Friday, December 16, 2016

UNIT 5

NIMRA COLLEGE OF ENGINEERING AND TECHNOLOGY
I MBA :  Managerial Communication and Soft Skills NOTES
DR. SHAIK SHAHEEN TAJ
MBA., MA., M PHIL., PHD.
EMAIL ID : taj.mam@gmail.com
UNIT – 5 :
PRESENTATION SKILLS
 Presentation Skills
This is from www.exforsys.com Presentation Skills Overview A presentation is needed during business meetings, product launchings, job interviews, trainings, as well as in selling products and services. Working professionals will generally be asked to give a presentation in the presence of one or more people. Individuals who are not good at doing presentations should work doubly hard to improve their skills. Giving a presentation is an opportunity to shine but for those who are always nervous, fidgety, and have difficulty expressing their thoughts and ideas, it can also become a barrier to career growth. Our Presentation Skills Training focuses on the key aspects that make up an effective presentation. This training will discuss in detail all the necessary things you need to know in order to deliver an impressive presentation for both big and small audiences. Objectives By the end of this you will be able to: Know the essential qualities that make up good presentation skills Learn how to overcome your fears and anxiety Learn how to plan well prior to giving a presentation Learn how to use visual aids to enhance your presentation Know the strategies and techniques needed to connect with the audience and make a positive first impression Know how to start and end your presentation properly Target Audience People who have just started out on their respective careers can greatly benefit from this training program. This training is also helpful to just about any person who wants to improve their presentation skills for the purpose of being able to hold business presentations effectively.
1. Importance of Presentation Skills Working professionals are required to come up with a presentation during a company or department meeting. If you are a working individual who may be just starting out in your career or who is already at the height of your profession you need to learn the basics of presentation skills and understand its importance.
2. Essential Qualities for Giving Presentation One of the challenges any working individual will probably encounter in the workplace is to give a presentation. Usually the boss will appoint the employee to conduct a presentation of a particular agenda. In a sales-oriented and marketing company the sales representatives will also have to come up with a periodic presentation of their sales report.
3. How to Create Good Atmosphere for Presentation Every presenter aims to deliver a memorable presentation to his audience something that would create an impact on their lives or on their viewpoints. As a presenter you are like the captain of the ship who maneuvers the vessel to the point of destination.
 4. Know Your Audience Speaking before a group of people consists of important elements. One of these key constituents is the audience. In a presentation the listeners are one of the very essential components because they act as the judge to your performance. They also play a big role on the achievement of your presentation goals.
5. How to Make First Impression The first-time experiences are always critical in any situation. In the aspect of delivering a speech or a presentation creating an impressive outcome is as equally important as nailing the objectives. If it is your very first time to ever conduct a presentation in your company making a good first impression should be a primary goal.
6. Presentation Anxiety and Fear Have you ever spoken before a group of people or a crowd Everyone must have had their share of it whether it is in school in your company or in any other situation that calls for a presentation or public speaking. Looking back on the first time you ever spoke to an audience the experience must have been unforgettable and dreadful.
7. Setting Objectives for the Audience In an oral presentation setting objectives is as equally important as attaining them. This should be done at the onset of the preparation stage for your presentation. After choosing a good topic to present or after being provided a topic define first your presentation objectives before going any further with preparing on the other elements.
8. The Power of Words When we engage in an oral presentation especially if the purpose is to persuade and convince your audience we have to make it a point to impress them from start to finish. One of the important elements that should be considered is the use of words and language in a presentation.
9. Creating Effective Visual Aids In an oral presentation the auditory sense of the audience is the fundamental method in getting your message across. However a plain verbal manner of presenting can elicit boredom and slow grasping of ideas. For your audience to understand what you are explaining visuals will reinforce your message.
10. Presentation Planning A fundamental element in a successful presentation is preparation. If you are asked to make a presentation give yourself ample time to organize and plan things out so it will be an impressive result. An effective and successful presentation is a product of carefully planned and well-rehearsed preparation.
11. Presentation Visual Aids People have various ways and styles in learning. There are good listeners those who do well in retaining information and comprehending ideas based on what they heard. Others prefer to have a visual learning approach meaning they need to picture out or envision what they hear so they can easily comprehend.
12. Effective Presentation GUIDE Many of us dread public speaking or giving a presentation because the mere thought of speaking before a group of people is enough to bring about nervousness. However this kind of experience is one good way of building confidence. 13. Handling Question and Answer Sessions The Question and Answer session is part of many presentations. Both the questions and responses are generated by you as the presenter and your audience about the subject given. At certain points in your presentation you ask your audience some questions to check for comprehension of the subject or to elicit ideas from them.
14. Handling Unexpected Events During Presentation We learned that good preparation is a secret ingredient to a successful presentation. But even if you have rehearsed well enough do not expect too much. There may be unguarded moments during your presentation that will paint a flaw in the almost too perfect speech. Yet an effective presenter is ready for any circumstance and possible occurrences.
 15. How to End Your Presentation Gracefully
 The conclusion part is one of the significant and important aspects in a presentation other than the introduction. People remember best the last thing they hear and the last thing you say. In closing a speech or a presentation it should be more than simply closing it or telling the audience that it is over.
 Importance of Presentation Skills
Working professionals are required to come up with a presentation during a company or department meeting. If you are a working individual who may be just starting out in your career or who is already at the height of your profession, you need to learn the basics of presentation skills and understand its importance. Regardless of your position or designation in your office, you should be ready in anything that may be required of you to do such as making a presentation.
Conducting a Presentation
A presentation is like a department or general company meeting. The difference is that in a meeting, someone is designated to preside and every participant gets to brainstorm and discuss on the given agenda while in a presentation, usually only one person facilitates the entire gathering while the rest become mere audience. Though, in most cases, the listeners are free to ask questions about the purpose of the presentation or the ideas presented. In a meeting, the objective is to agree upon a deliberated resolution and action plans from among all members. Also, if a question or comment is raised, everyone is free to voice out their opinions and answers to it.
On the other hand, the aim in a presentation is to convince and persuade the audience on a certain proposal or work depending on the purpose of the presentation. So, if questions are raised from the listeners regarding what is being presented, only the facilitator takes efforts in answering them.
During a presentation, the speaker may utilize various materials in presenting the outline. These materials may be in the form of visual aids, a PowerPoint presentation, audio and visual recordings, illustrations, graphs, and other available resources that would help in carrying out the goal of the presentation.
Purpose of a Presentation: In a corporate setting, there are various reasons for doing a presentation. The most common is when your boss assigns you a certain project or task which you need to demonstrate to the department or even the entire organization. Sometimes, a company requires its members to present a monthly, quarterly, or annual business review. Usually in a sales or marketing company, this kind of presentation discusses a summary report of the total sales of the employees for the given period. Also, some employees who have a certain proposal to the management need to call a gathering or meeting to present the plans. Even in a hiring process, some organizations require a demo for the qualifying applicants of a specific position. This is an example of a simple presentation. Members of the training department of a company also do a lot of presentation since facilitating training is already a presentation in itself. From the given reasons and examples, the very purpose of a presentation is to talk the audience into agreeing with its objectives from your very own efforts and skills in conducting it. What is the Essence of Good Presentation Skills? Why do professionals need to know the importance of making a good presentation? Basically, it defines your character as a mature professional. Anyone who understands the basics of presentation skills and knows how to put it into proper application is a good indication of a potential company asset. It is not easy to be speaking before a group of professionals. This also explains why presentation skill is important. A good level of confidence is boosted on the person. Once you acquire even the basics of it, you start to feel more confident and positive. In the long run, you will realize that your work personality will also improve. Moreover, your work colleagues will look up to you as a model. You will not just create an impression in the company; you will also gain the trust of the organization as a whole. Always remember that conducting a presentation in your organization is not merely an obligation; it is a talent and a skill. You should not just perceive a presentation to be a typical company practice because this characterizes you as a true professional. You carry the skill with you in whatever career path you take and it is one of the skills that will take you one step up the ladder of success in the aspect of your career.
Ten Uses of PowerPoint Presentations
Academic: 1. Classroom Teaching: Power Point presentations help in improving the quality and impact of classroom teaching. The presentations can be made interesting and exhaustive, with supporting information to be accessed only if required.
2. Subject Tutorials: It is good for online and offline tutorials on wide range of subjects, user age groups and types.
3. Seminars: It is handy for students to make their presentations on assignments.
4. Meetings and Consultations: Decision makers can use Power Point for meetings and discussions to keep the focus on core issues.
5. Conferences: This is a popular use. Usually academicians use power point as it easy to present as well as print and distribute handouts or publish online, as per requirement. Professionals & Business
6. Sales & Marketing: Power Point presentations are quick to prepare and can be structured for use such that the same presentation can be used for a specific target audience by selecting specific slides.
7. Events and Trade Shows: It is good to use in trade shows and events as it can be run by first timers or not so computer savvy exhibition support teams.
8. Corporate meetings: Ideal for the busy corporate for focused presentations with statistical information presented using graphics to facilitate easy comprehension and avoid monotony of too many numbers.
9. Corporate training and conferences: Widely used by trainers as well as corporate for conferences, workshops and training sessions. Public
 10. Information Kiosks*: Power point is a good tool for presenting layout and other information at public places like museums, exhibitions, libraries, transit terminals etc. It can be made interactive for the public to view, learn and proceed. *kiosk: a small building where things such as sweets, drinks or newspapers are sold through an open window: a station kiosk
MEDIA OF MASS COMMUNICATION Mass communication is communication from many to many. The messages are prepared by teams ( as in newspapers, radio, TV, Cinema) and reach a large number of people all over the world. The distance between the sender and the audience is very massive.
Modes of Mass Communication:
1. Newspapers/Magazines
2. Notice board
3. Hoardings and bill boards
4. Radio
5. Television
6. Film
7. Internet
 Newspapers and Magazines:  Newspapers and magazines are the most common means of mass communication. These media of mass communication are used by business houses for inviting tenders, for recruitment information and other public notices and advertisements. 35 Media and Modes of Communication
Notice Board: Notice board and bulletin board are media for public communication within the organization. A notice board is placed at a location where it can be seen by persons for whom it is meant. Notice Boards need care and attention. They must be attractively laid out. Overlapping and overcrowded Notice Boards give a very poor appearance and make it very difficult to read. An up to date notice board, which is neatly laid out gives a good impression about the organsiation.
Hoardings and Bill Boards: These are meant for mass communication like advertisements. They are used for displaying posters conveying simple ideas. They usually have a short message in large letters and also include pictures. Location of the boards is important; they are usually placed high up and can be seen from a distance. Most recently, hoardings made up of flex are commonly used. They are lighted up at night and make the roads look more attractive.
Radio: The radio is a medium of mass oral communication. News, notices, advertisements and entertainment programmes are transmitted to the general public by radio. Like other means of mass media, it allows only one way communication. Radio was mostly a tool of communication for rural areas; but recently, with the renewal of FM and bands like Radio Mirchi, Red FM, etc, it has once again become popular in cities.
 Television: Television is a powerful medium of communication. It is the audio visual medium. Its ability to transmit live events as they are going on makes it the most powerful medium for mass communication. With teleconferencing, television can transmit things happening at more than one place at once. A news reader in Mumbai can take the audience to a view of what is happening in Australia or hold a live discussion with a reporter in New Zealand. With the advent of Cable TV and a variety of channels at the disposal of the viewer, TV, known as the Small Screen, has become the most utilized channel for advertisement, news and entertainment.
Film: Film is also a very powerful medium of communication. It is the audio visual medium which combines all possible forms: written, oral, non verbal, visual or auditory. A film can be shown in the Cinema theatre or projected on a small screen in a room with a film projector or transmitted through Television. It can also be viewed on computer monitor through CD or internet. The film is a highly versatile medium and can be used for many purposes and adapted to different conditions. This is one medium through which even the uneducated public can be influenced.
Internet: This is the most recent of all the Mediums and is most popularly used in today's globalised scenario. Though, its use is still limited to the educated and computer friendly class of people. The website addresses to be visited are publicized through other media like magazines and newspapers. Internet is still in the process of being most widely used and a media for mass communication.
Presentation Skills: This is from www.exforsys.com Presentation Skills Overview A presentation is needed during business meetings, product launchings, job interviews, trainings, as well as in selling products and services. Working professionals will generally be asked to give a presentation in the presence of one or more people. Individuals who are not good at doing presentations should work doubly hard to improve their skills. Giving a presentation is an opportunity to shine but for those who are always nervous, fidgety, and have difficulty expressing their thoughts and ideas, it can also become a barrier to career growth. Our Presentation Skills Training focuses on the key aspects that make up an effective presentation. This training will discuss in detail all the necessary things you need to know in order to deliver an impressive presentation for both big and small audiences. Objectives By the end of this you will be able to: Know the essential qualities that make up good presentation skills Learn how to overcome your fears and anxiety Learn how to plan well prior to giving a presentation Learn how to use visual aids to enhance your presentation Know the strategies and techniques needed to connect with the audience and make a positive first impression Know how to start and end your presentation properly Target Audience People who have just started out on their respective careers can greatly benefit from this training program. This training is also helpful to just about any person who wants to improve their presentation skills for the purpose of being able to hold business presentations effectively.
1. Importance of Presentation Skills: Working professionals are required to come up with a presentation during a company or department meeting. If you are a working individual who may be just starting out in your career or who is already at the height of your profession you need to learn the basics of presentation skills and understand its importance.
2. Essential Qualities for Giving Presentation: One of the challenges any working individual will probably encounter in the workplace is to give a presentation. Usually the boss will appoint the employee to conduct a presentation of a particular agenda. In a sales-oriented and marketing company the sales representatives will also have to come up with a periodic presentation of their sales report.
3. How to Create Good Atmosphere for Presentation: Every presenter aims to deliver a memorable presentation to his audience something that would create an impact on their lives or on their viewpoints. As a presenter you are like the captain of the ship who maneuvers the vessel to the point of destination.
4. Know Your Audience: Speaking before a group of people consists of important elements. One of these key constituents is the audience. In a presentation the listeners are one of the very essential components because they act as the judge to your performance. They also play a big role on the achievement of your presentation goals.
5. How to Make First Impression: The first-time experiences are always critical in any situation. In the aspect of delivering a speech or a presentation creating an impressive outcome is as equally important as nailing the objectives. If it is your very first time to ever conduct a presentation in your company making a good first impression should be a primary goal.
6. Presentation Anxiety and Fear: Have you ever spoken before a group of people or a crowd Everyone must have had their share of it whether it is in school in your company or in any other situation that calls for a presentation or public speaking. Looking back on the first time you ever spoke to an audience the experience must have been unforgettable and dreadful.
7. Setting Objectives for the Audience: In an oral presentation setting objectives is as equally important as attaining them. This should be done at the onset of the preparation stage for your presentation. After choosing a good topic to present or after being provided a topic define first your presentation objectives before going any further with preparing on the other elements.
8. The Power of Words: When we engage in an oral presentation especially if the purpose is to persuade and convince your audience we have to make it a point to impress them from start to finish. One of the important elements that should be considered is the use of words and language in a presentation.
9. Creating Effective Visual Aids: In an oral presentation the auditory sense of the audience is the fundamental method in getting your message across. However a plain verbal manner of presenting can elicit boredom and slow grasping of ideas. For your audience to understand what you are explaining visuals will reinforce your message.
10. Presentation Planning: A fundamental element in a successful presentation is preparation. If you are asked to make a presentation give yourself ample time to organize and plan things out so it will be an impressive result. An effective and successful presentation is a product of carefully planned and well-rehearsed preparation.
11. Presentation Visual Aids: People have various ways and styles in learning. There are good listeners those who do well in retaining information and comprehending ideas based on what they heard. Others prefer to have a visual learning approach meaning they need to picture out or envision what they hear so they can easily comprehend.
12. Effective Presentation GUIDE: Many of us dread public speaking or giving a presentation because the mere thought of speaking before a group of people is enough to bring about nervousness. However this kind of experience is one good way of building confidence.
13. Handling Question and Answer Sessions: The Question and Answer session is part of many presentations. Both the questions and responses are generated by you as the presenter and your audience about the subject given. At certain points in your presentation you ask your audience some questions to check for comprehension of the subject or to elicit ideas from them.
14. Handling Unexpected Events During Presentation: We learned that good preparation is a secret ingredient to a successful presentation. But even if you have rehearsed well enough do not expect too much. There may be unguarded moments during your presentation that will paint a flaw in the almost too perfect speech. Yet an effective presenter is ready for any circumstance and possible occurrences.
15. How to End Your Presentation Gracefully: The conclusion part is one of the significant and important aspects in a presentation other than the introduction. People remember best the last thing they hear and the last thing you say. In closing a speech or a presentation it should be more than simply closing it or telling the audience that it is over.
Importance of Presentation Skills: Working professionals are required to come up with a presentation during a company or department meeting. If you are a working individual who may be just starting out in your career or who is already at the height of your profession, you need to learn the basics of presentation skills and understand its importance. Regardless of your position or designation in your office, you should be ready in anything that may be required of you to do such as making a presentation. Conducting a Presentation A presentation is like a department or general company meeting. The difference is that in a meeting, someone is designated to preside and every participant gets to brainstorm and discuss on the given agenda while in a presentation, usually only one person facilitates the entire gathering while the rest become mere audience. Though, in most cases, the listeners are free to ask questions about the purpose of the presentation or the ideas presented. In a meeting, the objective is to agree upon a deliberated resolution and action plans from among all members. Also, if a question or comment is raised, everyone is free to voice out their opinions and answers to it. On the other hand, the aim in a presentation is to convince and persuade the audience on a certain proposal or work depending on the purpose of the presentation. So, if questions are raised from the listeners regarding what is being presented, only the facilitator takes efforts in answering them. During a presentation, the speaker may utilize various materials in presenting the outline. These materials may be in the form of visual aids, a PowerPoint presentation, audio and visual recordings, illustrations, graphs, and other available resources that would help in carrying out the goal of the presentation. Purpose of a Presentation In a corporate setting, there are various reasons for doing a presentation. The most common is when your boss assigns you a certain project or task which you need to demonstrate to the department or even the entire organization. Sometimes, a company requires its members to present a monthly, quarterly, or annual business review. Usually in a sales or marketing company, this kind of presentation discusses a summary report of the total sales of the employees for the given period. Also, some employees who have a certain proposal to the management need to call a gathering or meeting to present the plans. Even in a hiring process, some organizations require a demo for the qualifying applicants of a specific position. This is an example of a simple presentation. Members of the training department of a company also do a lot of presentation since facilitating training is already a presentation in itself. From the given reasons and examples, the very purpose of a presentation is to talk the audience into agreeing with its objectives from your very own efforts and skills in conducting it. What is the Essence of Good Presentation Skills? Why do professionals need to know the importance of making a good presentation? Basically, it defines your character as a mature professional. Anyone who understands the basics of presentation skills and knows how to put it into proper application is a good indication of a potential company asset. It is not easy to be speaking before a group of professionals. This also explains why presentation skill is important. A good level of confidence is boosted on the person. Once you acquire even the basics of it, you start to feel more confident and positive. In the long run, you will realize that your work personality will also improve. Moreover, your work colleagues will look up to you as a model. You will not just create an impression in the company; you will also gain the trust of the organization as a whole. Always remember that conducting a presentation in your organization is not merely an obligation; it is a talent and a skill. You should not just perceive a presentation to be a typical company practice because this characterizes you as a true professional. You carry the skill with you in whatever career path you take and it is one of the skills that will take you one step up the ladder of success in the aspect of your career.
Ten Uses of Power Point Presentations Academic:
1. Classroom Teaching: Power Point presentations help in improving the quality and impact of classroom teaching. The presentations can be made interesting and exhaustive, with supporting information to be accessed only if required.
2. Subject Tutorials: It is good for online and offline tutorials on wide range of subjects, user age groups and types.
3. Seminars: It is handy for students to make their presentations on assignments.
4. Meetings and Consultations: Decision makers can use Power Point for meetings and discussions to keep the focus on core issues.
5. Conferences: This is a popular use. Usually academicians use power point as it easy to present as well as print and distribute handouts or publish online, as per requirement. Professionals & Business
6. Sales & Marketing: Power Point presentations are quick to prepare and can be structured for use such that the same presentation can be used for a specific target audience by selecting specific slides.
7. Events and Trade Shows: It is good to use in trade shows and events as it can be run by first timers or not so computer savvy exhibition support teams.
8. Corporate meetings: Ideal for the busy corporate for focused presentations with statistical information presented using graphics to facilitate easy comprehension and avoid monotony of too many numbers.
9. Corporate training and conferences: Widely used by trainers as well as corporate for conferences, workshops and training sessions. Public
10. Information Kiosks*: Power point is a good tool for presenting layout and other information at public places like museums, exhibitions, libraries, transit terminals etc. It can be made interactive for the public to view, learn and proceed. *kiosk: a small building where things such as sweets, drinks or newspapers are sold through an open window: a station kiosk

Presentation Planning Checklist
This presentation checklist will help you deliver successful presentation. This is adapted in part from Business Communications: A Cultural and Strategic Approach by Michael J. Rouse and Sandra Rouse.

Presentation:
• Does your introduction grab participant’s attention and explain your objectives?
• Do you follow this by clearly defining the points of the presentation?
• Are these main points in logical sequence?
• Do these flow well?
• Do the main points need support from visual aids?
• Does your closing summarize the presentation clearly and concisely?
• Is the conclusion strong?
• Have your tied the conclusion to the introduction?

Delivery:
• Are you knowledgeable about the topic covered in your presentation?
• Do you have your notes in order?
• Where and how will you present (indoors, outdoors, standing, sitting, etc.)?
• Have you visited the presentation site?
• Have you checked your visual aids to ensure they are working and you know how to use them?

Appearance:
• Make sure you are dressed and groomed appropriately and in keeping with the audience’s expectations.
• Practice your speech standing (or sitting, if applicable), paying close attention to your body language, even your posture, both of which will be assessed by the audience.

Visual Aids:
• Are the visual aids easy to read and easy to understand?
• Are they tied into the points you are trying to communicate?
• Can they be easily seen from all areas of the room?


INTERVIEW

Interviews are goal oriented. The objective of an interview is to gather details and information of the interviewee. Later the interviewer makes an assessment, appraisal about the suitability of the candidate for the post. Oxford Dictionary gives many descriptions about interview. It is a formal meeting at which somebody is asked questions to see if they are suitable for a particular job, or a course of study of a college, University etc. interviews have become an integrate part of social and business life. Interviews may be Public or Private, Formal or Informal, Social or Business, Personal or Telephonic and Career related.

Promotion Interview:
Interviews conducted by organizations for their own eligible employees for higher position is called Promotion Interview. Even in this interview, the candidates have to pass through several preliminary stages. They should have the minimum experience and also educational qualifications for the job vacancy. They should write a test and obtain the qualifying marks. There may be group discussions, medical tests, stress, etc. The candidates attending this interview should aim at scoring over competitors. They should approach the interview fully prepared and with the required seriousness. These interviews are conducted in-house hence are relatively less formal. But the candidate here, should not exhibit any undue familiarity with the interviewers. The candidates should be sincere ad truthful and should impress the officers. They are selected on the basis of their suitability, performance ad potential.

Exit Interview:
Exit interviews are conducted for those employees who are resigning or even retiring. They provide authentic and forthright feedback on the organizational culture, policies and practices, in order to bring about improvements. Specific and well thought out formats are designed to gather personal details, service and experience, reasons for leaving the job, comments on work atmosphere, policies and practices, and suggestions for improvement. Senior officer, executive or branch in charge conducts exit interview in a cordial manner. There should be no personal biases and a negative approach. The report is given to the appropriate authority within the organization for further organization.


Reprimand Interview:
A reprimand interview is conducted to express rebuke or disapproval. This interview is done in private. The erring employees or misbehaving persons are called by the superior or person in authority and advised to mend his behavior. In an organizational context, a reprimand interview would be appropriate in dealing with absentees, insubordination, inter-personal problems, poor performance and other such deficiencies. The objective is to ensure correction in behavior, attitude and performance.

Grievance Interview:
A grievance interview relates to face to face talk, where the aggrieved person gets an opportunity to meet a person in authority to share the distress and seek remedial action. The organization shows that it cares for the feeling of the employees, or customers by providing them such an opportunity. The interviewer uses placating skills to assuage hurt feelings, clear misconceptions and gather all the relevant facts. The skill of the interviewer lies in ensuring that at the end of the interview, the aggrieved person feels satisfied.

Stress Interview:
Stress interviews are conducted to assess the stress bearing capacity of the interviewee. Some of the examples where stress interview is necessary are, Security forces dealing with border evens, Police personnel responding to violent mobs are arson, industrial relations personnel in organizations dealing with militant unions, etc. Restraint, tact, temperamental strength, reasoning, level-headed approach and ability to withstand the aggressive posture and qualities assessed through such interviews.

Orientation interview:
Orientation interview focuses on the new entrant or a person new to the organization. It helps in acquainting that person with the prevailing situation or environment. The candidate is oriented towards the organization in a cordial manner. Orientation interviews are conducted after the selection interview. It is by way of appraisal or education, rather than assessment or evaluation. Apart from providing oral inputs during the interview, the interviewer may also provide relevant literature to the interviewer to facilitate smooth and quick orientation.

Job Interview:
Job interview constitutes a very vital aspect of the job selection process in any organization. Many times written tests and group discussions carry their own weightage but the performance of the candidate at the job interview makes the final selection. The preparation for any interview should start well in advance with the candidate collecting as much information as possible about the organization and the job profile. The candidate should anticipate and prepare for various types of questions that are likely to be asked by the interview panel. The candidate should avoid getting worked up about the interview. Keeping cool minded helps in being attentive and in responding effectively. Reaching the venue in time is very important. It helps the candidate to become familiar with the surroundings and avoid any kind of rushing and related apprehensions.

In any interview along with knowledge, appearance, body language and temperament of the candidate too play an important role. Proper dressing creates a positive impression. It adds to self confidence. Right posture, alert look, firm handshake, clear voice and other such aspects make a big difference. The candidate should build a rapport with the interview panel by looking confident, smiling, greeting, firm handshakes, proper mannerisms and responses. Questions should be answered confidently and truthfully avoiding long pauses.

The candidate should not offend the interviewer. The candidate should not brag. The candidate should avoid mouthing and pompous or boastful statements. He/She should not find favor with the interviewers. They should not over-state their achievements. They should not miss the right opportunity to mention their high points. Interviewer’s perspective is to be looked at. , understand the human dimension. The interviewers too are mixed lot of persons. The candidate should put himself in their shoes. One has to be distinctive, get notices and create an impression.

Telephonic Interview

The telephone is one of the most commonly used means of oral communication. It plays a vital role in today’s competitive business world. It is used to place and take orders, to exchange urgently needed information, to make appointments, to establish valuable business contacts, and numerous other things.

In a telephonic interview, the interviewer can only hear the candidate and cannot see the person. Good listening, clear accent, speaking slowly and intelligibly and good telephone manners would be particularly relevant.

Interviewer
Like the interviewee, the interviewer too must follow some basic rules. He should be well informed. He should do some homework and come prepared. He should understand the requirement of the particular role. He should put the candidate at ease. He should focus on testing the knowledge of the candidate not his ignorance. He should build up adequate stock of relevant questions and should develop good listening skills. In order to do justice to the interview process, the interviewers should talk to each other and finalize the selection of the suitable candidate. The interview panel has a significant role in ensuring that the entire process is completed with seriousness and dignity. The panel should be fair and merit should prevail.


UNIT 4



NIMRA COLLEGE OF ENGINEERING AND TECHNOLOGY
I MBA :  Managerial Communication and Soft Skills NOTES
DR. SHAIK SHAHEEN TAJ
MBA., MA., M PHIL., PHD.
EMAIL ID : taj.mam@gmail.com

Meaning of Business Correspondence
Communication through exchange of letters is known as correspondence. We communicate our feelings, thoughts etc. to our friends and relatives through letters that may be called personal correspondence. A Businessman also writes and receives letters in his day to-day transactions, which may be called business correspondence. Business correspondence or business letter is a written communication between two parties. Businessmen may write letters to supplier of goods and also receive letters Business Studies 156 from the suppliers. Customers may write letters to businessmen seeking information about availability of goods, price, quality, sample etc. or place order for purchase of goods. Thus, business letters may be defined as a media or means through which views are expressed and ideas or information is communicated in writing in the process of business activities.
Importance of Business Correspondence
Now-a-days business operations are not restricted to any locality, state or nation. Today production takes place in one area but consumption takes place everywhere. Since the businessmen as well as customers live in far off places they don’t have sufficient time to contact each other personally. Thus, there arises the need for writing letters. In the past the situation was not so. Business letters were not essential in olden days. But now the importance of letters has increased because of vast expansion of business, increase in demand as well as supply of goods.
Let us learn about the importance of business letters.
i)                    Help in maintaining proper relationship Now-a-days business activities are not confined to any one area or locality. The businessmen as well as customers are scattered throughout the country. Thus, there is a need to maintain proper relationship among them by using appropriate means of communication. Here business letters play an important role. The customers can write letters to the businessman seeking information about products and businessmen also supply various information to customers. This helps them to carry on business on national and international basis.
ii)                   Inexpensive and convenient mode Though there are other modes of communication like telephone, telex, fax, etc. but business information can be provided and obtained economically and conveniently through letters.
iii)                Create and maintain goodwill Sometimes business letters are written to create and enhance goodwill. Businessmen at times send letters to enquire about complaints and suggestions of their customers. They also send letters to inform the customers about the availability of a new product, clearance sale etc. All this results in cordial relations with the customers, which enhances the goodwill of the business.
iv)                Serves as evidence We cannot expect a trader to memorise all facts and figures in a conversation that normally takes place among businessmen. Through letters, he can keep a record of all facts. Thus, letters can serve as evidence in case of dispute between two parties.
v)                  Help in expansion of business Business requires information regarding competing products, prevailing prices, promotion, market activities, etc. If the trader has to run from place to place to get information, he will end up doing nothing. It will simply result in loss of time. But through business letters, he can make all enquiries about the products and the markets. He can also receive orders from different countries and, thus enhance sales.



Format of a Business Letter
 Tel.                             Name of the firm                    E-mail:                                    
Fax.                               Postal Address                      Website:
Ref.                                                                                                     Dated:
To                                                        Name and address of the person to whom letter is sent Subject:
Salutation, _______________________________________________________________
Opening part_____________________________________________________ ________________________________________________________.  ____________________________________________________________________
Main part ___________________________________________________________ ________________________________________________________. ____________________________________________________________________
Concluding part ______________________________________________________ _______________________________________________________.
Complementary close
                                                                                                                                           Signature
                                                                                                                                                  (name)
 Designation

Enclosures
 CC                                                                                                                                                             
PS

Parts of a Business Letter
The essential parts of a business letter are as follows:
1. Heading -The heading of a business letter usually contains the name and postal address of the business, E-mail address, Web-site address, Telephone Number, Fax Number, Trade Mark or logo of the business (if any)
2. Date - The date is normally written on the right hand side corner after the heading as the day, month and years. Some examples are 28th Feb., 2003 or Feb. 28, 2003.
3. Reference- It indicates letter number and the department from where the letter is being sent and the year. It helps in future reference. This reference number is given on the left hand corner after the heading. For example, we can write reference number as AB/FADept./2003/27.
Different parts of a business letter-
1. Heading
2. Date
3. Reference
4. Inside Address
5. Subject
6. Salutation
 7. Body of the letter
 8. Complimentary close
9. Signature
10. Enclosures
11. Copy Circulation
12. Post Script

 4. Inside address - This includes the name and full address of the person or the firm to whom the letter is to be sent. This is written on the left hand side of the sheet below the reference number. Letters should be addressed to the responsible head e.g., the Secretary, the Principal, the Chairman, the Manager etc. Example: M/S Bharat Fans Bharat Complex Hyderabad Industrial Complex Hyderabad Andhra Pradesh - 500032 The Chief Manager, State Bank of India Utkal University Campus Bhubaneswar, Orissa- 751007
5. Subject - It is a statement in brief, that indicates the matter to which the letter relates. It attracts the attention of the receiver immediately and helps him to know quickly what the letter is about. For example, Subject: Your order No. C317/8 dated 12th March 2003. Subject: Enquiry about Samsung television Subject: Fire Insurance policy
 6. Salutation - This is placed below the inside address. It is usually followed by a comma (,). Various forms of salutation are: Sir/Madam: For official and formal correspondence Dear Sir/Madam: For addressing an individual Dear Sirs/Dear Madam: For addressing a firm or company.
7. Body of the letter- This comes after salutation. This is the main part of the letter and it contains the actual message of the sender. It is divided into three parts.
 (a) Opening part - It is the introductory part of the letter. In this part, attention of the reader should be drawn to the previous correspondence, if any. For example with reference to your letter no. 326 dated. 12th March 2003, I would like to draw your attention towards the new brand of television.
 (b) Main part - This part usually contains the subject matter of the letter. It should be precise and written in clear words.
 (c) Concluding Part - It contains a statement the of sender’s intentions, hopes or expectations concerning the next step to be taken.
Further, the sender should always look forward to getting a positive response. At the end, terms like Thanking you, With regards, With warm regards may be used.
8. Complimentary close - It is merely a polite way of ending a letter. It must be in accordance with the salutation. For example: Salutation Complementary close i. Dear Sir/Dear Madam Yours faithfully ii. Dear Mr. Raj Yours sincerely iii. My Dear Akbar Yours very sincerely (express very informal relations.)
9. Signature - It is written in ink, immediately below the complimentary close. As far as possible, the signature should be legible. The name of the writer should be typed immediately below the signature. The designation is given below the typed name. Where no letterhead is in use, the name of the company too could be included below the designation of the writer. For example: Yours faithfully For M/S Acron Electricals (Signature) SUNIL KUMAR Partner
10. Enclosures - This is required when some documents like cheque, draft, bills, receipts, lists, invoices etc. are attached with the letter. These enclosures are listed one by one in serial numbers. For example : Encl : (i) The list of goods received (ii) A cheque for Rs. One Thousand dtt. Feb. 27,2003 (Cheque No........) towards payment for goods supplied.
 11. Copy circulation - This is required when copies of the letter are also sent to persons apart of the addressee. It is denoted as C.C. For example, C.C. i. The Chairman, Electric Supply Corporation ii. The Director, Electric Supply Corporation iii. The Secretary, Electric Supply Corporation
12. Post script - This is required when the writer wants to add something, which is not included in the body of the letter. It is expressed as P.S. For example, P.S. - In our offer, we provide two years warranty.
Advantages of the Telephone:       

1. It saves time. It enables a person to have instantaneous communication.
It makes it possible to get immediate feedback.
2. Subtle modulations of voice make telephone communication more effective
3. The telephone acts as a kind of equalizer by minimizing such influences as stem from personal appearance or the appearance of the office.
4. These days tele-banking and tele-contact services are gaining popularity. Tele—marketing and making sales calls on the telephone are becoming popular, especially in metro centers.

Disadvantages of the Telephone:

1. Frustration is caused by telephone tag. Answering machine is found instead of the concerned person.
2. Communication is dependent entirely on voices. No facial expressions and gestures are used to establish rapport.
3. If wrong numbers are contacted time as well as money is wasted. Moreover wrong numbers put the called in a bad humor.
4. The message cannot be studied again and again by the receiver. Hence there are greater chances of missing or misinterpreting something.

Effective use of the Telephone:

1. Speak politely, confidently and in a positive and friendly tone.
2. Have a message pad, pen, telephone directory and an appointment book near at hand.
3. While talking, hold the mouthpiece one inch away from the lips and the earpiece close to the ears.
4. Avoid mumbling, running words together or talking through the nose or teeth.
5. Don’t shout or don’t speak too low.
6. Don’t spend time in idle talk.
7. Treat every call as an important call. Make the caller feel that he is being given personal attention.
8. Introduce the company, the department and even yourself when you pick up the receiver.
9. Say a pleasant ‘Good Morning” or ‘Good Evening”.
10. Listen carefully, without interrupting the caller.


Guidelines when making a call:

1. Prepare mentally before dialling the number. Note down important points on a piece of paper.
2. Dial the correct number carefully.
3. Before speaking to the receiver be sure that you have got the right person on the line.
4. Make your identity clearly known to the person at the other end.
5. Speak clearly and precisely.
6. Deliver all the details of the message and see that the message has been clearly and completely understood.
7. When the conversation is over, put the receiver back gently.


Use of Technology in Business Communication:
Conventional Modes Media which have been in use for a long time and depend on traditional carriers are called conventional modes. These include the following mediums:
1. Postal mail
 2. Courier
3. Hand Delivery
 4. Telegraph
5. Telex Mail
 Postal mail: The postal service uses rail, road and air transport, and is usually a government-owned network with links with all other countries. Various types of mail services are available: Ordinary Mail, Registered Mail which may include A.D. (Acknowledgement Due), Quick Mail Service (QMS), Express Delivery, Under Certificate of Posting. Speed post a special service offered by the post office, it ensures delivery of letters and parcels on the same day with in the city, with 24 hours to certain cities in the country and with in 48 hours to cities in other countries. This service is not available in all cities. The post office now offers electronic media for new services like hybrid mail in some cities.
Courier: Courier services are private; they collect and deliver packets door -to -door at any time during the day. Though the cost is high, this is a very quick service for the delivery of letters and parcels. Courier services are limited to the cities where they maintain their network. Their door -to -door service is a great advantage. Courier companies are recognized as commercial companies. Courier services are the modernized, sophisticated form of the messenger or runner of the old days before the postal service. Hand Delivery Written messages and documents and parcels can be delivered within the city by an organization's delivery boys. The effectiveness and speed of this method depends on the organization's own system of messengers. It requires a number of employees for out door work, and may be expensive; but it ensures prompt delivery is necessary for the record, as the messenger can bring back a signed copy, or an official receipt or a signature in the sender's peon book.
Telegraph: Telegraph is government -owned network in most countries; it has links with all other countries. It works by transmitting sounds in the Morse code. Telegrams can be sent 'ordinary' or 'express'. There is also facility for reply -paid telegrams; you can send a 27 Media and Modes of Communication telegram and pay for the other party's reply telegram at your telegraph office. This facility is used to impress upon the receiver that immediate reply is expected. The telegraph office registers special telegraphic addresses for companies, on application. This address is only one word; the only addition needed is the pin code number. Organizations which receive and send a large number of telegrams thus save expenditure for themselves and their correspondents. The telegraphic address can also be used as signature of the organization in telegrams. A telegram is used for external communication for contacting customers, suppliers, traveling salesmen, branches, office etc. A telegram gives an impression of urgency, and therefore gets immediate response. It is used when there is an urgent message to be conveyed or urgent action is required. This medium's importance has been substantially reduced by fax and mobile phones in large cities, but it has an excellent network which reaches even remote parts of country where the modern media have not yet reached. Hence, it will continue to be used for a long time.
Telex: Telex (short form of Teleprinter Exchange) is a world -wide teletype service providing instantaneous communication through a direct dial Teleprinter -to -teleprinter system. Messages can be sent and received 24 hours a day. The system of direct dial teleprinter exchange was introduced in 1958; within ten years it had more than 25,000 subscribers. It enabled subscribers to send message and data directly to each other. Telex connection is got through the Post Office; each subscriber has an identification code for connection. The teleprinter has a key board for typing message and a transmitter/receiver for sending and receiving messages. The machine is fitted with a roll of a paper, and message can be type out continuously. When a message is type on the sender's machine, the same message gets typed at the same time on the receiver's machine also. The advantage of this machine is that it automatically types out received message even if the machine is not attended; the sender and the receiver can carry on a two-way "dialogue" by typing out in turn. Telex messages are paid for on the basis of the time taken from transmission and the distance; the charge begins as soon as the connection is made. Telex users have developed a language of contractions and abbreviations for saving time. Telex has an excellent international network and installation of good machines in good working condition. Recent developments have made it possible to use a computer instead of a teleprinter for transmission of telex. As technologies coverage, the of teleprinters may become outdated.As telex connects the two communicates in real time, it is not subject to problems like viruses. It is used mainly by organizations like railways, ports, stock exchange, banks etc. which need constant international communication. Telex messages are relayed on a screen in newspaper office, share markets, air ports, railway stations and places where moment - to-moment information has to be conveyed to many people.
Electronic Modes: These are media which transmit signals instantly from any source to any destination in the world by modern electronic technology.
1. Telephone
2. Intercom
3. Cell Phone
4. Fax
5. e-Mail
6. e-Conferencing
7. Tele-Conferencing
8. Internet
9. Computer Networks - LAN, WAN, MAN
Telephone: This form of electronic communication has been around for nearly a century. It is the most useful and universal medium of oral communication with a person who is not present at the same place as the sender. The telephone instrument has evolved, over the years, into very sophisticated forms with many new facilities. STD (Subscriber Trunk Dialling) allows a user to make call to a number in another city directly, without having to call the operator at the telephone exchange. This service is available to almost all cities in the country. Every city has code number which you dial before dialing the personal telephone number. The code number for Mumbai is 022. ISD (International Subscriber Dialling) allows the user to call a number to any of the major cities of the world, without calling the operator at the telephone exchange. Every country has an international code number which you dial before dialling the required city code and personal telephone number. The code for India is 091. STD and ISD facilities can be locked with a number code on telephones attached to electronic exchanges. On other telephones, you may have to pay a fee and/or deposit to get the facilities activated. These facilities have made the telephone an instrument for instant communication to any part of the world. Technological advancement has made the telephone instrument so sophisticated that it is able to provide a number of services. An answering machine can take a message if you cannot answer it. