Business

Communication
KMBN 107
Unit 1

Definition: Communication can be defined as the act of sharing or exchanging information, ideas or feelings

Role :
Communication is important to express oneself. It also satisfies one's needs. One should have effective
communication for advancement in the career. In your personal life, effective communication skills can smooth
your way and your relationships with others by helping you to understand others and to be understood.

Categories :
Communication can be categorized into four basic types: (1) verbal communication, in which you speak to a person
to convey something (2) written communication, in which you read their meaning; and (3) nonverbal
communication, in which you observe a person and infer meaning. (4) Listening

Communication serves five major purposes:

To inform,
To express feelings,
To imagine,
To influence, and
To meet social expectations.
Communication Process :
Effective communication leads to understanding. The communication process is made up of four key components. Those
components include encoding, medium of transmission, decoding, and feedback. There are also two other factors in the
process, and those two factors are present in the form of the sender and the receiver.
1. Sender: The sender or the communicator is the person who initiates the conversation and has conceptualized
the idea that he/she intends to convey to others.
2. Encoding: The sender begins with the encoding process wherein he/she uses certain words or non-verbal
methods such as symbols, signs, body gestures, etc. to translate the information into a message.
The sender’s knowledge, skills, perception, background, competencies, etc. has a great impact on
the success of the message.
3. Message : Once the encoding is finished, the sender gets the message that he intends to convey. The message
can be written, oral, symbolic or non-verbal such as body gestures, silence, sighs, sounds, etc. or
any other signal that triggers the response of a receiver.
4. Communication Channel: The Sender chooses the medium through which he/she wants to convey
his/her message to the recipient. It must be selected carefully in order to
make the message effective and correctly interpreted by the recipient. The
choice of medium depends on the interpersonal relationships between the
sender and the receiver and also on the urgency of the message being sent.
Oral, virtual, written, sound, gesture, etc. are some of the commonly used
communication mediums.
5. Receiver: The receiver is the person for whom the message is intended or targeted. He/She tries to
comprehend it in the best possible manner such that the communication objective is attained. The
degree to which the receiver decodes the message depends on his/her knowledge of the subject
matter, experience, trust and relationship with the sender.

6.Decoding: Here, the receiver interprets the sender’s message and tries to understand it in the best possible
manner. An effective communication occurs only if the receiver understands the message exactly
the same way as it was intended by the sender.
7. Feedback: The Feedback is the final step of the process that ensures the receiver has received the message and
interpreted it correctly as it was intended by the sender. It increases the effectiveness of the
communication as it permits the sender to know the efficacy of his/her message. The response of
the receiver can be verbal or non-verbal.

Characteristics of successful Communication:

• Clear
• Correct
• Complete
• Concrete
• Courteous
• Concize
• Coherent
 THE 7 C’S OF COMMUNICATION
1. Clear – People should be able to understand the propose of massage easily and clearly
Bad Example:

Dear Devendra,
I would like to talk to you about the new client’s project, which the engineering team had discussed
yesterday. I might need the help of John from your team.
Regards,
Marium

Good Example:
Dear Devendra,
As you may know we have signed up XYZ as our new client. I had a meeting with the engineering
team yesterday and had discussed the campaign requirements for this project. John Redden from your
team had done a pretty good job last time doing the social media campaign for ABC and so I would
like him to work on the XYZ campaign too. Would you be available sometime tomorrow to discuss
this further?
Regards
Marium

2. Concise – Keep your message as short as possible

Bad Example
Dear Bharat,
I wanted to talk about the video editing ideas we sort of planned out the other day. Don’t you think it would
make a lot of sense to also add additional elements to the videos? I mean, I think that would sort of improve the
quality of the videos as well as have a stronger impact on the client’s message.
For instance, we could add a dissolve transition to each movie, which would then give it a seamless flow. This
would then make the video cleaner and be more appealing in the minds of the people. The impact would just be
a lot greater. This makes a lot more sense, according to me.
What do you think?
Regards
Aaron

Good Example
Dear Bharat,
I wanted to discuss the video editing ideas we planned out yesterday. It would be better to add additional
elements to the video in order to have a stronger impact on the client’s message.
A dissolve transition would give a seamless flow to each movie and make the videos cleaner and more
appealing in the minds of the target audience. What do you think?
Regards
Aaron
3. Concrete – Message should have right amount of details

Bad Example:

Dear all,
Let us meet tomorrow to discuss the product launch event. Please be there on time.

Thanks
Rohan

Good Example :

Dear all,
Let us meet tomorrow at 11 am at Conference room 3 to discuss the product launch event. We will have to decide
the keynote speakers and complete the event invite draft tomorrow. Please be there on time.

Thanks
Rohan

4. Correct – Make sure your communication is free of errors and mistakes

Bad Example
Dear Lotika,
I think we need to talk about the CSR campaign, I mean the one which we need to do as a quarterly exercise. I
think it is a great way of enhancing our brand image. Basically, it would just be a visit to an orphanage but we can
sort of do other things too. For instance, we could take the kids out for a short trip to a nearby park or zoo. Let us
sit and talk tomorrow.
Regards
Sarbani

Good Example:

Dear Lotika,
I need to discuss the quarterly CSR campaign with you. Let us take the kids out this time to a nearby park or zoo
instead of just visiting them. This will help enhance our brand image. We’ll talk in detail tomorrow.

Regards
Sarbani
5. Coherent – Your communication is in logical order

Bad Example:

“Hilltop Resort is the best resort. Do come to us on your next holiday”

Good Example:

“Hilltop Resort is the jewel of the western hills. Take a break from your work. Escape from life’s chaos and stress.
Relax and rejuvenate yourself at Hilltop. Go back fresh and energized!”

6. Complete – Your message will tell your audience everything

they need to know
Bad Example:

Dear Harinder,
Thanks for submitting the industry report. Finn will give you some feedback on it. Finn also wanted to find out if
you will be available for the client meeting tomorrow. We will be discussing the budget for the next phase of the
project.

Regards
Shirley

Good Example:

Dear Harinder,
Thanks for submitting the industry report. Finn will give you some feedback on it. You will be receiving an email
from him with detailed comments.

Regards
Shirley
 7. Courteous – Your communication should be friendly, polite

Bad Example:
Dear Rajesh,
I really do not appreciate how your IT team ignores the requests of my team alone. My team is an important
function in this organization, too, and we have our own IT requirements. Can you ensure that your team responds
promptly to my team’s requests hereon?

Regards
Dubey

Good Example:
Dear Rajesh,
I understand that the IT team is swamped with work and gets requests from every department in the organization.
My team, however, is working on a high-priority project, and I would greatly appreciate it if you could ask your
team members to respond to my team’s queries promptly and help us complete this project on time. Please do let
me know if you need anything from me.

Regards
Dubey

Importance of communication in management:

1. Basis of Decision-Making and Planning:
Communication is essential for decision-making and planning. It enables the management to secure information
without which it may not be possible to take any decision. Further, the decisions and plans of the management need
to be communicated to the subordinates. Without effective communication, it may not be possible to issue
instructions to others.
2. Smooth and Efficient Working of an Organization:
Communication makes possible the smooth and efficient working of an enterprise. It is only through
communication that the management changes and regulates the actions of the subordinates in the desired direction.
3. Facilitates Co-Ordination:
Management is the art of getting things done through others, and this objective of management cannot be achieved
unless there is unity of purpose and harmony of effort. Communication through the exchange of ideas and
information helps to bring about unity of action in the pursuit of a common purpose.
4. Increases Managerial Efficiency:
Effective communication increases managerial efficiency. It is rightly said that nothing happens in management
until communication takes place. The efficiency of a manager depends upon his/her ability to
5. Promotes Co-operation and Industrial Peace:
Effective communication creates mutual understanding and trust among the members of the organization. It
promotes cooperation between the employer and the employees. Without communication, there cannot be sound
industrial relations and industrial peace.
6. Helps in Establishing Effective Leadership:
Communication is the basis of effective leadership. There cannot be any leadership action without effective
communication between the leader and the led. Communication is absolutely necessary for maintaining man-to-
man relationship in leadership. It brings the manager (leader) and the subordinates (led) in close contact with each
other and helps in establishing effective leadership.
7. Motivation and Morale:
Communication is the means by which the behaviour of the subordinates is modified and change is effected in their
actions. Through communication, workers are motivated to achieve the goals of the enterprise and their morale is
boosted. The manager can motivate people by effective communication, e.g., proper drafting of messages, proper
timing of communication and the way of communication, etc.
8. Increases Managerial Capacity:
Effective communication increases managerial capacity too. A manager is a human being and has limitations as to
time and energy that he/she can devote to his/her activities. He/She has to assign duties and responsibilities to
his/her subordinates. Through communication, a manager can effectively delegate his/her authority and
responsibility to others and, thus, increase his/her managerial capacity.
9. Effective Control:
The managerial function of control implies the measurement of actual performance, comparing it with standards set
by plans and taking corrective actions of deviations, if any, to ensure attainment of enterprise objectives according
to preconceived and planned acts. Communication acts as a tool of effective control. The plans have to be
communicated to the subordinates, the actual performance has to be measured and communicated to the top
management and a corrective action has to be taken or communicated so as to achieve the desired goals.

10. Job Satisfaction:

Effective communication creates job satisfaction among employees as it increases mutual trust and confidence
between management and the employees. The gap between management and the employees is reduced through the
efficient means of communication, and a sense of belongingness is created among employees. They work with
zeal and enthusiasm.
11. Democratic Management:
Communication is also essential for democratic management. It helps to achieve workers’ participation in
management by involving workers in the process of decision-making. In the absence of an efficient system of
communication, there cannot be any delegation and decentralization of authority.
12. Increases Productivity and Reduces Cost:
Effective communication saves time and effort. It increases productivity and reduces cost. Large- scale production
involves a large number of people in the organization. Without communication, it may not be possible to work
together in a group and achieve the benefits of large-scale production.
13. Public Relations:
In the present business world, every business enterprise has to create and maintain a good corporate image in
society. It is only through communication that management can present a good corporate image to the outside
world. Effective communication helps management in maintaining good relations with workers, customers,
suppliers, shareholders, government and the community at large.
Communication structure in organization
Formal communications flow downward, upward, and horizontally. Downward communication deals with
plans, feedback, performance, training, and delegation of work. Upward communication deals with complaints,
requests, and the performance of the organization. Downward communication deals with plans, feedback,
performance, training, and delegation of work. Upward communication deals with complaints, requests, and the
performance of the organization.
Communication in crisis: Best Practices on What to Communicate in Crisis Situations
Deliver essential information in a quick, clear, and transparent manner.
People are overwhelmed with the amount of information coming at them. They’re on the lookout for essential
information that can help them get through this crisis, but they’re also under tremendous pressure at work and at
home, and they don’t have time to digest it all.
Focus on essential information and embrace brevity. Share what you know when you know it. Also, be honest —
this is not the time to equivocate and fall back on corporate speak.
1. Share what you don’t know in addition to what you do know.
No one has all the answers right now. But acting like you do will damage your credibility and your ability to
connect with your people. Be honest and embrace the ambiguity of the situation, but also share what you’re able to.
People will appreciate and resonate with honest, direct messaging.
2. Make it clear what people can look to for stability and guidance.
In a moment where it seems like everything is shifting and up for grabs, let others know what remains stable.
Clarify and emphasize what’s bedrock and unchanging. For many organizations, this might include their vision,
mission, and values.

