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Good communication is as stimulating as black coffee and just as hard to sleep after. Communication is a
process by which information is transmitted and understood between two or more people. It should
include both transference and the understanding of meaning.
Communication is the life blood of social as well as corporate world. We exist because we communicate.
Even our silence communicates a lot. We all have a laymans idea of what communication is , but let us try
to understand the concept fully so that we can use it effectively.
Communication is the process by which we exchange meanings , facts , ideas ,opinions or emotions with
other people. It is an essential condition of our existence and the most important activity of ours. The
word communication has been derived from Latin word communicare/communis that means to share
or participate . Everybody knows that most of the time , through speech or writing or any other means
like exchange of a common set of symbols , we are sharing information with other human beings. It is ,
therefore , first and foremost a social activity. Man as a social animal has to communicate.
According to William Scott in his book organizational theory Administrative communication is a process
which involves the transmission and accurate replication of ideas ensured by feedback for the purpose of
eliciting actions which will accomplish organizational goals
Communication is the process of sending and receiving messages. However it is said to be effective only
when the message is understood and when it stimulates action or encourages the receiver to think in
new ways.
OBJECTIVES OF COMMUNICATION
1. STRONGER DECISION MAKING
Your ability to communicate effectively increases productivity , both yours and your organization.
2. INCREASED PRODUCTIVITY
With good communication skills , you can anticipate problems , make decisions , co-ordinate work flow ,
supervise others , develop relationships and promote products and services.
3. STEADIER WORK FLOW
Communication acts as tool for the effective work related flow of information.
4. STRONG BUSINESS RELATIONSHIPS & ENHANCED PROFESSIONAL IMAGE
You can shape the impressions you and your company make on colleagues , employees ,supervisors ,
investors ,and customers in addition to perceiving and responding to the needs of these stakeholders(the
various group you interact with ) without effective communication , people misunderstand each other and
misinterpret information. Ideas misfire or fail to gain attention and people and companies flounder.
Your organizations need for effective reach of company name and public promotions are based on
effective promotional material such as advertisements , bill boards , online add , posters etc are all
communicated for effective message delivery and meaning.
6. PROVIDE ADVICE
Giving advice is based on individual-oriented and work-oriented ,advice should not given to the person
for pinpointing his mistakes rather it should be helpful for his improvement. Effective advice promotes
understanding and it can be a two way process if the subordinate staff given freedom.
7. PROVIDE ORDER
8.SUGGESTION
Suggestion is supposed to be very mild and subtle form of communication. Suggestions are welcomed for
it is not obligatory to accept them , it can be voluntary and anonymous and submitted through suggestion
boxes.
9. PERSUASION
Persuasion may be defined as an effort to influence the attitudes , feelings ,or beliefs of others , or to
influence actions based on those attitudes , feelings , or beliefs. Persuasion can be done to others if you are
convinced , you do not impose , you are not rigid are prepared to meet half-way and you can look at the
situation from the other persons angle also.
10. EDUCATION
Education is a very conscious process of communication ,it involves both teaching and learning by which
organizations provide to their employees in the form of training. Education is given for management ,
employees and outside public.
12. WARNING
If the employees do not abide by the norms of the organization warning is a power communication tool
and it can be general and specific. Specific warning should be administered in private and after thorough
investigation. The aim of the warning should be the organization betterment.
Morale stands for mental health and it is a sum of several qualities like courage , resolution , confidence
.High morale and effective performance go hand to hand. Motivation is a process that account for an
individual intensity, direction , and persistence of effort towards attaining a goal.
Communications main idea is to give and receive information because managers need complete , accurate
and precise information to plan and organize employee need it to translate planning in to reality.
Information will cover all aspects of the business.
Counseling is given to solve employees mental stress and improve the employees productivity.
PHASE 1
A person has an idea or thought which he wants to communicate to the other person. Now the sender
sends the message with a carefully selected medium and channel. The sender encodes the idea (i.e)
Written or spoken word , facial expression , gesture. The message length,tone, and style all depends on
your audience and your personal style or mood. The sender transmits the message to the receiver in a
form of channel (i.e) Telephone , letter , memo , email , report , face to face exchange.
PHASE 2
The message will now enter in to the sensory world of the receiver. Sensory world we mean all the noise
that surrounds a person that the senses sight, hearing, smell, taste, touch can detect.
PHASE 3
From this sensory world the receiver picks up the messages through his senses. But receiver senses cannot
detect all that exists in the world around him. Just how much they can detect depends on a number of
factors. One is the ability of his senses. As you know not all eyes see equally well and not all ears hear
equally well. And so it is with the other senses. Another factor is receiver mental alertness. There are times
when he is keenly alert to all that his senses can detect, and there are times when he is dull in a stupor, a
daydream, or the like. Then there are the distractions NOISES that occur around receiver at the
moment. They can weaken, perhaps even eliminate, the stimuli sent. Furthermore, receiver cultural
background has sensitized him more to some stimuli than to others. Yet another limiting factor is the
receiver will. In varying degrees, the mind is able to tune in or tune out events in the sensory world. In a
noisy room full of people for example, the conversation of a single person can be selected and the other
voices ignored.
PHASE 4
When receiver senses pick up sender message, they relay it to his brain-that is, as much or as little of the
message as they detect. But the sender message may not be all that receiver senses pick up. In addition to
sender message, his sensory world may contain outside sounds, movements of objects, facial expression,
and the like. In fact, this senses are continually picking up messages from the world around him. Sender
message is just the primary one at the moment. The others are there, and they might interfere with
senders message.
PHASE 5
When sender message gets to receiver brain, it goes through a sort of filtering or decoding process.
Through that process the receiver brain gives meaning to sender message. In other words, the message is
filtered through the contents of receiver mind. Those contents are made up of all receiver knows. It
includes all the cultural influences of his family , his organization memberships, his social group, and
such. In fact, it includes all receiver has learned, experienced and thought throughout his life. Obviously ,
no two people have precisely identical filters, for no two people have minds with precisely the same
contents. Because people filters differ, the meanings they give to comparable message may differ. Thus,
the meaning receiver gives sender message may not be precisely the same as the one that someone else
would give it. And it may not be meaning sender intended.
PHASE 6
After his mind has given meaning to sender message, receiver may react to the message. If the meaning he
received is sufficiently strong, he may react by communicating some form of response called feedback.
This response may be through words, gestures, physical actions or some other means.
