participants assuming specific roles or characters and discussing
a scenario or problem as if they were the people they're representing.

It's an effective way to evaluate empathy, creativity, and the ability to think from
different perspectives.

Structured Group Discussion

Structured GDs are more formal and controlled. Participants may take turns speaking,
and the discussion follows a predetermined agenda or set of questions.

This format is common in academic settings and research-related discussions.

Debate Group Discussion

A debate-style GD involves participants taking opposing sides on a given topic and
presenting arguments to support their position.
This type assesses participants' ability to construct logical arguments, counter opposing
viewpoints, and communicate persuasively.

Fishbowl Group Discussion

In a fishbowl discussion, a smaller group of participants sits in the center and discusses
a topic while the larger group observes.

This format is often used for training and development purposes, allowing observers to
learn from the discussion in progress.

Group Problem-Solving Discussion

Participants work together to solve a complex problem or challenge. This type assesses
teamwork, collaboration, and the ability to collectively find solutions.

Controversial Group Discussion

In a controversial GD, participants are given a contentious or polarizing topic to discuss.

This format is designed to evaluate how well candidates can handle sensitive or
provocative subjects and communicate respectfully.

Brainstorming Group Discussion

Participants engage in a brainstorming session to generate ideas and solutions related to
a specific topic or problem.

This type assesses creativity, ideation, and the ability to contribute to a collective idea
pool.

Interview Panel Group Discussion

In some job interviews, candidates are asked to participate in a group discussion with
other applicants.

This format helps assess interpersonal skills, adaptability, and the ability to handle
group dynamics under interview conditions.

Online Group Discussion

With the rise of remote work and virtual interviews, online group discussions have
become more common.

Participants engage in discussions through video conferencing or text-based platforms,

which may have their unique dynamics and challenges.

These various types of group discussions allow employers and educators to evaluate a
wide range of skills and qualities, making it a versatile tool for assessing candidates and
students in different contexts.

Each type serves a specific purpose, and the choice of format depends on the goals of the
evaluation.
 When is the best time to speak in a group discussion?
You can't wait to get a chance to speak in a GD but you can also not get aggressive or
speak over others. So when exactly is it your turn?

Speak first!
If you are a dynamic person by nature and you feel confident about your knowledge on
the topic (provided by the moderator), then don’t waste time. Initiate the action!

I wanted to go first, but someone else did. What now?

If you feel your opinion differs from that of the group’s initiator, react by opposing
his/her move mildly. Put forth new ideas and give the group discussion a fresh
dimension.

I had a great idea but it just got stolen.

This is your chance to hook onto others’ ideas. Thank them for bringing the point into
the picture and supporting their idea with substantial facts and/or data points.

I don’t have any points to make. What to do?

Do not be a bystander. You can conclude the GD with a kickass summary.

If you have no clue about the GD topic on the table, keep noting important points
presented by fellow participants.

Remember, speaking last in a GD leaves a great impression on the moderator. So you

haven’t lost the battle yet!

Which Skills are Evaluated in Group Discussions?

Group discussions (GDs) serve as a comprehensive assessment tool, evaluating a diverse
set of skills and qualities in participants.

In a GD, candidates are observed for their communication, teamwork, problem-solving,

and leadership abilities.

Here are ten key skills assessed in a group discussion and how they are evaluated:

1. Communication Skills: GDs gauge a candidate's ability to articulate thoughts clearly and
effectively, ensuring that they convey their ideas coherently and listen attentively to others.
2. Teamwork: Candidates need to collaborate, respect others' viewpoints, and create a cooperative
atmosphere within the group, demonstrating their capacity to work as part of a team.
3. Leadership: Emerging leaders can guide the discussion, maintain order, and encourage
participation without dominating the conversation.
4. Problem-Solving: Participants must analyze issues, propose practical solutions, and make
informed decisions, showcasing their problem-solving abilities.
5. Knowledge and Awareness: Being well-informed on relevant topics allows candidates to
contribute meaningful insights and exhibit their awareness of current affairs or industry-specific
matters.
6. Time Management: Adhering to time constraints while contributing to the discussion
demonstrates effective time management skills.
7. Persuasive Skills: Candidates may need to persuade others to accept their viewpoints
respectfully, highlighting their ability to influence and convince.
8. Stress Management: GDs can be challenging, evaluating how candidates handle stress and
maintain composure under pressure.
9. Critical Thinking: The ability to think critically and analyze information is assessed when
candidates evaluate complex issues or scenarios.
10. Adaptability: Demonstrating flexibility in adjusting to the dynamics of the group discussion and
adapting to changing circumstances reflects adaptability and openness to different perspectives.

