Unit-II

Corporate Communication

2.1 Corporate Communication, Formal and Informal Communication, Networks; Grapevine; Barriers in Communication; Improving Communication.

Formal channel of communication:

A formal channel of communication is that the means of communication normally controlled by people in positions of authority in an organization. Hence, it's also been mentioned as an organization’s ‘main line of operational communication’.

All the reports, records and other forms that provide working information to varied parts of an organization are included within the formal channel of communication. These channels of communication don't function automatically. a good business organization will ensure that these are carefully planned and designed to its needs.

Advantages:

(i) Effective:

Formal channels are considered the simpler of channels of communication. With organizations constantly growing in size, formal channels help to bridge the gap within the communication process. It's a readily available means to succeed in through to each corner of an organization, which might rather be difficult.

(ii) Prevent bogging:

In formal channels, the principles are well laid. For instance, a worker communicates with the supervisor, the supervisor with the manager, and so on. Thus, only necessary information gets filtered and sent to the top. It prevents the top-level management from getting caught up with the irrelevant nitty-gritty (the practical details) of data and leaves it free for bigger decisions and overall management.

(iii) Better monitoring:

An organization can design formal channels to suit its specific needs. This will help monitor organizational activities. It can make sure that problems are solved without too much delay.

(iv) Good atmosphere:

Good formal channels of communication reflect professionalism. They assist consolidate the organization. They also keep the managerial personnel in control.

Disadvantages:

(i) Deter free flow of information:

Formal channels deter a free flow of data. Formality demands that the knowledge flow take a specific route only. This inhibits the natural flow of information.

(ii) Time-consuming:

Formal channels of communication often cause delays. The knowledge may not directly reach the person for whom it's meant. It'll often need to take a circuitous formal route where the intervening links could also be meaningless. As a result, formal channels of communication can become time-consuming.

(iii) Affects decision-making:

Filtering and monitoring of data at lower levels may be a double- edged sword. While it's its advantages, it's going to also prevent vital information from reaching the top management. This might change the perspective while making decisions.

Informal Channel of Communication / Grapevine:

The informal channel of communication is commonly discouraged or looked down upon in an “organization, and isn't officially sanctioned. It's popularly mentioned as grapevine. This is often because it runs altogether directions regardless of the formal structure.

The origin of the term grapevine is often traced to the way the botanical vine grew over telegraph wires, making telegraphic messages go in unintended directions. In business life, grapevine owes its existence to man’s gossipy nature.

Humans tend to talk loosely or lightly with their associates wherever they’ll be. Time to time they feel the need to get freed from the necessity to stay to logic or truth.

As people set about their work, they need casual conversation with their friends within the office. These conversations affect both personal and business matters. This leads to the generation of a rumour mill, which may be a grapevine.

Grapevine is assessed into four categories:

1. Single strand: all tells another.
2. Group or gossip chain: One tells all persons in his/her group.
3. Probability chain: Each randomly tells variety of individuals.
4. Cluster chain: Some tell selected others.

Grapevine satisfies the social needs of members, results in more relaxed human relations (partly through the release of fantasy), serves to fill the possible gaps within the formal communication and links even those people that do not fall within the official chain of command.

Other characteristics of grapevine are:

(i) it's more people-oriented then issue-oriented.

(ii) might not be totally authentic and dependable.

(iii) Grapevine transmission flows altogether directions in an organization.

(iv) Grapevine information travels in no time.

(v) Its responsibility can't be fixed.

Factors resulting in grapevine:

A rumour mill becomes active when the subsequent factors exist in an organization:

(i) an absence of sense of direction, especially in times of crisis. The more the uncertainty, the greater the rumoring.

(ii) The formation of favoured groups of employees by the management. This breeds insecurity among other employees resulting in rumours.

(iii) an absence of self-confidence amongst employees results in the formation of groups. These groups often run rumour mills.

Advantages:

(i) Speed:

Speed is that the most remarkable characteristic of this channel of communication. It's possible to transmit information remarkably fast since there are no formal barriers and no stopping. A rumour, thus, may spread sort of a wildfire.

(ii) Feedback:

The feedback through this channel is far faster than a formal channel of communication. The channel is like the pulse of an organization. The reaction to the selections, policies, directives and directions often reaches managers faster through this channel than through the formal one.

(iii) Parallel function:

The informal channel doesn't have official sanction, but is an inevitable parallel to the formal channel. It works as a supplementary channel of communication in an organization. Good managers are known to use the informal channel to their benefit for transmitting information otherwise unfit for formal channels.

(iv) Support system:

A grapevine is an informal web developed by employees within an organization. It brings them closer and provides them immense satisfaction.

Disadvantages:

(i) Less credible:

A grapevine is less credible than a proper channel of communication. It can't be taken seriously because it involves only the word of mouth. It is, therefore, likely to be contradicted.

(ii) Selective information:

Informal channels usually fail to hold the entire information. As a result, the receiver doesn't get the essence of the entire message. Mischief mongers or vested interests may use the channel for transmitting information.

(iii) Creates trouble:

A grapevine can foster trouble within an organization as there's no control over the information sent, received, its portrayal and perceptions. Information gets distorted. Grapevines are often synonymous with the spreading of false or wild stories.

(iv) Leakage:

Information may get leaked at the incorrect time. The term ‘open secret’ in an organization can often is attributed to such leaks.