Best Practices on When to Communicate in a Crisis

1. Communicate broadly, repeatedly, and through multiple means.
To stand out above the noise, don’t just rely on one particular medium or platform. Remember the 3 R’s: review,
repeat, and reinforce.
If information is shared only once (or through one medium), you cannot be sure that everyone has received it — or
if they did, that they understand it.
Take the extra time to review information with your team, to repeat the information to help it sink in, and to
reinforce the key points of your information with additional context or guidance. If in doubt, err on the side of
over-communicating and sounding redundant rather than under-communicating and running the risk of people not
hearing or understanding your message.
2. Explain before questions and concerns are submitted, when possible.
During a crisis, people can be so overwhelmed with just getting through their lives that they may not have the
capacity to reach out with questions and concerns. Taking the initiative to connect with your team and answer the
questions they likely have will show them that you’re on the front line dealing with the crisis and that you’re
willing to support them. Of course, you should also provide a space for your team members to share their concerns
and build and ask questions that haven’t been answered.
3. Share with others after you’ve taken care of yourself.
This may sound selfish, but it’s extremely difficult to lead others if you’re not in a good place yourself.
Take care of yourself, make time for your wellness, being kind to yourself through constructive self-talk, building
awareness of distorted thought patterns, or just take some time to be patient with how you’re feeling right now.
If you can get yourself in a better place, you’ll be more able to help and lead others effectively.
10 BARRIERS TO EFFECTIVE COMMUNICATION AND PERSUASION:
1. Physical and physiological barriers
These include distance, background noise, poor or malfunctioning equipment, bad hearing, poor eyesight, and speech
impediments.
2. Emotional and cultural noise
Emotions (anger, fear, sadness) and attitudes (having to be right all the time, believing oneself to be superior or inferior to
others) affect objectivity, as do the stereotypical assumptions that people make about each other based on cultural background.
3. Language
Speaking different languages, having strong accents, and using slang or jargon can frustrate communication and negotiation
efforts.
4. Nothing or little in common
Examples, stories and anecdotes can help get a point across, except when the audience cannot relate to any of these because they
don’t share a common experience with the speaker.
5. Lack of eye contact
Not making eye contact is a sure way of raising doubt in listeners and losing their attention and making them feel suspicious of
you, not to mention invisible.
6. Information overload and lack of focus
Too much information can confuse your audience and even make them wonder if you’re overwhelming them with details to
avoid telling them something else they would rather know.
7. Not being prepared, lack of credibility
If you’re not prepared, if you lack the facts, if you rely on your PowerPoint presentation too much, your listeners will notice and
feel let down, even disrespected–and they won’t believe you.

8. Talking too much

When you talk, you’re not listening, and you need to listen to the people you’re attempting to persuade.
9. Trying too hard, seeming desperate
When you try too hard to persuade someone, you may seem desperate, and desperation smells like manipulation and turns
people off before you can utter your next desperate word.
10. Lack of enthusiasm
If you don’t believe in your position, product, service, or whatever you’re trying to sell, they won’t believe in it either.

Various categories of barriers to communication:

Physiological barriers to communication are related to the limitations of the human body and the human
mind (memory, attention, and perception). Physiological barriers may result from individuals' personal
discomfort caused by ill health, poor eyesight, or hearing difficulties.
In general, there are five types of physical barriers that prevent individuals from communicating effectively:
• Environment. Environmental barriers are due to the place we're trying to communicate in.
• Distance.
• Time.
• Medium.
• Technical difficulties.
Five causes of cultural barriers :
• Language. Not speaking the same language (well) can cause a myriad of misunderstandings and is considered the
most crucial barrier in cross-cultural communication.
• Stereotypes and prejudices.
• Signs and symbols.
• Behaviors and beliefs.
• “Us” versus “them”
What are language barriers :
The most obvious example of a language barrier is people speaking languages native to different regions.
Dialects are another example of a language barrier. People can technically speak the same language and still face
misunderstandings and gaps in communication due to dialectical differences.

Gender barriers to communication:

The pro-male bias
Male performance is often overestimated compared to female performance. There is a pro-male bias across all jobs,
especially those considered ‘male-dominated.’ But there was no pro-female bias for stereotypically ‘female’
occupations. The pro-male bias can be hard to pinpoint at times.
The motherhood penalty
Many studies show that the pushback—or “motherhood penalty”—women experience when they have kids is the
strongest gender bias. Motherhood triggers assumptions that a woman is less competent, less committed, and less
available to her career. The “motherhood penalty” has been proven again and again but more recently researchers
have also noted a “fatherhood bump”.

The “think leader think male” bias

Men and women tend to associate leadership with more masculine traits such as strength, assertiveness, confidence.
And men and women don’t judge the same traits in a woman as positively. A directive woman tends to be viewed
as “bossy.” I’ve observed several discussions during talent management reviews where women were criticized for
being too “aggressive.” I’ve rarely seen this remark made about men under review. At the same time, a woman
exhibiting a typically feminine leadership style, more collaborative, asking more questions rather than giving
orders, will be considered too “soft” for a leadership role.
The benevolence biases
The benevolence bias consists in associating with vulnerability and the need for protection. This has at least two
negative implications for women’s career progression: First, they tend to be given fewer stretch assignments and
positions. Typically, women with small children tend not to be considered for international assignments, as
managers assume this would be too challenging for them. Second, women get less constructive feedback as
managers fear the emotional reactions of women. It’s true that, in general, women tend to be more emotional than
men. A study showed that women shed tears as much as eight times more often than men. And when women cried,
the duration of crying was three times longer. But this is not a sign of weakness.
Work Culture and Organization
Difficulties in managing work-life
Society’s expectations are not the same on men and women regarding their roles in raising children, carrying out
household chores or looking after ageing parents. Things are progressing, but around the world, women still spend
two to ten times more time on unpaid care work than men. . The double burden women face is clearly a reality.
Therefore, the “anytime, anywhere” culture and the lack of flexible working options have a disproportionately
negative impact on women. .
Ordinary sexism
Sadly, ordinary sexism is still a key obstacle to gender balance in the workplace. Such behaviours are particularly
strong in male-dominated industries. They make women feel like outsiders and discourage them from applying to
jobs or remain in such environments. Women often share stories about how they feel disrespected and how ashamed
they are to talk about it. Often, male colleagues don’t even realize how inappropriate some behaviors may be. Some
team cultures that are not exactly sexist can put off women when they are too masculine, too competitive, with
rough language, and ongoing banter.
Women’s Internal Barriers
Lack of confidence
Several studies show that women tend to be less confident in themselves than men, even if they have similar
ambitions to progress in their careers. For instance, women tend to apply for jobs only when they fulfil 100 per cent
of the requirements, whereas men apply for jobs even if they only fulfil 60 per cent of the requirements. In a group
of women and men with similar performances, the women will tend to under-evaluate themselves, whereas the men
will tend to over-evaluate themselves. Women tend to blame themselves when they fail and credit external
circumstances when they succeed, whereas men tend to do the opposite.
The good girl syndrome
Women have been conditioned at school, more than men, that a good job is automatically rewarded. This approach
works well at school, it doesn’t work in corporations. Others need to know what you’re capable of. Women,
compared with men, have less of the attitude and the network required to succeed in this type of environment.
Women tend to be less comfortable than men communicating about their accomplishments. They fear being viewed
as bragging and self-promoting.

Lack Of Leadership Support

The perception gap :
Men and women don’t share the same vision of gender equality. Overall, men tend to underestimate the difficulties
faced by women and the benefits of having more gender diversity. A survey in the high-tech industry found that
while, for men, the key gender diversity barrier was the classic pipeline excuse, There are no women to recruit, for
women, unconscious bias was the key barrier. The less men are aware of their male privilege and the difficulties
women face, the less supportive they are of gender diversity measures. If a man fails, will he ever be told that it’s
because you’re a man? Most probably not, and this is male privilege. Because many women are reminded of their
gender when they fail, amongst other things. Men happen to be the majority of senior leaders, those with the power
to change the status quo.
The lack of knowledge about what to do
Even when leaders are aware of the barriers faced by women and convinced of the benefits to promote gender
balance, often they don’t know what to do. That’s one of the most common questions that are asked by male leaders
who want to promote gender balance: “What am I doing wrong?

What are interpersonal barriers to communication?

Interpersonal barriers are any negative patterns of behaviour that hinder you from communicating or discourage
others from communicating with you. In many cases, miscommunication results from unintentional verbal or non-
verbal cues.
Psychological Barriers and Emotional Barriers to Communication:
Lack of attention, poor retention, distrust and defensive perception, viewpoints, attitudes and opinions, emotions,
and mental limitations.
 Business
Communication
KMBN 107
Unit 2

What is oral communication:

Oral communication is the ability to transmit ideas from your brain to either one person or a group of people. Good
use of verbal skills means presenting an idea clearly while each thought is articulated in a cohesive manner. It has
everything to do with the language that we choose to use.
Principals of successful oral communication:
Well-Planned: Before presenting something, there should be proper planning regarding the audience, topics to be
delivered, timing, and other factors. So, a person must be well-prepared to deliver his speech.
Clear pronunciation: To make oral messages meaningful to receivers, words should be clearly and correctly
pronounced. There should not be any lack of clarity; otherwise, the communication would be confusing.
Brevity: Effective oral communication requires that a message be brief. If the sender takes a long time to talk,
his/her message may not get the attention of the receiver.
Precision: Precision is needed to make oral communication effective. There should not be any confusing words
rather the message to be delivered should be specific so that there is no misunderstanding.
Natural voice :Any sort of unnatural voice may distort the message. A natural voice can do a lot to make oral
communication effective.
Logical sequence Ideas should be organized in a sequential way to make the message communicative and
attractive. Unorganized ideas do not provide a clear sense, while a logical sequence of ideas gives a clear sense.
Principles of Effective Oral Communication
Suitable words: Words have different meanings to different people in different situations in oral communication, a
speaker should use common, simple, and familiar words so that the receiver can react to the message without any
problem.
 Courteous Courtesy costs nothing but can earn many things. So, a speaker should be courteous while addressing
listeners. It helps create a good impression in the mind of listeners regarding the speaker.
Attractive presentation It is another principle to make oral communication effective. A speaker should deliver his
speech in very nice and sweet language so that the receiver is attracted to take part in the communication.
Avoiding Emotions: A Speaker must control his emotions to make oral communication effective. Too much
emotion will take the speaker away from the main subject.
Emphasis The speaker must be knowledgeable regarding the portion of the speech where he should give emphasis.
Giving emphasis on respective points will help draw the attention of the audience.
Controlling Gesticulation The speaker on many occasions, consciously or unconsciously, gesticulates to express
his/her ideas or thoughts. This is a habit and should be avoided. Otherwise, the application of such a habit may lead
to % disinterest of the audience.

