Notice writing is a formal written document. It is one of the common methods of communication. It gives important information regarding something that is about to take place or has taken place.

UNIT 5Drafting of Notice Q1) Explain drafting of noticeA1) Drafting of Notice

Notice writing is a formal written document. It is one of the common methods of communication. It gives important information regarding something that is about to take place or has taken place.It is usually meant for a wider audience. It is usually put up in a public place for easy accessibility.A notice must include:

What is going to happen.

Where it will take place.

When it will take place.

Who can apply or is eligible for it.

Who to contact.

Points to remember while writing notices:

Only include the most important points.

The sentences must be short and grammatically correct.

Notices must be presented in the passive voice as much as possible.

Present the notice in a box.

The word limit for the body of a notice is 40–50 words

The information must be clear. It should not cause any confusion.

A notice must attract the reader’s attention immediately.

Increase its visual appeal by using bold letters and catchy slogans.

You can use standard abbreviations.

Format of a Notice:Name of the organization: The name of the organisation or faculty should be written at the very top of the notice. This is important as it makes it easier for the reader to decide whether the given information concerns them or not. Title: The title “NOTICE” should always be written on top and must be underlined. Since notices are usually put in public places, they must be easily discernible.Because public places generally have a lot of posters, pamphlets, etc. a bold title is important for the notice to be conspicuous.Date: The date on which notice was published is to be mentioned on the left-hand side of the document. This is a formal document, hence, it is important to mention the date as it stays on record.Heading: Heading must always precise and clear as it gives a clear idea about the purpose of the notice.Body: Here one should write the relevant information as briefly as possible.

Since a notice is a very short written document, one should provide all the significant and pertinent information in a precise manner.The body should cover all the five W’s, i.e., what, where, when, who and whom.Writer’s name: The name and designation of the writer of the notice should be mentioned in the end.Sample Notice

Q2) Explain agendaA2) Agenda of Meeting

An agenda, sometimes also referred to as a docket or a schedule, is a list of activities or actions stated in the order they are to be taken up, from the beginning till the adjournment of a meeting.

An agenda helps in preparing for a meeting by providing a list of items and a clear set of topics, objectives, and time frames that are needed to be discussed upon. Format of an AgendaAn Agenda normally includes the following elements −

Meeting Agenda Title − at the top; preferably centre-aligned

Meeting Information − Description of the purpose

Objective − description of Agenda

Date − for maintaining records of correspondence

Location − the place of meeting

Time − the actual time of commencement of the meeting

Meeting Type − brainstorming or Discussion or Assessment

Time of Arrival − the starting time of the meeting.

Time of Adjournment − time the meeting ends

Attendees − the number of people present at the meeting along with their names

Preparation for Meeting −

Please Read − instructions to be followed

Please bring − documents or objects required during the meeting

Action Items −

Last Action Responsible Authority Due Date

New Action Responsible Authority Due Date

Other notes − supplementary instructions or information to be noted down.

Agenda exampleMEETING AGENDADate: Aug. 1, 2019Time: 1 p.m.Location: Conference Room AAGENDA DETAILSGoals: Review the marketing campaigns from last year, identify seasonal slumps in product demand, brainstorm ways to increase demand during these slumps and make sure we’re prepared for the next marketing campaign. 1. Review marketing campaigns from last year.Time: 15 minutesPurpose: Share informationLeader: Jamal Adamsa. Present the marketing campaigns from last year.b. Review the sales numbers after each campaign.c. Identify the campaigns that have the biggest impact. 2. How should we manage the fluctuating demand for our product?Time: 30 minutesPurpose: DecisionLeader: Blair Hanlinea. Review sales numbers from the last four quarters.b. Identify any trends in sales numbers.c. Brainstorm ideas on increasing sales during those slump periods. 3. Preparing for the next marketing campaign.Time: 15 minutesPurpose: DecisionLeader: Blair Hanlinea. What do we need to prepare for the next marketing campaign?i. Review the attached marketing campaign materials.ii. Identify tasks for each team member.b. How will we track the effectiveness of this campaign?c. Review sales goals for this campaign. 4. End of meeting reviewTime: 5 minutesPurpose: Decision Leader: Jamal Adamsa. What did we do well in this meeting?b. What should we do differently next meeting?Q3) Explain minutesA3) Minutes of Meetings