Barriers in Communication

There are multiple barriers to the communication process. Intended communiqués are often disturbed and distorted, resulting in confusion and communication failure. Effective communication barriers can be of many types, linguistic, psychological, emotional, physical, and cultural. All these types are described in detail below.

1. Language barrier

Barriers are one of the most restrictive barriers to effective communication. Language is the most commonly used communication tool. The fact that all major regions have their own language is one of the barriers to effective communication. Even if the dialect is thick, communication may not be successful.

According to some estimates, the dialects of the two regions change within a few kilometers. Even within the same workplace, different employees have different language skills. As a result, communication channels across the organization suffer from this.

Therefore, with this barrier in mind, different considerations must be given to different employees. Many of them are very fluent in certain languages   and others will be accustomed to these languages.

2.     Psychological barriers

There are a variety of mental and psychological problems that impede effective communication. Some people suffer from stage phobias, speech disorders, phobias, depression, and more. All of these conditions can be very difficult to manage and can limit the ease of communication.

3.     Emotional barriers

An individual's emotional IQ determines the ease and comfort of communication. Individuals who are emotionally mature are ready to communicate effectively. On the contrary, those who inherit emotions face certain difficulties.

The perfect combination of emotions and facts is important for effective communication. Emotions such as anger, frustration, and humor can obscure an individual's decision-making ability and limit the effectiveness of communication.

4.     Physical barriers to communication

They are the most obvious barriers to effective communication. These barriers can be removed almost easily, at least in principle. These include barriers such as noise, door closures, equipment failures used in communications, and cabin closures. In large offices, the combination of physical separation between different employees and failed equipment can create serious barriers to effective communication.

5.     Cultural barriers to communication

As the world becomes more and more globalized, every large office can have people from several parts of the world. Different cultures have special implications for some of the basic values   of society. Clothing, religion or lack of them, food, drinks, pets, and therefore general behavior, change dramatically from one culture to another.

Therefore, these different cultures need to be taken into account when communicating. This is what we call culturally appropriate. Many multinationals offer special courses at the orientation stage to help people understand other cultures and learn how to be polite and tolerant of other cultures.

6.     Organizational structural barriers

As we have seen, there are many ways to communicate at the organizational level. Each of these methods has its own problems and constraints, which are barriers to effective communication. Most of these barriers result from incorrect information and lack of proper transparency available to employees.

7.     Attitude barrier

Certain people want to be left alone. They are introverted or simply less sociable people. Others want to be sociable and sometimes cling to extra! Both of these cases can be barriers to communication. Some people have attitude problems such as huge ego and unfriendly behavior.

These employees can cause serious tension within the communication channels in which they exist. Certain personality traits such as shyness, anger, and social anxiety can also be eliminated through courses and proper training. However, issues such as egocentric behavior and selfishness may not be fixed.

8.     Perceptual barrier

Different people have different perceptions of similar things. This is often a fact that must be taken into account in the process of communication. Knowledge of the audience's perceptual level is essential for effective communication. All messages or communiqués should be simple and clear. There should be no room for a diverse set of interpretations.

9.     Physiological barrier

Certain disorders, illnesses, or other restrictions can also impede effective communication between different channels of an organization. High-pitched voice, dyslexia, etc. are some samples of physiological barriers to effective communication. However, these are not important as they are easily corrected and removed.

10. Technical barriers and social religions barrier

Other barriers include technical barriers. Technology is evolving rapidly, and as a result, it is difficult to keep up with the latest developments. Therefore, technological advances can be a barrier. In addition to this, the cost of technology is usually very high.

Improving Communication

(1) Clarify Ideas before Communication:

The person sending the communication should be very clear in his mind about what he wants to mention. He should know the objective of his message and, therefore, he should arrange his thoughts during a proper order.

(2) Communicate consistent with the need of the Receiver:

The sender of the communication should prepare the structure of the message not consistent with his own level or ability but he should keep in mind the extent, understanding or the environment of the receiver.

(3) Consult Others before Communication:

At the time of designing the communication, suggestions should be invited from all the persons concerned. Its main advantage is going to be that all those people that are consulted at the time of preparing the communication plan will contribute to the success of the communication system.

(4) Be Aware of Language, Tone and Content Of Message:

The sender should look out of the very fact that the message should be framed in clear and delightful language. The tone of the message shouldn't injure the feelings of the receiver. As far as possible the contents of the message should be brief and excessive use of technical words should be avoided.

(5) Convey Things of Help and Value to the Listener:

The subject matter of the message should be helpful to the receiver. The necessity and interest of the receiver should specially be kept in mind. Communication is more effective in such a situation.

(6) Ensure Proper Feedback:

The purpose of feedback is to seek out whether the receiver has properly understood the meaning of the knowledge received. Within the face-to- face communication, the reaction on the face of the receiver is often understood.

But in case of written communication or some other type of communications some proper method of feedback should be adopted by the sender.

(7) Consistency of Message:

The information sent to the receiver shouldn’t be self- contradictory. It should be in accordance with the objectives, policies, programmes and techniques of the organization. When a new message has to be sent in place of the old one, it should make a mention of the change otherwise it can create some doubts.

(8) Follow up Communication:

In order to form communication effective, the management should regularly attempt to know the weaknesses of the communication system. During this context effort are often made to know whether to get more stress upon the formal or the informal communication would be appropriate.

Similarly, suggestions are often invited in respect of the medium of communication (oral, written and gestural) to understand on which medium would be more effective and appropriate.

