Module 1

Business Communication
What is Business Communication?
Business communication is the sharing of information between people within and
outside the organization that is performed for the commercial benefit of the
organization. It can also be defined as relaying of information within a business by
its people.
Business communication (or simply "communication," in a business context)
encompasses topics such as marketing, brand management, customer
relations, consumer behavior, advertising, public relations, corporate
communication, community engagement, reputation management, interpersonal
communication, employee engagement, and event management. It is closely
related to the fields of professional communication and technical communication.
Media channels for business communication include the Internet, print
media, radio, television, ambient media, and word of mouth.
Business communication can also be said to be the way employees, management
and administration communicate in order to reach to their organizational goals.
Business communication is a common topic included in the curricula of
Undergraduate and Master's degree programs at many colleges and universities.
There are several methods of business communication, including:

 Web-based communication - for better and improved communication, anytime

anywhere ...
 Video conferencing which allow people in different locations to hold
interactive meetings;
 Reports - important in documenting the activities of any department;
 Presentations - very popular method of communication in all types of
organizations, usually involving audiovisual material, like copies of reports, or
material prepared in Microsoft PowerPoint or Adobe Flash;
 Telephone meetings, which allow for long distance speech;
 Forum boards, which allow people to instantly post information at a centralized
location; and
 Face-to-face meetings, which are personal and should be succeeded by a
written follow up.
 Suggestion box: It is primarily used for upward communication, because some
people may hesitate to communicate with management directly, so they opt to
give suggestions by drafting one and putting it in the suggestion box.

Role of Communication in the Information Age

The introduction of broadcast radio from 1920 started to spread information even
more quickly and widely, marking a significant jump in the speed of
communication.
But it was the Information Age which has really accelerated global
communication. Widely accepted to have started in the 1970s with the advent of
the microprocessor, it took the introduction of the Internet Browser in the early
1990s for the Information Age to really become as integral to life as it is today.
And yet, it seems, the Information Age is just a quicker way to spread the same
sort of information as before. Certainly our main sources of news seemed to have
missed the point – news bulletins rely on “sound bites” or their video equivalents
to relay information with the result that this is often inaccurate or, at best,
unbalanced. Newspapers, too, have not really worked out how to embrace the
digital age fully – you either get print (almost as in 1440, albeit more quickly), or
the same articles available online, missing the opportunity to have summaries of
stories and the ability to drill down for more information.
This is the key – we’re bombarded with information from multiple channels but
have not developed the tools to effectively sift it. Long messages are often ignored
as we don’t have time for them, while short messages are frequently taken out of
context missing the real point that was being made. What’s needed is the ability to
capture the essence of a point in a short burst and then enable people to get more
information as they require it – almost an inside-out onion, with successive layers
giving more and more detail.
Twitter is a great example of the modern communication paradigm – 140
characters to get the basic message across, including a link to more detail, which
you can access if you wish. That more detailed message, in turn, could have links
to other sources for even more information, and so on…
Nowhere, perhaps, is this communication problem more evident than in politics.
There’s no argument with the fact that the UK, like many other countries globally,
has woefully overspent and has to completely revisit its bloated public sector
spending (how can a majority of the workforce be civil servants – effectively paid
for by the minority?). And yet it, like so many others, is facing widespread revolt
at the prospect
Why?
Primarily because the government is incapable of effective communication. White
papers, government statements and debates are far too long and not suitable for the
news media or the viewing/listening/reading public, so people simply don’t
understand the issues. I absolutely believe that the vast majority of people are
decent, willing to work hard to get ahead and happy to help those less fortunate
(but NOT those that are not prepared to help themselves).
But, for as long as governments cannot get the message out in a way that the media
can carry without distortion and people can understand in just seconds, they will be
unable to implement the changes that are needed, worsening the financial state of
their countries, prolonging the agony and the economic downturn.

Concept and Meaning of Communication

Concept
 Communication is speaking or writing, sending a message to another person.
 In communication, you ensure the message reaches the person to whom they are
sent, the receiver understands and responds as we want them to.
 Communication is an important aspect of behavior – complicated, it is central to
everything we do .We communicate: in organizations, schools, colleges, etc, in
which we live and act.
 Our activities succeed or fail, achieved or not, all depends on our ability to
communicate effectively with other. Without communication and organization
cannot function at all. It is the tool with which we exercise influence on others.
Bring about changes in the attitudes and views of our associates and motivate
them.

Meaning
 Latin word – Comminco – Which means to “To share”.
 Communication is a complex process because a number of things must be done
simultaneously.
 Send messages and ensure the receiver understands what we mean.
 Gather ideas or collect information.
 Formulate ideas into messages using language.
 Give or receive feedback if necessary.
 Know your audience.
 Adapt the message to suit the audience,
 Be brief, choose appropriate words, and pay attention to grammar.
 Structure of language.
 Tone, voice modulation, spelling, punctuation and body language.
 Be aware of cross-cultural differences.

