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Chapter#1
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∗ Communication:
Communication is the ability to share information with people and to
understand what information others want to convey.
Communication skills can be of many forms, including:
• Gestures
• Facial expressions
• Signs
• Speech
• Written communication
• Vocalization
∗ Definitions of Communication:
Miller:
Communication means that information which is passed from one
place to another.
Edward R.Murrow:
The newest computer can nearly compound at a speed the oldest
problem in relation between human beings and in the end the
communicator will be confronted with the old problem of what to say and
how to say.
Weaver:
Communication is all of procedures from one place to another.
∗ Communication Skills:
When a person communicates, he must have the following essential
communication skills.
Formal communication:
The formal communication is used when we are dealing with
serious business affairs or the language which is used while
communicating in business.
The following are the common situations in which formal
communication is required.
a. Job applications
b. Letters to public and utility companies
c. Business letters
d. Business reports and memos
e. Public discussions of serious issues
f. Formal reports
g. Oral and written reports
h. Class discussions
i. Discussion in conferences, seminars, assemblies and courts.
In formal communication, the usage of slang and informal
words and sentences are avoided.
Informal communication:
Informal communication is used in private conversations and
personal letters or peer to peer communication. The informal
communication is avoided in the business, because it can effect the
reputation of the communicator for business.
Factors of Communication:
i. Sender
ii. Message
iii. Medium
iv. Receiver
Process of Communication:
i. Thought:
Any idea, information or material that the sender has thought
of to be shared with the receiver is called thought.
ii. Encoding:
The form of the information is called encoding, such as an idea,
advice, opinion, request, question, answer etc.
iii. Transmitter:
The medium of communication, such as letters, reports, sms,
facts, emails, charts, pictures or any other mechanical device is called
transmitter.
v. Receiver:
The person for whom the information is transmitted is called
receiver.
vi. Decoding:
The way in which the receiver understands the information is
called decoding.
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Chapter#3
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9C’s of communication:
1. Correctness:
For correct communication, following points must be kept in
mind.
a. Use of correct level of language.
b. Include only accurate facts, words and figures.
c. Maintain acceptable writing mechanism.
2. Conciseness:
The communication must not be too long or lengthy. It should
be concise and accurate so that the reader may find it easy to
understand.
To achieve conciseness, following points may help.
a. Avoid hackneyed expressions and klatches.
b. Avoid unnecessary repetition and wordy expressions.
c. Include only relevant facts with courtesy.
d. Organize message logically and effectively.
3. Clarity:
Clarity demands that the business message should be correct,
concise, complete, concrete and with consideration.
To accomplish these objectives the following points can help.
a. Choose pithy, short, familiar and conversational words.
b. Prepare punctuations and make the writing clear.
c. Insert pictures, charts, graphs etc.
d. Make the message readable and understandable.
4. Completeness:
The message should be complete to bring the desirable results.
The following are the guidelines for completeness.
a. The message should answer all the questions in order they
were asked.
b. Give some additional information. Ensure to answer 5 W’s
(Who, When, What, Where, Why).
5. Concreteness:
The business writing should be specific, definite, unambiguous
and vivid rather than vague and general.
The following guidelines can accomplish concreteness.
a. Use of specific facts and figures.
b. Use action verbs.
c. The message should have vivid and image building words.
6. Consideration:
Consideration refers to your attitude, empathy, human touch
and understanding of human nature.
Consideration means the message with receiver in mind. It
means visualizing reader’s interest, desire, emotions, circumstances
and possible reactions.
The consideration can be achieved through the following.
a. Emphasize ‘you’ instead of ‘I’ or ‘We’.
b. Your message should convey the truth.
c. Stress the positive pleasant aspects of facts.
d. Offer a service of value to the reader.
7. Courtesy:
“Everyone gains where courtesy reigns” is a good old age
slogan for written and oral communication. Courtesy is more
important and advantageous in business writing than it is in the face
to face communication or conversation.
Courteous messages strengthen pleasant relations and make
new friends. It’s also a goodwill builder.
Courtesy may be achieved by the following.
a. Be truly tactful, thoughtful and appreciative.
b. Omit expressions that annoy distress or disparage.
c. Answer all your mail timely.
d. Grant and apologize kindly.
8. Confidence:
When the communicator communicates his information, he
must be confident in his message and also be confident for the positive
response from the receiver.
Following are the undesirable conditions that may occur if a
message lacks in confidence.
a. You may find yourself unable to write or speak.
b. You may not represent your case strongly.
c. You may throw a bad impression on others and as a back lash
it will damage the goodwill of the firm.
9. Conversational tone:
Your letter should read as if you were talking to the reader.