Besides, objective information, the capacity of the listener, interesting language, and proper fluency should also be
considered as the principles of oral communication.

What is conversation control:

1. Banter :
Banter is a way for people to connect and have fun with one another, and it can be a useful social tool to break the
ice, relieve tension, or strengthen relationships. It's important to note that banter should always be friendly and
respectful, and it should never cross the line into hurtful or offensive territory. The key to successful banter is
knowing your audience and using it in a way that everyone involved finds enjoyable and engaging.
2. Discussion :
A discussion is a conversation or exchange of ideas between two or more individuals with the goal of sharing
thoughts, information, and perspectives on a particular topic, issue, or subject.
3. Subject
(a) Subjective ideas
Subjective ideas are concepts, opinions, or interpretations that are influenced by an individual's personal feelings,
experiences, biases, and perspectives
(b) Objective facts
Objective facts are statements or pieces of information that are verifiable, true, and not influenced by personal
feelings, interpretations, or biases
(c) Other people (Usually absent)
(d) Oneself
4. Functions
(a) Functional conversation
A functional conversation is a type of communication focused on achieving specific practical goals or objectives
(b) Small talk
 What is the role of reflection and empathy:
Reflection and Empathy: Two sides of effective oral Communication. Reflecting is the process of paraphrasing
(Paraphrasing is the act of rephrasing or restating a passage, text, or idea in your own words while retaining the
original meaning) and restating both the feelings and words of the speaker. The purpose of reflecting is: To allow
the speaker to 'hear' their own thoughts and to focus on what they say and feel.
Reflecting:
• To allow the speaker to hear their own thoughts and to focus on what they say and feel
• Trying to show the speaker that you are trying to perceive the world as he/she see it
• To encourage him/her to continue speaking
Two main techniques of reflection
• Mirroring
• Paraphrasing

Effective listening:
Effective listening is actively absorbing the information given to you by a speaker, showing that you are listening
and interested, and providing feedback to the speaker so that he or she knows the message was received.
Benefits:
Active listening is a communication skill that builds trust between you and your colleagues and that empowers
you to make informed decisions, resolve issues, and drive a team or organization towards success based on
awareness and absorption of all the information necessary to achieve this.
What is the effective listening process?
Listening is an active process by which we make sense of, assess, and respond to what we hear. The listening
process involves five stages: receiving, understanding, evaluating, remembering, and responding.
Importance:
Not only does listening enhance your ability to understand better and make you a better communicator, it also
makes the experience of speaking to you more enjoyable to other people.
Factors: They all help you ensure that you hear the other person and that the other person knows you are listening
to what they say.
• Pay attention. Give the speaker your undivided attention, and acknowledge the message.
• Show that you are listening.
• Provide feedback.
• Defer judgment.
• Respond Appropriately.
10 steps to effective listening:
Step 1: Face the speaker and maintain eye contact.
Step 2: Be attentive but relaxed.
Step 3: Keep an open mind.
Step 4: Listen to the words and try to picture what the speaker is saying.
Step 5: Don't interrupt, and don't impose your "solutions."
Step 6: Wait for the speaker to pause to ask clarifying questions.
Step 7: Ask questions only to ensure understanding.
Step 8: Try to feel what the speaker is feeling.
Step 9: Give the speaker regular feedback.
Step 10: Pay attention to what isn't said—to nonverbal cues.

Empathetic or therapeutic listening: Empathetic listening is useful to help you see from other people's
perspectives. Using this type of listening, you can try to understand someone else's point of view as they're
speaking. You can also try to imagine yourself in the other person's shoes.
What are benefits of effective listening?
Effective listening helps to resolve conflicts, build trust, inspire people, and strengthen teams. That's especially
important to leadership. Spend most of your conversations listening, and you'll absorb the information as it is given
to you.

Types of Listening :

Active Listening: This is a focused and intentional type of listening where the listener is fully engaged, paying
attention to the speaker, and providing feedback or asking clarifying questions. It's often used in counselling,
conflict resolution, and mentoring.
Passive Listening: In passive listening, the listener is not actively engaged with the speaker but is still receiving the
information. This type of listening is often used in everyday conversations where you may not need to provide
immediate feedback.
Critical Listening: This type of listening involves evaluating and analyzing what you hear. It's common in
academic and professional settings, where you assess the information, identify key points, and make judgments
about the content.
Sympathetic Listening: Sympathetic listening is used in situations where the listener provides emotional support to
the speaker. It involves showing empathy, understanding, and compassion. This type of listening is often used in
personal and emotional contexts.
Empathetic Listening: Similar to sympathetic listening, empathetic listening goes a step further by not only
understanding the speaker's emotions but also trying to experience them from their perspective. It's crucial in
situations where someone needs deep emotional support.
Appreciative Listening: This type of listening is focused on enjoying and appreciating what you hear. It's often
used when listening to music, poetry, or any form of entertainment.
Informational Listening: Informational listening is about gathering information and facts. It's common in
educational settings, business meetings, and when you're trying to learn something new.
Rapportive Listening: This type of listening is geared towards building and maintaining relationships. It involves
active engagement in conversations to strengthen connections and understand the speaker's point of view.

Selective Listening: Selective listening is when the listener chooses to focus on certain parts of the message and
ignore others. It can be intentional or due to distractions.

Biased Listening: Biased listening occurs when the listener approaches a conversation with preconceived notions
or biases, which can affect their understanding and interpretation of the message.

Problem-Solving Listening: This type of listening is used in situations where the listener is actively working with
the speaker to find solutions to a problem. It often involves asking probing questions and brainstorming together.

Public Listening: Public listening is a type of listening used when someone is speaking to a large audience, such as
during a speech, lecture, or presentation. Listeners in this context may have different motivations, from seeking
information to evaluating the speaker's performance.

Nonverbal communication is a crucial aspect of human interaction and can convey a wide range of emotions,
intentions, and information without the use of words. Key components of nonverbal communication :
1.Facial Expressions: The emotions and attitudes of individuals can often be discerned through their facial
expressions, including smiles, frowns, raised eyebrows, and squinting.
2.Eye Contact: The amount and type of eye contact can convey interest, attentiveness, confidence, or discomfort.
Prolonged eye contact, for example, can signal confidence or attraction, while avoiding eye contact may indicate
shyness or evasiveness.
3.Gestures: Hand movements, arm motions, and other gestures can complement or reinforce spoken
communication. For instance, a thumbs-up gesture can indicate approval or agreement.
4.Posture and Body Language: The way a person stands, sits, and moves their body can communicate various
messages. An upright posture might suggest confidence, while slouched shoulders could convey a lack of enthusiasm
or fatigue.
5.Proximity: The distance between individuals during an interaction can signal their level of intimacy, comfort, or
personal boundaries. For example, standing very close to someone may signal intimacy or aggression, while
maintaining more distance can imply formality or respect for personal space.
6.Touch (Haptics): Physical touch can communicate various emotions and intentions. A comforting touch can
convey empathy or support, while a firm handshake might signal confidence or assertiveness.
7.Paralanguage: This encompasses the vocal aspects of communication other than the actual words spoken. It
includes tone, pitch, volume, speed, and vocal cues such as laughter or sighs. For instance, a soft tone and slow
speech might indicate sympathy, while a loud and fast tone could convey excitement or anger.
8.Clothing and Appearance: The way people dress and groom themselves can communicate information about
their personality, status, professionalism, and even their cultural or subcultural affiliations.
10. Artifacts: Objects and possessions in an individual's environment can convey information about their personality,
interests, and values. For example, the presence of religious symbols in an office communicates the occupant's
beliefs.
11. Smell: Scents and odours can evoke powerful emotional and memory responses. Perfumes, body odour, or the
scent of a room can impact the perception of a person or environment.
12. Time: How people manage and use time can communicate a lot about their priorities, respect for others, and their
sense of urgency or patience. For instance, punctuality can convey professionalism and respect, while consistently
arriving late may signal a lack of consideration.
13. Silence: The absence of verbal communication can also be a powerful nonverbal signal. Silence can signify
discomfort, reflection, or disagreement, depending on the context.

Understanding and interpreting these components of nonverbal communication is important for effective interpersonal
communication, as they often provide additional layers of meaning and context beyond spoken words.

Purpose of written communication:

The primary goal of business writing is to convey valuable information. Inaccurate or irrelevant content affects
the purpose of the document. For effective business writing, information must be value-additive and complete.
Clarity in writing
The clarity in business communication creates and builds relationships and avoids confusion. Therefore,
business communication needs to be clear, specific, and precise. If you have to deal with clients, staff, or an
audience, you should learn to have details and accuracy while communicating with others.

Principles of effective writing:

Top 5 Principles for Effective Business Writing
• 1. Align your writing style to your audience's goals.
• 2. Tailor your tone to the task at hand.
• 3. Leverage structure and formatting to improve clarity.
• 4. Maintain consistency.
• 5. Write with a clear call to action in mind.
Steps of the Writing Process
1. Step 1: Prewriting. Think and decide. Make sure you understand your assignment.
2. Step 2: Research (if needed), search. List places where you can find information.
3. Step 3: Drafting. Write.
4. Step 4: Revising. Make it Better.
5. Step 5: Editing and Proofreading. Make it Correct.
Specific writing features:

Coherence between words

Coherence between sentences

Coherence between paragraphs

3 x 3 writing process

1. Prewriting: Form the purpose, profile the audience and determine the tone and method
25% of your time
2. Writing: Research, organize and comprise the message
25% of your time
3. Revising: Proofread, revise and determine if the message will appeal to the audience
50% of your time

Business
Communication
BMB 107
Unit 3
A business letter is a letter that is used by organizations to communicate in a professional way
with customers, other companies, clients, shareholders, investors, etc. Business letter uses
formal language and a specific format. Companies use it to convey important information and
messages.
A business report is a collection of data and analyses that helps make relevant information
easily accessible to a company.

Business introduction letter: Key Components

1. Determine the intent
Before writing your introduction letter, you might first determine the intent of the letter. For instance, if you have
recently launched a new business and want customers to know about your products or services, you can write your
introduction as a business-to-customer letter. If you want to reach out to another company, however, your letter
might follow a business-to-business format. Determining your intent before starting your letter can help you
determine the information you might include when sending your letter out.
2. Research the company or market
Next, you might research the company you plan on communicating with, as well as its brand identity, market and
products or services. Conversely, if you are writing to your client base, you might research popular products or
services that are in competition with yours and how you can provide information that will persuade your clientele
to seek out your business instead.