PHASE 7
When receiver elects to communicate a response, through his mind he determines the general meaning
encoding that the response will take. This process involves the most complex workings of the mind, and
we know little about it. There is evidence, however, that ability, here and throughout this stage, is related
to ones intelligence and the extent that one permits the mind to react. Receiver ability to evaluate filtered
information and formulate meaning also is related to his stage, is related to ones intelligence and the
extent that one permits the mind to react. Receiver ability to evaluate filtered information and formulate
meaning also is related to his ability with language. Ability with language equips one with a variety of
symbols, words and other ways of expressing meaning. And the greater the number of symbols one
possesses, the better one can be at selecting and using them. Receiver ends this stage of the
communication process by forming a message. That is, he converts meaning in to symbols decodes mainly
in to words, and then he sends these symbols to sender. He may send them in a number of ways: as
spoken words, written words, gestures, movements, facial expression, diagrams on paper etc.
PHASE 8
When receiver sends his message to sender, one cycle of the communication process ends. Now a second
cycle begins. Now the sender becomes the receiver and receiver becomes the sender. The
message enters receiver sensory world. Her senses pick it up and send it through her nervous system to
her brain. There her unique mental filter influences the meaning he gives to sender message. This filtered
meaning also may bring about a response. If it does, receiver, through her mind, selects the symbols for
his response. Then he sends them to sender, and another cycle of communication begins. The process may
continue, cycle after cycle, as long as both sender and receiver want to communicate.
Although our description of the communication process illustrates face to face, oral communication, it
also fits written communication. But there are some differences. Perhaps the most significant difference is
that written communication is more likely to involve creative effort. It is more likely to be thought out,
and it may even begin in the mind rather than as a reaction to a message received. A second differences is
the time between cycles. In face to face communication, cycles occur fast, often in rapid succession. In
written communication, some delay occurs. How long the delay will be varies. While instant and text
messaging may be read within a few seconds of sending, fax or email messages may be read within few
minutes after they are transmitted, letters in a few days, reports perhaps in days, weeks, or months.
Because they provide a record, written messages may communicate over extremely long time periods. A
third difference is that written communication usually involves a limited number of cycles and oral
communication usually involves many. In fact, some written communication is one cycle communication.
That is a message is sent and received, but none is returned.
FUNCTIONS OF COMMUNICATION
Communication serves four major functions within a group or organization: Control, motivation,
emotional expression, and information. Communication acts to control member behavior in
several ways. Organizations have authority hierarchies and formal guidelines that employees are required
to follow. When employees, for instance, are required to first communicate any job related grievance to
their immediate boss, to follow their job description, or to comply with company policies, communication
is performing a control function. But informal communication also controls behavior. When work groups
tease or harass a member who produces too much and makes the rest of the group look bad, they are
informally communicating with, and controlling, the members behavior. Communication
fosters motivation by clarifying to employees what is to be done, how well they are doing, and what can be
done to improve performance if its subpar. We saw this operating in our review of goal setting and
reinforcement theories. The formation of specific goals, feedback on progress toward the goals, and
reinforcement of desired behavior all stimulate motivation and require communication. For many
employees, their work group is a primary source for social interaction. The communication that takes
place within the group is a fundamental mechanism by which members show their frustrations and
feelings of satisfaction. Communication, therefore, provides a release for the emotional expression of
feelings and for fulfillment of social needs. The final function that communication performs relates to its
role in facilitating decision making. It provides the information that individuals and groups need to make
decisions by transmitting the data to identify and evaluate alternative choices.
Common myths about communication:
Words contain meaning . Untrue . In fact people attach meaning to words.
Information equals communication. Untrue. What matters is the degree of similarity between the
message sent and the message received.
Communication is a product you can control. Untrue everything said or done conveys a message. Ex.
Facial expression or cloths.
Good speakers are good communicators. Untrue . Effective communicators listen to the audience and
express their thoughts clearly in an understandable way.
Remember , Do not jump to conclusions before hearing what the other person has to say.
Do not interrupt
1. Speak to people
2. Smile at people
3. Call people by name
4. Be friendly and helpful
5. Be cordial
6. Be genuinely interested in people
7. Be generous with praise
8. Be considerate
9. Be alert
10. Have a good sense of humor.
Six rules of effective communication:
1) Organize your thoughts
4) Be concise
If you are not getting the result you want in communication try something different. Communicate the
message in others view point
Always focus weather your communication is successful in reaching the receiver. No matter whether the
message is right or wrong.
Communication can change reality and it is a effective tool for creating trust.
!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!END!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
COMMUNICATION
INTERNAL EXTERNAL
Planned communication
among with insiders (
letters , reports , memos , Planned communication with
e-mail ) that follows the outsiders ( letters , reports ,
companys chain of memos , speeches , websites
command and news release )
FORMAL
Casual communication
among employees ( email
, face-to-face Casual communication with
conversations and phone suppliers , customers , investors
calls that do not follow and other outsiders ( Face- to-
INFORMAL the companys chain of face conversations , email and
command ) phone calls )
Upward Flow : To solve problems and make intelligent decisions , managers must learn whats going on in
the organization. Because they cant be everywhere at once, executives depend on lower-level employees
to furnish them with accurate , timely reports on problems , emerging trends , opportunities for
improvement , grievances , and performance.
Horizontal flow : Communication also flows from one department to another , either laterally or
diagonally. This horizontal communication helps employees share information and coordinate tasks , and
it is especially useful for solving complex and difficult problems.
Formal organization charts illustrate how information is supposed to flow. In actual practice , however ,
lines and boxes on a piece of paper cannot prevent people from talking with one another.
The study of clear business writing logically begins with adaptation. By adaptation we mean fitting the
message to the specific reader. You should form your message to fit that persons mind. This process of
adaptation begins with visualizing what the reader imagine, what he feels, thinks and such. In many
business situations, adapting to your reader means writing on a level lower than the one you would
normally use. In writing to less educated workers, for example you may need to simplification, for highly
educated people you may write differently. At times adapting to multiple reader, if you write for one
person in the group, you may miss the others. To communicate with all of them, write for the lowest
member of the group. There fore adaptation is a basic rule which underlines all writing aspects.
CHOOSE SHORT WORDS: Generally short words communicate better than long words. Some times
exceptions exist. You should concentrate on short words and use long words with caution. Use a long
word only when you think you reader knows it.
USE TECHNICAL WORDS AND ACRONYMS WITH CAUTION
Every field of business, accounting, information systems, and finance has its technical language. This
language can be so complex that is some cases specialized dictionaries are compiled. These words are
useful when you communicate with people inn your field. But they do not communicate with outsiders.
Use them with caution. Some examples covered employment, cerebral vascular accident, annuity, bob
tail etc. These words are all well known to people in special fields, but not to most outsiders. Initials
including acronyms should be used with caution too. Spell out and define as needed.
Example: Passive voice: The result were reported in our JULY 9 letter
At times passive voice is better when the doer of the action is not important. Passive voice helps avoid
accusing the reader and passive voice is better when the performer is not known. Your decision on
whether to use active or passive voice is not simply a matter of choice. It is also better when the writer
prefer not to name the performer.
a) Use gender neutral words : Avoid using masculine pronouns for both sexes (he, his,him)
f) Avoid words that stereotype by race, nationality, sexual orientation, old age, disability.