Tips To Be Successful In A Group Discussion

Participating effectively in a group discussion can be a valuable skill, whether in a job
interview, academic setting, or other group situations.

To succeed in a group discussion, consider the following tips:

1. Understand the Purpose: Begin by understanding the goal of the discussion, whether it's to
assess your knowledge, problem-solving abilities, or communication skills.
2. Research the Topic: If possible, research the topic beforehand to have a basic understanding.
Being informed will help you contribute meaningfully.
3. Active Listening: Pay attention to what others are saying. Active listening allows you to respond
thoughtfully and build upon others' points.
4. Initiate and Contribute: Don't wait for your turn to speak; initiate the discussion when
appropriate. Contribute relevant and concise points.
5. Respect Others: Treat fellow participants with respect and courtesy. Avoid interrupting and
acknowledge their viewpoints, even if you disagree.
6. Speak Clearly and Confidently: Articulate your thoughts clearly and confidently. Maintain
good eye contact and use appropriate body language.
7. Structure Your Thoughts: Organize your ideas logically before speaking. Use a clear structure,
such as introducing your point, providing examples, and concluding.
8. Use Evidence and Examples: Support your arguments with facts, examples, or anecdotes to
strengthen your position.
9. Avoid Jargon and Overuse of Filler Words: Use plain language, and minimize the use of
jargon, slang, or filler words like "um" and "uh."
10. Stay on Topic: Keep the discussion focused on the main subject and avoid going off on
tangents.
11. Handle Criticism Gracefully: If someone challenges your viewpoint, respond with composure
and respect, defending your position rationally.
12. Stay Calm under Pressure: Group discussions can be intense; remain calm, maintain
composure, and avoid getting flustered.
13. Practice Beforehand: If possible, practice group discussions with peers or mentors to refine
your skills and gain confidence.
14. Reflect and Learn: After the discussion, reflect on your performance and identify areas for
improvement. Learning from each experience is essential.
15. Dress Appropriately: In a formal setting, dress professionally to make a positive impression.

Common Mistakes to Avoid in a GD Round

Here are some mistakes to avoid in your next GD round:

Deviating from the subject:

Focus on your points alone and do not let other candidates push you out of the topic. Be
poised and stay calm if they try to agitate you.

Losing neutrality and making personal attacks:

Maintain your calm and keep your debate down to earth. This is just an interview round,
not a war.

Focusing on quantity rather than quality:

As discussed previously, gather your thoughts and give them a structure mentally before
speaking.

Dominating too much:

Do not sound bossy and snub everyone with snide remarks or too many points. This will
only fetch negative marks.

Quoting too many facts and figures:

Mentioning quotations and facts is a good way of scoring points. But don’t go overboard
with them. Maintain a balance while you speak.

Analyzing a topic poorly or starting in haste:

Listen carefully, think, and then speak. Speak first only if you are confident about the
topic. Don’t be in a hurry to start first. You may end up speaking rubbish.

Staying tight-lipped:
This is an interactive round to check your communication skills within a group. So,
speak up to add value to the GD round.
What is an intranet?
An intranet is a private network contained within an enterprise that
is used to securely share company information and computing
resources among employees. An intranet can also be used for
working in groups and teleconferences.

Intranets encourage communication within an organization. They let

employees easily access important information, links, applications,
forms and databases of company records. A database that includes
all the usernames of employees who have access rights to the
network is often used to maintain intranet security.

How are intranets used?

