UNIT 4
Non –Verbal aspects of communicating
A considerably amount of communication—some estimates suggest over 50%—is non-verbal. Tone of voice, pace and emphasis are all a part of non-verbal communication.
However, your body language is additionally important. This includes how you stand, your facial expressions, the way you use your hands to emphasize your speech, and even whether and with whom you create eye contact.
There is more about the way to use body language to speak effectively in our page on body language. This includes considering how distant you're from your audience, and thus whether you need to exaggerate your gestures to form them clearer.
The importance of congruence
Perhaps the foremost important aspect of effective communication is congruence.
For communication to be effective, your non-verbal communication must reinforce your words: the 2 must say the same thing. Non-verbal communication is far harder to disguise than verbal—if you see that someone’s body language is giving a special message from their words, it pays to listen to the non-verbal communication first because it is more likely to reflect their real views.
You may therefore to put some thought into how you want to use body language and other non-verbal cues. this is often particularly important if you're trying to urge across a difficult or unwelcome message.
Body language
Body Language: Human beings around the world speak thousands of different languages
However, a universal kind of communication that we use all the time and does not need any form of speech is body language.
Everyone sends and subconsciously picks up various body language signals. The way we sit, stand or, look at a person while talking to them sends out waves of negative and positive communication, telling them how we really feel. Many people learn the art of understanding body language and use it to their advantage in establishing relationships and enhancing their careers. Psychologists have in fact studied body language for years, and many general principles have been established as positive and negative
modes on non-verbal communication or body language.
As we know there are various ways to communicate. Communication through body language is the most effective means of communication. So, it becomes very important to make a serious study of the communication through body. "Kinesics" is that branch which studies body movement. In other words, it 1s the way the body communicate without words i.e., through various movement of its parts. When we study kinesics we specifically look for inner states of emotional as expressed through different part of the body and there
Para language
Para language: By para we mean "like". Hence para language is like language. It implies how a person say something. It is non-verbal because it does not consist of
words. In para language we examine the sound of someone speech. Paralanguage includes tone of voice, pitch, rhythm, volume, pause or break in sentence etc. This language influence meaning and convey message on careful observation we find that a speaker uses a vast range of sign and signal.
Proxemics language
Proxemics language: Proxemics' is a term developed from an English word Proximity' which means nearness (in terms of distance, gap and time). So proxemics is the personal space language' as kinesics is the body language. Proxemics' is the study of how we communicate with the space around us. When two persons talk to each other, we observe different style of sitting or standing position. By observation one can understand whether they are closely related or not. So, the spatial dimension or distance between us and other people tell us something important about our relations with others our status, our level of confidence and the nature of our communication with them.
Listening
According to Davis & Newstron i) Nature gave person two ears but only one tongue which is a clear hint that they should listen more than they talk.
i) Listening requires two ears, "one for meaning and one for feeling."
ii) Hearing is with the ears, but listening is with the mind. Decisionmakers who do not listen have less information for making sound decisions.
Generally listening and hearing are confused as one and the same thing but it is not so. Hearing takes place when sound waves strike the airs but listening is more than hearing. Listening is getting meaningful understanding out of the message or we can say that listening means receiving message in a thoughtful manner which leads to an understanding of the meaning in the messages. Listening, takes place at two steps in the communication process. First, the receiver must listen in order to decode and understand the original message. Then the sender becomes a listener when attempting to decode and understand subsequent feedback. Identical listening skills come into play at both ends
The importance of listening is for business executives as well as professionals. It becomes clear from the following definitions
In the words of Kevin Murphy, "The better you listen, the luckier you will get."
In the words of Betty Harragon, "Good managers have always sought or listened to the opinions of their staff and key subordinates."
In the words of Lea Lacocca, "A good manager needs to listen at least as he needs to talk. Too many people fail to realize that real communication goes in both directions."
According to Johnson, "Listening is the ability to understand and respond effectively to oral communication. "Listening is an important aid to communication though its importance has not been realised till very recently. In an American company, when a survey was conducted on how members spent their time communicating, it was Surprising that 63 per cent of their time was taken up listening to one another, while reading took 4 per cent, writing 11 per cent and speaking 22 per cent. It is undoubtable that if people are bad listeners, they will also make bad communicators.