(9) Be a good Listener:

It is the essence of communication that both the sender and the receiver should be good listeners. Both should hear the each other’s point of view attentively, patience and positive attitude. A sender can receive much relevant information by being a good listener.

Key takeaways:

1. “Internal communication” can be the process of communication within an organization between superiors and subordinates, colleagues, or between two or more groups.
2. Business organizations need to communicate with external agencies such as customers, suppliers, investors, other establishments, banks, insurance companies and government agencies.
3. "Formal communication" is the transfer of knowledge or direction in a formal organizational structure.
4. "Informal communication" is communication between members of a gaggle or a group, not premised on formal relationships within an organizational structure, but informal relationships between people of equal or different levels.
5. Verbal or verbal communication" means the transmission of spoken commands, messages, or suggestions.
6. "Written Communication" means sending a message, order, or instruction in writing via a letter, circulation, manual, report, telegram, office memo, bulletin board, etc.
7. Effective communication barriers can be of many types, linguistic, psychological, emotional, physical, and cultural.
8. Communication is the life of any company, whether it is communication with employees or clients.
9. Business leaders are expected to be able to communicate effectively and clearly with stakeholders, customers, and employees.
10. Although it may seem that everyone is using technology these days, communication can take many forms, including email, office-to-office communication, newsletters, phone calls, and face-to-face visits.

2.2 Practices in Business Communication: Group discussion; Mock interviews; Seminars; Effective Listening Exercises; Individual and Group Presentations and Report Writing.

Practices in Business Communication

Communication is the life of any company, whether it is communication with employees or clients. Business leaders are expected to be able to communicate effectively and clearly with stakeholders, customers, and employees. Many business leaders have found their own skills in communicating through years of practice, but there are some common strategies that all seem to have mastered. Let's take a look at best practices for communication skills.

1. Clarify – If an employee leaves a staff meeting and isn't sure what you mean, you're not clear enough in your speech. When speaking or giving instructions to employees, give clear and accurate points. Many successful business leaders find that repeating goals, work habits, and projects can help them understand what their employees need to achieve.

2.     Friendly –   As a business leader, you can come to us to clarify a problem without feeling or annoying your clients, employees, and business partners. I want you to feel it. Be open and understand that clarification only means that they are trying to give you what you are looking for.

3.     Use Many Forms of Communication-Although it may seem that everyone is using technology these days, communication can take many forms, including email, office-to-office communication, newsletters, phone calls, and face-to-face visits. Must be done in. Different personalities respond better to different forms of communication.

4.     Attend and Timely – When a client, employee, or other person needs to talk to you, attend with them rather than trying to manage multiple activities at once. In addition to attending, we will answer questions and questions in a timely manner, whether via email or directly.

Listening and Asking – One of the most important parts of communication is not speaking, but listening and asking to find the core of the problem

From two perspectives: relevance and inclusiveness. Participants may be talking a lot in GD, but participants may deviate significantly from the topic. In that case, the content is considered almost irrelevant and cannot be further evaluated. If the content is related to a topic, the panel examines whether the topic's treatment is superficial or detailed.

A) Analytical Skills: The panel is of course interested in your facts, but also wants to see if you can explore the "reasons" and "methods" of the subject. This is the most rigorous test on the topic of case studies.

B) Reasoning skills: How the panel supports one's position, how to respond to another's position, can "strengthen or weaken" the discussion, overall, to the topic Consider how logical the approach is.

C) Organizational Power: There may be facts, support, and explanations, but can they be presented in the correct order to maximize the impact of good content? The panel wants to consider this.

D) Communication Skills: You may have demonstrated all of the above skills, but in a simple (non-simple) language they understand, with relevant illustrations they can identify, to someone Can you convey your claim?

E) Creativity: Can you bring a new perspective on this topic to the table? Can you see a different problem than the other 10 participants and propose a breakthrough solution? Can you interpret abstract topics in ways that no one else can? If yes, the panel considers you to be the rarest human being.

You may have noticed that the above skills and qualities can also be applied directly to assessing WAT responses.

Group skills, on the other hand, are skills that can only be evaluated in the context of the group. They include:

A)    Listening Skills:

The panel constantly observes whether all participants are listening to the discussion. In my experience, most participants are only interested in speaking and feel that the work is done as soon as they discuss it. This is contrary to the spirit of debate. The panel has many ways to infer that participant are bad listeners, such as lack of eye contact with the group and lack of final summaries. This is one of the rarest skills and a must have to become a manager.

B)    Quality of Leadership:

In expensive discussions, one or two participants typically act as anchors, properly defining topics, providing initial analysis of topic keywords, and trying to organize groups. I will. Pursuing a common goal. Such individuals can demonstrate effective leadership and earn some additional points. However, you can't give an extra score just because you spoke first in the group or because it was the loudest.