Skills Necessary for Technical Communication

 Facility with technology (getting into a new field)
 Ability to write clearly
 Talent in showing ideas graphically
 Patience in problem solving/troubleshooting
 Ability to interact with SME (Small or Medium scale Enterprises)

Communication in a Technical Organization

Communication in a technical organization is always purposeful and all technical
conservations and presentation are organized and logically structures. For the
technical communicator, it is the cohesive element that brings his or her
perspective, knowledge and ideas into focus for the audience. Many technical
writers and presenters ignore the fact that the organization, structure, order or
pattern that they use in their writing or speech will determine the effectiveness of
their message.

Communication in technical organization refers to the process of arranging

information logically. Unlike general communication, technical communication
follows a linear, logical pattern to organize information. Whether one has to write a
technical report, make a oral presentation, write an email or take part in
professional discussion, one has to consider what kind of organization one is going
to use. One needs to organize the information that one presents in a systematic
way.
Module 2
Style and Organization in Technical
Communication

Technical communication is a means to convey scientific, engineering, or other

technical information. Individuals in a variety of contexts and with varied
professional credentials engage in technical communication. Some individuals are
designated as technical communicators or technical writers. These individuals use
a set of methods to research, document, and present technical processes or
products. Technical communicators may put the information they capture into
paper documents, web pages, and computer-based training, and digitally stored
text, audio, video, and other media.

Types of Organization
1. Spatian Organization
It is the simplest, logical organization that technical writers or speakers may use to
structure information in a technical document or presentation. This logical pattern
involves the process of dividing a subject or topic based on how they are arranged
in space. This pattern can make a complex or difficult subject easy to understand
by categorizing its various elements spacilly. Once broken into simple manageable
parts, the reader or audience may find th subject easy to follow. Spatian
organization – writing and speech
Technical reports, proposals, oral reports or presentations may be organized
spatianlly by simple divisions of the subject. Example: Presentation: Production
department, administrative department, marketed department of the subject. It
makes things clear, simple, logical. Sometimes so leads to monotony in
presentation.
2. Chronological Organization
This refers to the narration of events in the order in which they occur in time.
Beginning with first event, going to the next and so on. This logical sequence is
sometimes essential for a particular piece of writing or speech simply because
information involves a simple chain of events – It is quite easy and natural to
record events in the order of their happening. Example: Accident reports, periodic
reports.
3. General to Specific Organization
This is the most common logical organization used in technical communication.
This logical pattern involves the process of moving from a general statement,
principle or law specific details. Technical writers and speakers find this logical
sequence quite helpful in organizing short informative talks or presentations,
technical descriptors and so on. A general statement covers a wide range of
conditions. Example: The world is full of poisonous substances. The above
statement is general as they do not refer to a single situation or condition but
covers a wide range of situations.
4. Specific to General Organization
This is the direct opposite of the previous one. It is an objective and scientific and
logical technique that scientists have been using over the years. In this logical
organization, specific details, examples and illustrations come first. They are
followed by genera statements.
5. Order of Increasing Importance
Organizing thoughts and ideas in the order of increasing importance is quite a
popular logical organization that technical and business writers use in several oral
or written forms. The speaker or writer begins with unimportant details that
attempt to appeal to the reader or listener and arouse their interest. The important
details come later followed by the most important point.
6. Order of Decreasing Importance
It is opposite to the previous one. Here logical sequence is reversed and important
material is placed first. Less important details follow. This logical order is more
appropriate for executives who don’t have either patience or time to wait until the
most important point comes at the end.
7. Emphatic Organization
It is an abstract or a short summary which is added in the beginning of the
technical document. A summary or abstract in the beginning helps the readers to
get the gist of the matter and they need not wait for the main point to come at the
end, but the summary should be drafted carefully.
8. Style in Technical Communication
Style is a major consideration in technical communication. Style refers to the way
something is said rather than what is said. Style is a distinctive made or manner of
expressing ideas in language – manner may refer to the process of choosing
appropriate:
 Words and phrases (formal, informal, technical)
 Sentence structure (simple, complex)
 Sentence type (negative, positive)
 Rhetorical devices
 Effective logical structure and organization
Style depends on several factors:
 The audience
 The communicative context (conveying routine information or making
requests or communication bad news)
 The purpose (good news and bad news is conveyed differently)