Minutes of meetings, or meeting minutes can be described as a written record of everything that happened during the meeting. It is used to inform people who did not attend the meeting about what happened, or to follow up on appointments during the meeting so that you can repeat it and use it to inform future decisions.Whether to be entrusted with taking notes of a committee or being appointed as the Minister of the Board of your organization, preparing for meeting minutes doesn't have to be a daunting task. Here are some tips and ideas that will help you get started on writing and preparing for effective meeting minutes, as well as a sample of meeting minutes and meeting minutes template to follow.
Please note that as the format, style and content of meeting minutes requirements vary depending on the organization and type of committee or Board, this document provides some general guidelines to help you get started. Purposes of Minutes of Meeting
You should not be intimidated by the word "minutes" because it is actually misleading. After all, your committee or Board does not want or need a record of the proceedings in a minute! But it is important to include the core of the meeting, including details such as:

decisions made (decisions made, votes, etc.)

next scheduled steps

Identification and tracking of activities

The minutes are a visual record of the meeting of their participants and a source of information for members who were unable to attend. In some cases, meeting minutes may serve as a reference point, for example:

where the results of the meeting influence other collaborative activities or projects in the organization

minutes can be used to inform (or remind) people of their assigned tasks and / or timelines

Components of Meeting Minutes

As mentioned above, there are five steps involved with meeting minutes:1. Pre-planning2. Record the take - at the meeting3. Minutes to write or write4. Distribute or share meeting minutes5. Completion or maintenance of future reference minutesPre-Planning:
A well-organized meeting helps ensure effective meeting minutes.

When the Chairman and the Secretary or minutes are working together to ensure that the agenda and meeting are well thought out, it makes the minutes of the process much easier. For example, depending on the structure of the meeting and the tools you are using, the minute’s carrier may work with the Chair to create a document format that serves as an agenda and release minutes.

What is the agenda of the meeting?
Meeting agenda = outline:
At the very least, it is important to get a copy of the meeting agenda and use it as a guide or outline for taking notes and preparing minutes - in order and numbers of items in meeting minutes similar to those of the agenda.

In addition, the agenda and / or notice of the meeting also provides details that need to be included in the minutes, such as:

the names of all the attendees, including guests or speakers

Submissions and agenda or presented at the meeting - copies (digital or hard copies) of the offer should be kept together with minutes of the meeting for reference and sharing with those who were unable to attend the meeting (with others as determined by the Chairman of the meeting).

Expectation Explanation:
When taking on a new role as a minute’s manager or Secretary, be sure to ask the chair of the committee or the Board what they expect to do during the meeting, as well as the type of information they expect in minutes. For example, if your Board or committee is going to be considering proposals, or voting on issues / issues, it is clear that you need to provide the names of the decision makers, support them, etc. If you're going to be facing this kind of process, you (and your chair) may want to refer to Robert's Rules of Order.

What should be included in the minutes meeting?
Before you start taking notes, it is important to understand the type of information you need to record at a meeting. As noted earlier, your organization may need specific content and format that you need to follow, but in general, meeting minutes usually include the following:

Date and time of the meeting

Names of meeting participants and those who are unable to attend (e.g., "Regrets")

Approval or amendment / amendment of previous minutes of the meeting.

Decisions made about each agenda item, for example:

Actions taken or agreed to be taken

Next steps

Voting results - e.g., (if necessary, details about who did the motives; who Is supportive and acceptable or by show of hands, etc.)

Actions taken or rejected

Things to be caught on

New business

The date and time of the next meeting

Tips that can help your note take:

Create an outline -
As discussed earlier, having an outline (or template) based on an agenda makes it easy for you to write notes, decisions, etc. For each item as you progress. If you handle notes manually, consider inserting a space below each item in your outline of handwritten notes, then print and use this to enter the minute.

Attendants in the lounge -
If you know the attendees, you can check them out as they arrive, otherwise people will introduce themselves at the beginning of the meeting or spread out a checklist.

Record decisions or notes on item items in your list as soon as they are sure they are properly recorded

Request clarification if necessary -
For example, if a party is proceeding without a formal decision or conclusion, request clarification of the decision and / or next steps involved.

Don't try to take it all in -
You can't keep writing down when you write down verbs in conversations, so make sure you write (or type) easily (or type) just decisions, assignments, work steps, etc.

Record -
Of course, if you care about being able to keep up with the note, consider recording a meeting (e.g. on your refined phone, iPad, recording device, etc.) But be sure to let participants know they are being made. to record. While you do not want to use recording to create a word-for-word transcript of a meeting, the recording can help if you need clarification.