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As well as outward presentation, it is important to determine the tone which will be written in the letter,
including a professional tone or a tone that will be taken with friends or family members in a more
informal setting. The tone should be established from the greeting of the letter, into the introductory
paragraph, throughout the entire body of the letter and even into the closing statement and closing
greeting of the letter. Read through the letter once it has been completed to ensure that the tone remains
the same. The tone can be adjusted based on the language which is used through the letter, as well as the
greetings (familiar as opposed to formal).
Another important element to remember is to remain professional. Even if you are writing a complaint
letter, remain polite and courteous, simply state the problem(s) along with any other relevant information
and be sure to avoid threats and slander.
A heading is not necessary in an email (your return address, their address, and the date).
Use a descriptive subject line.
Avoid using an inappropriate or silly email, register a professional sounding address if you dont
have one.
Use simple formatting, keep everything flush with the left margin; avoid special formatting and tabs.
Keep your letter formal, just because its an email instead of a hard copy is no excuse for informality
(dont forget to use spell check and proper grammar).
Try to keep your letter less than 80 characters wide, some email readers will create line breaks on
anything longer and ruin the formatting.
If possible avoid attachments unless the recipient has requested or is expecting an attachment. If it is
a text document, simply cut and paste the text below your letter and strip off any special formatting.
If the persons name is unknown, address the persons title i.e. Dear Director of Human Resources
Business and Workplace Email Etiquette
Email etiquette is often a commonly overlooked part of the business and professional world despite being
an important part of conveying a professional image. Emails written to friends and family will be less
formal and will not need to follow any particular guidelines or rules, but when writing to someone at a
professional level the following guidelines and rules should be taken into account.
Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...............................................................
.........................................
Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...............................................................
.........................................6
Closing (Sincerely), 7
Signature 8
Your Name (Printed) 9
Your Title
Enclosures (2) 10
Typist Initials. 11
The block format is the simplest format; all of the writing is flush against the left margin.
Your Address 1
The return address of the sender of the letter so the recipient can easily find out where to send a reply to.
Skip a line between your address and the date. (Not needed if the letter is printed on paper with the
company letterhead already on it.)
Date 2
Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003. Skip a
line between the date and the inside address (some people skip 3 or 4 lines after the date).
Inside Address 3
The address of the person you are writing to along with the name of the recipient, their title and company
name, if you are not sure who the letter should be addressed to either leave it blank, but try to put in a
title, i.e. Director of Human Resources. Skip a line between the date and the salutation.
Salutation 4
Dear Ms./Mrs./Mr. Last Name:, Dear Director of Department Name: or To Whom It May Concern: if
recipients name is unknown. Note that there is a colon after the salutation. Skip a line between the
salutation and the subject line or body.
Subject Line (optional) 5
Makes it easier for the recipient to find out what the letter is about. Skip a line between the subject line
and the body.
Body 6
The body is where you write the content of the letter; the paragraphs should be single spaced with a
skipped line between each paragraph. Skip a line between the end of the body and the closing.
Closing 7
Lets the reader know that you are finished with your letter; usually ends with Sincerely, Sincerely yours,
Thank you, and so on. Note that there is a comma after the end of the closing and only the first word in
the closing is capitalized. Skip 3-4 lines between the closing and the printed name, so that there is room
for the signature.
Signature 8
Your signature will go in this section, usually signed in black or blue ink with a pen.
Printed Name 9
The printed version of your name, and if desired you can put your title or position on the line underneath
it. Skip a line between the printed name and the enclosure.
Enclosure 10
If letter contains other document other than the letter itself your letter will include the word Enclosure.
If there is more than one you would type, Enclosures (#) with the # being the number of other
documents enclosed that doesnt include the letter itself. Reference Initials 11
If someone other than yourself typed the letter you will include your initials in capital letters followed by
the typists initials in lower case in the following format; AG/gs or AG:gs.
Modified Block Format: Business Letter
Return Address Line 1 1
Return Address Line 2Date (Month Day, Year) 2
Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...............................................................
.........................................
Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...............................................................
.........................................6
Closing (Sincerely), 7Signature 8
Your Name (Printed) 9
Your Title
Enclosures (2) 10
Typist Initials. 11
In the modified block format, your address, date (the date can actually go on either the left or the right
side), the closing, signature, and printed name are all indented to the right half of the page (how far you
indent in is up to you as long as the heading and closing is lined up, use your own discretion and make
sure it looks presentable).
Addressing an Envelope
In the upper-left hand corner should be your name, and underneath that should be your return
address.
In the upper-right hand corner should be the postage stamp (with the correct postage amount).
In the middle-center should be the recipients name and recipients address.
Envelope Format
Stamp
Your Name
Return Address Line 1
Return Address Line 2
Recipient Name
Recipient Address Line 1
Recipient Address Line 2
<>
Helpful Tips
Print/write all the information on the envelope before stuffing and sealing it so it will be
written/printed on a flat surface. If you are writing to a different country, make sure you put it at on
the last line of your return address and the recipients address. If you are writing a friendly letter
with a small envelope, you can write the return address on the flap of the envelope if there is no room
on the top-left hand corner.
The complaint letter should be written in the business letter format. When writing a complaint letter you
want to keep it short and to the point to help ensure that your letter will be read in its entirety, if you write
a seven page complaint letter, its highly unlikely that someone will sit down and read all seven pages.
The complaint letter should be addressed to the customer service/consumer affairs department or the
head office if there is no customer service department. The address and contact information of the
customer service department should be available on the companys products or website.
The next paragraph should state what you would like done to resolve the situation. If you received poor
service, you could request an apology or a coupon. If a product malfunctioned, you could request that you
could exchange the product for a new one or request a refund.
The last paragraph should thank the reader for the time. You can also throw in some compliments about
something you liked about their companys product or service.
You should include your telephone number/e-mail address after your printed name so that they can
contact you ASAP if necessary.
Be sure to keep a copy of the letter for yourself and include photocopies of any relevant documents and
enclose them with your letter.
Human resource departments receive dozens of letters of interest each week. However, make your letter
stand out from the crowd using the following tips:
1. Before you write, do your homework. Research the background of the company and familiarize
yourself with their products and/or services.
2. Be sure to find out the name of the individual who does the hiring. Address your letter to his/her
attention and use her/his name in the salutation. To Whom It May Concern and Dear Sir or
Madam are both outdated and considered to be lazy or even rude.
3. Start your introductory paragraph with the reason you are interested in pursuing employment with
this company. Try not to start the first sentence with I. (See sample letter of interest.) Also, explain
what prompted your inquiry, such as a classified advertisement, a media article or interview, or a
referral from an employee.