Skills
Listening Skills
Listening is the ability to accurately receive and interpret messages in the
communication process. Listening is key to all effective communication, without
the ability to listen effectively messages are easily misunderstood –
communication breaks down and the sender of the message can easily become
frustrated or irritated. If there is one communication skill you should aim to master
then listening is it.
Listening is so important that many top employers provide listening skills training
for their employees. This is not surprising when you consider that good listening
skills can lead to: better customer satisfaction, greater productivity with fewer
mistakes, increased sharing of information that in turn can lead to more creative
and innovative work. Many successful leaders and entrepreneurs credit their
success to effective listening skills
Listening is not the same as hearing. Hearing refers to the sounds that you hear,
whereas listening requires more than that: it requires focus. Listening means
paying attention not only to the story, but how it is told, the use of language and
voice, and how the other person uses his or her body. In other words, it means
being aware of both verbal and non-verbal messages. Your ability to listen
effectively depends on the degree to which you perceive and understand these
messages.
Speaking Skills
Your voice can reveal as much about your personal history as your appearance.
The sound of a voice and the content of speech can provide clues to an individual's
emotional state and a dialect can indicate their geographic roots. The voice is
unique to the person to whom it belongs. For instance, if self-esteem is low, it may
be reflected by hesitancy in the voice, a shy person may have a quiet voice, but
someone who is confident in themselves will be more likely to have command of
their voice and clarity of speech.
Effective speaking has nothing to do with the outdated concept of 'elocution' where
everyone was encouraged to speak in the same 'correct' manner. Rather, effective
speaking concerns being able to speak in a public context with confidence and
clarity, whilst at the same time reflecting on your own personality.
Vocal Production
The following three core elements of vocal production need to be understood for
anyone wishing to become an effective speaker:
 Volume - to be heard.
 Clarity - to be understood.
 Variety - to add interest.
Reading Skills
The most important factor in efficient reading is comprehension. Reading is not
simply a process of examining words, but one of extracting information and
meaning from them. Francis Bacon once said, "Reading maketh a full man. . . ."
Comprehension is the ability to understand what you read. It depends upon your
ability to concentrate while reading and to grasp and retain ideas. There are three
things that you, as the reader, can do to gain full meaning of the written word.
First, determine the writer's basic theme or purpose in preparing the document,
whatever its length. Second, determine the writer's point of view and examine his
supporting evidence. Third, evaluate the written word on the basis of your
understanding of it, and decide whether to accept or reject the basic thesis of the
writer.
Another important factor in efficient reading is the rate at which you progress
through the written word. You must be able to read rapidly - to get the message
quickly because time is a valuable commodity. In a survey of chief executives
some 83 percent said they did not have time to keep up with the reading in their
fields. This is shocking when one realizes that keeping aware of developments in a
chosen field is of paramount importance for managerial survival today. A factor
also worthy of note is adaptability. From time to time you should check to be sure
you are adapting your comprehension and reading rate to (a) the nature of the
material you are reading, i.e., "light" or "heavy," matter, and (b) your reading
objectives.
Finally, the efficient reader is discriminating. He chooses carefully what he reads.
He decides in advance what might be gained from reading the material. Then he
determines the most efficient manner to gain that knowledge. If the material must
be understood thoroughly, he reads with attention to detail. If the material must be
read to gain some general information, he reads rapidly. This saves time and still
provides the information needed.
Writing Skills
Communication skills, including writing, are one of the most important
transferable skills that workers possess. Most business professionals, such as
marketing, finance, and research and development managers, need excellent
writing skills to properly convey ideas and concepts. There are many reasons that
writing skills are important in the business world.
Significance
During a regular business day, bosses write emails to employees notifying them of
meetings or providing instructions for specific projects. These written messages
must be concise and self-explanatory, so workers can be productive and not waste
time asking for further instructions. Business people are busy and well-written
communications help save time. Additionally, good writing adds to the credibility
of the writer and reflects positively on a company's image.
Identification
Writing skills are particularly important to advertising copywriters. These
professionals create magazine, newspaper, and Internet advertisements to convince
readers to purchase a company's products or services. For example, an
advertisement's headline must grab the consumer's attention and get her to read the
company's offer. A company's sales brochures and other advertising materials must
also be written effectively.
Types
Writing skills are important in many types of company communications, including
emails, reports, presentations, company brochures, sales materials, and visual aids.
For example, a marketing research manager's reports should be comprehensive and
informative, yet written on a level that any employee can understand. Plus, as more
companies operate internationally, emails are replacing telephone communications.
Function
Human resources managers need excellent writing skills to attract, select, and hire
the right employees. It takes a considerable amount of money to place
advertisements and hire employees. Job advertisements must appeal to job
applicants with the right education and experience. Human resources managers
with the best writing skills know how to state specific qualifications in a job
advertisement.
Considerations
Employees must not only know how to write effectively, they must also be discreet
in their written work. For example, employees should not write emails when they
are angry or upset as emails can be saved and later printed. An employee who says
inappropriate things in an email can create trouble or even be fired. Jokes,
profanity, and crude written communications are also prohibited in the workplace.