Meeting Minutes Template:
Here's a simple template you can refer to next time you need to take meeting minutes.

meeting minutes template

Q4) Explain report writingA4) Reports are documents designed to record and convey information to the reader. Reports are a part of any business or organization; from credit reports to police reports, they serve to document specific information for specific audiences, goals, or functions. the sort of report is usually identified by its primary purpose or function, as in an accident report, a laboratory report, a sales report, or maybe a book report. Reports are often analytical, or involve the rational analysis of data. Sometimes they simply “report the facts” with no analysis in the least, but still got to communicate the knowledge during a clear and concise format. Other reports summarize past events, present current data, and forecast future trends. While a report may have conclusions, propositions, or maybe a call to action, the demonstration of the analysis is that the primary function. A sales report, for instance, isn't designed to form a private sale. It is, however, alleged to report sales so far, and should forecast future sales supported previous trends. This chapter is meant to introduce you to the fundamentals of report writing.
Types of reportsReports are available all sizes, but are typically longer than a page and somewhat shorter than a book. the sort of report depends on its function. The function of the report is its essential purpose, often indicated within the thesis or purpose statement. The function also will influence the kinds of visual content or visual aids, representing words, numbers, and their relationships to the central purpose in graphic, representational ways in which are easy for the reader to know. The function can also contribute to parameters like report length (page or word count) or word choice and readability. “Focusing on the content of your longer business documents isn't only natural but necessary because doing so helps ensure complete, correct information”
Reports vary by function, and that they also vary by style and tradition. Within your organization, there could also be employer-specific expectations that require to be addressed to satisfy audience expectations. This chapter discusses reports generally terms, that specialize in common elements and points of distinction, but regard to similar documents where you're employed or additional examination of specific sample reports may serve you well as you prepare your own report.
Informational or Analytical Report?There are two main categories for reports, no matter their specific function or type. An informational report informs or instructs and presents details of events, activities, individuals, or conditions without analysis. An example of this sort of “just the facts” report may be a police accident report. The report will note the time, date, place, contributing factors like weather, and identification information for the drivers involved in an automobile accident. It doesn't establish fault or include judgmental statements. you ought to not see “Driver was falling down drunk” during a police accident report. Instead, you'd see “Driver failed sobriety tests and breathalyzer test and was transported to the station for a blood sample.” The policeman isn't a trained medical doctor and is therefore not licensed to form definitive diagnoses, but can collect and present relevant information which will contribute thereto diagnosis.
The second sort of report is named an analytical report. An analytical report presents information with a comprehensive analysis to unravel problems, demonstrate relationships, or make recommendations. An example of this report could also be a field report by a middle for Disease Control (CDC) physician from the location of an epidemic of the H1N1 virus, noting symptoms, disease progression, steps taken to arrest the spread of the disease, and to form recommendations on the treatment and quarantine of subjects.