3. Identify a need
After you have done some research on the recipients of your introduction letter, you can identify their needs. For
example, when writing business-to-business, you might find the business you are communicating with has need of
your services or when researching your customer market, you might find there is a need for the products your
business manufactures, and you can use what you learn of your audience's needs to help you provide relevant
information about your business.
4. Open with a strong statement
Then, when your research is done and you have identified a need, you can start your letter. Open with a strong
statement, such as your business's slogan or a memorable quote. Starting strong in your letter is important as this is
where you can gain the reader's attention.
5. Include relevant details
Depending on your audience and intent, your letter can include information that is relevant to your audience. For
instance, if your business is seeking a partnership with another business, your relevant details might include the
products or services that you intend to provide in a partnership, as well as the parameters of the partnership. If you
are writing to introduce your new business to the customer market, you might only include information that
describes how your products or services will help your clientele.
6. Keep it short and concise
As you write your letter, you might keep it between 300 and 400 words and include just the details you want the
reader to know about your business. Avoid unrelated information or details that make your purpose unclear.
7. Create a call to action
Before closing your letter, you may consider adding a call to action. This means that you are describing ways that
your audience can communicate back with you or further actions that the reader can take to get to know your
organization better.
For instance, if your business is entering a new market of consumers, you could create a call to action that has new
customers purchasing from your business. This might be detailing a grand opening event with sale items or
offering a coupon to the first 100 customers. No matter the audience, creating a call to action can motivate them to
interact or otherwise continue communication with your business.
8. Close your letter
After adding your call to action, you can close your introduction letter. While formal letters may use standard
closings such as "Sincerely" or "Yours truly," you might consider some less common closing statements that can
make your letter feel more personal to the reader. You might use statements like "Best wishes," "Warmest wishes,"
"Kindest regards" or other personable closing statements.
9. Proofread
After you have completed your introduction letter, be sure to proofread it, checking for typos, spelling and
grammar errors. Also, check to make sure that your recipient's name is spelled correctly. You may also check for
formatting issues during this step.
10. Send your letter
Finally, you can send your letter. You might make sure the mailing address is the correct contact information for the
company you are writing to. If you are sending out multiple copies of your business introduction letter to your
consumer market, you might double-check that you are sending your letter to only customer leads that have
expressed interest in your organization.

On the basis of the nature of the message, business letters can be of four (4) types:
1. Positive letter
2. Persuasive letter
3. Routine letter
4. Negative latter
A persuasive letter is written an organization/s or individual/s to accept the sender’s (writer’s) issue, interest or
perspective. It can be written to any type of organization, i.e school, bank, college, NGO or municipality. The
individuals can be a director, EO or government officials.
The motive of the “persuasion letter” is to get your work done.
The persuasion letter can be on any such matter:
A persuasion letter can be a :
1. Cover letter
2. Complaint letter
3. Petition letter
4. Request letter
5. Sale letter
A persuasion letter can be written in :
1. Full block style
2. Semi-block style
3. Modified block style
4. Modified semi-block style
Full Block Style

Writing Informative and Positive Messages

To define what we mean by 'informative' and 'positive' messages
Informative Message - A message to which we expect a neutral response from the reader.
Positive Message - A message to which we expect a positive response from the reader.
Both these definitions aren't 'asking' the reader to do anything, but we do want the reader to accept and pay
attention to whatever the message is.
The format for a 'positive message' has been stabilized into an arrangement often identified as a 'good news'
pattern or 'direct pattern.’
Good News/Direct Pattern
1. Immediately give the good news (positive message) if applicable, and summarize the main points (informative
message)
2. Give required details, background, clarification and explanation
3. Present any negative elements spun positively
4. Close with a goodwill ending - positive and personal in tone and ‘forward-looking’
Subject - line
The subject line is very important when drafting a direct pattern message - it functions as informative and the title
of the message (sets the tone and precedence for the reader).
Memo
When to write a memo?
You should write a memorandum when you need to relay official business items efficiently. The aim of your memo
should be to inform, bring attention to a problem, or answer a question. The following purposes are suitable for a
memo:
1. broadcast internal changes
2. disseminate news
3. share an upcoming event
4. update public safety guidelines
5. raise awareness about an issue
6. address a problem
7. make a request
8. share project updates

How to format a memo ?

If you are sending a memo via email, it should be formatted as a PDF. This retains the style you’ve applied to the
document. Traditionally memos use twelve-point font for the body and fourteen- to sixteen-point font for the
headings. Keep the font and design simple.

A memo should include the following :

Heading
To
From
Date
Subject
Opening statement
Context
Call to action and task statement
Discussion
Closing
You also have the option to include attachments to support the message you are conveying in
your memo. If your memo is more than one page, you should have a summary to wrap up your
points.
Write a memo in 8 steps :
Memos should always be professional and polite—regardless of the topic you’re introducing. Stay focused on the
facts and actionable plans. You should not use emojis in business memos. Keep it brief, direct, and clear and include
only necessary information.
1 Heading
The heading lists who is receiving the memo, who is sending the memo, the date the memo was written, and the
subject of the memo. You can view how to format this section below.
To: [Recipients’ full names and job titles or department]
From: [Your full name and job title]
Date: [Today’s date]
Subject: [What the memo is about]
Since you addressed the recipients in the heading, there’s no need to include a greeting.
2 Opening statement
This section can be between one and three sentences. The opening statement is where you briefly state the purpose
of your memo. Include only a summary of the most crucial information in this section. Later you’ll be able to get
into the details.
Try starting with, “I’m writing to inform you ”
3. Context
In three to ten sentences, provide context. Context is where you let people know what you’re writing about, why
you’re writing them, and any other critical information.

This section may include the following:

1. supporting evidence
2. why your organization made the decision you’re discussing in the memo
3. background information
4. a problem statement
5. how do you found the problem
6. important timing or dates
7. other key points
4. Call to action and task statement
This section can be either two to three sentences or a bullet-pointed list. This is where you lay out the next steps for
your recipients. Write about what the recipient should do after they read the memo or how you plan to solve the
problem you’ve described.
Try writing, “Please [task you’d like completed] by [due date]” or “I appreciate your cooperation in this matter.”
5. Discussion
The aim of this portion is to persuade the recipients to follow your recommended actions. Lay out all of the details
that support your ideas, beginning with the most critical information. Give specific supporting facts, ideas, and
research that back up your memo, organizing the information from strongest to weakest.
6. Closing
The closing section is an opportunity to end your memo on a courteous note. We recommend you share what you
want your recipients to take action on one more time here, as well. Generally, memos don’t include a farewell. But
if you want to have one, make sure to keep it brief.
7. Optional additions
You can include a summary or attachments with your memo if you need to. You should include a summary if your
memo is more than one page. Summaries help recipients more easily digest the information you’ve shared.
You can place the summary right before your closing statement. A summary may list key recommendations, a
summation of important information, references, methods, or resources you used. If the information in your memo
needs further clarification, you can place it within this section. Summaries can be a few sentences long or a bullet-
pointed list of key information.
Your supplemental information should include any documentation you want to share, such as graphs, lists, tables,
or photos. If you choose to include attachments, include a note about what you’ve attached below your closing.
If you’re sending your memo via email, these additional attachments can be added to your email. If you send your
memo as a letter or fax, include these after the last page of your memo document.
Refer to your attachments as such: “Attached: [name of attachment], [date created].”
8. Revise
Now that you’ve written your memo, it’s time to revise! Follow the steps below to ensure your memo is as clear
and concise as possible. Remember: the shorter, the better.
Cut out any unnecessary material.
Clarify your main points.
Proofread for spelling, grammar, and punctuation mistakes.
Check your facts and resources.
Get feedback from a colleague before sending.

How is a memo different from other forms of communication :

A memo is a concise but informal communication within an organization to disseminate an official message. But
how does this differ from an email, a letter, a circular, or minutes? Let’s clarify the definitions of these standard
business documents.
How is a memo different from an email?
Memos are typically more formal in tone and language than emails, which are most effective when they’re short
and to the point. In the future, the company may use your memo as an official document that will be printed,
disseminated as hard copies, or distributed professionally to a large group of people in a readable format.
How is a memo different from a letter?
Typically, letters are addressed to individuals outside of the organization. They are meant for longer external
messages communicating a specific topic. These may be informal or formal in tone.
How is a memo different from a press release?
Memos are usually used for internal communications, while press releases are intended for external
communications. A press release is understood to typically be a longer, more detailed document than a memo.
How is a memo different from a circular?
Circulars are for mass distribution. On the other hand, memos are for a select group of people. Circulars typically
have multiple topics and call to action. Memos should address only one subject briefly.
How is a memo different from minutes?
Meeting minutes are official documents containing the notes from a meeting. While a memo may refer to minutes in
its supplemental attachments, you should not use a memo as a format for meeting minutes or vice versa.
Example : Internal changes

When an organization makes policy, procedural, or high-level staffing changes, an internal change memo should be
written. The HR department may send this email, or it might come from the leadership team or another department.

To: All Employees

From: Pran Chopra, Human Resources Manager
Date: July 20, 2022
Subject: Changes to Paid Time Off System
I’m writing to inform you about the recent changes to our PTO system. We are switching platforms to PalmLeaf
HR. This system will go into effect on October 1, 2022.
In switching to PalmLeaf HR, our company is attempting to make submitting your PTO requests simpler. You can
find tutorials for navigating this easy-to-use platform attached to this memo.
You’ll receive an onboarding email from PalmLeaf HR directly this week. Please be sure to set up your account no
later than September 30, 2022.
If you’re having trouble setting up your account, please email us with any questions at [email protected].
Thank you for your cooperation during this transition. We’re hopeful that this will make managing your PTO easier.

Attached: PalmLeafHR Guide, January 2022

Case analysis :

Dipika supervised 36 professionals in 6 city libraries. To cut the costs of unnecessary overtime,
she issued this one-sentence memo to her staff:
When workloads increase to a level requiring hours in excess of an employee’s regular
duty assignment, and when such work is estimated to require a full shift of eight (8) hours
or more on two (2) or more consecutive days, even though unscheduled days intervene, an
employee’s tour of duty shall be altered so as to include the hours when such work must
be done unless an adverse impact would result from such employee’s absence from his/her
previously scheduled assignment.
After the 36 copies were sent out, Dipika’s office received 26 phone calls asking what the
memo meant. What the 10 people who didn’t call about the memo, though, is uncertain. It took
a week to clarify the new policy.
 Heading: Impact of unscheduled and additional workload

This memo means that when an employee's workload significantly increases beyond their
regular duties, and this additional work is expected to require a full shift of eight hours or
more for two or more consecutive days, even if there are unscheduled days in between, the
employee's work schedule will be adjusted. The purpose of this adjustment is to ensure that
the employee has the necessary hours to complete the additional work.

However, this adjustment will only be made if it does not negatively affect the employee's
previously scheduled assignment. In other words, the memo allows for flexibility in
scheduling to accommodate increased workloads, as long as it doesn't harm the employee's
ability to fulfill their existing duties or cause adverse effects on their prior commitments.