Features of Technical Communication

Technical writing, just as any other form of writing, has certain characteristics
which distinguish it from other types of writing. It is very different from writing
opinion pieces, essays, prose, non-fiction or fiction.
 It is clear and straight forward. If you are interested in technical writing for
professional purposes, it is very important to know that this type of writing
 requires that the writer stick to the subject matter and relay information in a
clear and concise manner. (Clarity)
 The language is very direct and straight to the point. The writing will avoid
words that people do not understand and will avoid an eloquent writing style.
(Objectivity)
 It is very detailed and informative. The perfect example of technical writing is a
textbook. The written content of most textbooks is geared to providing
information by describing the subject matter as fully as possible.
(Appropriateness)
 It is very structured. This type of writing has a very obvious composition that
makes it easy for the reader to follow along. Solid structure is needed with
technical writing as it allows the audience to easily access the information as
needed. (Privity (precision), Language)

Reports
Report is a formal document written for a specific audience to meet a specific
need. Whether a person is a low profile public servant in a government
organization or a high profile business manager. In a MNC, everyone maybe asked
to write a report. For example: scientists – a technical report that provides
scientific data. Sales manager – weekly sales report – to show the sales target
achieved. A report varies from one page to 250 pages formal annual report of an
organization.
Report presented – orally/ electronically/ written form. Reports server several
purposes:
 Presenting data
 Describing problems and suggesting solutions
 Discussing and analyzing data
 Recording events and happenings
 Analyzing a situation or condition
 Giving feedback, suggestions or recommendations
Writing Strategies of a Report
Be it – short, informal report or long formal report, one has to adopt effective
writing strategies.
The following steps will help in organizing and presenting the report
systematically:
1. Analyze the problem and purpose
 Begins with objective analysis
 What do you want to present or discuss in the report
 Why do you want to present it
2. Determine the scope of the report
 To keep it precise, limited knowledge
 Specific and length maintained
3. Determine the needs of the audience
 Writers should know his audience, practical and rational
 Who are the audience
 How is the report relevant to the audience
 What is in it for the audience
 What does the audience expect from the report
 How much background information will the audience need
4. Gather all the information
 Primary sources: Discussions, interviews
 Secondary sources: Internet, newspaper
5. Analyze and organize the information
 Organize the information
6. Writing the first draft (Prepare the outline)
 Language is important
7. Reviewing and revising
8. Writing the final draft
 Concise, precise
 Short sentences
 Important points should be emphasized
Module 3
Personality Development
Personality development is the relatively enduring pattern of thoughts, feelings, and behaviors that
distinguish individuals from one another. The dominant view in the field of personality psychology
today holds that personality emerges early and continues to change in meaningful ways throughout
the lifespan. Evidence from large-scale, long-term studies has supported this perspective.

Personality Development quintessentially means enhancing and grooming one’s outer

and inner self to bring about a positive change to your life. Each individual has a distinct
persona that can be developed, polished and refined. This process includes boosting
one’s confidence, improving communication and language speaking abilities, widening
ones scope of knowledge, developing certain hobbies or skills, learning fine etiquettes
and manners, adding style and grace to the way one looks, talks and walks and overall
imbibing oneself with positivity, liveliness and peace.
The whole process of this development takes place over a period of time. Even though
there are many crash courses in personality development that are made available to
people of all age groups, implementing this to your routine and bringing about a positive
change in oneself takes a considerable amount of time. It is not necessary to join a
personality development course; one can take a few tips and develop his or her own
aura or charm.

 You may have heard this a million times “Think Positive”. It works.
 Smile. And smile some more. It adds to your face value and to your personality
as well.
 Read a few articles in the newspaper loudly. This will help in communicating
fluently.
 Follow table manners and dining etiquettes
 Take good care of your health, dress well, be neat and organized
 Prepare a chart that mentions your strengths and weaknesses. Now concentrate
on the latter and find ways to improve upon the same. Do not forget to strengthen
your strengths.
 Spend some time alone concentrating on you and yourself alone.
 Practice meditation and yoga. It will help you develop inner peace and harmony
that will reflect outside.
 Do not live a monotonous life. Be creative and do something new all the time.
Nothing bigger than the joy of creative satisfaction.


Personality development is gaining more and more importance because it enables

people to create a good impression about themselves on others; it helps them to build
and develop relationships, helps in your career growth and also helps to improve your
financial needs.
After all, personality development is nothing but a tool that helps you realize your
capabilities and your strengths making you a stronger, a happier and a cheerful person.