Types of Reports and Their Functions

Types of Reports and Their Functions includes common reports that, counting on the audience needs, could also be informational or analytical.
Type Function
1. Laboratory Report Communicate the procedures and results of laboratory activities2. Research Report Study problems scientifically by developing hypotheses, collecting data, analyzing data, and indicating findings or conclusions3. Field Study Report Describe one-time events, like trips, conferences, seminars, also as reports from branch offices, industrial and manufacturing plants4. Progress Report Monitor and control production, sales, shipping, service, or related business process5. Technical Report Communication process and merchandise from a technical perspective6. Financial Report Communication status and trends from a finance perspective7. Case Study Represent, analyze, and present lessons learned from a selected case or example8. Needs Assessment Report Assess the necessity for a service or product9. Comparative Advantage Report Discuss competing products or services with an analysis of relative advantages and drawbacks10. Feasibility Study Analyze problems and predict whether current solutions or alternatives are going to be practical, advisable, or produced the specified outcome(s)11. Instruction Manuals Communicate step-by-step instructions on the utilization of a product or service12. Compliance Report Document and indicate the extent to which a product or service is within established compliance parameters or standards13. analysis Report Communicate costs and benefits of products or services.14. Decision Report Make recommendations to management and become tools to unravel problems and make decisions15. Benchmark Report Establish criteria and evaluate alternatives by measuring against the establish benchmark criteria16. Examination Report or record data obtained from an examination of an item or conditions, including accidents and natural disasters17. Physical Description Report Describe the physical characteristics of a machine, a device, or object18. Literature Review Present summaries of the knowledge available on a given subject Parts of reportsPage Element Function Example
1. Cover Title and image Like the duvet of a book, sometimes an image, image, or logo is featured to introduce the subject to the reader.2. Title Fly Title Only This page is optional. Feasibility Study of Oil Recovery from the X Tarpit Sands Location3. Title Page Label, report, features title, author, affiliation, date, and sometimes for whom the report was prepared Feasibility Study of Oil Recovery from the X TarpitSands Location Peak Oilman, X Energy Corporation Prepared for X4. Table of Contents A list of the most parts of the report and their respective page numbers • Abstract……1• Introduction……2• Background……35. Abstract • Informational abstract: highlight topic, methods, data, and results• Descriptive abstract: (All of the above without statements of conclusion or recommendations) This report presents the present status of the X tarpit sands, the study of oil recoverability, and therefore the findings of the study with specific recommendations.6. Introduction Introduces the subject of the report Oil sands recovery processes include ways to extract and separate the bitumen from the clay, sand, and water that structure the tar sands. This study analyzes the feasibility of extraction and separation, including a comprehensive cost/benefits analysis, with specific recommendations.
7. Body Key elements of body include:• Background• Methodology• Results• Analysis and Recommendations • Background: History of oil extraction and separation from tar pit sands.• Methodology: Specific analysis of the location supported accepted research methods.• Results: Data from the feasibility study.• Analysis and Recommendations: Analysis of the info and proposals supported that analysis.Page Element Function Example8. Conclusion Concise presentation of findings This portion clearly indicates the most results and their reference to recommended action or outcome.9. References Bibliography or Works Cited This part contains an inventory of citations.10. Appendix Related supporting materials This may include maps, analysis of soil samples, and field reports. Q5) Explain effective listeningA5) Effective listeningListening is an essential part of spoken communication. Speaking and listening go together and without proper listening oral communication cannot be effective. Listening is a deliberate effort and is much more than hearing. Listening effectively takes skill, self-motivation, and practice. Effective listening means concentrating on what the speaker says rather than on how it is said. Lack of attention and respectful listening can be costly such as leading to mistakes, poor service, misaligned goals, wasted time and lack of teamwork.Listening is of various types depending upon the speaker1. Discriminative Listening: When the listener differentiates between different parts of the speaker messages.2. Evaluative Listening: when the listener evaluates the evidence and reaches a conclusion listening is said to be evaluative.3. Appreciative Listening: through words or body language the listener says that he likes some part of a speech and agrees with the speaker.4. Empathic Listening: When the listener puts himself in the place of the position of the speaker it is called Empathic Listening.5. Active Listening: When the listener genuinely interested in understanding what the other person is thinking, feeling, wanting or what the message means, and active in checking out our understanding it is called active listening.Importance of listening1. It helps us to understand the people and the world around us.2. In our society, listening is essential to the development and survival of the individual.3. Relationships depends more on listening skills than on speaking skills.4. A good listener is always in a better position to deal with his problems and relationships.5. It helps a person to grow in his career.6. It keeps a person well informed7. It helps an organization to meet its objectives.8. Being listened to spells the difference between feeling accepted and feeling isolated.9. A good listener rarely involves himself in controversies and misunderstanding.10. Listening skills are critical to effective leadership.11. Good listeners are often the best speakers because they have taken the time to find out what people are truly interested in.Guidelines for effective listeningPreparation before listening: listening plays important role in communication. Before starting listening one should prepare himself. In preparation, there are following guidelines:Stop talking: Human brain can perform one activity efficiently at a time, thus during listening the listener should not talk.Remove distraction: The listening process may be interrupted by noisy fan, traffic noise, entrance of unauthorized persons. All these barriers should be removed.Good environmental conditions: There should not be extraordinary cold or warm environment and ventilations should be proper. Listening to understand, not to refute: The listener has reservations to many topics. The listener should try his best to understand the message, Apart from these reservations.Focusing the attention: There may be many objects on which the listener should construct an outline of where the speaker is going in his speech.Concentration on context: The listener should keep in mind the background and theme of speech. This will help him to absorb the material quickly and efficiently. Taking notes: Listener should keep on taking notes. In this way, they could make the message safe for a long time.Curbing the impulse to interrupt: One should avoid interrupting the speech until the speaker invites questions. This habit puts the speaker and listener both at ease.Asking questions: Asking right question on right time is quite different form interruption. Listener should have an idea to know right time to ask questions.Summary & evaluation: The listener should summarize and speech but not during listening process. Q6) Explain speechesA6) SpeechesSpeech means what the speaker says in front of the audience. It is fully audience-oriented system. This system is generally used by the political leaders, the managers, the business man or the workers’ leaders. It can build tension or it can relax tension. This system is practiced in public gathering, at company meetings, inauguration and seminars etc. It needs to considerable skills otherwise it is not effective. Characteristics of good speech

Clear: The first main characteristic of a good speech is clarity. Successful of speeches are fully dependent on the clarity of the idea. Or else it will bring a bad result.

Informal talk: A good speech is closer to a personal and informal chat between two intimate friends. There should be a perfect report between the speaker and the audience, when somebody speaks.