C)   Body Language:

While evaluating body language, the panel focuses primarily on eye contact and hand movements. The speaker needs to maintain consistent eye contact with the entire group while speaking, and the listener needs to go back and forth. If either doesn't happen, allow the panel to guess whatever the panel wants, from lack of confidence to lack of interest in GD to lack of concern for others. Everything is very detrimental to the final score. Hand movements are what your speech is, and punctuation is what your writing is. When used wisely, they enhance the effectiveness of your words beautifully. If not used wisely, they will attract unnecessary attention and distract listeners from your words. It is advisable to simply "release" your hands. Don't do anything pointless, like playing with a pen, hitting a desk, or running through your hair (commonly seen by female participants). The body has its own intellect. Let go and focus on the topic. Your hands will start to move naturally. Remember that body language cannot be counterfeited. A skilled observer will spot such deception. Just focus on the work in front of you and your body will obediently follow. The panel may also pay attention to the modulation of your voice. Unless you're Tommy Lee Jones, a monotonous pitch may reduce the impact of the most powerful words! Change the pitch to create emphasis as needed.

D)   Group behavior:

This is usually assessed in the broader distinction of assertive or aggressive. Avoid the latter no matter what. Assertiveness is a rational indication of the belief in one's thoughts, and aggression is an indication of control by subtle intimidation. Assertiveness provides room for flexibility, which is a desirable property, but assertiveness leads to irrational rigidity of the perspective. Remember that School B is looking for sensitive individuals, not skinhead bouncers.

Now you know how to evaluated, focus on specific areas of improvement during GD practice. Identify strengths and weaknesses with the help of a trainer. Set clear goals for yourself and never lose track of them during your practice.

Recommended background preparation for group discussions

Content is the most important factor in performance in GD. As the current situation tends to dominate GD, conscious efforts are needed to build a fact bank of the current situation. Review the timeline of important national and international issues and their subsequent developments. Follow at least two local newspapers, two domestic newspapers, and two international newspapers and news channels daily. Focus on information. In newspapers, it's mainly on the first four pages, the finance page, and the sports page. You may or may not read an editorial (providing opinions, comments, perspectives), but you must read the news. I need facts to support my position. If you don't have the facts, you only have an opinion, which may mean that you simply repeat through your contributions in GD.

Keep in mind that GD is not a removal process, but just one of several selection processes with specific weights that contribute to the final score.

Mock Interviews

Overview of The Mock Interview

A mock interview, also called a practice interview, is a simulation of an actual job interview. We provide job seekers with the opportunity to practice interviewing and receive feedback on their interviewing skills.

Mock Interview

What is a Mock Interview?

A typical mock interview is an interview practice with a professional career counselor. Mock interviews assist you find out how to answer difficult questions, develop interview strategies, improve communication skills, and reduce stress before a true employment interview.

In a mock interview, the interviewer may use a semi-structured interview format instead of asking for a formal question list.

Face-To-Face Simulated Interview

Career centers and career counsellors at many universities offer direct mock interviews. If you are a college student or graduate, check to see if a mock interview is available by phone or video directly to your career office.

If you are not in college, a career coach or counselor is another option for interview practice.

You can make an appointment with a mock interviewer by providing her with information about either the particular company you are interviewing or your general career area. This will help you create a mock interview question similar to what you will eventually encounter in a real interview.

He is better if the information you can provide to your mock interviewer is more specific. Mock interviewers often record interviews with video cameras.

Some career centers and career counsellors also offer mock phone calls and online video interviews, recording interviews with tape recorders and webcams.

After a mock interview (which usually lasts about 30 minutes), the interviewer will review your interview and provide you with feedback.

Examples of mock interview questions

1. Questions asked during a mock interview are usually more common employer interview questions asked during the first round or screening interview.
2. However, candidates who know what job type, career area, or industry they are interested in may be asked job-specific interview questions.
3. If you are using a mock interview to prepare for an upcoming job interview at your company, the interviewer may be able to ask the actual questions asked by your company's recruitment manager. Glassdoor.com has corporate interview questions from many corporate site visitors.
4. When scheduling a mock interview with a college career center or career coach, provide as much information as possible about your interests and goals. The more information the counselor has, the more you can adjust the question to fit the actual interview.
5. For example, if you are looking for a technical job, an interviewer can ask a series of technical interview questions to help you understand the types of questions asked and formulate appropriate answers.
6. As another example, if you are interviewing for a summer job, the interviewer can ask the same questions you are asked by the people you hire in the summer position.
7. Take the time to prepare the answers to the questions asked during the mock interview. This is an opportunity to practice your interview and make sure you have the interview skills to make the best impression on your interviewer.

How to prepare for a mock interview

1. Take the mock interview as seriously as the actual interview. Prepare for the interview, just as you would for an interview with your hiring manager.
2. Arrive 10-15 minutes early and bring your resume and other materials to the actual interview.
3. Bring your notebook and make a note of the mock interviewer's story.
4. Please wear professional interview clothes.
5. You should also prepare answers to common interview questions before you arrive. Learn more about these types of common interview questions, including sample questions and answers you can check to prepare for the interview.
6. If you have a mock interview to prepare for a particular job or career area, check out these job-specific interview questions as well.
7. A mock interview is an ideal way to practice a real job interview, as you are in a situation that reflects a real job interview with the company. After reviewing the interview with the interviewer, you can change the response and interview behavior as needed.

Set up your own face-to-face mock interview

If you are not in a position to participate in a mock interview with a professional counselor, you can recruit family and friends to help you practice your interview. The more prepared you are, the more comfortable your interview will be.

Just like a professional career counselor, provide your friends and relatives with a copy of your resume and a list of common, job-specific interview questions. I think you will be asked. Remember to dress as you would in a real interview and practice with the right voice tone and body language when answering the "interviewer" questions.