4. In the next paragraph(s), give specific examples of your qualifications. Dont hesitate to indicate the
reasons why you would be an asset to the company. Illustrate your skills, strengths, and achievements
in a professional, yet personable way. Stay away from strings of abbreviated credentials. These, if you
have them, should be on the resume youll enclose with the letter. Direct the reader to your resume
and any other enclosures.
5. In your final paragraph, thank the individual for his/her time in considering you as a new employee.
Indicate a precise time when you will contact him/her by phone to follow up on your letter. Also, be
sure to let the individual know how to contact you.
Like any business letter, use 8.5 x 11 paper and follow a business letter format. Keep your letter short, no
more than a single page. Remember to check it thoroughly for errors in spelling, grammar and to be sure
it addresses each point you wanted to make.
The second paragraph should provide information on your skill, strengths, education, qualifications
and/or experience. This paragraph should be concise and give specific examples of why you are the ideal
candidate and not simply restate your resume.
The final paragraph should close up the letter by requesting an interview and possibly suggestion times
that are convenient for you or stating that you can come in at a time thats convenient for the employer.
Also you should let the recipient know what the best way and/or time to contact you is (you should let
them know both your contact email and phone number so that they can contact you in their preferred
method). Or you can let them that youll follow up on this letter with a phone call in several days. You
should thank them for their time to close up the letter.
Each cover letter that you send out should be unique and tailored to the specific company and position
you are applying to. Using one cookie cutter cover letter will lessen your chances for landing an interview.
Also be sure to check for grammar and spelling and keep the letter to one page in length.
The next paragraph(s) should narrate the account of what happened, and why your appeal should be
granted. Include all the necessary facts in order to legitimize your case. You can start by referring to your
handbook or guidelines as member of that particular group or institution. Also, provide specific times and
date when particular events occurred. To make your letter more reader-friendly, use bullet-points every
time you need to enumerate. After doing this, refer to testimonials from people related to your work,
transcript of records, and medical certificate, if necessary. Be certain to cover all the bases necessary to
The last part should summarize everything you have stated above. Repeat the necessary points that need
to be elucidated. Also include the contact details and where you can be reached. Close out the letter by
thanking the reader for their time.
There are two tenses used within the invitation letter, the present and the future. The present tense
conveys information about the event and the future tense ensures the guest is going to attend.
Next, in the body of the letter it is important to outline all of the information about the event. The date
and time should be included as well as the theme and purpose for the event. At this point, a date should be
mentioned in which guests should provide their reply by, and it may also contain any information
regarding special roles played at the event, attire and items required for the guest to bring.
Be sure to mention any specifications about dress code in the invitation letter.
Next, in one sentence, the appreciation for the guest to attend the party should be shown. This can be
completed with a formal note, stating that you look forward to seeing the individual at the event.
Remember, this needs to keep in tone with the rest of the letter.
The conclusion should contain the sign off and a line that ties the complete letter together, drawing the
end of the invitation, with a salutation and a signature.
Friendly invitation letters are used for a variety of reasons from engagement parties and showers to
wedding invitations. They can also be used for personal parties and showers as well as housewarming get
together. Personal invitation letters should be signed with a less formal sign off, such as; yours sincerely,
best, or sincerely.
Invitation letters are used as an alternative to traditional invitations. They allow the host to convey
different messages through the tone of the letter. Invitation letters allow the host to convey additional
information that what is traditionally shared in an invitation card. Memories can be shared with close
friends and family members that bring about memories of past events.
When sending an invitation letter, be sure to edit it completely, ensuring there are no punctuation,
grammatical or spelling errors before the letter is sent to potential guests. Using these techniques, you
should be able to create personal and professional invitation letters with ease.
The resignation letter should be written in the business letter format and be directed towards your
supervisor or manager.
At a minimum the letter should state that you are leaving, when you are leaving, and thank them for the
time that they have employed you. It is common courtesy to give at least two weeks notice before you
leave your job, but sometimes youll have no control over it.
It is important that you keep your letter positive, you want to maintain a good relationship with your
employer and co-workers, and they can be potential future references or business associates. If you feel
like your reason for leaving is honorable, you can include the reason for leaving in your letter, but if you
think your reason for leaving may rub your employer the wrong way, there is no need to put the reason in
your letter.
Resignation Letter Writing
The first paragraph of your letter should state that you are leaving and when you are leaving.
The second paragraph should explain your reason for leaving the company. (This paragraph is optional.)
In the third paragraph you can offer to make your resignation go smoothly for the company. For example,
you can offer to help train a replacement with the time you still have left. (This paragraph is also
optional.)
The last paragraph should thank the employer for the opportunity to work for, wish them well and/or
express interest in maintaning your professional relationship.
Ask for the letters early on, dont wait until the day before the letter is supposed to be sent in to request
the letters of recommendation. Instead ask ahead of time. If you are going to apply to school ask your
professor at least a month ahead of time. If you are seeking a professional letter, ask for a letter of
recommendation whenever you leave a job.
Assist the writer with as much material as necessary, providing the writer with your resume and a list of
achievements will make it easier on the writer. You may also want to give him/her any information that
will help with the letter including your plans for the future, your strengths, experiences and other qualities
you want to be presented in the letter. Be honest about the information you give, if you embellish itll
catch up with you later.
You should provide the writer with a stamped and addressed envelope. Also if there is a guideline that
needs to be followed or any other material that needs to be filled out, you should provide that to him/her.
After the letter is sent out, you should send a thank you note to the writer. You can also thank them in
person or over the phone as well.
A hard-copy thank you letter should be written in the business letter format, while an email should be sent
in the same format but without the heading (your return address, their address, and the date).
Thank you letter writing
The first paragraph should consist of thanking the interviewer for the interviewing you (remind him/her
about the position you interviewed for and the date of your interview). You can also include information
about your impressions about the company.
The second paragraph should state your interests in the company and include any additional information
about yourself that was not brought up in the interview which would make you a good candidate for the
position. You can also emphasize your qualifications that were already discussed during the interview
(dont make this paragraph too long, try to keep it between 3-5 sentences, pick the traits that you think
were most important to the interviewer and emphasize them).
The last paragraph should let the recruiter know that you expect to hear from them soon. Also let them
know that you are available to come in again and are willing to discuss the job further. Write down your
contact information again and what the best method and/or time to contact you is. To finish up the letter,
thank them again for the interview.
Notes/Tips
A thank you letter shows that you have good business etiquette, your interest in the company and the
position, and reiterates your positive qualifications to the interviewer so it should not be put off.
If there was more than one interviewer; write individual thank you letters to each of the interviewers
(make sure each letter is unique). If it was a panel of interviewers interviewing you at the same time,
you can send out one letter and address it to the head interviewer and the interview panel and thank
them as one group.