Concreteness: Abstractions kill a speech. The successes of the speeches are depended on its concreteness.

Concise: The speeches should be concise as the concentration of an average audience does not last more than fifteen to twenty minutes.

Interesting: Quotations and humorous points often make a speech interesting. Quotations should be only form accepted authorities. They should be familiar but not worn-out. Anecdotes should be new, brief and in good taste. Humor should be topical, spontaneous and gentle.

Audience-oriented: A good speech is always tuned to the understanding of the audience. Before giving the speeches the speaker considers some the points carefully that means is the audience general or specialized one or how large the audience or what is the age group of the listener and what are the social, religious, political and economic views of the listeners.

Q7) Explain presentationA7) PresentationThere are few things within the business world that are scarier than delivering a presentation, yet there are few that are as important.Presentation skills are important to both individual success and business success.Presenting information clearly and effectively is a key skill to induce your message or opinion across and, today, presentation skills are required in almost every field.Even if you don’t need to make regular presentations before of a group, there are many situations where good presentation and public speaking skills can assist you advance your career and make opportunities.Many people feel terrified when asked to form their first public talk, but these initial fears are often reduced by good preparation which can also lay the groundwork for creating an effective presentation.Here are five ways to assist make your presentation astounding and enjoy the opportunity to enjoys the limelight. • Subject and preparationResearch and have facts to supplement your speech. Create an overview, and once you’ve prepared your presentation, don’t be afraid to revise.To develop your presenting skills and increase confidence you want to prepare, practice and learn from each presentation. Rehearse what you're getting to say out loud a minimum of 3 times. This may ensure you’ve found your flow and help eliminate any “ums”, “ahs” or other filler words.• FocusNo one is impressed by a presentation that rambles. Rambling happens when the speaker is both self-indulgent and unorganised. Your purpose and prose must be specifically directed to interests of your listeners or they're going to mentally shut you down.• EnthusiasmIf you’re not interested in your subject, then no-one else stands a chance. you want to bring some enthusiasm to your talk. Don’t be afraid to let go, even if it feels overdone at first. Be enthusiastic about your topic, it'll help get your audience excited. Stand up and give the best of yourself. Try to feel the adrenalin from your nerves as a positive and use it to offer yourself some energy.• Use Media only to enhancePowerPoint, visuals and video are powerful presentation tools when used correctly. But they will be disastrous distractions when misused. They should never replace you because the provider of expertise. Keep your PowerPoint to limited words and never read from the screen in the presentation. Ask yourself if a slide or video is actually necessary before adding anything. • Short window to grab their attentionEvery audience wonders what’s in it for them, so start a presentation with a reason to listen. you only have 45 seconds to induce your audience’s attention so make it count. You don’t got to tell jokes or do anything out of the standard, simply explain why your presentation is worth listening to.• Don’t let the slides be your notesPrepare the presentation slides for the audience and not for you. a good speaker will always use their own notes to prompt them and keep them on track; a bad speaker will use the slides as their notes. The slides aren’t alleged to be your notes or your crutch, they're for the audience.• It’s okay to say, “I don’t know”It’s okay to not know the answer to every question. Admit you don’t know, explain why you don’t know and say you'll get back to them. The trick is to manage the stress you feel when this happens.Be that leader for your audience! Guide your audience through your thoughts and keep them engaged. Establishing yourself as a leader will gain respect from your audience and assist you get them to require the action you want them to.• Be yourselfIt’s absolutely important to remember, the more you try to act like someone you’re not on stage, the more people will see right through you. Gestures should be a reflection of what you’re feeling, helping convey that to your audience. They ought to come naturally, and should be one of the only unplanned parts of your speech. Make sure your movements are fluid and go along with what you're saying at that exact moment. The more you act like yourself, the more confident you’ll see, and therefore the more the audience will be able to relate to you. Types of Presentation SkillsPresentations can typically be categorized into four basic forms depending upon their purpose:

Informative: Informative presentations are common in the corporate world, typically to inform listeners about a specific event or project or to give the audience basic information. For example, a stockbroker might use an informative presentation to inform clients about projected changes within the securities market.