Reports :
Reports are written to present and discuss research findings. They provide the reader with the rationale for the
research, a description of the method used to conduct the research, the findings, results, a logical discussion, and
conclusions/recommendations.
Objectives of Report Writing: Office report has the following objectives: The objective of office reports is to
communicate the information to those who need it.
1. To facilitate planning and coordination by presenting factual information.
2. To provide the information to shareholders, creditors, investors, customers and also general public.
3. To facilitate the management to take appropriate course of action.
4 To provide valuable records of documents to the office which can be used as future reference?
5. To provide facts and results of an enquiry. To give the basis of measuring the performance of executives.
How does a report help ?
1. It helps to keep records.
2. It is the source of information. It tells about success and failures.
3. It helps us to know what we are doing. It encourages the donors as it keeps them informed what happened to
their donations.
4.It helps other people know about the development of their project.
5. Other people are encouraged to do their own project.
6. Helps researchers to do their work.
7. Helps to determine further actions.
8. It is also important for evaluation purpose.
9. Helpful to the govt. to know their performance to bring different changes in policies and programs.
What are the various types of business reports :

1) Routine Reports – It contains the statement of facts in a detailed manner without any recommendations. It
conveys the information to the management on the progress of some matter. These are prepared at regular intervals
and are based on present facts and figures. These may be production reports, sales reports, cost report, director’s
report etc.
2) Special Report – It is presented to the superior who has been entrusted with the responsibility of preparation. It
usually contains the advice or recommendation of the reporter on non-routine matters. It may include research
reports, turnover reports, plant location report etc.
3) Statutory report – The report which is necessary to be prepared as per the requirement of law. For example,
under the Company’s act of 2013, a Joint Stock Company should prepare and file the following reports with the
registrar of companies. Directors report to the Annual General Meeting. Annual returns. Statutory report at the
statutory meeting of the company An auditor’s report. Reports by Inspectors appointed to investigate the affairs of
the company.
4) Technical report – Technical reports are prepared by technocrats, and their contents are generally in the form of
figures and statistics. It may be an engineering report, plant maintenance report, project report, etc.

Reports may also be classified as: – Formal or Informal.

1) Formal report- It consists of several fairly standardized parts. It is presented to the reader in a rather formal
format. These reports are generally analytical in nature. These reports are either statutory reports or non-
statutory reports. Reports submitted by officials or executives of companies, societies, local bodies etc, are
usually formal reports.
2) Informal reports – This report does not follow any prescribed or official form or procedure. It may involve
verbal reporting in person or over the telephone. It is like the informal communication.
These reports may be of the following types
Short- report brief discussion of facts.
Progress- report providing information about the progress of the specific plan.
Staff - report presenting facts and giving recommendations on staff matters.
Justification – report justifying a particular course of action recommendations.
Presentation
Definition: A presentation is a form of communication in which the speaker conveys
information to the audience. In an organization presentations are used in various scenarios like
talking to a group, addressing a meeting, demonstrating or introducing a new product, or
briefing a team. It involves presenting a particular subject or issue or new ideas/thoughts to a
group of people.

It is considered as the most effective form of communication because of two main reasons:
• Use of non-verbal cues.
• Facilitates instant feedback.
In small presentations, we can make use of a blackboard, graphs, charts and slides as a visual
aid. Whereas, in large presentations, we can make use of films, slides, videos, animations or
modern computer graphics as a visual aid.
Business Presentations are a tool to influence people toward an intended thought or action.

Parts of Presentation
Every Presentation has three main parts viz introduction, body and conclusion. Basically, an introduction should
take around 10-15% of your presentation time. While you should allocate 75% of your time towards your body
and the remaining 10% should be for the conclusion.
• Introduction: It is meant to make the listeners ready to receive the message and draw their interest. For that, the
speaker can narrate some story or a humorous piece of joke, an interesting fact, a question, stating a problem, and
so forth. They can also use some surprising statistics.
• Body: It is the essence of the presentation. It requires the sequencing of facts in a logical order. This is the part
where the speaker explains the topic and relevant information. It has to be critically arranged, as the audience must
be able to grasp what the speaker presents.
• Conclusion: It needs to be short and precise. It should sum up or outline the key points that you have presented.
It could also contain what the audience should have gained out of the presentation.
Important: One need not restate every point stated in the body.

Purpose of Presentation
1. To inform: Organizations can use presentations to inform the audience about new schemes, products or
proposals. The aim is to inform the new entrant about the policies and procedures of the organization.
2. To persuade: Presentations are also given to persuade the audience to take the intended action.
3. To build goodwill: They can also help in building a good reputation
Factors Affecting Presentation :

1. Audience analysis
When the speaker has made some background research about the audience in a proper manner, it results in
excelling in the presentation. However, when the audience analysis is poor, it will result in an ineffective
presentation.
2. Communication environment
The effectiveness of the presentation is highly influenced by the communication environment. Maximum
people of the audience notice the surroundings. These surroundings include the speaker, stage,
background, lighting, decoration and so forth. If the arrangements are not proper then it will have an
adverse impact on the presentation.
3. Personal appearance
How the speaker is appearing to the audience has a great impact. A person who is well dressed up, wearing
limited accessories and looking professional, can influence the audience by their communication easily.
4. Use of visuals
Visuals are like the cherry on the cake. It makes the presentation more effective. If the presenters use visual
aids, then it is supposed to be better prepared. Also, they appear more persuasive, credible and
interesting to the audience.

5. Opening & closing of presentation

The beginning of the presentation should be interesting enough to retain the attention of the audience. The
ending of the presentation should leave a deep impact on the audience.
6. Organization of presentation
When the facts and data are organized in a proper manner, clarity is ensured. Further, it makes the message
understandable and keeps the enthusiasm of the audience intact. Also, it improves the image of the
speaker.
7. Language & words
The quality of the presentation also depends on the language and words. The speaker should speak in the
language with which the audience is familiar. So, he could choose some catchy words to grab the interest
of the audience
8. Voice quality
The presenter’s voice quality also has an influence on the audience. A strong and striking voice can easily
draw the attention of the audience.
9. Body language
The audience listens to the speaker who maintains eye contact while speaking. It shows the confidence,
knowledge, friendliness and experience of the speaker.
10. Answering questions
If the speaker is capable of handling the questions of the audience tactfully asked when the presentation ends.
What are the tips for designing an effective presentation?
Design and Graphical Images
• Use design templates.
• Standardize position, colors, and styles.
• Include only necessary information.
• Limit the information to essentials.
• Content should be self-evident.
• Use colors that contrast and complement.
• Too many slides can lose your audience.
• Keep the background consistent and subtle.

Advanced visual support for a business presentation:

• PowerPoint Presentations
• Effective Flip Charts
• Effective posters
• Considerations

Types of Presentation Aids

Ready to wow your audience with your next presentation? We’re here to help. In this list, you’ll find nine different types of
presentation aids that you might consider using to help demonstrate your main points.
1. Charts and Graphs
Charts and graphs are a form of presentation aid used to visually compare statistics and figures. These are some of the most
used forms of visual aids in the business world.
2. Handouts
Handouts are physical objects given to the audience that contain information related to the presentation.
3. Demonstration
Demonstrations are actions performed to exhibit or illustrate a point. The goal of a demonstration is to take an abstract point
and anchor it in reality, as well as to ensure your audience comprehends a speaking point.
4. Video or Audio
Audio and video clips are presentation aids used to expand the dynamic range of input in your speech.
5. Maps
Maps are visual representations, generally two-dimensional diagrams, that show the relative position and orientation of
something.
6. Photographs
Photographs are still images captured on a film or digital medium and are a powerful visual aid. When used correctly,
photographs can add color and shape to the speech in your presentation.
7. Volunteers
Volunteers are people selected from the general population to participate in a demonstration.
Ready to create your own presentation in minutes?
• Add your own text, images and more
• Customize colors, fonts and everything else
• Choose from hundreds of slide designs and templates
• Add interactive buttons and animations

Business
Communication
KMBN 107
Unit 4
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. Employers use creative means to attract
and retain the best talents.
• The prospective candidates communicate with the employer about their interest and
willingness to work with through different mediums.
• Employment communication is the viable way or ways through which the job-seeker
persuades the employer to hire him/her by demonstrating that his/her knowledge, expertise and
skills satisfy the job requirements in the best possible manner.
• Looking for a job is not a single event; it is a process. The job seeker has to invest time and
energy in the job process.
• It is not as difficult as it appears to land on a good job even in the midst of tough competition.
• Another fact that needs attention here is that it is not necessarily the ‘most talented’ who bags
the prize (here, ‘job’), rather someone who has excellent job search skills and of course, he/she
who performs adequately.

An aspirant for a job has to pass through various stages to get the job.
The stages are as follows :
Know Your Potentials
The job-seeker must know his/her potential or resources and assess them thoroughly. In this
way, he/she can plan the strategy for going through the process of job searching.
Recognize Potential Employer
The job-seekers need to choose the field(s) to perform and excel in. If he has the required
competence for the banking sector, he may choose an employer (any of the existing banks) who
can meet his expectations as a job holder.
Applying for the Job
At this stage the job-seeker needs to be sincere in preparing the curriculum vitae, resume or
bio-data.
Interview and participating in Group Discussions
At this stage, the job-seeker reaches the final round of his/her job search. Successful
completion of this stage lands him/her the job. ,
Curriculum Vitae, Resume & Biodata
In this section, we will learn about curriculum vitae, resume and biodata and the differences (if
any) that exist between them.
Curriculum vitae, resume or bio-data, are authentic and brief accounts of a person’s education,
qualifications, previous engagements, other skills typically sent with a job application.
Curriculum Vitae (CV)
The phrase ‘curriculum vitae’, of Latin origin, means ‘course of life’. It provides a detailed
account of the applicant covering every skill, all the jobs and positions held, degrees,
professional affiliations he/she has acquired, in proper sequence.
The CV is an in-depth and structured information about the professional experience and
qualifications of a person. It is more elaborate than a Resume.
Like Resume, a CV is a list of relevant information of a person seeking employment.
Considering the length of the subject-matter, the CV may extend to three-four pages depending
on the age, experience and achievements of a person.

Components of a Good CV
Personal Details
Personal details contain address, email, phone number and also the addition of social media account if it is used
professionally.
Career Objective:
A career objective is a statement that outlines your professional goals and aspirations. It typically reflects your
short-term and long-term career plans and provides employers with insight into what you hope to achieve in your
chosen field.
Educational Qualifications
This contains the qualifications in chronological order with authentic data.
Work Experience
This includes specific applicable experience in relation to the job as opposed to generalities.
Skill Summary
This includes a brief bulleted list of the relevant skills and experience that the applicant possesses. Adding this
section can capture the attention of the recruiter who spends a few seconds to read the CV. Here, computer skills
should be prioritised.
Knowledge of Languages
This includes the applicant’s proficiency (both spoken and writing abilities) in languages.
Interests and Other Activities
The interests and activities include hobbies, interests and other relevant topics about the applicant pertinent to the
context.
How Does a Resume Work?
Resume, a French word, means ‘summary’. In fact, a Resume contains a summary of the applicant’s education,
professional skills, previous jobs and personal interests.
However, a Resume doesn’t usually list out all the education and professional qualification but only highlights
specific skills. qualifications
• It aims at presenting a personalized document that must be fully groomed using the applicant’s effective writing
skills.
• It should be precise and factual where each sentence needs to be authentic and not blown up beyond the value.
Advantages of A Well-written Resume :
• It is the first tangible contact with the applicant’s prospective employer; hence, it is essential to keep up the ‘first
impression last long’ feeling. Here, the employer carries out a preliminary examination about whether the applicant
qualifies for the job or not.
• Though Resume or CV may not be sole basis for hiring deserving candidate, it could be a reason for their early
rejection. An unattractive Resume eliminates the applicant’s chance of applying for the job in question.
• The Resume or CV should be designed and drafted in ways that attract the fleeting eyes of the employer, who
usually spends a little time on each resume. A recruiter screens hundreds of job applications for even a few
vacancies.
• It provides the opportunity to highlight unique skills.