Psychological Aspects of Communication

It is an influence of psychological state of the communicator which creates an
obstacle for effective communication. Communication is highly influenced by the
mental candidate that the communicators are in and is disturbed by the mental
disturbance.

Cognation in Communication
Cognitive communicative abilities are those thought processes that allow
humans to function successfully and interact meaningfully with each
other.
Examples:
 Orientation: Awareness of person, place, time and circumstance
 Attention: Ability to concentrate
 Memory
 Problem Solving: Ability to think and reason out/ decision making
 Executive function:
 Ability to plan / complete and oversee goal – directed
 Co-ordinates attention, memory

 Competently and independently

Emotional Intelligence
Emotional intelligence is the ability to identify and manage your own emotions and the
emotions of others. It is generally said to include three skills:

1. Emotional awareness, including the ability to identify your own emotions and those of
others;

2. The ability to harness emotions and apply them to tasks like thinking and problems
solving;
3. The ability to manage emotions, including the ability to regulate your own emotions,
and the ability to cheer up or calm down another person.

This is one kind of smartness. It is your ability to consider and

understand emotions in yourself and others and your ability to use this
awareness to manage your behavior and relationship – achieve positive
results.

Politeness and Etiquette in Communication

 Some people do have a wonderful appreciation of politeness and refined sense
of etiquette and some don’t
 Politeness is an attitude of mine and it exists in everyone
 Etiquette is the outward expression of politeness reduced to a set of formal
rules, which are currently in a society.

Cultural Factors that Influence Communication

 Communicating across cultures is challenging. Each culture has a set
of rules that its members take for granted. We are all individuals and
no two people belonging to the same culture are guaranteed to
respond in the same way
 No culture is right or wrong
 The key to cross-cultural success is to develop and understanding and
a deep respect for the difference.
 Module 4
Presentation Skills
Presenting information clearly and effectively is a key skill to get your message or
opinion across and, today, presentation skills are required in almost every field.

What is a Presentation?
A presentation is a means of communication that can be adapted to various
speaking situations, such as talking to a group, addressing a meeting or briefing
a team.
A presentation can also be used as a broad term that encompasses other ‘speaking engagements’
such as making a speech at a wedding, or getting a point across in a video conference.
To be effective, step-by-step preparation and the method and means of presenting the information
should be carefully considered.
A presentation requires you to get a message across to the listeners and will often contain a
'persuasive' element. It may, for example, be a talk about the positive work of your organization,
what you could offer an employer, or why you should receive additional funding for a project.

Ask yourself the following questions to develop a full understanding of the

context of the presentation.
 When and where will you deliver your presentation?

There is a world of difference between a small room with natural light and an informal setting, and a
huge lecture room, lit with stage lights. The two require quite different presentations, and different
techniques.

 Will it be in a setting you are familiar with, or somewhere new?

If somewhere new, it would be worth trying to visit it in advance, or at least arriving early, to
familiarize yourself with the room.

 Will the presentation be within a formal or less formal setting?

A work setting will, more or less by definition, be more formal, but there are also various degrees of
formality within that.

 Will the presentation be to a small group or a large crowd?

 Are you already familiar with the audience?

With a new audience, you will have to build rapport quickly and effectively, to get them on your
side.
 What equipment and technology will be available to you, and what will you be expected to
use?

In particular, you will need to ask about microphones and whether you will be expected to stand in
one place, or move around.

 What is the audience expecting to learn from you and your presentation?

Check how you will be ‘billed’ to give you clues as to what information needs to be included in your
presentation.

Presenter
The role of the presenter is to communicate with the audience and control the
presentation.

Audience
The audience receives the presenter’s message(s).

Message
The message or messages are delivered by the presenter to the audience.
The message is delivered not just by the spoken word (verbal communication) but can be
augmented by techniques such as voice projection, body language, gestures, eye contact (non-
verbal communication), and visual aids.

Reaction
The audience’s reaction and therefore the success of the presentation will largely
depend upon whether you, as presenter, effectively communicated your message, and
whether it met their expectations.

Method
How will the presentation be delivered?
Presentations are usually delivered direct to an audience. However, there may be occasions where
they are delivered from a distance over the Internet using video conferencing systems, such as
Skype.
It is also important to remember that if your talk is recorded and posted on the internet, then people
may be able to access it for several years. This will mean that your contemporaneous references
should be kept to a minimum.
 Presenting a Presentation
Preparation is the single most important part of making a successful presentation. This
is the crucial foundation and you should dedicate as much time to it as possible
avoiding short-cuts. Not only will good preparation ensure that you have thought
carefully about the messages that you want (or need) to communicate in you
presentation but it will also help boost your confidence.