2. Instructive: Instructional presentations exist to provide directions or orders to a specific audience for teaching audience members new skills or presenting key information. This type of presentation typically runs longer than other types of presentations depending on how complex the subject is. An instructional presentation from a builder, for instance, might detail all the steps needed to plan construction, install water and electrical systems, fire escape, blueprints and more. 3. Persuasive: Persuasive presentations are those in which the speaker works to convince members of the audience to accept a proposal or the speaker is trying to make a sale. For instance, a city councilperson may use a persuasive speech to urge the rest of the council to allot more tax money for a brand-new park. 4. Decision-Making: Decision-making presentations are useful for professionals when their company has to choose specific policies or to make decisions about the company’s organizational structure. These types of presentations are generally highly interactive because the presenter introduces an idea or set of concepts that the entire group in attendance will work together on. Depending upon the requirement, presentations can be classified into eight main forms:1. Visual Presentation: A visual presentation involves the use of visual elements such as PowerPoint slides, videos, images, graphs and charts etc. for presenting an idea. This visual presentation technique is efficient for individuals who have many important talking points. This form of presentation includes a visual of what the speaker is talking about in the presentation.2. Coach Presentation: The coach presentation style is typically employed by energetic and charismatic speakers. This presentation style is a great style to use with an audience who needs to be sold on an idea. Coach presentation is oral and does not involve too much detail in the presentation of ideas.3. Instructor Presentation: The instructor presentation method is used to inform or educate the audience regarding a complex subject. With this form of presentation high impact visuals are used to get the point across to the audience. This presentation style is appropriate for speakers who are well-versed at presenting and are comfortable with their subject. 4. Freeform Presentation: The freeform presentation method doesn't employ the use of visual methods. This style of speaking is very impromptu and colloquial. This presentation style is useful for a speaker who has a short speech and knows their presentation points well. 5. Storytelling Presentation: The storytelling type of presentation relies on stories and examples to make points in their presentation. This style is suitable if only if the speaker has a lot of time to get their point across. This type of presentation may also appropriate for networking events and conferences. This presentation technique often has a question and answer session at the end of the presentation.6. Connector Presentation: Connector presentations highly encourage audience feedback. The speaker will try to connect to the audience through their similarities. Sales and marketing presentations are often connector presentations.7. Interactive Presentation: The interactive presentation method requires interaction between the speaker and the audience. The presenter can connect with the audience by passing out speaker notes or an outline before the presentation. The speaker could also interact with the audience by using a whiteboard or host a webinar. This style helps keep the audience engaged with what the speaker is saying. 8. Educational Presentation: The educational type of presentation is for a speaker who is teaching the audience. Educational presentations are useful for launching new products or informing the audience regarding a new technology. The audience can also be taught about the new product while the speaker is selling or offering it. Q8) Explain modern technology of business communicationA8) Modern technology of business communicationCommunication technology is growing remarkably over the years. Fast changing technology development has transformed the whole way of doing business. Availability of information at higher speed and cheaper cost has changed the conventional written and formal communication to more direct and informal communication. Modern forms of communication

E mail – email involves sending message from one person to another through computer, telecommunication. Email is very fast and is not very expensive.

Internet - internet connects the computers all over the world. Use of internet helps to buy things, find our latest information, etc.

Fax- fax is a technique of electronic communication in which photocopies of document are sent with the help of telephone lines. It is a very quick way of transmitting and receiving visual materials.

4. Video conferencing – video conferencing is an excellent technique of audio visual communication. People at distance places can communicate with each other like attending a meeting, conference in a room, etc.5. Cellular phones – cellular phones are very small in size and can be easily taken anywhere. It provides advantages of connectivity, convince and freedom to roam. The business transaction and exchange of information take place on mobile phones. Advantages

Message can be transferred easily and quickly from one place to another

Modern way of communication increases the connectivity of the people

Teleconferencing lead to saving both in terms of money and time

Copies of important document can be easily sent through fax machine

Modern communication reduces the cost of sending message

Modern communication provides better customer service

Q9) Explain interviewA9) InterviewsInterview is that the widely used (election method. it's a face-to-face interaction between interviewee and interviewer. If handled carefully, it is often a strong technique in having accurate information of the interviewee otherwise unavailable. At an equivalent time, if the interview isn't handled carefully, it is often a source of bias, restricting or distorting the flow of communication.Different scholars have defined ‘interview’ differently. consistent with Scott et al., “an interview may be a purposeful exchange of ideas, the answering of questions and communication between two or more persons”. Bingham et al. define an interview as a ‘conversation with a purpose”.Thus, interview are often defined as an effort to secure maximum amount of data from the candidate concerning his/her suitability for the work into account .

It tries to realize an accurate appraisal of the applicant in terms of his/her educational qualification, training, family background, previous work experience and judge the applicant’s certain qualities like manners, appearance, conversational ability, meet people pleasantly, etc.Objectives of Interview:
In the selection process, interview serves the subsequent objectives:

Verifies the knowledge obtained through form and tests.

Helps obtain additional information from the applicant otherwise not available.