If you forget the spelling or the names of the interviewers, simply call the company and request the
proper spelling and title.
Keep the thank you letter brief; make sure the letter does not go past one page in length.
Check for proper grammar usage and spelling.
Friendly Letter Writing
Purpose of a Friendly Letter
A friendly letter (or informal letter) is a way of communicating between two people (sometimes more)
who are usually well acquainted. There are many uses and reasons for writing a friendly letter, but usually
friendly letters will consist of topics on a personal level. Friendly letters can either be printed or hand-
written.
Friendly Letter Writing
The friendly letter is typically less formal than that of a business letter. Usually the first paragraph of the
body will consist of an introduction which will give the recipient an idea about youre writing to them with
a short summary of the main topic of your letter. If you dont know the person you are writing to, you may
want to introduce yourself in this introductory paragraph as well.
The next few paragraphs will usually consist of the message you want to get across along with any details
you may want to convey.
The last paragraph will usually be the conclusion where you wrap everything up. You can sum up your
main idea in this paragraph, thank the recipient for their time, wish the recipient well, and/or ask any
questions.
Since friendly letters are less formal, you can feel free to write it however you like, but the above format is
fairly common.
What you dont say in a condolence letter is almost more important than what you do say. All the same,
even if you only write a line or two, youll show the family your support.
3. When my son passed away, a well-meaning friend said, At least he didnt leave any children behind.
Her well-meaning words rattled me to the bone. I would have gladly given my life to hold his son in my
arms just one time. Especially in cases where death was a long-suffering ordeal, you may be tempted to
write that it was a blessing or relief. Dont. Some words are best left unsaid.
4. Do share a fond memory of the departed in the body (second paragraph) of your letter. The passing of a
loved one leaves a big hole in our lives. A well-written condolence letter helps fill the hole with friendship
and love.
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Getting your problem clearly in mind is largely a matter of gathering all the information needed to
understand it and then applying your best logic to it. It includes collecting data from company files,
talking over the problem with experts, searching through print and electronic sources and discussing the
problem those who authorized the report.
The next step is writing the problem statement clearly is a good practice. A writing statement of the
problem normally takes one of the three forms: Infinitive phrase, question or declarative statement.
(iii) Declarative statement : store X sales decreasing and management wants to know why
You may describe the statement of the problem in many ways but meaning should be same.
Next step after stating the problem, you should determine what need to be done to solve it. Specifically
you look for the factors of the problem. That is you determine what subject area you must look into solve
the problem. The problem factors may be three types
(i) they may be subtopics of the overall topic about which the report is concerned.
iii) In problems that involve comparisons, they may be the bases on which the comparisons are made.
If the problem concerns a need for information, your mental effort should produce the main areas about
which information is needed. This is an informational report problem-that is, it requires no analysis, no
conclusion, no recommendation. It only requires that information be presented. The mental effort in this
case is concerned simply with determining which sub-division of the overall topic should be covered. After
thoroughly evaluating the possibilities, you might come up with this analysis:
Sub topics:
1) Production
3) Financial Status
4) Computer Systems
5) Product Development
6) Human Resources
Some problems concern why something bad is happening and perhaps how to correct it in analyzing
problems of this kind, you should seek explanations or solutions. Such explanations or solutions are
termed hypothesis once formulated, hypothesis are tested and their applicability to the problem is either
proved or disproved.
Problem Statement: Sales at the spring field store have declined and management wants to know why.
Hypothesis:
4) Changes in the environment (population shifts, political actions etc) have caused the decline.
In the investigation that follows, you would test there hypothesis. You might find that one, two or all apply
or you might find that none is valid. If so, you would have to test advance additional hypothesis for further
evaluation.
When the problem concerns evaluating something, either singularly or in comparison with other thing
you should look for the basis for the evaluation that is you should determine what characteristics you will
evaluate. In some causes, the procedure may concern more than naming the characteristics.
Comparison basis:
2) Tax structure
3) Community attitude
4) Transportation facilities
5) Nearness to market
The factors sometimes have factors of their own. For Example: The Comparison of transportation
facilities can be further subdivided into water, rail, truck and air. So they also may be broken down into
sub-factors.
The information you gather is quantitative that is expressed in numbers. Such data in their law form
usually are voluminous, consisting of tens, hundreds, even thousands of figures. To use these figures
intelligently you must find ways to simplifying these data so that you can present these data to your
reader. Various statistical tools are available for calculation and interpreting the data.
(EX) I.
A. 1.0
B. 1.1
a. 1.2.1
(1) 1.2.2
(a) 1.2.2.1
1.2.2.1.1 etc
Outlining is concerned mainly with the part of the report commonly called the body. The body is the
part of the report that analysis and interpretations where needed. It is usually preceded by an
introduction, and an ending section of conclusion, and recommendation.
B) ORGANIZATION BY DIVISION:
You may view organizing as a process of division. First you divide the whole into parts, then you divide the
parts into subparts. You may subdivide further.
In dividing your information into subparts, you have to find a way of dividing that will produce
approximately equal parts. Time, place, quantity and factor are the general bases for these divisions.
Time, place, quantity and factor are the bases for the process of division. When the interpretation has a
time basis division by time is possible. When the information is related to geographic location, a place
division is possible. Division based on the quantity is possible when the information has a number base.
(For Example).Rs.10000 to 20000 (on) age 18-30 etc.,
Factors are areas to be investigated are the fourth basis for dividing information (For Example) The
following organizational problem should be treated on the basis of location accessibilities, rent, parking,
facilities sometimes combinations of time (For Example) The period orientation from May-July, Place
Place of Sales: North, South, East, West., quantity and factor are sometimes logical.
The outline in its finished form is the table of contents. Its part serve has headings to the sections of the
report (which is why we refer to three parts has headings in the following discussion) because the outline
is an important part of the report, you should construct the final wording carefully. When outlining you
may use topic or talking headings give only the subject of discussion. For example present armar unit a)
description & output, b) Cost, c) Deficiencies.
Talking headings identify the subject and tell what is said about it (For example) Operation analysis of
armor unit a) Recent log in overall output, b) Increase in cost of operations. Then every heading making
up a level of division should be parallel grammatically (i.e) Parallelism of construction. Then whenever
you are using headings see to that you are maintaining the conciseness in wording. Finally you want to use
variety of expressions. Repeating words in headings can be monotonous. So you should not overwork
works.
WRITING THE
REPORT
In writing the report, communicate clearly and quickly, when you write your report see that you follow
these guidelines.
REQUIREMEN OF OBJECTIVITY:
Good report writing is objective. They dont include subjective data for analysis by objective report we
mean keep out of all prejudices & biases and your report should seek the truth. Another thing your
objective writing should be believable. Second historically objective writing has meant for writing has
meant for writing impersonally, they dont include I, we, you etc., Recently, some writers have argued that
personal writing is more interesting than impersonal writing and just as objective. Good advice is to use
personal style for routine reports and impersonal style for more formal reports.
Presenting information in the right place in time is a major problem in keeping order in a report. Keep a
consistent time view point throughout the report. There are two time viewpoints past and present. Select
any one and do not change. The past time view point views the research and the findings as past, and
prevailing concepts and proven conclusions as present. The present time view point presents as current all
information that can be assumed to be current at the time of writing.
1) MAINTAINING INTERS :
Report writing should be interesting. Interesting writing is necessary for good communication. Interesting
writing is the result of careful words choice, rhythm, concreteness- in fact, all the good writing techniques.
But efforts to make writing interesting can be overdone. The writing style should be never draw attention
away from the information.
Groups should have five as fewer members and include all pertinent specialization areas. Preferably, the
group has a leader, but there are exceptions.
TECHNIQUES OF PARTICIPATION:
Headers and participants have clear duties to make the procedure work. Groups often experience results
that are less than ideal. Consult references on effective group.
At least two meetings and a work period are needed. The following activities activities normally occur,
usually in this sequence
Your decision about report structure will be based on the needs of your situation. Those needs are related
to report length and formality of the situation. The longer the problem and the more formal the situation,
the more involved the report structure is likely to be. The shorter the problem and the more informal the
situation, the less involved the report structure is likely to be. Such adjustments of report structure to
length and formality help meet the readers needs in each situation.
Generally the reports are classified based on their length and formality with high end reports to the low
end reports. At the top of the stairway are the most formal , full-dress reports. Such reports have a
number of pages that come before the first chapter. These pages serve useful purposes, but they also dress
up the report. Typically, these prefatory pages as they are called, are included when the problem
situation is formal and the report is long. The exact makeup of the prefatory pages may vary, but the most
common arrangement includes these parts: title fly, title page, letter of transmittal, table of
contents, and executive summary. Flyleaves blank pages at the beginning and end that protect the
report also may be included. The first two pages title fly and title page contain identification information.
The title fly carries only the report title. The title page typically contains the title, identification of the
writer and reader, and usually the date. As the words imply, the letter of transmittal is a letter that
transmits the report. It is a personal message from the writer to the reader. The table of contents, of
course, is a listing of the report contents. It is the report outline in finished form, with page numbers to
indicate where the parts begin. It also may include a list of illustrations ( tables, figures, diagrams ),
which may be a separate part. The executive summary summarizes whatever is important in the report
the major facts and analyses, conclusions and recommendations.
As the need for the formality decreases and the problem becomes smaller, the makeup of the report
changes. The changes primarily occur in the prefatory pages. As we have noted, these pages give the
report a formal appearance. So it is not surprising that they change as the report situation becomes less
formal. Usually, such reports are shorter. Although the changes that occur are far from standardized, they
follow a general order. First, the title fly drops out . This page contains only the report title, which also
appears on the next page. Obviously, the title fly is used primarily for reasons of formality. Next in the
progression, the executive summary and the letter of transmittal are combined. When this stage is
reached, the report problem is short enough to be summarized in a short space. The report at this stage
has three prefatory parts: title page , table of contents, and combination transmittal letter and executive
summary.
At the fourth step, the table of contents drops out. The table of contents is a guide to the report text, and a
guide has limited value in a short report. Certainly, a guide to a 100 page report is necessary. But the
guide to a one-page report is not. Somewhere between these extremes a dividing points exists. You should
follow the general guide of including a table of contents whenever it appears to be of some value to the
reader. Another step down, as formality and length requirements continue to decrease, the combined
letter of transmittal and executive summary drops out. Thus, the report commonly called the short report
now has only a title page and the report text. The title page remains to the last because it serves as a very
useful cover page. In addition, it contains the most important identifying information.
The short report is a popular form in business. Below the short-reports form is a form that reinstates the
letter of transmittal and summary and presents the entire report as a letter thus, the letter report. And
finally, for short problems of more informality, the email form is used. Knowledge of the general
relationship of formality and length to report makeup should help you understand and plan reports.
CHARACTERISTICS OF
SHORTER REPORTS
The shorter report forms are the most common in business. These are the everyday working reports those
used for the routine information reporting that is vital to an organizations
FORMS OF SHORTER
REPORTS
a.) The short report :
One of the more popular of the less formal reports forms is the short report. The short report consists of a
title page and the report text. These reports are in the direct order , beginning with the conclusion. Then
based on the need the introduction comes next, then the findings and analyses, and finally conclusions.
SPECIAL REPORT
FORMS
a.) Staff Report :
One of the more popular forms of reports used in business is the staff report. Usually written in
memorandum form, it can be adapted to any structural type, including the long , formal report. The staff
report differs from other forms of report primarily in the organization of its contents. It arranges contents
in a fixed plan. The plan remains the same for all problems. Because this arrangement leads
systematically to conclusions and recommendations, it is especially useful for business problems. The
basic course of plan is summary , problem objective , facts , discussion , conclusions , recommendation.
One of the major uses of staff reports is the armed forces , all branches of which use a standardized form.
But military version of plan is somewhat different from the above plan.
b.) Meeting Minutes :
Minutes provide a written record of a groups activities and decisions , a history that includes
announcements reports, significant discussion and decisions. Minutes include objective data because they
will highlight who will do what and when. Accurate minutes are important because they can have some
legal significance as to whether decisions are binding. The physical form is typically a memo or email, but
the layout varies among organizations. Basically, it should enable the reader to easily focus on the content
as well as easily retrieve it. Typical minutes include common preliminary body, such as name of the group,
name of the document , type of meeting , place date and time called to order , names of those attending
the meeting , names of those absent and reasons for absence. The body items include approval of minutes
of previous meeting , meeting announcements , old business reports on the matter previously presented
and new business- reports on matters presented to the group. The closing item include place and time of
next meeting , notation of the meetings ending time , name and signature of the person responsible for
preparing the minutes. Preparing ahead of time makes the job easier and encourages more complete
notes.
BUSINESS
PROPOSALS
A proposals is a persuasive presentation for consideration
of something.
Proposals are usually written, but they can be oral presentations or a combination of both. They may be
made by individuals or organizations, including business organizations, and they may be made to any of a
variety of individuals or organizations such as government agencies, foundations, businesses. They can
even be made internally by one part of a business to another part or to the management of the business
Formality Requirements
The formality requirements of proposals vary. In some cases ( a university proposal for research grant),
strict formality is expected. In other cases informality is in order. The decision should be based primarily
on the relationship between the parties involved. The degree of formality or informality is expected
regardless of the relationship of the parties.