1.Look for areas of interest
2. Overlook errors of delivery
3. Postpone Judgement
4. Listen for ideas
5. Take notes
6.Be actively responsive
7. Resist distractions
8. Challenge your mind
9. Capitaliseon mind speed
10. Assist and encourage
Often times, we get ourselves caught in a conversation that essentially does not hold our interest. In such cases, we’ll be tempted to float off in our own contemplations or concentrate on something unique which, shockingly, can be an obstruction to listening.
As an example, I usually lost interest when someone discuss football with me because I don’t have interest in it. I tend to inform the speaker about my lack of interest in the topic before he goes too far.
Of course, it’s not by any means a good idea to drive your consideration on a topic you find horribly boring. In the event that the discourse isn’t vital, steer the discussion to an alternate heading. In the event that it is essential, in any case, attempt to concentrate on the important focuses and note them down.
2. Noise, Awkward seating positions and temperature
Ecological factors, for example, noise, temperature and awkward seating positions can make us concentrate our attention on other factors alongside what the speaker is saying.
Attempt to control environmental factors at whatever points conceivable. Take a stab at finding a calm at another seat or move to a quiet place to proceed with the discussion. It is really hard to center concentration when we are always occupied by outside powers.
3. Distractions
The most evident and presumably the most significant barriers to listening this day and age are different distractions. Tragically, a large number of us can’t be part of a discussion without continually looking at our phone or PC. In addition to the fact that it is viewed as discourteous, yet it additionally tells the other individual that you’re exhausted and whatever is on your telephone is more critical to you than this discussion.
As you’re distracted, you’re additionally liable to miss critical points or information that you may require later on. When you’re having a discussion with somebody, it’s best to keep these distractions away and concentrate on the individual before you.
4. Personal bias
Personal bias can cloud your judgment and influence you to deliberately ignore towards significant information or great individuals. When you live and work in a multicultural domain, it’s essential to abandon every one of your biases when you’re speaking with others.
For instance, on the off chance that you accept a person as unintelligent (or even less astute than you) as a result of his educational background, you’re blinding yourself. You have to give everybody the advantage of uncertainty and listen to what they have to say.
5. Intrusion
The fact that no good thing originates from interfering with somebody while they’re talking is one of those cardinal tenets of communication, we’re all taught as kids. Sadly, that lesson doesn’t tend to stick. Individuals are so anxious to be heard that occasionally they intrude on discussions to express their own supposition.
Be that as it may, in addition to the fact that it is viewed as inconsiderate, but on the other hand, it’s one of the greatest barriers to effective listening. To refrain from committing this mistake, attempt to hold up until the point when the other individual has completed the process of talking before saying your own thoughts so anyone can hear.
When any communication and information is transmitted by oral pronunciation, it is called oral communication. In oral communication, information is exchanged through face-to-face verbal interaction. This communication can also be done through direct personal conversation and indirect personal conversation.
In the second method, the message-sender uses devices such as telephones. Oral communication is the most powerful means of producing two-way clarity. The conveying officer can not only fulfill the idea and give correct information, but can also know the understanding and response of the officer receiving the message. Also, the person receiving the message can not only understand the message, but can also deal with his doubts and doubts. Most communication in the organization takes the form of mutual interaction
Communication through words can be in written or oral. Written communication refers to the transmission of messages in black and white. It includes diagrams, drawings, graphs, etc. Reports, policies, rules, procedures, orders, instructions, agreements etc. have to be transmitted in writing for the efficient operation of the organization.
Written communication ensures that everyone concerned has the same information. It provides a permanent record of communication for future reference. Written instruction is necessary when calling for action is important and complex. To be effective, written communication must be clear, concise, correct, and complete.
Written communication is very important in today's business world. It is an innovative activity of the mind. Effective written communication is necessary to produce qualified promotional material for professional development. The speech came before writing. But writing is more unique and formal than speech.
Effective writing involves careful choice of words, their organization in sentence formation as well as the harmonious creation of sentences. Also, writing is more valid and reliable than speech. But while speech is spontaneous, writing causes delays and does not take time as a response.
Meaning of written communication:
A "written communication" means sending messages, orders or instructions through letters, circulars, manuals, reports, telegrams, office memoranda, bulletins, etc. It is a formal method of communication and is less flexible. A written document properly becomes a permanent record for future reference.
Job application could also be the first important business letter after during a person has got graduation from a university or university. There’s always though competition within the job market and the prospective employers will from their first impression about the job seeker from his application. Job application letter is a letter which is written by the job seeker to a prospective employer for a position is his organization. In fact, employment application letter is written to sell one’s qualities and services to an employer.”
TYPES OF JOB APPLICATIONS LETTERS
There are two sorts of job application letter, like Solicited application letters and unsolicited application letter-
Solicited Application Letter:
Solicited application letters are written in response to an advertisement for hiring or recruitment. Here the job seeker knows the vacancy and may tailor his application as per the wants of the said post. If you’re sending a solicited application letter, you'll usually know what qualifications the organization is seeking. during this case, highlight the chief qualifications and mirror the requirements specified in the advertisement. you ought to grab the attention by that specialize in the phase Proven Skills, sometimes utilized in the advertisement.
Unsolicited Application Letter:
Unsolicited applications letters are written at the writer’s own initiative to the organization. Who has not advertised for recruitment? Unsolicited application letter is additionally called prospecting letter. But just in case of writing an unsolicited letter, you've got a better chance of being read and receiving individualized attention. you'll gain attention by that specialize in the needs of the employers and how they're going to be gained by employing you.
A job application letter (also referred to as a cover letter) may be a letter you send with your resume to provide information on your skills and experience. This letter is your chance to “sell” yourself to an employer, explaining why you're an ideal candidate for a position.
When you write your job application letter, it’s essential to pay close attention to formatting. There’s a right way to format a cover letter; deviate from the quality guidelines and hiring managers may drop you from consideration.
In fact, anything that creates your job application letter appear less than professional can prevent hiring managers from taking you seriously as a candidate. check that your cover letter is formatted properly and is free from errors before you send.
Tips for writing a job Application Letter.
Do not copy your resume. a cover letter is a sales pitch. the aim of this letter is to convince the hiring manager that you’re a powerful candidate and to highlight your relevant experience and skills . Your application letter should show how exactly your background makes you a good fit for a specific position. In contrast, your resume may be a general record of your experience, education, and accomplishments.
Tailor each application letter to the work . As mentioned above, emphasize in your letter why you're a perfect candidate for the specific job. this requires that you simply personalize each letter to suit the company and position. Match your qualifications to the work posting by highlighting the skills, experience, and requirements listed within the description.
Be professional. Application letters have a fairly rigid format—as hiring managers read your letter, they will expect to ascertain certain information included in set areas. you have freedom within the structure to be personable, but it's important to stay to a certain level of formality. Pay particular attention to the professionalism of your salutation. you would not , as an example , want to ask the letter's recipient by their first name unless specifically requested.
Carefully proofread. Employers are likely to overlook an application with tons of errors. Therefore, read through your cover letter, and even consider asking a friend or career counselor to read the letter. Proofread for grammar and spelling errors. Be particularly mindful to spell the letter recipient's name correctly, as well as the company name.
Follow letter format. Use letter format when writing your letter. If you’re sending a typed hard-copy letter, be sure to lead with a paragraph containing your address, followed by the date, followed by the address of the recipient. If you’re sending an email, you'll omit the address and date sections.
Decide whether to send a hard copy or email. the most difference in formatting an email application letter is that you simply got to include a subject line that clearly lays out your purpose for writing, e.g. “Graphic Designer—Joe Smith.” And, rather than placing your contact information at the top of the letter, as you would during a text , you'll include it below your signature.
Since your application letter are going to be accompanied by your resume, make sure the letter doesn't duplicate your resume exactly.
JOB APPLICATION LETTER FORMAT:
Use this formatting information as a guideline when writing your customized application letters, so you recognize what information goes where.3
Contact Information
Name
Address
City, State postal code
Phone Number
Email Address
Date
Employer Contact Information (if you've got it)
Name
Title
Company
Address
City, State postal code
Salutation
Dear Mr./Ms. Last Name, (leave out if you do not have a contact)
Body of Application Letter
The body of your application letter lets the employer know what position you're applying for, why the employer should select you for an interview, and the way you'll follow up. See below for a paragraph-by-paragraph breakdown of the body of the letter.
First Paragraph
The first paragraph of your letter should include information on why you're writing. Mention the job you're applying for and where you found the work listing. Include the name of a mutual contact, if you've got one. you might conclude by briefly and concisely saying why you think you're a perfect candidate for the job.
Middle Paragraph(s)
The next section of your application letter should describe what you've got to offer the employer.
It can be one paragraph; otherwise you can break it up into a few of paragraphs. If the section gets lengthy, you'll use bullet points to break up the text. Remember, you're interpreting your resume, not repeating it.
Mention specifically how your qualifications match the job you're applying for. in this portion of the letter, make your case for your candidacy.
It can be helpful to spend a while researching the company—this knowledge and insight helps you create an informed and persuasive argument for your candidacy.
Use specific examples whenever possible. for instance , if you say that you have many experience working successfully on team projects, provide an example of a time you worked during a group and achieved success.
Final Paragraph
Conclude your application letter by thanking the employer for considering you for the position. Include information on how you'll follow up.
Complimentary Close (examples)
Sincerely,
Signature (for a hard copy letter)
Typed Signature
Job Application Letter Example
Melissa Brown
11 South Street
Harbor View, Maine 04005
555-555-5555
melissa.brown@email.com
March 5, 2020
Jason Rivera
Human Resources Director
Avery Solutions, Inc.
600 Commerce Way
Harbor View, Maine 04005
Dear Mr. Rivera,
I was excited when my former colleague, Stephanie Taylor, told me that you were hiring for a human Resources Specialist at Avery Solutions.
Stephanie has told me how important teamwork is to your group at Avery, and how much you need an HR Specialist who can slot in with the department and hit the ground running on day one. i believe that i'm the ideal candidate for your team.
In my current job at Smith Group, I created and run our onboarding program, including organizing background checks and new hire orientation. I even have extensive experience in:
• Data reporting/data entry on HRIS software
• Recruiting and hiring processes, including creating job descriptions and postings, screening resumes, and scheduling interviews.
• Producing company events, like the annual company-wide picnic (100+ employees from across the country).
I’d like to speak with you about my qualifications and what I can do for your team. I’ve attached my resume for your consideration. Please don’t hesitate to contact me on my cell at 555-555-5555 with questions or to rearrange an interview.
Best regards,
Melissa Brown
Job Application Email Example
Subject Line: George Woo – Editorial Assistant
Dear Ms. Cortez,
I was excited when Ada Wilson told me that you were looking for an editorial assistant with a background in rights and research and a passion for digital media. She suggested that I throw my hat within the ring, and I’d love the chance to inform you more about what I can offer your team.
I’ve interned for Ada’s team for the past three summers, developing extensive experience with the rights and research process. Last year, i used to be instrumental in securing the rights to incorporate Sara Frey’s poems in our digital anthology – a first for an online publisher, according to Ms. Frey’s estate.
I also have:
• Expertise with most popular content management systems, including WordPress
• Analytics knowledge, including expert-level facility with Google Analytics
• A strong work ethic and commitment to meeting deadlines
I hope you’ll reach out at your convenience to inform me more about your team’s goals and wishes for the coming year. You’ll reach me on my cell at 555-123-4566 or via email at George.Woo@email.com.
Best regards,
George Woo.
PLAN AND PREPARE FOR THE INTERVIEW
If one does not know to which port one is sailing, no wind is favourable"
Before facing the interview, you need to therefore plan and prepare yourself for it. The following actions could help:
Remember in an interview the interviewer is free to ask you any questions. These questions can at times create stress. You must in all circumstances be polite, positive and tactful in your reply. This for "Tact is the knack of making a point without making an enemy.
Resume writing
First impression through a proper covering letter and a resume may not guarantee that you get the job. But a bad one, may not even give you a
A Resume or a Curriculum Vitae (the curriculum of your life) is a brief summary of your experience and career objectives. This document is critically important for
chances for being short listed for the interview, but can also set interview might take. Hence it should be well deliberated and written carefully
Essential qualities of a good Resume:
A good resume has the following qualities.
To achieve the desired result, you need to invest some time in accessing yourself, your goals, strengths, skills and accomplishments.
Try to look for similarities that the job you are applying for has with your personality, qualification, skills and your professional career goal. This is important, for quite often you find candidates who are introvert by nature, applying for a hardcore sales job.
Highlight those attributes which have a direct bearing on the job you are applying for and you have a CV with the winning edge.
PARTS OF A RESUME OR A CURRICULUM VITAE:
A good CV should systematically depict:
1. Your personal information.
2. Career objectives.
3. Educational qualification.
4. Work Experience or Professional qualification.
5. Projects done, or Projects undertaken.
6. Skills.
7. Extracurricular Activities.
8. Hobbies and interests.
9. References.