Online Mock Interview

Another option for a mock interview is to use an online program or application. The online interview program provides job seekers with a pressure-free way to prepare and practice future job interviews. Some of these programs are very basic. The user will be given a series of random interview questions (verbally or in writing) and enter their answers. These programs make users think about how to answer different questions, but they cannot practice answering them in words.

A more sophisticated interview practice program allows users to select questions related to a particular career area or the type of interview they are preparing (that is, behavioural interviews, group interviews, etc.). A pre-recorded video of the simulated interviewer asks a series of questions. Next, the user must answer each question verbally.

Users may be given a time limit, so they learn to answer questions concisely. The program records these voice answers. Alternatively, the user may be able to record himself through the webcam. After the simulated interview, users can review their recordings or email the file to a lover, loved one, or career counselor for review.

Some programs also allow users to conduct live online interviews through a real career counselor and webcam. The interviewer records the interview and then criticizes the user's performance.

Seminars

A seminar can be defined as "a small group discussion in which the results of a study or preliminary study are presented through an oral or written report." Seminars are just group communication where open people give presentations and speeches on topics by emphasizing the content in the light of current and imminent issues. This presentation or speech will be followed by questions and we look forward to your comments. Therefore, the seminar is a mixture of speech and group discussion. At the seminar, one person will chair the session, introduce topics and speakers, and conduct the seminar. At the end of the session, he asks the audience to ask questions, ensuring that the discussion continues in the light of the subject.

Significance of the Seminar

Seminars help bring together experts on a particular subject to present their experience and malice. The presented papers, their summaries and recommendations (if any) have been meaningfully discussed and published in the form of reports for wider distribution.

Seminars are an effective way of oral communication. Therefore, one of the important aspects of the seminar is thorough and detailed knowledge of the subject and proper implementation. This includes careful articulation, stress on important words, and effective modulation of voice.

How to make your seminar effective

The effectiveness of the seminar depends on how different stakeholders and people plays an effective role. These parties and individuals include organizations, speakers, chairs, and audiences.

Organizer's role: To make the seminar effective, the organizer

1. Decide the date, place and theme of the seminar and plan the seminar in advance.

2. We will publish related materials in advance.

3. Promote that it is a newspaper and invite various participants in time.

4. Make sure the OHP, slides, lights, and other audio-visual aids are in place.

5. Make it easier to sit down and arrange tea and lunch.

Role of Speakers: Seminar Speakers

1. Prepare topics in advance by searching for materials from libraries and websites, organizing topics in a logical order, and pondering various related issues.

2. Make sure his speech is informative, bright and interesting.

3. Use appropriate visual aids such as OHP, OHP film, slides, etc.

4. Take into account the time limit.

5. Try to answer the biggest question of the last audience.

6. Thank the audience for listening to the patient.

7. How to make your speech or presentation effective is explained in the Speech and Presentation chapter.

Chair's role: The session is chaired

1. Briefly introduce the topic. Next, we will give a brief introduction of the speaker, focusing on the speaker's specialty and achievements.

2. Make sure the speaker finishes the speech within the time limit.

3. At the end of the speech, invite questions from the audience.

4. Keep discussions in the light of the theme and do not hurt others during the Q & A session.

5. Summarize the results of the speech after the question-and-answer session.

6. Finally, thank the speakers and the audience.

Audience Role: Audience Should

1. Please secure a seat before the seminar starts.

2. Listen patiently to the speeches of the various speakers.

3. Make a note of important points and citations.

4. Avoid distributing speakers during your speech.

5. Ask related questions

6. Stay until the seminar is over.

Effective Listening: Its Principles & Exercises

Listening is the ability to accurately receive and interpret messages within the communication process.

1. Listening is vital to all or any effective communication. Without the ability to listen effectively, messages are easily misunderstood. As a result, communication breaks down and therefore the sender of the message can easily become frustrated or irritated.
2. If there's one communication skill you ought to aim to master, then listening is it.
3. Listening is so important that a lot of top employers provide listening skills training for his or her employees. This is often not surprising once you consider that good listening skills can cause better customer satisfaction, greater productivity with fewer mistakes, and increased sharing of data that in turn can cause more creative and innovative work.
4. Many successful leaders and entrepreneurs credit their success to effective listening skills. Richard Branson frequently quotes listening together of the most factors behind the success of Virgin.

Good listening skills even have benefits in our personal lives, including:

A greater number of friends and social networks, improved self-esteem and confidence, higher grades at college and in academic work, and even better health and general well-being.

Studies have shown that, whereas speaking raises blood pressure, attentive listening can bring it down.

Listening isn't the same as Hearing

Hearing refers to the sounds that enter your ears. It's a physical process that, provided you are doing not have any hearing problems, happens automatically.

Listening, however, requires quite that: it requires focus and concentrated effort, both mental and sometimes physical also.

Listening means paying attention not only to the story, but how it's told, the use of language and voice, and the way the opposite person uses his or her body. In other words, it means being attentive to both verbal and non-verbal messages.

Your ability to concentrate effectively depends on the degree to which you perceive and understand these messages.

Listening isn't a passive process. In fact, the listener can, and will , be a minimum of as engaged within the process because the speaker. The phrase ‘active listening’ is employed to explain this process of being fully involved.

We Spend plenty of time Listening

Adults spend a mean of 70% of their time engaged in some kind of communication.