Organizations use intranets in a variety of ways depending on their
needs. These include the following:

 Central repository. Intranets become the

main repository where important information and company
data are stored.
 Collaboration. These internal networks provide a way to share
information that makes it easier for employees to work
together.
 Personalization. Intranets provide personalized content to
employees based on their role within the company.
 Communication. They make employee directories, company
news and organization charts readily available, improving
internal corporate communications.
 Easy access to information. Intranets provide easy access to
information about company policies, benefits and updates.
 Social elements. Social media features let employees create an
account, post content and status alerts and browse a newsfeed.
 Project management. To-do lists, employee directories, status
updates and other resources aid users in project management.
 Automation. Intranets streamline everyday activities by helping
to automate repeatable tasks.

How do intranets work?

A secure and reliable intranet requires a web server that manages
requests for data hosted on the server. The web server finds
requested files and delivers them to the appropriate user. A content
management system should also be set up to control the creation,
publication and management of intranet content.

An intranet may also consist of many interlinked local area

networks (LANs), as well as leased lines connecting to wide area
network resources. The intranet's web server uses TCP/IP, HTTP
and other internet protocols. Typically, an intranet includes
connections through one or more gateway computers to the
outside internet and external resources.

To access their company intranet, employees must have a special

network password and be connected to the company LAN. Remote
employees access the intranet through a virtual private network
(VPN) or another secure connection. The VPN lets users not
actually connected to the required LAN sign into the intranet and
access all the same information and functions that would be
available had they been connected to the LAN.

Firewall software is essential to the security of an organization's

intranet. It stands between the outside internet and the private
intranet. The firewall will track all incoming and outgoing data
packets to confirm they do not contain unauthorized or suspicious
requests. Firewalls also ensure malware and other malicious attacks
do not penetrate the intranet.

When a segment of an intranet is made accessible to customers,

partners, suppliers or others outside the company, that segment
becomes part of an extranet. A firewall is especially important to
secure intranet networks that include extranet extensions.

The intranet generally looks like a private version of the internet.

With tunneling, companies can send private messages through the
public network. They use special encryption and decryption and
other security safeguards to connect one part of their intranet to
another.

Hosted software applications also provide intranets. Instead of a

company having its own private server, it buys intranet software that
performs the same functions as traditional intranets. Some modern
intranets operate similarly to social media applications that connect
to an array of corporate applications. These applications are also
called employee experience platforms.

What are the advantages of an intranet?

Some potential benefits of using an intranet include the following:

 improved communication, information sharing and

collaboration within a business;
 simplified records management;
 streamlined tracking of requests;
 a testing environment for new ideas before they are
implemented on a company's webpage;
 improved corporate culture that focuses on employees and
encourages participation and interaction; and
 a favorable return on investment from low implementation and
operating costs.
What are the disadvantages of an intranet?
There are also challenges when implementing an intranet, including
these:
 Low user participation rates can result in a lack of the content,
communications and documents needed to make the intranet
beneficial.
 The high cost of personnel leads to inadequate support for
intranet users. As a result, when software bugs or other issues
arise, problems are not resolvedquickly.
 The network must be managed, with regular inspections and
maintenance checks to ensure it is running properly and
content is fresh and relevant.
 A lack of proper ownership or ownership being distributed
among groups complicates network responsibilities and
management.
 A lack of mobile device and remote support creates problems,
including limiting the ability of remote workers to access
information on the intranet.
How do intranets, the internet and extranets
differ?
The internet, intranets and extranets are different types of networks
with some similarities and overlapping aspects.

Internet

The internet works on a public network that anyone can access.

There are no limits on who can access the internet, other than users
must have access to a computing device that's connected to the
internet. The public internet can have unlimited users at any one
time, but it is more vulnerable to attackers than an intranet.

Intranet

An intranet works on a private network of computers. Only

authorized people and systems can access it. They also must connect
to the intranet via the required LAN or VPN. An intranet typically
can host a specific number of users.
Extranet

An extranet is an intranet that grants access to those outside of an

organization to certain information and applications. Third parties
such as customers, vendors and partners are given access to certain
parts of the organization's intranet.

What are intranet best practices?

Intranets were developed around the same time as the internet and
evolved alongside it. Some best practices for an intranet strategy in
the modern Digital workplace include the following:

Multichannel approach. A modern intranet should incorporate

other team collaboration tools inside the main intranet application. It
should centralize disparate applications, which may include
collaboration and communication tools, tools for virtual conferences
and line-of-business applications.