How Does A Biodata Work?

Bio-data is the short form for biographical data. It mainly contains personal facts about a
person. Personal facts include −
• Date of birth
• Person’s height, weight
• Father’s name
• Mother’s name
• Gender
• Complexion
• Religion
• Marital Status
• Nationality
• Permanent Address
It includes educational background, professional background, skills, hobbies, interests,
strengths, potential and achievements. It is the traditional document for applying for a job.
Biodata also helps in marital communications.
Do’s And Don’ts in Preparing CV or Resume :
In this section, we will learn about the Do’s and Don’ts that need to be considered while
preparing a CV or Resume −
• Contain your CV or Resume within a reasonable length.
• CV should be true and factual.
• On the first page, enough personal details should be provided for potential employers to
contact you quickly.
• Choose a format that highlights key skills, key competencies, key achievements or key
attributes.
• Your employment background should begin with your current job and work backwards.
• List all relevant qualifications.
• Do not include negative or irrelevant information.
• Include details of training or skills development events attended.
• Use a very good quality paper.
• Do not use a type size less than 11pt.
• Do not be tempted to shrink the font or reduce the margins to get more information in.
• Use good font faces like Times New Roman or Arial

• Don’t allow any spelling or grammatical errors in any way

• Use bulleted paragraphs. This will save space and make the CV more effective.
• Emphasize achievements that are recent and are most relevant for the position for which the
candidate is applying.
• Do explain all significant breaks in your career or education. Recruiters hate unexplained
gaps.
• Do explain all significant breaks in your career or education. Recruiters hate unexplained
gaps.
• While submitting a resume, it must be accompanied by a cover letter to make the readers
aware of what is being sent and how it can be beneficial to the readers.
• Include references, if possible, in a resume. If giving references, use three to five.
• Include at least one faculty and at least one employer/ person known to you who is not your
relative.
• To stress upon the key points in a resume, put them in appropriate headings, list them
vertically, and provide details.
• Do not include pages of obscure testimonials, references, newspaper cuttings and brochures.
• Proofread the draft to avoid mistakes and typographic errors.
What Is a Job Application Letter?
A job application letter, also known as a covering letter, is sent attached with the applicant’s
Resume or CV.
The letter represents the documents attached to the application.
It provides a brief account of the applicant’s interest in the job in question. An effective
application letter explains well the reasons for the applicant’s interest in the specific
organization and the job he/she is applying for.
The application letter communicates to the employer about the position the applicant is
applying for, and what makes him/her the most suitable candidate, why he/should be selected
for an interview etc.
Tips for Effective Job Application Letter
• Always attach a covering letter, even if, it is not asked for.
• Use formal letter format
• Provide concrete evidence of your proven skills with recent instances to make you a preferred
candidate for the job
• Be concise and stick to the most essential points
• Be sincere and honest in expressing yourself
• Edit thoroughly before you send the document

Components of a Good Job Application Letter :

The following are the different components of a job application letter −
• Applicant’s present address
• Date
• Employer’s address
• Salutation: Begin the letter with ‘Dear Mr. / Mrs. Lastname’; in case, the last name is not
known, simply write ‘Dear HR Manager’
• Body of the letter : First Paragraph that explains the reasons for writing and the job that the
applicant is applying for.
• Second Paragraph, where the applicant mentions his/her skills and experiences that are good
fit for the job. It also explains what the applicant has to offer the employer.
• Last paragraph contains a thank you to the addressee and a couple of line as to how the
applicant will follow up
• Signature − End the letter with a polite closing, such as ‘Sincerely’ or ‘Regards’ and your
signature at the end
Job Interview :

• The lexical meaning of Job Interview is a formal meeting at which someone is asked
questions in order to find out if they are suitable for a post of employment.
• It is one of the most globally recognized and popularly used devices for employee selection.
• Though a job interview is a challenging experience for the applicant and a time-consuming
exercise for the employer, it plays a pivotal role in determining whether the interviewer
(employer) and the interviewee will make an effective match.
• However, a candidate appearing for an interview is suggested to get through the screening
test based upon his/her job application letter and CV.

Importance of Job Interview :

• Apart from being one of the most popular devices for employee selection, job interview is
important for many reasons.
• Interview is where a candidate can make a favourable impression.
• It provides a great deal of value for the company and the candidates alike.
• It provides a chance to the employer to assess the candidate’s personality and expertise to
determine if he/she would be a befitting person for the post for which the interview is being
conducted.
• It serves as a two-way medium for the exchange of information.
• The interviewer learns more about the candidate and the candidate in turn comes to learn about
the organization and the demands of the job.
• It provides a selling opportunity for the organization as well as the candidate.
• Job interview enables the employer or the organization to weed out unsuitable candidates and
select the most deserving ones for the job in question.
• The employer can analyze the communication skills of the candidate from the interview.
• It is the only method of direct contact between the candidate and the employer.
• It gives the interviewer an opportunity to verify the information provided in the Resume or the
CV and explore and clarify any issue raised by the resume.
 • It also enables the employer to obtain some information about the candidate which might
not be available otherwise like his/her future plans, perceptions about some burning
issues, etc.
• It provides the platform where the organization gives information about itself, its policies
and its culture and work environment and also the job of the candidate.

Types of Interviews :

• Face-to-face Interview − This is the most common form of job interview where the
interviewers physically meet the interviewees.
• Telephonic Interview − This takes place on cell phones, land lines.
• Sequential Interview − This is where the candidate is interviewed on a one-to-one basis by
interviewers separately.
• Direct Interview − This is where the candidates are obliged to answer a set question paper
assigned to them by the employer.
• Panel Interview − This is where three or more members of the hiring organization sit and
question the interviewee on current issues and other critical topics

Before attending an interview, the candidate should know about the organization and prepare
some general questions often asked during the interview.
Popular Questions asked during an Interview :
Following is a list of some popular questions asked during an interview −
• Tell us about yourself.
• How would you like to describe your strengths and weaknesses?
• Why would you like to work in our organization?
• Why should we hire you?
• What are your career objectives?
• What type of work do you enjoy most?
How to Crack the Interview?
Interview is the stage where there is an invisible battle fought between the interviewer(s) and the
interviewee where one tries best to eliminate the other. The interviewer(s) tries to eliminate
some candidates as they have to choose the few best ones among the many. The interviewee
wants to obtain the job of his/her choice.
It is not as tough as it appears to successfully go through the interview. One can play skillfully in
the interview if he/she is well aware of his/her actions and behaviors before and during the
interview.
Useful Tips for Success in the Interview :

1. Know the organization: Research about the organization and its key people by visiting its website; gather
information about its key activity, reach, strengths and weaknesses. Show your awareness about the
organization when you are asked about it in the interview.
2. Prepare your responses to common interview questions: Thoroughly prepare suitable responses to
common interview questions. Your response must show your communication skills and your attitude in a
positive and logical manner.
3. Stick to the rules of etiquette and suitable dress code: Be well-mannered and have positive body
language during the interview. Put on a suitable dress and be well-groomed.
4. Be punctual, positive, relaxed and well prepared: Do not be late for the interview. Arriving early
gives you the opportunity to observe the dynamics of the workplace. Keep all the documents ready with you.
Feel relaxed and well-prepared for the interview.
5. Be confident and authentic with your answers to the interviewer(s) : Do not stammer while
responding to the questions in the interview. Give a straightforward response. Show that you are confident and
show authenticity in whatever you say.
6. Ask questions: Be prepared to ask questions appropriate to the occasion. Maintain direct eye contact while
responding to or asking questions.

Thank You Note

Thank You Note or Thank You Letter is a letter of thanks sent to the interviewer(s) after you return from your job
interview. It is a follow-up communication to be sent to the interviewer(s) immediately or much before the
evaluation of interviewed candidates is over.
• It has a positive impact on your chance of being selected for the job in question.
• It provides an opportunity to distinguish yourself as a candidate, and give you an edge in the hiring process.
• According to surveys, most recruiters consider a Thank You Note influential while evaluating the candidates.
• It is important to note that many applicants don’t think it necessary to send a Thank You Note after the interview.
• As the timing of the Thank You Letter is important, email is the best medium to send it through.
• Send a Thank You Note to each interviewer if you have been interviewed by a panel of interviewers.

Group discussion (GD) is a comprehensive technique to judge the suitability of an

individual and his/her appropriateness for admission, scholarship, job, etc. GD assesses the
overall personality – thoughts, feelings and behaviour - of an individual in a group. A topic is
presented to the group members for discussion.
Interviewing skills are the emotional and tactical techniques that make job seekers more effective when
interviewing for a new position. These skills are important to gain, just like the technical skills and workplace
skills you need to perform well in a position.
1. Self-preparation
Much of successful interviewing has to do with being able to align your unique gifts and qualifications with the
position you’re applying for. Write down your personal and professional strengths, including the accomplishments
you’re most proud of, your values, and your job experience. Reference your resume, cover letter, and the details of
any prior projects, if needed.
2. Research
Thorough research into the company you want to work for—including company reviews, its products and services,
and its competitors—can help you determine if the career path will be a good fit.
3. Mastering your emotions
Even with thorough preparation, the experience of anticipating a job interview can feel both exciting and stressful.
Mastering your emotions, as well as how your nervous system reacts, can offer several benefits:
• Staying calm and relaxed during the interview process
• Feeling assured of your abilities, regardless of the outcome of the interview
• Focusing on making the best decision for your career
• To build emotional resilience for your job search, review your self-preparation and company research notes
several times. Doing so can give you a quick confidence boost in the days, hours, and minutes leading up to the
interview.

To gain control of your nervous system and reduce jitters on the day of the interview, try deep breathing. Get in a
comfortable position and slowly inhale, filling your lungs with air. Hold your breath for five counts or longer, and
then slowly exhale until you release all the air. Repeat this exercise several times.
Arrive early to the interview to avoid any anxiety about making it on time. During the interview itself, remember to
maintain slow, deep breaths and sit tall and upright. This can help you while discussing your qualifications for the
position.
4. Logistical planning
For every interview, you’ll want to arrange all the details of the experience, from how to travel to a location or join
a Zoom meeting to deciding what to wear. Working on your logistical planning skills can make your interview
process run more smoothly, freeing up more energy to focus on your career goals.
To practice this skill, gather logistical details from your interviewer as early as possible and list out the
arrangements you’ll need to make, including transportation, parking, internet access, childcare, and more.
5. Communication
Brushing up on your general communication skills can help you to establish a rapport with your interviewer as well
as showcase your qualifications effectively. Verbal communication skills include choosing your words carefully and
describing your qualifications clearly. Nonverbal communication skills include smiling, nodding, and making eye
contact.
During the interview itself, it’s okay to speak slowly and deliberately, and even pause to consider how you’d like to
answer the interviewer’s questions.
6. Introducing yourself
Your introduction at the beginning of an interview can help to set a positive tone for the rest of the conversation.
After greeting your interviewer and thanking them for the chance to meet, be ready to deliver a short professional
introduction or elevator pitch, especially if the interview says, “Tell me about yourself.”
A good elevator pitch will present who you are as a person, your qualifications, and your enthusiasm for the
position, among other details.
You can prepare your introduction or elevator pitch in advance of the interview, using notes from your other
preparation steps, and rehearse it several times so that you can deliver it naturally.