Of this, research shows that a mean of 45% is spent listening compared to 30% speaking, 16% reading and 9% writing. (Adler, R. Et al. 2001). That is, by any standards, plenty of time listening. It's worthwhile, therefore, taking a touch of additional time to ensure that you listen effectively.

The Purpose of Listening

There is no doubt that effective listening is a particularly important life skill. Why is listening so important?

Listening serves variety of possible purposes, and the purpose of listening will depend upon things and the nature of the communication.

1. To specifically specialize in the messages being communicated, avoiding distractions and preconceptions.

2. To realize a full and accurate understanding into the speaker’s point of view and concepts.

3. To critically assess what's being said. (See our page on Critical Thinking for more).

4. To look at the non-verbal signals accompanying what's being said to enhance understanding.

5. To point out interest, concern and concentration.

6. To encourage the speaker to speak fully, openly and honestly.

7. To develop an selflessness approach, putting the speaker first.

8. To reach a shared and agreed understanding and acceptance of each side views.

Barriers to Effective Listening

To improve the method of effective listening, it are often helpful to show the problem on its head and look at barriers to effective listening, or ineffective listening.

For example, one common problem is that rather than listening closely to what someone is saying, we frequently get distracted after a sentence or two and instead start to think about what we are going to say in reply or think about unrelated things. This suggests that we do not fully hear the rest of the speaker’s message.

This problem is attributed, in part, to the difference between average speech rate and average processing rate. Average speech rates are between 125 and 175 words a minute whereas we will process on the average between 400 and 800 words a minute. It's a common habit for the listener to use the spare time while taking note of daydream or believe other things, instead of focusing on what the speaker is saying.

Of course, the clarity of what the speaker is saying also can affect how well we listen. Generally we discover it easier to focus if the speaker is fluent in their speech, has a familiar accent, and speaks at an appropriate loudness for things . It's more difficult, for instance, to focus on somebody who is speaking very fast and very quietly, especially if they're conveying complex information.

We can also get distracted by the speaker’s personal appearance or by what somebody else is saying, which sounds more interesting.

These issues not only affect you, but you're likely to show your lack of attention in your body language.

Generally, we discover it much harder to regulate our body language, and you're likely to point out your distraction and/or lack of interest by lack of eye contact, or posture. The speaker will detect the matter, and probably stop talking at the best. At worse, they'll be very offended or upset.

Principles of Effective Listening

1. Stop Talking

Don't talk, listen.

When somebody else is talking hear what they're saying, don't interrupt, hash out them or finish their sentences for them. Stop, just listen.

When the opposite person has finished telling you may need to clarify to confirm you have received their message accurately.

2. Prepare yourself to listen

Relax.

Focus on the speaker. Put other things out of mind. The human mind is definitely distracted by other thoughts – what’s for lunch, what time do i want to leave to catch my train, is it getting to rain – attempt to put other thoughts out of mind and consider the messages that are being communicated.

3. Put the Speaker at ease

Help the speaker to feel free to talk.

Remember their needs and concerns. Nod or use other gestures or words to encourage them to continue.

Maintain eye contact but don’t stare – show you're listening and understanding what's being said.

4. Remove Distractions

Focus on what's being said.

Don’t doodle, shuffle papers, look out the window, pick your fingernails or similar. Avoid unnecessary interruptions. These behaviors disrupt the listening process and send messages to the speaker that you simply are bored or distracted.

5. Empathize

Try to understand the opposite person’s point of view.

Look at issues from their perspective. Let go of preconceived ideas. By having an open mind, we will more fully empathize with the speaker. If the speaker says something that you simply disagree with then wait and construct an argument to counter what's said but keep an open mind to the views and opinions of others.

6. Be patient

A pause, even an extended pause, doesn't necessarily mean that the speaker has finished.

Be patient and let the speaker continue in their own time, sometimes it takes time to formulate what to say and how to say it. Never interrupt or finish a sentence for somebody.

7. Avoid Personal Prejudice

Try to be impartial.

Don't become irritated and do not let the person’s habits or mannerisms distract you from what the speaker is basically saying.

Everybody features a different way of speaking - some people are for instance more nervous or shy than others, some have regional accents or make excessive arm movements, some people wish to pace whilst talking - others like to sit still.

8. Listen to the Tone

Volume and tone both boost what someone is saying.

A good speaker will use both volume and tone to their advantage to stay an audience attentive; everybody will use pitch, tone and volume of voice in certain situations – let these assist you to understand the emphasis of what's being said.

9. Listen for Ideas – Not Just Words

You need to urge the entire picture, not just isolated bits and pieces.

Maybe one among the foremost difficult aspects of listening is that the ability to link together pieces of data to reveal the ideas of others. With proper concentration, letting go of distractions, and focus this becomes easier.

10. Wait and watch for Non-Verbal Communication

Gestures, facial expressions, and eye-movements can all be important.

We don’t just listen with our ears but also with our eyes – watch and pick up the extra information being transmitted via non-verbal communication.

Individual and Group Presentations

Report Writing

Reports are categorized as either informal or formal, depending on the complexity and depth of the content. All reports, regardless of type, provide the information people in your organization need to solve problems and make decisions.

Unofficial reports are also called short reports because unofficial reports have less than 10 pages. Informal reports can have both internal and external audiences, but most are written for internal audiences. For internal audiences, unofficial reports are created as notes or email reports. For the outside audience, informal reports are produced as letter or email reports.