Content
Determine the content of a proposal by reviewing the needs of the case. If the proposal has been invited,
review the invitation. If the proposal is uninvited, use judgment in determining the readers needs. As a
general guideline follow these rules in writing the content of a proposal
An appropriate beginning is a statement of the writers purpose to present a proposal and the readers
need to reduce turnover of field representatives. If the report is in response to an invitation, that
statement should tie in with the invitation. If a proposal is submitted without invitation, its beginning has
an additional requirement it must gain attention. As noted previously, uninvited proposals are much like
sales messages. Their intended readers are not likely to be eager to read them. Thus, their beginnings
must overcome the readers reluctance. An effective way of doing this is to begin by briefly summarizing
the highlights of the proposal with emphasis on its benefits.
Background
The heart of a proposal is the description of what the writer proposes to do. This is the primary
message of the proposals. It should be concisely presented in a clear and orderly manner.
Particulars
By particulars we mean the specifics: time schedules, costs, performance standards, means of appraising
performance, equipment and supplies needed, guarantees, personnel requirements, and such. What is
needed in a given case depends on its unique requirements. But in any event, the particulars should
anticipate and answer the readers questions.
The proposing organization must sometimes establish its ability to perform. This means presenting
information on such matters as the qualifications of personnel, success in similar cases, the adequacy of
equipment and facilities, operating procedures, and financial status. Whatever information will serve as
evidence of the organizations ability to carry out what it proposes should be used.
The proposals also might describe good things that it would bring about, especially if a need exists to
convince the readers. Typically like selling.
Concluding comments
The proposal should end with words directed to the next step-acting on the proposal. One possibility is to
present a summary review of the highlights. Another is to offer additional information that might be
needed, yet another is to urge or suggest action on the proposal.
LISTENING SKILLS
Effective listening is an important aspect for good communication. Listening is different from hearing. By
listening we mean all our senses especially your mind and body will be focused and concentrated.
Listening to others improve your personality.
The listening process starts from receiving the information or noise, and then your mind will interpret the
information by your mental filters and little information will be remembered in your brain storage by
which it is evaluated based on your judgment and finally the response will be delivered in the way of
verbal voice or loud applause.
TYPES OF LISTENING
1. CONTENT LISTENING: In this process a person will listen just to receive and remember the contents
of particular information just for knowing what is what. Here he is not going to make any action based
on the information received.
2. CRITICAL LISTENING: In this process a person will listen the entire information and analyze or
interprets the contents and meaning of the information rationally. Here the objective of this listening
is to give either a positive or negative feedback about the topic.
3. EMPATHIC LISTENING: Here people will listen to someone or information based on empathic
feeling towards the information or person. Here the objective is you have a courtesy respect towards
the person, for that sake you listen to them.
BARRIERS TO EFFECTIVE LISTENING
1. Listeners who jump to conclusion close their mind in receiving additional information.
2. Self-centered listeners shift attention from speaker to themselves.
3. Selective listeners just listen to few topics and ignore rest.
4. Physical distraction such as noise and mental distraction such as
IMPROVING LISTENING SKILLS
1. Dont judge the message by the speaker but by the argument.
2. Decrease your emotional impact.
3. Fight distraction by closed doors and turning off radio and television.
4. Dont interrupt in the middle, please wait to hear the entire message fully.
5. Provide feedback and let the speaker know that you are paying attention.
6. Offer facial expression and provide your criticism in a positive tone.
7. Listen actively for key points, ideas and facts.
8. Distinguish between evidence and argument, idea and example.
9. Take brief notes so that key points can be discussed.
10. Reserve your judgment until the speaker has finished the topic.
NON VERBAL COMMUNICATION
Non verbal communication is a process of communication that occurs without words. (Communication
which occurs through our body movements, space, time, voice patterns, color layout and design of our
surroundings)
1. KINESICS: Kinesics is the study of body physical movements. It is the way our body communicates
without words and its occupying a major aspect of non verbal communication process. When we
communicate our thought process and attitude is transmitted in the form of body movements by
which our inner state of mind is reflected in our movements. Thus you can realize these expressions
by face and eyes, gestures, posture and physical appearance.
1. Facial expression is the first way to communicate particularly eyes and eye movement. We can
express happiness, surprise, fear, anger and sadness everything through our eyes.
2. The gesture is our body parts especially arms, legs, hands and head convey meaning. All these
movements are made rationally along with our speaking and not made with any intention.
3. Body shape is related to our biological factor and it is natural but poster is how we stretch our body in
different styles. Body shapes are classified in to three they are ectomorph which is thin, youthful, and
tall then the mesomorph is muscular fit body and finally endomorph which is fat, round, and soft.
4. Appearance includes clothes, hair style, jewelry, cosmetics and such styles which we include in our
daily life by which we communicate how we want to project our self.
1. PROXEMICS: It involves how we arrange personal space and what we arrange in it. They create
meaning in your mind and others mind as well. They are also called personal space language which
involves how we are maintaining relationship with a person with intimate space, personal space,
social space and finally public space. All this things are typical example of our relationship space with
our father, friend, boss and a stranger.
1. TIME LANGUAGE: Time language is all about the meaning we convey through time. In western
countries time equates money because their business culture is like that. The same thing apply may
differ for other cultures. Therefore time language is associated with culture as well.
1. PARALANGUAGE: It involves how we say something in different pitch, tone and voice modulation
such as slow or fast. Based on voice language we infer people background and personality.
1. PHYSICAL CONTEXT: It refers to our surroundings, colour, layout and design of our physical
environment. For example colour of the building and room, design of table and chairs etc. All these
things communicate a lot to our feelings and emotions.
To conclude Non verbal communication is an art as well a skill. We communicate through letters, reports,
mails but they are all one way communication but daily we communicate with people which is a two way
process.
This interpersonal communication requires a lot of care in non verbal cues through which we can improve
our relationship better and increase a chance of good business dealings which again is an essential
ingredient in face to face communication.
1. TWO-VALUED THINKING
2. FACT-INFERENCE CONFUSION
3. THE BLOCKED MIND
4. THE STATIC VIEWPOINT
5. FAILURE TO DISCRIMINATE
6. DECEPTIVE TACTICS
7. INFORMATION OVERLOAD
8. WRONG CHOICE OF MEDIUM
9. PHYSICAL BARRIERS
10. RESTRICTIVE ENVIRONMENT
____________________________________________________
1. TWO-VALUED STATEMENT: During communicating we consider that there is always just two values
for any statement or situation. Some situation demands statements like yes or no, pass or fail, to buy
or not to buy etc. Here we are having only two options in this particular statement beyond that we
cannot say anything. But certain statements we will come across multi-valued situation. Example is
rich poor, fat-skinny, tall-short etc. In this statements you cannot just say rich poor because a
person who having a wealth of one crore is considered as a rich person and a person who is having
fifty crore is also called as a rich person. Similarly a begger who lives in an street is also poor at the
same time a person earning a monthly income of four thousand is also called as poor. Therefore
proper distinction should be made while you make specific reference. Without knowing this proper
distinction if you are communication then there is a communication problem. Overcoming this
problem is based on being aware of the problem and using words precisely. You make statements with
specific quantitative reference , instead of saying he has got first class percentage say that he got 65%
, similarly you can make qualitative reference, instead of saying I agree you can say I strongly agree ,
agree, disagree, strongly disagree. Therefore we should be specific in communicating along with
seeing the reality of the situation. This rule will helps a lot in writing a business letter or report.