Gives the candidate necessary facts and knowledge about the work and therefore the organisation.

Helps establish mutual affection between the corporate and therefore the candidate and build the company’s image.

According to Richard Calhoon, job interview serves the subsequent three objectives:First, it's the sole thanks to see an applicant in action – how he looks, his manner, his bearing.Second, it's the sole thanks to witness how he interacts and the way he responds, his way of thinking, the effect of his personality on others.Third, it's perhaps the simplest thanks to get at the ‘will do’ features of a performance- motivation, initiative, stability, perseverance, work, habits and judgments.

Types of interviews
Employment Interview or Selection Interview: the foremost important and widely used interview types are job interview or selection interview. this sort of interview is conducted to seek out out potential suitable candidates for the vacant positions. a crucial objective of job interview is to assess the suitability of candidates for jobs. In most organizations, employment or selection interviews are taken by a panel of interviewers. the target of such interview is to prolong and reveal important aspects of the candidate’s personality which are relevant to the requirements of the work. it's also referred to as job selection interview.

Assessment or Appraisal Interview: An appraisal interview is conducted to appraise or assess the general performance of the workers. it's usually held once a year.

By assessment interview, the employer tends to understand the employee’s performance and shortcomings. it's also possible to seek out out the employee’s ambition, motivation, interest and therefore the state of his morale by appraisal interview. 2. Promotion Interview: In organizational laddering system, employees are promoted to higher ranks counting on their skill and job performance. Promotion interview is an interview that's conducted so as to pick the simplest candidate from the workers for promotion to higher post. purpose of such interview is to live the attitude of the person and his fitness to require up the responsibility of the upper post. The interview also provides a chance to the management to form the person conscious of the responsibilities he will need to shoulder. 3. Termination Interview: Termination interview takes place when the manager calls problem employees to tell them the causes of termination of job. Sometimes it's going to be inevitable to warn the workers who are continuously violating the principles of the organization. In such case, the management reminds them the explanations of termination of job but wants to retain relationship if they abide by the organizational rules. 4. Conflict Resolution Interview: If an interview takes place to resolve conflict between two rival groups within the organization. it's called conflict resolution interview. during this interview the solicitor or moderator of the interview tries to form the conflicting parties approximate, minimize their misunderstanding, build positive attitudes and eradicate conflict. 5. Exit Interview: The exit interview takes place when the worker is leaving the organization either voluntarily or through dismissal. This sorts of interview is extremely important for a corporation for several reasons. Firstly, the management can determine the rationale for the employee’s decision to go away and may clear up any misunderstanding or ill feeling which may have developed. Secondly, the management tries to urge the workers assessment of the corporate in terms of its employee relations, PR, sales policies etc. His opinions are going to be usually representative of the overall opinions of the staff and can be useful to switch its employee policy. 6. Problem Interview: An interview where a drag employee attends as an interviewee and therefore the management as interviewer is named a drag interview. When the performance of an employee is unsatisfactory in spite of warnings by his supervisor, an interview is more likely to point out an answer than simply another warning. the target of such interview is to seek out out the explanations behind the poor performance of the worker for instance, dissatisfaction with the work, domestic or personal problem, poor health and lack of adjustment to the environment or to the work . Giving advice and suggestions and to assist the worker to beat the matter also are some major purposes of problem interview. 7. Grievance Interview: many of us are working in a corporation especially in large organization there could also be some grievances with some employees that are to be removed immediately. In such cases manager calls the grieved employees in interview to understand their resentment and pacifies them to attenuate these as early as possible. this sort of interview is understood as grievance interview. 8. Reprimand Interview: Reprimand interview takes place when the management criticizes an employee severely by taking him to his room for a few undesirable statement or action. Sometimes the manager summons the worker to his room and talks to him in his official capacity. A reprimand may be a sort of disciplinary action likely to be resented by the workers. The objectives of such interview are to enhance the work performance of the workers, to stop the recurrence of such offences and to guard the opposite employees from the malaise of anti-organizational behavior. There are two aspects of reprimand interview. The disciplinary aspect where the worker is run a warning and therefore the guidance aspect where the worker is helped to enhance his performance.

Limitations of Interview:

Research studies have firmly established that, among all selection methods, interview has been the foremost researched and punctiliously documented method.

However, interview suffers from some limitations also.

Interviewers might not have a clearly defined technique developed. This leads to lack of validity in evaluation of the candidate.

there's always variation in offering scoring points to the candidate by the interviewers.

Interview can help judge the personality of the candidate but not his ability for the work.

one characteristic of the candidate acknowledged on the idea of interview, may affect the judgment of the interviewer on other qualities of the applicant. this is often called ‘halo effect’.