7. Presenting your qualifications

Once the interview is in motion, you’ll likely be answering a few behavioural interview questions so that your
interviewer can evaluate your qualifications. Questions might start with something like, “Tell me about a time when
you solved a problem,” followed by, “What solution did you come up with?” Questions like these give you the
opportunity to talk through different professional scenarios that prepare you for the position you’re considering.
Your thorough self-prep and research will definitely make it easier to master this skill during the interview. You can
also use the STAR method (Situation, Task, Action, Result) to structure responses to interview questions or even
explore, in advance, answers to potential questions.

8. Listening
There will be moments during an interview when the interviewer will do more of the talking, particularly to explain
the position you’re applying for, describe the company’s goals and initiatives, and answer any questions you may
have.
9. Asking questions
Asking your interviewer questions is a great way to demonstrate your interest in a position and get the information
you need to make an empowered career decision.
To practice this skill, write down your priority questions in advance of the interview and have them handy for quick
reference. As you jot down details of what the interviewer shares with you, look for opportunities to form new
questions on the spot.
10. Following up with your interviewer
In the hours following your interview or the very next day, write a follow-up email to your interviewer to thank
them for the conversation. Doing so can set you apart from other candidates.
11. Reflecting on your interview and refining your methods
Another skill to practice after an interview is to reflect on the experience and refine your methods, even if you get a
job offer. That way, your interviewing skills can become rote, making it easier for you to create exciting new career
opportunities.
How Technology Has Changed Business Communication
Technology has revolutionized business communication, making it faster, more efficient, and versatile. Here are
some key ways it has transformed the landscape:
1. Instant Communication
Emails and Messaging Apps: Tools like Slack, Microsoft Teams, and emails enable instant, asynchronous
communication, allowing employees to stay connected regardless of time zones.
Mobile Communication: Smartphones allow quick access to emails, messages, and business tools from anywhere.
2. Enhanced Collaboration
Video Conferencing: Platforms like Zoom, Google Meet, and Microsoft Teams allow real-time face-to-face
interaction, reducing the need for physical meetings.
Conference room-based video conferencing solutions enable collaboration between teams based anywhere in the
world.
Cloud-Based Collaboration: Tools like Google Workspace and Microsoft 365 enable multiple people to work on
the same document simultaneously, streamlining teamwork.
3. Global Connectivity
Technology has broken geographical barriers, enabling businesses to communicate with clients, partners, and teams
worldwide seamlessly.
Translation tools and multilingual platforms enhance cross-border interactions.
4. Cost Efficiency
Reduced need for travel thanks to virtual meetings.
Paperless communication saves printing and mailing costs.

5. Better Customer Interaction

Social Media Platforms: Businesses can engage with customers directly through platforms like Twitter, Instagram,
and LinkedIn.
Chatbots: AI-powered chatbots provide instant customer support, improving response times.
6. Improved Information Sharing
Data Visualization Tools: Applications like Tableau and Power BI help share complex data in an easily
understandable format.
Real-Time Updates: Instant notifications and updates ensure everyone stays informed.
7. Personalization and Automation
Tools like CRM systems (e.g., Salesforce) enable personalized communication with customers based on their
preferences and behavior.
Automation of routine communication tasks, such as email marketing campaigns, saves time.
8. Increased Security Challenges
The reliance on digital platforms necessitates robust cybersecurity measures to protect sensitive business
communication.
9. Social and Cultural Impact
Technology enables businesses to maintain informal, collaborative, and agile communication cultures.
By integrating advanced technologies, businesses not only enhance the efficiency and reach of their communication
but also create opportunities for innovation in interactions.
 Business
Communication
KMBN 107
Unit 5

A meeting is when two or more people come together to discuss one or more topics, often in a formal or
business setting, but meetings also occur in a variety of other environments.
1. Decision-making meetings
• A decision-making meeting is a collaborative effort led by a team leader.
• The participants involved are key decision-makers or subject matter experts. For example,
deciding on a new hire will only include certain employees like hiring managers.
• To run an effective decision-making meeting, participants must know in advance how the
decision will be made, explains a Harvard Business Review article.
• For instance, if the team can’t come to a consensus within 60 minutes, they’ll put it to a vote
or the key decision-maker will make the final call. Knowing in advance how the decision will
be reached avoids wasting time.
• Another important aspect of decision-making meetings is information gathering. You’ll want
to make sure you have all the necessary information you need to make the best decision.
Examples:
• Deciding on a new hire
• Making an employer branding change
• Operational changes like downsizing or cutting costs
• Final approval of a design
Problem-solving meetings
• The main goal of a problem-solving meeting is to find the optimal solution to an issue facing
the organization.
• And when it comes to finding the best course of action, two heads (or a few in this case) are
better than one. A Harvard Business Review article explains that effective problem-solving
meetings require participants to come together and generate as many potential solutions as
possible.
• Once that objective is achieved, participants have to decide who will implement the best
solution. This responsibility can be assigned to one person or shared among a few team
members.
• Finally, a successful problem-solving meeting isn’t complete without identifying the root
cause of the issue. Understanding what led to the problem in the first place will prevent it
from happening again.
Examples:
• Operational problems
• Productivity issues
• High employee turnover

3. Team-building meetings :
• Team building meetings are designed to strengthen teamwork, trust, and cohesion. Improving
the way employees work together leads to an increase in productivity as well as employee
happiness.
• A team-building meeting aims to create a fun and interactive atmosphere through the use of
games or team challenges. This is a great opportunity for organizers or leaders to get involved
and form stronger connections with their teams.
• As more employees are working remotely, virtual team-building meetings are becoming
increasingly important. They’re a way to engage and connect with employees who work from
home and may feel isolated from their team members and organization. Engaging with remote
employees helps prevent company culture and employee morale from deteriorating.
Examples:
• Virtual board games
• Virtual team challenges
• Lunch and learns
• Internal TED Talks
• Team outing
4. Brainstorming meetings
• Brainstorming sessions are innovation meetings. Participants collaborate to generate new and
creative ideas.
• During these sessions, team members work as equal co-contributors or under the guidance of
a facilitator. These idea-generating meetings are loosely structured, allowing teams to “think
big” and tap into their creative potential. Using a variety of brainstorming techniques like
mind mapping, employees use their creative thinking skills to come up with fresh ideas or
new products.
• Idea-generating meetings are most successful when teams are diverse. Diverse perspectives
generate better ideas, identify potential blind spots, and create more innovative solutions.
Examples:
• Product development
• Ad campaign creation

5. One-on-one meetings
• A one-on-one meeting is a meeting between two people. It is scheduled for a specific
purpose.
• For example, it can be a performance review between a manager and their employee, or a
meeting between a sales rep and their client.
• While you don’t need to follow an agenda during a one-on-one, a running document on what
each person needs to touch on is common. Otherwise, the meeting is loosely formatted and
unfolds like a normal conversation.
• According to Microsoft Workplace Insights, one-on-one check-ins have increased by 18%
since the pandemic. Their research found that regular touchpoints foster a sense of
connection and fun for remote employees.
Examples:
• Weekly one-on-one
• New employee introduction
• Quarterly performance review
• Coaching or mentoring session
• Client sales meeting
Quarterly planning meetings
• Every three months, teams come together to strategically implement a company’s short-term
and long-term goals.
• Like problem-solving and decision-making meetings, attendance is limited to participants
who will execute the plan. Each participant is expected to contribute and commit to
implementing the plan.
• While the structure of the meeting can vary, it’s usually led by the team leader, who assigns
tasks to each attendee.
• Quarterly planning meetings are a great way to track a team’s progress and keep team
members motivated. They’re also a good opportunity to reflect on the previous quarter and
review what needs to be executed in the following one.
Examples:
• Strategic planning
• Project planning
• Event or campaign planning

7. Check-in meetings
• Check-in meetings are one of the most common types of meetings. Organizations regularly
hold these progress-check meetings for several reasons:
• Share project updates and progress
• Ensure everyone is carrying out their roles and responsibilities
• Get employee feedback
• Discuss any challenges, successes, or ideas
• Figure out the next steps
• Regular check-ins help ensure remote employees stay informed and their goals align with the
rest of the team.
Examples:
• Project status update meetings
• Client check-in meetings
• New employee onboarding check-in
• Weekly one-on-one check-in meetings
• Weekly team meetings
• Project debriefs
How to plan effective meetings that add value to your team :
• There’s no denying the frequency of meetings has increased since the pandemic began. Another Microsoft report
shares that weekly meeting time has more than doubled with the rise of the hybrid work environment.
• With fewer opportunities to connect in the office, online meetings are a way to stay updated, socialize, and share
information.
• As your employees attend more types of meetings, it’s important to make each one as productive and efficient as
possible. Otherwise, they can negatively affect your team’s morale and productivity.
• But before you begin to plan your next meeting, ask yourself this question
• Is a meeting really necessary, or could it be an email? For example, if the meeting doesn’t need a discussion or
decision-making, relaying certain information is best done via email.
• However, when you do need to plan a meeting, each one must be worth every minute of your time and your
employees’ time.
Here are a few tips to help you organize more efficient meetings:
Set a clear objective and agenda :
• Before sending a meeting invite, make sure you know the exact purpose of the meeting. What is your end goal?
This will help you figure out what kind of meeting you should be having and who needs to attend.
• Once your objective is set, your meeting needs to follow a clear agenda to ensure every minute of it is used
efficiently.
• A survey by the tech company Barco found that 13% of meeting time is wasted because people discuss topics
outside of the meeting’s objectives. Following a meeting agenda will cut back the time spent discussing topics
that aren’t relevant to the meeting.
• Without a clear structure, meetings can quickly become unproductive.

Avoid inviting too many attendees :

Determine which team members need to be there and don’t overcrowd the meeting. For example, a decision-
making meeting should only involve key stakeholders.
This ensures those who need to be in attendance have an opportunity to contribute and make their voices heard.
Ensure everyone arrives on time :
Barco’s survey found that 11% of meetings are spent waiting for someone to arrive. And according to Doodle’s
State of Meetings report, people arriving late is one of the main factors that turns a good meeting sour.
Start your meeting promptly and emphasize the importance of being on time with your employees.
Keep it short :
Ensure the meeting is no longer than it needs to be. As Tim Cook, the CEO of Apple, is famously quoted as saying,
“The longer the meeting, the less is accomplished.”
Microsoft found that the optimal meeting time for their employees is no longer than thirty minutes. Employees
organically transitioned to shorter meetings to optimize their productivity and move away from time-consuming
meetings that affect employee happiness.
Keep the team focused
The meeting leader or facilitator should ensure participants come prepared and focused. For instance, if someone in
the group is constantly checking their phone during the meeting, the team leader should intervene.
Keeping participants accountable ensures no time is wasted and everyone gets the most out of the meeting.
Participants of meetings :
A meeting attendee is an individual who is chosen to participate in all or part of a meeting.
Meeting attendees should be those who can contribute value to the meeting as a whole or a
specific agenda item. Meeting attendees should be equipped to prepare thoroughly for the
meeting.