Optimize for remote work. Many older intranet platforms were not
optimized for mobile or remote workers. Intranet applications
should be easy to access without the use of a corporate desktop or
laptop PC. Intranets should let remote workers access resources
without having to be online constantly.

What are examples of intranets?

Intranet platforms are available from large vendors and
smaller startups. They include the following:

 Axero
 Blink
 Facebook Workplace
 Happeo
 HCL Connections
 HyperOffice Atlas
 Jostle
 Microsoft SharePoint
 Microsoft Yammer
 Passageways OnSemble
What is Internet? Definition, Uses, Working, Advantages and
Disadvantages
The Internet is the foremost important tool and the prominent
resource that is being used by almost every person across the
globe. It connects millions of computers, webpages, websites,
and servers. Using the internet we can send emails, photos,
videos, and messages to our loved ones. Or in other words, the
Internet is a widespread interconnected network of computers
and electronic devices(that support Internet). It creates a
communication medium to share and get information online. If
your device is connected to the Internet then only you will be
able to access all the applications, websites, social media apps,
and many more services. The Internet nowadays is considered
the fastest medium for sending and receiving information.

Difference Between World Wide Web and the

Internet
The main difference between the World Wide Web and the Internet
are:

World Wide Web Internet

All the web pages and web

documents are stored there on
the World wide web and to The Internet is a global network of computers that is
find all that stuff you will accessed by the World wide web.
have a specific URL for each
website.

The world wide web is a

The Internet is an infrastructure.
service.
 World Wide Web Internet

The world wide web is a

The Internet is the superset of the world wide web.
subset of the Internet.

The world wide web is

The Internet is hardware-oriented.
software-oriented.

The world wide web

The Internet uses IP Addresses.
uses HTTP.

The world wide web can be

considered as a book from the
The Internet can be considered a Library.
different topics inside a
Library.

Uses of the Internet

Some of the important usages of the internet are:
 Online Businesses (E-commerce): Online shopping
websites have made our life easier, e-commerce sites like
Amazon, Flipkart, and Myntra are providing very spectacular
services with just one click and this is a great use of the
Internet.
 Cashless Transactions: All the merchandising companies
are offering services to their customers to pay the bills of the
products online via various digital payment apps like Paytm,
Google Pay, etc. UPI payment gateway is also increasing day
by day. Digital payment industries are growing at a rate of
50% every year too because of the INTERNET.
 Education: It is the internet facility that provides a whole
bunch of educational material to everyone through any server
across the web. Those who are unable to attend physical
classes can choose any course from the internet and can
have point-to-point knowledge of it just by sitting at home.
High-class faculties are teaching online on digital platforms
 and providing quality education to students with the help of
the Internet.
 Social Networking: The purpose of social networking sites
and apps is to connect people all over the world. With the
help of social networking sites, we can talk, and share
videos, and images with our loved ones when they are far
away from us. Also, we can create groups for discussion or
for meetings.
 Entertainment: The Internet is also used for entertainment.
There are numerous entertainment options available on the
internet like watching movies, playing games, listening to
music, etc. You can also download movies, games, songs,
TV Serial, etc., easily from the internet.
Security and the Internet
Very huge amount of data is managed across the Internet
almost the time, which leads to the risk of data breaching and
many other security issues. Both Hackers and Crackers can
lead to disrupting the network and can steal important
information like Login Credentials, Banking Credentials, etc.

Steps to Protect the Online Privacy

 Install Antivirus or Antimalware.