Elements of presentation preparation:

 The objective
 The subject
 The audience
 The place
 Time of day

The Objective
You have been asked to speak to a group of people. First, ask yourself 'why?'
What is the purpose of the presentation, what is the objective, what outcome(s)
do you and the audience expect?
It is useful to write down the reason you have been asked to present so you can use this as a
constant reminder while you prepare the presentation. There are many reasons for giving a
presentation or talk, but never lose sight of your objective as determined when you were asked and
accepted the invitation.

The Subject
The subject of what you are going to talk about comes from the objective but they
are not necessarily one and the same thing.
For example:

 The subject may be given to you by an inviting organization.

 You may be knowledgeable in particular field.
 The subject may be entirely your choice within certain limitations.
 The Audience
Before preparing material for a presentation, it is worth considering your
prospective audience.
Tailoring your talk to the audience is important and the following points should be considered:

 The size of the group or audience expected.

 The age range - a talk aimed at retired people will be quite different from one aimed at teenagers.
 Gender - will the audience be predominantly male or female?
 Is it a captive audience or will they be there out interest?
 Will you be speaking in their work or leisure time?
 Do they know something about your subject already or will it be totally new to them? Is the subject
part of their work?
 Are you there to inform, teach, stimulate, or provoke?
 Can you use humor and if so what would be considered appropriate?

The Place
It is important to have as much advance information as possible about the place
where you are going to speak.
Ideally, try to arrange to see the venue before the speaking event, as it can be of great benefit to be
familiar with the surroundings. It does much to quell fear if you can visualize the place while you are
preparing your talk. Additionally, it would also give you the opportunity to try out your voice. If at all
possible, you need to know:

 The size of the room.

 The seating arrangements and if they can be altered.
 The availability of equipment, e.g., microphone, overhead projector, flip chart, computer equipment.
 The availability of power points and if an extension lead is required for any equipment you intend to
use.
 If the room has curtains or blinds. This is relevant if you intend to use visual aids, and so that you
can ensure the correct ambiance for your presentation.
 The position of the light switches. Check if you need someone to help if you are using audio/visual
equipment and need to turn off the lights.
 The likelihood of outside distractions, e.g., noise from another room.
 The availability of parking facilities so you do not have a long walk carrying any equipment you might
need to take.
The Time
Often there will be no flexibility in the time of day that a presentation is made.
Morning:
The morning is the best time to speak because people are generally at their
most alert. However, late morning may start to present problems as people
begin to feel hungry and think about lunch.
Afternoon:
Early afternoon is not an ideal time to make a presentations since after lunch
people often feel sleepy and lethargic. Midafternoon is a good time, whereas
at the end of the afternoon people may start to worry about getting home, the
traffic or collecting children from school.
Evening or Weekend:
Outside regular office hours, people are more likely to be present because
they want to be rather than have to be there. There is a higher likelihood of
audience attention in the evening, providing of course that the presentation
does not go on for too long when people may have to leave before the
presentation has finished.

Length of Talk
Always find out how long you have to talk and check if this includes or excludes
time for questions.
Find out if there are other speakers and, if so, where you are placed in the running order. Never
elect to go last. Beware of over-running, as this could be disastrous if there are other speakers
following you.
It is important to remember that people find it difficult to maintain concentration for long periods of
time, and this is a good reason for making a presentation succinct, well-structured and interesting.
Aim for 45 minutes as a maximum single-session presentation.
How to make a really effective presentation?

1. Show your Passion and Connect with your Audience

It’s hard to be relaxed and be yourself when you’re nervous.
But time and again, the great presenters say that the most important thing is to connect with your
audience, and the best way to do that is to let your passion for the subject shine through.
Be honest with the audience about what is important to you and why it matters.

Be enthusiastic and honest, and the audience will respond.

2. Focus on your Audience’s Needs

Your presentation needs to be built around what your audience is going to get
out of the presentation.
As you prepare the presentation, you always need to bear in mind what the audience needs and
wants to know, not what you can tell them.
While you’re giving the presentation, you also need to remain focused on your audience’s response,
and react to that.

You need to make it easy for your audience to understand and

respond.

3. Keep it Simple: Concentrate on your Core Message

When planning your presentation, you should always keep in mind the question:

What is the key message (or three key points) for my audience to take away?
You should be able to communicate that key message very briefly.
Some experts recommend a 30-second ‘elevator summary’, others that you can write it on the back
of a business card, or say it in no more than 15 words.
Whichever rule you choose, the important thing is to keep your core message focused and brief.