Basic rules of meeting request timings :

1. Invite as few people as possible.
2. Check calendars to see potential times.
3. Be clear about why the meeting is needed.
4. Send a meeting agenda in advance.
5. Provide a call to action (CTA).
6. State the time and place clearly.

How to Choose a Meeting Venue? When choosing a venue for your next meeting or
conference, there is more to consider than just the budget. Taking into account who is attending,
from how far and how many, you should plan to ask the following about any potential venue:

Suitability
• Does the venue fit the company's corporate image?
• Does it give the correct impression for this particular meeting?
• Will it appeal to the target audience?
• Will the venue's staff add to the attendees' experience in a positive way?
Location
• Is the venue easily accessible to those attending?
• Does the location offer the necessary road/rail/air links?
• Is the venue location suitable for any extra events/shows/excursions that have been planned?
• Is the location quiet, close enough to accommodation if required, in a safe area, etc.
Availability
• Is the venue available on the dates required?
• Are any extras, such as equipment, accommodation, etc., available on the dates required?
• How flexible are they if you have to change the meeting date?
Size
• Is the seating capacity suitable?
• Are the meeting rooms large enough to provide a comfortable experience for those attending?
• Are the meeting rooms well laid out? Do they allow for good views of the speaker without any obstructions?
• Does the venue allow attendees to move around without bottlenecks and delays?

Facilities
• Does the venue have a variety of rooms if required? An auditorium if necessary? Small rooms
for breakaway meetings?
• Can the venue offer a projector, electronic whiteboard, stationery, etc.
• Does the venue offer Wi-Fi internet access? Do they have a photocopying/fax service? Can
they make available laptops or PC if required?
• Can they provide refreshments, tea/coffee/meals?
• Are vegetarians, vegans and those with specific dietary requirements catered for?
• Does the venue have enough parking spaces?
• Are the rooms well-ventilated and temperature controlled?
• Will disabled delegates be catered for?
• Is there a restaurant or bar for post-meeting networking and entertainment?
• Do they have sports and leisure facilities such as a pool or gym?
• Can the venue also provide accommodation if required? Temperature-controlled

Cost
• Does the venue fall within the budget for this meeting?
• What type of rates do they offer i.e.: 24-hour per delegate rate, individual room hire rate.
• Can they offer any discounts?
• Can the price be negotiated?
• Does the overall cost, all extras included, compare favourably with other offers/options (i.e.:
hotel accommodation at a separate location to the meeting or dining elsewhere)
• Are there hidden costs?
• When is payment required?
• Is a deposit required and if so how much and how far in advance?
• What is their cancellation policy? Will you receive a full or partial refund? A lot of the above
questions can be answered by a visit to the venue's website and by asking for a quote.
If it is a venue you have never used before you may want to ask the opinion of other companies
that have held meetings and conferences there to find out what their experience was like. If the
meeting or conference is an important one you may wish to visit the venue personally to get a
first hand impression of the layout, suitability and attitude of the management and staff. So take
the time to choose carefully.
Leading a meeting
Be prepared
The Boy Scouts' motto applies to meeting facilitators, who should distribute an agenda and
background materials with adequate time before the meeting. Attendees won't have time to
review a 100-page document if it was emailed the night before the meeting. "Meetings fall apart
when they don't have structure to them."
Trim the guest list
Only invite people who really need to be there because "each additional person brings additional
complexity and air time," says Dattner, who writes a blog for Harvard Business Review. He
likes Amazon founder Jeff Bezos's "two-pizza rule." Don't invite more people to a meeting than
can be fed with two pizzas. That rule also applies to meetings where pizza isn't on the menu,
Dattner says.
Start and end on time
Meetings should start on time unless there is an understandable reason to wait for latecomers,
such as traffic. "If you get in the habit of starting late, you're inadvertently encouraging people
to come later and later to the next meeting," he says.
Likewise, it's important to end on time. Meetings typically shouldn't last more than an hour or
attention will start to wane.

Keep it moving
Meetings shouldn't be dominated by the most aggressive or talkative members, so a leader must
be assertive and diplomatically redirect the conversation so everyone has a chance to be heard,
Fabick says. "It's important to not be passive about running a meeting," he says. "You want to set
a tone of inclusiveness and diversity of opinion but also efficiency."
A leader can ask for input from people who haven't spoken, or participants can take turns going
around the table so everyone is included in the discussion, Chambers says.
Use technology wisely
Laptops and smartphones can help or hinder a meeting, depending on how they are used.
Participants should not surf the Web, log onto Facebook or check email, but laptops can be
useful for viewing the agenda or supporting documents during a meeting. Google Docs also is a
convenient way to edit documents in real-time so someone can keep notes and a list of action
items that everyone can see during the meeting, he says.
Teleconferences
Teleconferences can be challenging because there are no visual cues or body language signals
that help establish a meeting's flow. Groups should try to meet in person at least once before
holding teleconferences. In a large teleconference, it also can be confusing to remember who is
speaking, so the leader should remind people to say their name when they start speaking.
Follow up
The job of the meeting facilitator isn't over once the meeting is finished. He or she must ensure
that meeting minutes are distributed quickly and that people act on any assignments made at the
meeting, Fabick says. If two or three people volunteer to complete a task, it's likely that none of
them will do it, so make sure just one person is clearly assigned the task.
Don't worry. It gets easier
"It is scary at first because it's not something we typically do. It's a new role," he says. "It's not
going to feel comfortable right away, but that will depend on the relationships that you already
have with everyone in the meeting."

Media Management:
Media Management is an area of Business Administration that deals with organizing and
supervising teams of media professionals, various mass communication channels and
technologies, media and entertainment productions, and more.
What is the role of Media Management?
Functions may include conceptualizing, developing, designing, producing, editing, and directing
media projects or the operation, maintenance and/or oversight of media facilities, production,
and distribution-related activities.
What are the different types of media?
• News media. News media takes mass media elements and uses them to deliver news to a
target audience or the general public.
• Social media
• Web media.
• Print media.
• Visual media
• Other forms of media.
 What is a press release?
Initiative announcement: A company may release a press release to promote a new initiative or
campaign. For example, a clothing brand may release a press release to promote its latest
sustainable fashion collection. CSR initiatives are also often promoted through press releases.

What is a press conference?

A press conference serves to communicate important news (e.g. launch the campaign) connected
with an organization or company and involves the participation of journalists and
representatives of media your organizations and campaigns.

What is a media interview?

A media interview is a discussion involving questions and answers for the purpose of broadcast
or publication. It is distinct from an informational interview.

What is meant by a media interview?

A media interview is what it sounds: an interview with a journalist or other member of the
media, for publicity purposes. In public relations, these interviews are meant to provide
information and detail, create interest and build awareness.

What is a Seminar?
A seminar may be defined as a gathering of people for the purpose of discussing a stated topic. Such gatherings are
usually interactive sessions where the participants engage in discussions about the delineated topic. The sessions are
usually headed or led by one or two presenters who serve to steer the discussion along the desired path.
Purpose of a seminar :
• A seminar may have several purposes or just one purpose. For instance, a seminar may be for the purpose of
education, such as a lecture, where the participants engage in the discussion of an academic subject with the aim
of gaining a better insight into the subject. Other forms of educational seminars might be held to impart some
skills or knowledge to the participants. Examples of such seminars include personal finance, web marketing, real
estate, investing or other types of seminars where the participants gain knowledge or tips about the topic of
discussion.
• Of course, a seminar can be motivational, in which case the purpose is usually to inspire the attendees to become
better people, or to work towards implementing the skills they might have learned from the seminar. For instance,
a business seminar with a financial theme could be for the purpose of teaching small business owners how to
pitch to investors or to write a solid business plan, and to motivate them to get started right away.
• Sometimes, seminars are simply a way for businessmen and women, or other like-minded people, to network and
meet other attendees with similar interests. Such seminars provide opportunities for the attendees to make some
potentially valuable contacts that can help them move to the next level in their careers or endeavors.
• A trade seminar brings a wide cross-section of the community together, such as government officials,
businessmen and women and the general public. Such seminars often consist of workshops and the presentation
of white papers. They are usually held for the purpose of networking with various vendors and making new
connections.
Seminars vs Workshops
• The main difference between seminars and workshops is that seminars are usually more
academic and less hands-on than workshops. Seminars are events that are mostly geared
towards educational topics and usually feature one or more experts on the subject matter.
• On the other hand, workshops are generally less formal and require more attendee
participation than seminars. The main thrust of workshops is for the participants to gain new
skills during the event under the guidance of the instructor.

Business Etiquettes :
1. Professional Appearance:
1. Dress appropriately for the workplace.
2. Maintain personal hygiene and grooming standards.
3. Follow the company's dress code policy.
4. Handshake is still the professional standard
2. Communication:
1. Use clear and concise language.
2. Practice active listening.
3. Be mindful of your tone and body language.
4. Avoid interrupting others during conversations.
3. Email Etiquette:
1. Use professional language in emails.
2. Be mindful of the tone and avoid using all caps (considered shouting).
3. Use proper salutations and signatures.
4. Respond to emails promptly.
4. Meetings:
1. Be punctual and arrive prepared.
2. Avoid side conversations during meetings.
3. Turn off or silence electronic devices.
4. Contribute constructively to discussions.
5. Respect for Others:
1. Treat colleagues, superiors, and subordinates with respect.
2. Avoid gossip and negative talk about colleagues.
3. Be inclusive and considerate of diverse perspectives.
4. Do not enter into somebodies office unannounced
5. Do not gossip and do not eavesdrop
6. Confidentiality:
1. Respect and maintain the confidentiality of sensitive information.
2. Avoid discussing confidential matters in public areas.
7. Use of Technology:
1. Use company technology resources responsibly.
2. Avoid excessive use of personal devices during work hours.
3. Be cautious with social media and maintain a professional online presence.
8. Networking:
1. Build and maintain professional relationships.
2. Attend company events and industry gatherings.
3. Be polite and open to networking opportunities.
9. Conflict Resolution:
1. Address conflicts professionally and constructively.
2. Seek solutions rather than placing blame.
3. Escalate issues through the appropriate channels.

10. Business Travel:

1. Follow the company's travel policies and guidelines.
2. Be mindful of expenses and adhere to the budget.
3. Represent the company professionally in external settings.
11. Time Management:
1. Respect other people's time by being punctual.
2. Prioritize tasks and manage your time effectively.
3. Communicate proactively if you are unable to meet a deadline.
12. Continuous Learning:
1. Stay updated on industry trends and developments.
2. Seek opportunities for professional development.
3. Share knowledge and contribute to a culture of learning.
13. Avoid discussion on the big two – P&R

By adhering to these corporate etiquette guidelines, individuals can contribute to a positive and professional
workplace environment. These practices help build trust, foster collaboration, and contribute to the overall success
of the organization.