The tone should be comfortable, natural, conversational and
inconspicuous.
To accomplish conversational tone, following points will help.
a. Vary your words.
b. Use proper syntax.
c. Be straight forward.
d. Keep paragraph small.
e. Avoid vague writing.
i. Learn grammar.
Knowledge of grammar is essential for writing, speaking,
understanding and listening. A business man therefore must have
good knowledge of grammar.
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Chapter#5
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Internal communication:
Internal communication is done within an organization. It has
three types.
i. Horizontal or crosswise communication:
It is the communication that flows between personal in one
department and personal of equal lower status in other departments.
External communication:
The inter company communication is referred to as external
communication. This type of communication can be done for various
reasons, such as; with other companies, for one company’s product
marketing by the other company and the inter company joint venture.
i. Opening:
Since first impression is the last impression, therefore the
opening of a business letter may determine weather the reader
continues reading or puts the message aside or discard it.
The paragraph should preferably:
a. Reader centered.
b. Make a favorable impression.
c. Orient the reader to the subject and purpose of the message.
ii. Closing:
The closing plays an important role in motivating reader to act
as desired provided it is appropriately written. We remember best
what we read last.
In closing, we want to bring the desired action, last impression
is pasting impression.
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Chapter#6
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∗ Business letters:
A ------------- Attention
I ------------- Interest
D ------------- Desire
A ------------- Action
iv. Body:
The body includes the message you want to send.
v. Complimentary close:
It means the closing words that the writer of the letter uses for
the reader.
vi. Signature:
Signature is the part of business letter in which the writer of
the letter writes his name and his signature.
Punctuation styles:
i. Open punctuation:
No punctuation is used after every line of the heading, inside,
address, salutation and complimentary close. This style is used with
full block and AMS simplified format. It may also be used in modified
block, hanging paragraph and personalized format e.g. Gentleman,
dear Mr. Imran, yours sincerely. Etc.
Kinds of letters:
i. Announcement letters (sales, sales promotions, circulars):
These letters are written to make some announcements which
may be good or bad. These letters may be written to an individual or
for a group. These letters are also called circulars.
The contents of announcements may be; increase in salaries,
sales and events, procedures, policies, responsibilities, promotion,
shifting, prizes, honors, activities of people, ambition or retirement,
obituary, celebration etc.
b. Unsolicited:
This job letter is written without any invitation or
advertisement by the employer or offering services.
v. Direct requests:
a. Claim or complaint:
When the goods or services received are not according to
the contract of sales or when the payment is not received in time,
complaint or the part of aggrieved party arises.
b. Enquiry letters:
Those letters which are written to enquire some
information about the firm, person, goods or services. The inquiry
letters may be divided into three categories.
i. Inquiry above the product
ii. Inquiry above the candidates
iii. Status inquiry
∗ Job Letters:
Definition:
A job letter is a kind of sales letter or sales promotion letter in
which the seller (applicant) offers him self as a product (candidate).
8) Appearance:
The appearance of candidate is shown by the dress, grooming
bearing.
9) Manner:
Manner includes poise, self confidence and exclusive stature.
11) Organization:
That comprises ability to present the case logically and get to
the point quickly.
12) Experience:
Experience includes Attitude, kind of work, skill, interest,
ability, leadership and accomplishment.
15) Intelligence:
The interviewer determines weather you have reasoning and
problems solving abilities, smartness, kindness and ability to
learn.
16) Sensitivity:
It refers to social analysis and good with people attitude.
17) Balance:
Balance makes you versatile, flexible, and well-rounded and a
man with verity of experience and interest.
19) Initiative:
You should self started high achiever and be able to motivate
yourself.
Resume/CV:
It refers to the bio data of the candidate. Modern business
correspondence have only a few and most important information
inserted in the job letter and the detailed information above experience,
education, references, achievements and other personal data are written
in a separate sheet of paper bearing the heading resume, bio data or
curriculum vitae. This sheet of bio data is attached to the job letter. It
has become a vital add to the reader for understanding and quick grasp
of your bio data.
o Checklist of a resume:
i. Personal information:
• Name, address, phone number, age, domicile, date of
birth, height, weight, identification sign, marital
status, hobbies.
ii. Objective:
• Main purpose for working in the applied organization
iii. Education:
• School leaving certificate; division/grade, year, place
• Higher secondary education; division/grade, year,
place
• Graduation; division, year, place
• Post graduate; division/grade, year, place
• Diploma; year, place, institute
• Major courses; place, institute
vi. Languages:
• Speak, read, learn
vii. Reference:
• Name and address of first reference
• Name and address of second reference