In addition, informal reports can be informative or analytical in nature. Information reports contain non-confidential, everyday information that is often displayed in a given format, such as a blank form. For this reason, the Information Report section contains summaries, findings, and conclusions. In contrast, short analysis reports are aimed at answering questions about specific problems and solving those problems. How can I use social media more effectively? Need to close or open a new factory? How can you improve customer service? Therefore, a short analysis report contains recommendations as well as summaries, findings and conclusions.

Proposals

This proposal is a variation of the problem-solving report. Suggestions are documents created to explain how one organization can meet the needs of another. Most government agencies issue "request for proposals" or RFPs to promote their needs. The RFP specifies the needs and potential suppliers produce a request for proposal showing how to meet those needs.

What is a Business Proposal?

A business proposal is a document designed to convince an organization to buy a product or service.

Proposals are usually requested or unrequested. That is, purchasing companies are often actively looking for proposals that meet their specific needs or responding to proposals from sales reps to consider them. For example, a one-sided proposal can result from a dinner conversation at a trade fair where the seller tells the prospect that there is a solution to the prospect's problem and asks, "Would you like to submit that proposal?"

Requested suggested language

Companies use different acronyms when seeking business suggestions from vendors.

Request for Information (RFI) –

This screening tool is often done before the request for proposal process. It is designed to help buyers understand the vendors who are best suited to provide what they need.

Request for Proposal (RFP) –

This document not only outlines what the customer needs, but also what they want to receive from the vendor in the proposal, as well as how to organize and present the proposal information. Will also be explained in detail. RFPs are often used when a buyer needs to evaluate which company is the best vendor based on many factors other than price.

Request a Quote (RFQ) –

These are used when price is a key factor in a purchase decision, but not the only one. Buyers may need information about product availability, delivery dates, and other details. Proposals for RFQs are often shorter than RFP proposals.

Bid Information (IFB) – IFBs are primarily used to solicit services based on price. In the simplest terms, it's a request for an answer to the question "What would you charge to do this?"

Business proposal element

Business proposals can take the form of unstructured proposals, but long documents that include everything from engineering specifications to equipment lists to project staff, depending on what is required by the RFP. Often.

Vendors that support RFP should always follow the format stated in the proposal, which the purchaser desires. The general elements requested can also be used in one-sided suggestions, often including:

1. Cover letter
2. Cover page
3. Executive summary
4. Table of contents
5. Summary or summary of problems or needs
6. A strategy or approach to solving a problem
7. Typical tactics
8. Company qualification
9. Schedule
10. Cost

Formal Reports

The official report is carefully organized. They are written in a style that emphasizes objectivity and organization, contains many details, and tends to eliminate elements such as personal pronouns. Informal reports are usually short messages with natural and casual language. Internal memorandums can generally be described as informal reports.

A formal report is a formal report that contains the details, research, and data needed to make business decisions. This report is typically written with the goal of resolving the issue.

Here is an example of a formal report:

1. Inspection report
2. Safety report
3. Compliance report
4. Audit
5. Accident report
6. Annual report
7. Status report

There are two categories of formal reports: informational reports and analytical reports. Information reports collect data and facts that are used to draw conclusions. The analysis report contains the same information as the information report, but it also provides recommendations for resolving the issue.

Now let's take a look at the format and parts of the official report. Think of the formal report as being divided into three sections: the front section, the main section, and the back section.

The front of the official report

The front section contains the title page, cover page, and table of contents. The title page should include:

1. Company name
2. Name and title of the party for which the report was created
3. Creator’s name and title
4. Date

A cover page is a letter that informs the recipient that the report is included in the packet. It may also state the purpose of the report. The letter also identifies other documents that may be included.

The last part of the front section is the table of contents, where readers can find information by page number.

Main section of the official report

The main section contains executive summaries, problem summaries, analysis of findings, conclusions and / or recommendations.

The executive summary is a formal report summary. You need to include the basic facts without being overly verbal. Think of it as a summary of the entire report.

The preface states the purpose of the report and identifies the problem, its scope, and the methods the writer will adopt to resolve the problem. This method may provide conclusions as in the case of informational reports, or it may provide conclusions and recommendations as in the case of analytical reports.

Analyzing the findings is probably the longest section. This section reveals the facts found and details of the investigation. When drafting this section, remember to provide the information in the simplest and clearest way for the reader to reach conclusions and recommendations.

At the end of the main section, include the conclusions section in the information report or the conclusions and recommendations section in the analysis report. The conclusions are survey results based on survey data, such as new trends and patterns. Recommendations are research and conclusion-based instructions or advice. Keep in mind that this section is included only in analysis reports.

The section behind the official report

The official report ends in the later section. Here we will place the reference and appendix.

References are documents that may enhance your findings, conclusions, or recommendations. These can be citations from journals, periodicals, websites, and research.

Report Preparation

Reporting with essential skills at all levels of business. Writing clear and concise reports is an important skill for effective business communication. Effective and well-written reports can increase sales, create more cohesive and more functional teams, streamline processes and improve financial operations. Reports can alert management to business growth opportunities, identify areas where higher efficiency can be achieved, and establish cohesive business procedures. Reporting is considered one of the most important forms of business communication because it is so important to the functioning of most enterprises.