 Create random and difficult passwords, so that it becomes
difficult to guess.
 Use a private browsing window or VPN for using the Internet.
 Try to use HTTPS only for better protection.
 Try to make your Social Media Account Private.
 If you are not using any application, which requires GPS,
then you can turn GPS off.
 Do not simply close the tab, first log out from that account,
then close the tab.
 Try to avoid accessing public Wifi or hotspots.
 Try to avoid opening or downloading content from unknown
sources.
There is an element of the Internet called the Dark Web, which
is not accessible from standard browsers. To keep safe our
data, we can use Tor and I2P, which helps in keeping our data
anonymous, that helps in protecting user security, and helps in
reducing cybercrime.
Social Impact of the Internet
The social impact of the Internet can be seen in both ways.
Some say it has a positive impact as it helps in gaining civic
engagement, etc. whereas some say it has a negative impact as
it increased the risk of getting fooled by someone over the
internet, getting withdrawal from society, etc.
Whatever the impact of Social Media, one thing is that it
changed the way of connecting and interacting with others in
society. The number of people increasing day by day on social
media platforms which helps in constructing new relationships
over social media, new communities are made on social media
in the interest of the people. Social Media platforms like
Facebook, Instagram, LinkedIn, etc are the most used social
media platform for both individual and business purposes where
we can communicate with them and perform our tasks.

Advantages of the Internet

 Online Banking and Transaction: The Internet allows us to
transfer money online through the net banking system.
Money can be credited or debited from one account to the
other.
 Education, Online Jobs, Freelancing: Through the Internet,
we are able to get more jobs via online platforms like
Linkedin and to reach more job providers. Freelancing on the
other hand has helped the youth to earn a side income and
the best part is all this can be done via the INTERNET.
 Entertainment: There are numerous options for
entertainment online we can listen to music, play games can
watch movies, and web series, and listen to podcasts,
youtube itself is a hub of knowledge as well as entertainment.
 New Job Roles: The Internet has given us access to social
media, and digital products so we are having numerous new
job opportunities like digital marketing and social media
marketing online businesses are earning huge amounts of
money just because the Internet is the medium to help us to
do so.
 Best Communication Medium: The communication barrier
has been removed from the Internet. You can send
messages via email, Whatsapp, and Facebook. Voice
chatting and video conferencing are also available to help
you to do important meetings online.
 Comfort to humans: Without putting any physical effort you
can do so many things like shopping online it can be anything
from stationeries to clothes, books to personal items, etc.
You can books train and plane tickets online.
 GPS Tracking and google maps: Yet another advantage of
the internet is that you are able to find any road in any
direction, and areas with less traffic with the help of GPS on
your mobile.
Disadvantages of the Internet
 Time Wastage: Wasting too much time on the internet
surfing social media apps and doing nothing decreases your
productivity rather than wasting time on scrolling social media
apps one should utilize that time in doing something skillful
and even more productive.
 Bad Impacts on Health: Spending too much time on the
internet causes bad impacts on your health physical body
needs some outdoor games exercise and many more things.
Looking at the screen for a longer duration causes serious
impacts on the eyes.
 Cyber Crimes: Cyberbullying, spam, viruses, hacking, and
stealing data are some of the crimes which are on the verge
these days. Your system which contains all the confidential
data can be easily hacked by cybercriminals.
 Effects on Children: Small children are heavily addicted to
the Internet watching movies, and games all the time is not
good for their overall personality as well as social
development.
 Bullying and Spreading Negativity: The Internet has given
a free tool in the form of social media apps to all those people
who always try to spread negativity with very revolting and
shameful messages and try to bully each other which is
wrong.

What is email and its types?

An email is an electronic form of mail that sends messages from one
computer user to another. Types of emails include formal and
informal emails. Formal emails use standard English and address
those you don't know well. Informal emails are more casual and are
used to address someone you know well.
To send an email, you need to be logged in. However, you don't have to be logged
in to receive those emails; you just need to have the email account set up.

If you have a Gmail email account, Gmail has servers that allow you to send and
receive emails as long as that server is online.
Email "mailboxes" operate similarly to regular mailboxes in that they accept,
deliver, and store messages. The first email was invented in 1965 at the
Massachusetts Institute of Technology (MIT).1 This was the beginning of using
email to exchange messages and files in academia.It wasn't until the early 1990s
that email became more mainstream with platforms like AOL and
Hotmail. Originally, people only sent emails back and forth between desktop
computers. Now phones and tablets suffice.

Email: Structure
The structure of an email will vary depending on whether it's
personal or business-related. The message might stick to a
more traditional structure for a business email, as shown
below. A personal email can be structured this way, too, of
course, but there are no set rules for formatting, introducing, or
closing a personal email. However, most emails will be
structured to include an introduction, body, and conclusion.