The biases of interviewers may cloud the objectivity of interview.

Finally, interview may be a time consuming and expensive device of selection.

The above listed limitations or defects in interview underline the necessity for observing certain guidelines to form interviews simpler. Q10) Explain types of interviewA10) InterviewsInterview is that the widely used (election method. it's a face-to-face interaction between interviewee and interviewer. If handled carefully, it is often a strong technique in having accurate information of the interviewee otherwise unavailable. At an equivalent time, if the interview isn't handled carefully, it is often a source of bias, restricting or distorting the flow of communication.Different scholars have defined ‘interview’ differently. consistent with Scott et al., “an interview may be a purposeful exchange of ideas, the answering of questions and communication between two or more persons”. Bingham et al. define an interview as a ‘conversation with a purpose”.Thus, interview are often defined as an effort to secure maximum amount of data from the candidate concerning his/her suitability for the work into account .

It tries to realize an accurate appraisal of the applicant in terms of his/her educational qualification, training, family background, previous work experience and judge the applicant’s certain qualities like manners, appearance, conversational ability, meet people pleasantly, etc.Objectives of Interview:
In the selection process, interview serves the subsequent objectives:

Verifies the knowledge obtained through form and tests.

Helps obtain additional information from the applicant otherwise not available.

Gives the candidate necessary facts and knowledge about the work and therefore the organisation.

Helps establish mutual affection between the corporate and therefore the candidate and build the company’s image.

Assessment or Appraisal Interview: An appraisal interview is conducted to appraise or assess the general performance of the workers. it's usually held once a year.

By assessment interview, the employer tends to understand the employee’s performance and shortcomings. it's also possible to seek out out the employee’s ambition, motivation, interest and therefore the state of his morale by appraisal interview. 2. Promotion Interview: In organizational laddering system, employees are promoted to higher ranks counting on their skill and job performance. Promotion interview is an interview that's conducted so as to pick the simplest candidate from the workers for promotion to higher post. purpose of such interview is to live the attitude of the person and his fitness to require up the responsibility of the upper post. The interview also provides a chance to the management to form the person conscious of the responsibilities he will need to shoulder. 3. Termination Interview: Termination interview takes place when the manager calls problem employees to tell them the causes of termination of job. Sometimes it's going to be inevitable to warn the workers who are continuously violating the principles of the organization. In such case, the management reminds them the explanations of termination of job but wants to retain relationship if they abide by the organizational rules. 4. Conflict Resolution Interview: If an interview takes place to resolve conflict between two rival groups within the organization. it's called conflict resolution interview. during this interview the solicitor or moderator of the interview tries to form the conflicting parties approximate, minimize their misunderstanding, build positive attitudes and eradicate conflict. 5. Exit Interview: The exit interview takes place when the worker is leaving the organization either voluntarily or through dismissal. This sorts of interview is extremely important for a corporation for several reasons. Firstly, the management can determine the rationale for the employee’s decision to go away and may clear up any misunderstanding or ill feeling which may have developed. Secondly, the management tries to urge the workers assessment of the corporate in terms of its employee relations, PR, sales policies etc. His opinions are going to be usually representative of the overall opinions of the staff and can be useful to switch its employee policy. 6. Problem Interview: An interview where a drag employee attends as an interviewee and therefore the management as interviewer is named a drag interview. When the performance of an employee is unsatisfactory in spite of warnings by his supervisor, an interview is more likely to point out an answer than simply another warning. the target of such interview is to seek out out the explanations behind the poor performance of the worker for instance, dissatisfaction with the work , domestic or personal problem, poor health and lack of adjustment to the environment or to the work . Giving advice and suggestions and to assist the worker to beat the matter also are some major purposes of problem interview. 7. Grievance Interview: many of us are working in a corporation especially in large organization there could also be some grievances with some employees that are to be removed immediately. In such cases manager calls the grieved employees in interview to understand their resentment and pacifies them to attenuate these as early as possible. this sort of interview is understood as grievance interview. 8. Reprimand Interview: Reprimand interview takes place when the management criticizes an employee severely by taking him to his room for a few undesirable statement or action. Sometimes the manager summons the worker to his room and talks to him in his official capacity. A reprimand may be a sort of disciplinary action likely to be resented by the workers . The objectives of such interview are to enhance the work performance of the workers, to stop the recurrence of such offences and to guard the opposite employees from the malaise of anti-organizational behavior. There are two aspects of reprimand interview. The disciplinary aspect where the worker is run a warning and therefore the guidance aspect where the worker is helped to enhance his performance.

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