Things to consider

Reporting is a very important part of business communication and should be well planned. Important considerations include knowing who will create the report, why the report will be created, the ultimate purpose of the report, and the specific staff needed to provide the information essential to the completion of the report. It is important to determine the number of business resources used to create the report and compare the values   of these resources with the net profit expected from the report. If you need a lot of valuable resources to create a report, but the report makes only a small profit, then it's not an effective project. You may need a quick form of business communication, such as a memorandum.

Plan

Once all considerations have been reviewed and documented, the report author (or project manager if multiple authors are creating the report) creates the plan. Planning is essential for effective business communication and not as important as reporting. A comprehensive plan for creating a report includes a timeline for reporting, required materials, a list of all contributors, and all required ancillary and materials such as artwork.

Manufacturing

Production is a major step in any business communication project. Creating a report can take a day or a few months, depending on the scope of your project. For long reporting projects, it is important to refer to the plan on a regular basis to ensure that the project is on track to complete in a timely manner.

Review

Reports are usually reviewed by at least writers before being delivered to the final recipient. All business communication requires good grammar and style, so reviews should at least include spelling and punctuation reviews. If time permits, you need to perform a broader review of your content. If possible, the proof-reader should be a new reader of the material. "Fresh eyes" tend to find typos and grammatical problems that may not be found by those who are deeply involved in reporting.

Delivery

There are several formats for delivering reports. The report is displayed as a slide show and discussion, printed and emailed to the recipient, or divided into sections and delivered to different recipients over the course of several weeks. You may see a shorter version of the long report, but the full version is provided in print. The delivery method depends on the length of the report, the availability of writers who present the findings, and the geographic location of the recipient.

Key takeaways:

1. From two perspectives: relevance and inclusiveness. Participants may be talking a lot in GD, but participants may deviate significantly from the topic.
2. Group skills, on the other hand, are skills that can only be evaluated in the context of the group.
3. Keep in mind that GD is not a removal process, but just one of several selection processes with specific weights that contribute to the final score.
4. A mock interview, also called a practice interview, is a simulation of an actual job interview.
5. We provide job seekers with the opportunity to practice interviewing and receive feedback on their interviewing skills.
6. A typical mock interview is an interview practice with a professional career counsellor.
7. Career centers and career counsellors at many universities offer direct mock interviews.
8. If you are not in a position to participate in a mock interview with a professional counselor, you can recruit family and friends to help you practice your interview.
9. Another option for a mock interview is to use an online program or application.
10. The online interview program provides job seekers with a pressure-free way to prepare and practice future job interviews. Some of these programs are very basic.
11. Make sure you bring your portfolio with you in the interview. The portfolio should include resumes, certificates, answer sheets, passport-sized photos, and a spare copy of other company-specified documents.
12. Most candidates misunderstand that they are well prepared for the interview.
13. The ability of an individual employer to communicate or talk face-to-face with a job seeker in a formal way is known as the skill of conducting a job interview.
14. A seminar can be defined as "a small group discussion in which the results of a study or preliminary study are presented through an oral or written report."
15. Seminars are just group communication where open people give presentations and speeches on topics by emphasizing the content in the light of current and imminent issues.
16. Listening is the ability to accurately receive and interpret messages within the communication process.
17. A greater number of friends and social networks, improved self-esteem and confidence, higher grades at college and in academic work, and even better health and general well-being.
18. Hearing refers to the sounds that enter your ears. It's a physical process that, provided you are doing not have any hearing problems, happens automatically.

19. There is no doubt that effective listening is a particularly important life skill.

20. To improve the method of effective listening, it is often helpful to show the problem on its head and look at barriers to effective listening, or ineffective listening.

21. Reports are categorized as either informal or formal, depending on the complexity and depth of the content.

22. All reports, regardless of type, provide the information people in your organization need to solve problems and make decisions.

23. Most government agencies issue "request for proposals" or RFPs to promote their needs.

24. A business proposal is a document designed to convince an organization to buy a product or service.

25. Will also be explained in detail. RFPs are often used when a buyer needs to evaluate which company is the best vendor based on many factors other than price.

26. Business proposals can take the form of unstructured proposals, but long documents that include everything from engineering specifications to equipment lists to project staff, depending on what is required by the RFP. Often.

27. The official report is carefully organized. They are written in a style that emphasizes objectivity and organization, contains many details, and tends to eliminate elements such as personal pronouns.

28. The front section contains the title page, cover page, and table of contents.

29. The main section contains executive summaries, problem summaries, analysis of findings, conclusions and / or recommendations.

30. Analyzing the findings is probably the longest section. This section reveals the facts found and details of the investigation.

31. The official report ends in the later section. Here we will place the reference and appendix.

32. Reporting with essential skills at all levels of business. Writing clear and concise reports is an important skill for effective business communication.

33. Once all considerations have been reviewed and documented, the report author (or project manager if multiple authors are creating the report) creates the plan.

34. The report is displayed as a slide show and discussion, printed and emailed to the recipient, or divided into sections and delivered to different recipients over the course of several weeks.

References:

1. Arora, V.N. & Chandra, Lakshmi: Improve your writing
2. Boyee & Shill: Business Communications Today
3. Kaul: Business Communications
4. Kaul: Effective Business Communications
5. Murphy & Peek: Effective Business Communications
6. Paul, Rajelra & Korlahali, J.S.: Essentials of Business Communication
7. Ronald, Dule & Fielder, John S.: Principles of Business Communication
8. Sharma, R. C. & Krishna Mohan: Business Correspondence and Report Writing
9. Srivastva. Anjani: Business Communication.