Introduction
This is a short and pleasant greeting that introduces the
purpose of your email.

Body
This is where the actual message is. The length can vary, but
business emails usually stay shorter – around three paragraphs
or less. There is usually a line space between each body
paragraph to make the email more readable.
Closing
Choose a closing greeting appropriate for the recipient. This is
based on whether the email is formal or informal.

Attachments
Pictures or documents can be included as an attachment.

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Email: Important Terms

Important terms you will encounter when writing emails
include to, from, CC, BCC, and subject.

To:
This refers to the address of the recipient. An email address
includes the recipient's "name" and the platform they use for
email (e.g., emailuser@emailservice.com).

From
The recipient will see this in the email header. This refers to
the address of the sender (e.g., yourboss@emailservice.com).

CC
This stands for Carbon Copy. This is a list of people (e.g., co-
workers) who also receive a copy of the email message.
Anyone who receives the email will also be able to see who is
on the CC list. This feature is more common in formal emails
(discussed below).
BCC
This stands for Blind Carbon Copy. This is like a CC, but the
list is invisible to all but the sender.

Subject
This is a word or short phrase that gives the recipient the topic
of the email.

Types of Email

Speaking strictly of business emails, they can be either formal or informal. In

order to understand the difference between the two, you'll need to look at the
overall tone of the email. Email tone has evolved over the last several years, but
you will still encounter reasons to use only formal emails. Some key things to look
for if you're unsure whether an email is formal or informal are introductions,
endings, and word choice.

Formal Email
In formal emails, standard English is used to communicate.

Formal emails use standard English and address those you

don't know well.
Here's what one looks like.

Dear Mr. Smith,

Thank you for getting in contact with us. I'm sending
confirmation that I received your memo this morning. I
submitted it for review and will discuss your ideas with my
colleagues this afternoon. We want to schedule a meeting no
later than May 6th to discuss the topics you've brought up.
Could you please give me your availability by Friday
afternoon so we can schedule something as soon as possible?
Please also CC any other members of your team joining the
meeting so that we can prepare for the proper number of
people.
I look forward to discussing these issues further with you.
Regards,
Ms. Dawson
Looking over this example, it's apparent that the tone of this
email is formal. There isn't any slang, and each email section
is properly formatted.

Notice the introductory and closing phrases. "Dear" and

"regards" are used, which are common in more formal emails.
Using the phrase "thank you" versus "thanks" is also another
indicator that this is a formal email.

When to Use Formal Email

You may want to use formal email if:
 You are mailing someone from a more formal culture.

This might require some research, especially if they are

from a different country. This could involve a formal
work culture.
 You are contacting somebody new or for the first time

(e.g., when reaching out to a potential new business

partner).
 You want to show respect to someone (e.g., a client or

somebody in upper management).

Usually, it's best to begin your communication with a more
formal tone. Based on the environment or situation, a more
casual email tone can be adopted if and when appropriate.
Informal Email
This type of email is more casual. You can usually address the
recipient by their first name and use more conversational
words.

Informal emails are more casual and are used to address

someone you know well.
Here's how one looks.

Hey John,
Thanks for submitting that memo. I spoke to my team this
morning and we would love to set up a time to talk to you
about your findings in the next week or so.
Let me know if you're available, and if so, what times. Thanks!
Talk to you soon,
Roseanne
Notice the difference between this email and the formal email.
"Hey" is used instead of "dear." "Thanks" is used instead of
"thank you." What other differences can you see?

When to Use an Informal Email

You may want to use a more informal email if:

 You have already built up a working relationship with a

co-worker, and it's understood that you can drop the
formalities.
 You speak with your recipient daily, whether online or in
person.
 The company culture prefers a more casual tone.
An important thing to remember when deciding whether an
informal or formal email is more appropriate is to gauge how
your recipient has been addressing you. If you've been
addressed in a more casual tone or format, you probably
wouldn't need to suddenly switch to more formal emails. As
always, use your best judgment.

Importance of Email
The emergence of email has shaped how we communicate in
the modern world. Email is much faster than sending postal
mail and is also less expensive. You don't have to worry about
buying paper, envelopes, or stamps – something that some
may consider the more environmentally friendly option.