And if what you are planning to say doesn’t contribute to that core
message, don’t say it.
 4. Smile and Make Eye Contact with your Audience
This sounds very easy, but a surprisingly large number of presenters fail to do it.
If you smile and make eye contact, you are building rapport, which helps the audience to connect
with you and your subject. It also helps you to feel less nervous, because you are talking to
individuals, not to a great mass of unknown people.
To help you with this, make sure that you don’t turn down all the lights so that only the slide screen is
visible. Your audience needs to see you as well as your slides.

5. Start Strongly
The beginning of your presentation is crucial. You need to grab your audience’s
attention and hold it.
They will give you a few minutes’ grace in which to entertain them, before they start to switch off if
you’re dull. So don’t waste that on explaining who you are. Start by entertaining them.

6. Remember the 10-20-30 Rule for Slideshows

This is a tip from Guy Kawasaki of Apple. He suggests that slideshows should:

 Contain no more than 10 slides;

 Last no more than 20 minutes; and
 Use a font size of no less than 30 point.
This last is particularly important as it stops you trying to put too much information on any one slide.
This whole approach avoids the dreaded ‘Death by PowerPoint’.
As a general rule, slides should be the sideshow to you, the presenter. A good set of slides should
be no use without the presenter, and they should definitely contain less, rather than more,
information, expressed simply.
If you need to provide more information, create a bespoke handout and give it out after your
presentation.

7. Tell Stories
Human beings are programmed to respond to stories.
Stories help us to pay attention, and also to remember things. If you can use stories in your
presentation, your audience is more likely to engage and to remember your points afterwards. It is a
good idea to start with a story, but there is a wider point too: you need your presentation to act like a
story.
8. Use your Voice Effectively
The spoken word is actually a pretty inefficient means of communication, because it uses only one of
your audience’s five senses. That’s why presenters tend to use visual aids, too. But you can help to
make the spoken word better by using your voice effectively.
Varying the speed at which you talk, and emphasizing changes in pitch and tone all help to make
your voice more interesting and hold your audience’s attention.

9. Use your Body Too

It has been estimated that more than three quarters of communication is non-
verbal.
That means that as well as your tone of voice, your body language is crucial to getting your message
across. Make sure that you are giving the right messages: body language to avoid includes crossed
arms, hands held behind your back or in your pockets, and pacing the stage.

Make your gestures open and confident, and move naturally

around the stage, and among the audience too, if possible.

10. Relax, Breathe and Enjoy

If you find presenting difficult, it can be hard to be calm and relaxed about doing
it.
One option is to start by concentrating on your breathing. Slow it down, and make sure that you’re
breathing fully. Make sure that you continue to pause for breath occasionally during your
presentation too.
If you can bring yourself to relax, you will almost certainly present better. If you can actually start to
enjoy yourself, your audience will respond to that, and engage better. Your presentations will
improve exponentially, and so will your confidence. It’s well worth a try.
Module 5
Career Oriental Communication
Resume and Biodata
Resume
Resume is a French word meaning "summary". A resume is ideally a summary of
one's education, skills and employment when applying for a new job. A resume
does not list out all details of a profile, but only some specific skills customized to
the target job profile. It thus, is usually 1 or at the max 2 pages long. A resume is
usually written in the third person to give it an objective and formal tone.
C.V. – Curriculum Vitae
Curriculum Vitae is a Latin word meaning "course of life". It is more detailed than
a resume, generally 2 to 3 pages, or even longer as per the requirement. A C.V.
lists out every skill, all the jobs and positions held, degrees, professional
affiliations the applicant has acquired, and in chronological order. A C.V. is used
to highlight the general talent of the candidate rather than specific skills for a
specific position.
Bio-Data
Bio Data is the short form for Biographical Data and is an archaic terminology for
Resume or C.V. In a bio data, the focus is on personal particulars like date of birth,
gender, religion, race, nationality, residence, marital status, and the like. A
chronological listing of education and experience comes after that.

Structure of Resume/Bio-Data/CV
Name:
DOB:
Gender:
Father’s Name:
Residential Address:
Languages Known:
Mobile No.:
Email:
Marital Status:

Course:
Campus Name:
Year of Passing:
Percentage:
12th, 10th

Summary

Experience [Resume or Biodata]:

Cover Letter:
Address
Subject:
Dear…,

Body
Best Regards,
Interview
An interview is a conversation where questions are asked and answers are
given. In common parlance, the word "interview" refers to a one-on-one
[1]

conversation with one person acting in the role of the interviewer and the other in
the role of the interviewee. The interviewer asks questions, the interviewee
responds, with participants taking turns talking. Interviews usually involve a
transfer of information from interviewee to interviewer, which is usually the
primary purpose of the interview, although information transfers can happen in
both directions simultaneously. One can contrast an interview which involves bi-
directional communication with a one-way flow of information, such as a speech or
oration.
Interviews usually take place face to face and in person, although modern
communications technologies such as the Internet have enabled conversations to
happen in which parties are separated geographically, such as
with videoconferencing software, and of course telephone interviews can happen
without visual contact. Interviews almost always involve spoken
conversation between two or more parties, although in some instances a
"conversation" can happen between two persons who type questions and answers
back and forth. Interviews can range from unstructured or free-wheeling and open-
ended conversations in which there is no predetermined plan with prearranged
questions, to highly structured conversations in which specific questions occur in a
specified order. They can follow diverse formats; for example, in a ladder
interview, a respondent's answers typically guide subsequent interviews, with the
object being to explore a respondent's subconscious motives. Typically the
interviewer has some way of recording the information that is gleaned from the
interviewee, often by writing with a pencil and paper, sometimes transcribing with
a video or audio recorder, depending on the context and extent of information and
the length of the interview. Interviews have a duration in time, in the sense that the
interview has a beginning and an ending.
In interviews, your job is to convince a recruiter that you have the skills,
knowledge and experience for the job. Show motivation and convince a recruiter
that you fit the organization's culture and job description, and you get that much
closer to an offer.
1. Research the organization.
 This will help you answer questions — and stand out from less-prepared
candidates.

 Seek background information.

o Use tools like Vault, CareerSearch or The Riley Guide for an overview of the
organization and its industry profile.
o Visit the organization’s website to ensure that you understand the breadth of what
they do.
o Review the organization's background and mission statement.
o Assess their products, services and client-base.
o Read recent press releases for insight on projected growth and stability.
 Get perspective. Review trade or business publications. Seek perspective and a
glimpse into their industry standing.
 Develop a question list. Prepare to ask about the organization or position based on
your research.

2. Compare your skills and qualifications to the job requirements.

 Analyze the job description. Outline the knowledge, skills and abilities required.
 Examine the hierarchy. Determine where the position fits within the
organization.
 Look side-by-side. Compare what the employer is seeking to your qualifications.

3. Prepare responses.
Most interviews involve a combination of resume-based, behavioral and case
questions. We encourage you to meet with us to practice telling your story in the
best possible way.

4. Plan what to wear.

 Go neutral. Conservative business attire, such as a neutral-colored suit and
professional shoes, is best.
 Err formal. If instructed to dress “business casual,” use good judgment.
 Plug in that iron. Make sure your clothes are neat and wrinkle-free.
 Dress to impress. Be sure that your overall appearance is neat and clean.

5. Plan what to bring.

 Extra copies of your resume on quality paper
 A notepad or professional binder and pen
 A list of references
 Information you might need to complete an application
 A portfolio with samples of your work, if relevant

6. Pay attention to non-verbal communication.

 Be mindful. Nonverbal communication speaks volumes.
 Start ahead. Remember that waiting room behaviors may be reported.
 Project confidence. Smile, establish eye contact and use a firm handshake.
 Posture counts. Sit up straight yet comfortably. Be aware of nervous gestures such
as foot-tapping.
 Be attentive. Don't stare, but maintain good eye contact, while addressing all
aspects of an interviewer's questions.
 Respect their space. Do not place anything on their desk.
 Manage reactions. Facial expressions provide clues to your feelings. Manage how
you react, and project a positive image.

7. Follow up.
Many interviews end with “Do you have any questions?”

 Bring a list. You may say, “In preparing for today's meeting, I took some time to
jot down a few questions. Please allow me to review my notes.”
 Be strategic. Cover information not discussed or clarify a previous topic — do not
ask for information that can be found on the organization’s website.
o In your opinion, what makes this organization a great place to work?
o What do you consider the most important criteria for success in this job?
o Tell me about the organization’s culture.
o How will my performance be evaluated?
o What are the opportunities for advancement?
o What are the next steps in the hiring process?

Group Discussion
 Discuss means to talk about a subject in detail. Participants express views and
opinions to the other participants.
 It is systematic oral exchange or information on a topic
 It is a group process which involves person-to-person or person-to-group
interaction.
 Characteristics of Group Discussion
 Agreement on group goals
 Goal-oriented interaction
 Agreement on procedures
 Cooperative and friendly atmosphere
 Use of effective communication
 Equal distribution of participation
 Shared leadership
 Qualities or skills required for group discussion
 Subject knowledge
 Oral communicative skills
 Listening skills
 Appropriateness of language
 Clarity
 Positive speech attitude
 Self-confidence
 Team management
 Cooperation
 Coordination
 Exchanging suggestions and proposals
 Accepting and rejecting proposals