1. FACT INFERENCE CONFUSION: There is always a difference between fact and reality. Some
statements involve inference of particular topic but we must always do a reality check of our argument
of inference. People may say we expect the sales record of 80% during next month; similarly
attendance percentage will be only 15% in the weekend. But all these statements are based on
inference of prediction and not by reality. On the other hand we cannot believe these statements all
the time because these are predictions and you must always verify these with facts of reality. Without
checking the probability of correctness this communication leads to fact inference confusion because
your perception may be completely different from reality.
1. THE BLOCKED MIND: This is a state of not accepting extra information or seeing the overall picture
of reality. We always frame certain ideas in our mind based on our beliefs, attitudes, opinions and
values. Based on our narrow ideas we tend to see only the tip of the iceberg or one thought and forget
to see the entire picture. This tendency is known as allness, judging the whole thing with a small part.
Our stereotype of references should not block the other references of a particular topic. Therefore one
should get out of this problem by unblocking the mind. You should be open to receive all the
information, than based on your judgment analysis decide what to accept and which statement to
reject.
1. THE STATIC VIEWPOINT: Static view point is a tendency of just having one idea or information as
static or permanent through out various time dimensions. Few people communicate with same
information throughout every time period. But they fail to notice the information what is true today
may not applicable tomorrow. We must accept as time changes so do our pattern of communication
changes. For example you cannot say that I know to write a letter but I cannot compose an
email. So dont have a fixed pattern of thought, you should always be open and update yourself with
the information as per the changes in time. You must be open in receiving information and updating
it as when the environment demands you.
1. FAILURE TO DISCRIMINATE: When we communicate we speak based on similarity of events. For
example all men are rough and tuff is a statement of similarity but exceptions are there. All teachers
adopt same method of lecture teaching is a similarity statement but exceptions occurring based on
teaching style. Therefore we must not see all communication based on similarity of events rather we
should able to judge the best to worst. You buy dozen of apple but all of them are not in the same
taste. So you cannot say apples are great in taste. You should be able to differentiate based on your
judgment and logic of reality.
1. DECEPTIVE TACTICS: This is a tendency of over emphasizing a statement. That is making or
showing information in an exaggerated manner. Generally people use to hide the facts or give false
statement about a topic of discussion in communication. But the reality of the situation will be
different.
1. INFORMATION OVERLOAD: This is the amount of information one receive. For example your mail
inbox is filled with information and you want to replay as soon as possible, at the same time you
getting a phone call and a customer are waiting to talk to you. Your boss is asking urgent information.
Now all these things in a particular point of time create information overload.
1. WRONG CHOICE OF MEDIUM: Medium is a tool which we use for communicating our ideas. Cell
phone, letters, mail, slide presentation etc. When you select wrong medium for communication it
creates a problem. You cannot ask a bank statement just with a phone call because written document
is authentic.
1. PHYSICAL BARRIERS: Physical barriers include noise, inappropriate timing, and spatial distance.
1. RESTRICTIVE ENVIRONMENT: You want to communicate according to the situation and time. All
communication cannot happen in the same way. Thus you should analyze the audience and the
environment before you communicate. If the environment is not appropriate do not communicate or
adopt a different strategy for communicating.
At the end communication is successful only when the feed back is clear. It is our responsibility as a
communicator to check all these barriers and present a proper communication.
**********************************
STRESS MANAGEMENT
Definition
Stress is a feeling of emotional or physical tension. Emotional stress usually occurs when people consider
situations difficult or unable to manage. Different people consider different situations as stressful.Physical
stress refers to a physical reaction of the body to various triggers. The pain experienced after surgery is an
example of physical stress. Physical stress often leads to emotional stress, and emotional stress often
occurs as physical discomfort (e.g., stomach cramps).
Stress management involves controlling and reducing the tension that occurs in stressful situations by
making emotional and physical changes. The degree of stress and the desire to make the changes will
determine how much change takes place.
ASSESSING STRESS
Attitude: A persons attitude can influence whether or not a situation or emotion is stressful. A person
with a negative attitude will often report more stress than would someone with a positive attitude.
Physical well-being: A poor diet puts the body in a state of physical stress and weakens the immune
system. As a result, the person can be more likely to get infections. A poor diet can mean unhealthy food
choices, not eating enough, or not eating on a normal schedule. This can cause a person to not get enough
nutrients.
This form of physical stress also decreases the ability to deal with emotional stress, because not getting
the right nutrition may affect the way the brain processes information.
Physical activity: Not getting enough physical activity can put the body in a stressful state. Physical
activity has many benefits. A regular physical activity program can help decrease depression, if it exists. It
also improves the feeling of well-being.
Support systems: Most everyone needs someone in their life they can rely on when they are having a hard
time. Having little or no support makes stressful situations even more difficult to deal with.
Relaxation: People with no outside interests, hobbies, or ways to relax may be unable to handle stressful
situations because they have no outlet for their stress.
Positive thinking.
Refocus the negative to be positive.
Make an effort to stop negative thoughts.
Plan some fun. Take a break.
Physical activity:
Start an individualized program of physical activity. Most experts recommend doing 20 minutes of
aerobic activity 3 times per week.
Decide on a specific time, type, frequency, and level of physical activity. Make this dedicated time fit
into your schedule so it can be part of your routine.
Find a buddy to exercise with it is more fun and it will encourage you to stick with your routine.
You do not have to join a gym 20 minutes of brisk walking outdoor will do the trick.
Nutrition:
Plan to eat foods for improved health and well-being. For example, increase the amount of fruits and
vegetables you eat.
Use the food guide pyramid to help select healthy food choices.
Eat an appropriate amount of food at a reasonable schedule.
Social support:
Make an effort to interact socially with people. Even though you feel stressed, you will be glad to have
gone out to meet your friends if only to get your mind off of things.
Reach out to individuals.
Nurture yourself and others.
Relaxation:
Learn about and try using one or more of the many relaxation techniques, such as guided imagery,
listening to music, or practicing yoga or meditation. One or more should work for you.
Take time for personal interests and hobbies.
Listen to ones body.
Take a mini retreat.
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