Email is good for record-keeping because it keeps a written

record of things you wouldn't get over the phone. It also
eliminates a lot of paperwork in an office setting because you
can track communication and transactions via email.

Email helps to spread data. Businesses can grow and share

information at record speeds, so finding the right platform for
you is always going to be in your best interest.

SMS Messaging
Definition
SMS messaging, which stands for short message service messaging, is a text
messaging service available on mobile phones, smartphones, and other mobile devices.
It allows users to send short text messages to one another using cellular networks. SMS
messages can contain up to 160 characters, including letters, numbers, and symbols.
SMS messaging is widely used for personal communication between individuals and
also for various business and informational purposes. It is a convenient and quick way
to exchange brief messages without the need for a stable internet connection. SMS
 messages are transmitted through the cellular network infrastructure, allowing users to
send messages even when they are not connected to the internet.
That’s the vast majority of adults in the nation. And based on a study from the Pew
Research Center, those who communicate through text messaging send and receive
41.5 messages on average every single day.
Clearly, text messaging is still the main avenue to communicate with loved ones and
colleagues alike. There are four types of message you can send with smartphones
including in-app messaging and push notifications (which we’ll talk about later), but for
now, let’s talk about a type of messaging that goes hand in hand with SMS.
What is SMS messaging used for?
With SMS messaging being the number one way we communicate, businesses across
the globe are using it in their marketing campaigns. SMS has a handful of benefits and
use cases when used this way.
 Instant communication: SMS messaging is quick and direct
communication with individuals or groups. It provides a fast way to
deliver information to a recipient and receive a response.
 Customer engagement: SMS messaging is an effective way to
engage with customers. It can provide timely notifications and
updates, such as order confirmations, appointment reminders, and
delivery notifications.
 Marketing: SMS messaging can be used for marketing purposes. It
allows businesses to send promotional messages, discounts, and
special offers directly to customers’ mobile devices.
 Internal communication: SMS messaging can be used for internal
communication within a business and provide employees with
updates on projects or other company-related information.
Why is SMS messaging important for businesses?
As I’m sure you’re understanding, SMS messaging is a golden ticket to improve
communication with your customer base. There are many reasons why SMS is
important in marketing, sales, and beyond.
Here are a few:
 It improves customer engagement: SMS messaging is a
convenient and personalized way to engage customers. It allows
businesses to deliver relevant and timely information to customers
and build stronger relationships.
 It’s cost-effective: SMS messaging is a cost-effective way to
communicate with customers. It is less expensive than traditional
forms of communication, such as phone calls or direct mail.
 It increases sales: SMS messaging can be used for marketing
purposes, allowing businesses to send promotional messages,
discounts, and special offers directly to customers. This can lead to
increased sales and revenue.
 It improves customer service: SMS messaging can update
customers on their orders, appointment reminders, and other
important information. This can improve customer satisfaction and
loyalty.
What Is Video Conferencing?
Video conferencing is a technology-enabled type of meeting where two or
more people, in different geographic locations, conduct live visual
conferences through the internet for the purpose of communicating and
collaborating. Video conferencing software (or hardware) enables
transmission of high-quality audio, static images—sometimes full-motion
video images—and text-based messages between multiple locations. As long
as they have a webcam (an embedded camera), a desktop, laptop or mobile
phone device can be used for video conferencing.

10 reasons to use video conferencing

If you haven’t already adopted video conferencing, you’re probably thinking about
it. As you weigh your options and decide whether it’s right for you, let’s take a
look at 10 advantages of video conferencing:

1. Improves communication

Whether you’re a small business owner or part of a large company, clear

communication is critical to understanding projects, setting expectations, and
meeting your goals. Video conferencing can help: A report by Forbes tells us that
“humans process visual far faster and more aptly than text or audio.” And, relative
to audio conferencing, “62 percent of executives agree that video conferencing
significantly improves the quality of communication. In addition, 50 percent of
those surveyed believe video conferencing also improves the degree of
understanding.” With the ability to maintain a visual on other people in the
meeting, participants will be more engaged, multi-task less, and set themselves up
to process and understand more clearly.

2. Helps build relationships

When you meet face-to-face, you can make a personal connection, pick up on
verbal and non-verbal cues, and begin to build trust. And while there may be
critical connections that you’ll need to travel for, video conferencing can help
bridge the gap for all other meetings, while still helping you connect on a personal
level with customers, teammates, and remote workers alike. For the skeptics
among us, research shows that video conferencing is widely regarded as a useful
tool and helps people build relationships inside and outside their companies.

3. Saves money

By giving your team a simple way to meet face-to-face, video conferencing

delivers a collaborative, “in-person” experience without the expense of travel. That
means no airfare required for training, conferences, big meetings, and all
gatherings in between—so you can focus precious resources elsewhere. Plus, with
the power to meet virtually, you can hire the best talent and allow them to work
anywhere. And once you get comfortable with the technology, it may even inspire
you to expand your remote workforce—so you can bring on top talent no matter
where they live and gain an advantage over your competition. A comprehensive
solution like Microsoft Teams provides video, audio, chat, screen sharing,
recording, and more under a single UI. This helps you avoid juggling multiple
vendors or wasting valuable time switching between services or troubleshooting
issues.

4. Saves time

Because you can meet virtually anywhere, video conferencing technology allows
you to save travel time—so you can spend less time getting to meetings and more
time focused on more pressing work. But it can also help you save time in other
ways. By hosting a meeting rather than working through an issue via email, it can
eliminate the disruption of a barrage of messages, reduce confusion (and the need
for lengthy discussions), and get your team aligned faster, helping to reduce the
amount of time it takes to complete projects or tasks.
5. Streamlines collaboration

The best video conferencing technology delivers more benefits than just a
way to see and hear your team. It offers features like screen sharing and
real-time document editing, so it’s easy for everyone to examine the files
they need, contribute to the discussion, and create a culture of across your
business. With an engaged workforce working together whether they’re in
the office, on the road, sometimes remote, or always at home, you’ll make
faster, more informed decisions with input from across locations and time
zones.

6. Improves efficiency

Clearer communication by way of verbal and non-verbal cues, screen

sharing, real-time collaboration, and ability to join from virtually anywhere
makes video conferencing a more efficient use of everyone’s time. Ending
meetings at established times also helps keep people on time and on topic,
and best of all, video conferencing is as flexible you want it to be—so it’s
easy to quickly jump into a brainstorm, answer a customer question, start a
spontaneous virtual huddle, or set up a regular check-in.

7. Increases productivity

Because video conferencing makes it easy to collaborate on documents in

real-time, you won’t have to contend with long email chains, lost messages,
in-document comments, and version control issues—all of which can cause
confusion, misunderstandings, and delays.

By having the power to hop on a call and collaborate in real-time, you can
ensure everyone has a voice, all feedback gets incorporated, and questions
are answered immediately. And you can quickly gather as a team to make
sure that everyone understands the project before leaving the meeting.
Plus, because video conferences eliminate the need to travel, your team can
devote more time to more important work or life matters, even on days
when they have meetings. It’s how the modern workforce would rather
work—with more flexibility, mobility, and time back in their busy day.

8. Makes scheduling meetings easier

If members of your team travel regularly, scheduling meetings can be a

challenge. But with video conferencing, they can join in from practically
anywhere, including taxis, hotel rooms, airports, their home offices, and
more. And because they can do it using almost any device, scheduling face-
to-face meetings and keeping everyone up to date is easier. With more
manageable calendars and control of how their workday flows, teams can
spend more time pursuing opportunities for business growth, and remote
workers are easier to engage and retain.

9. Creates consistent, accurate records

When you host an in-person meeting or an audio-only call, taking notes

usually falls to someone on your team. And given the fast pace of
conversations, details can easily fall through the cracks. But with video
conferencing technology that also helps you securely record and
transcribe , you can keep all the details intact. Not only that, but you can
refer back to them when questions arise and share the session with those
who couldn’t attend, which makes it easy to set everyone up for success.

10. Enables live events

Whether you want to connect with your entire team, your complete client
roster, or the public, video conferencing tools can help. With the power
to share your message visually, these tools give you the ability to host
panel discussions, webinars, product launches, and more—for audiences in
your office or around the world.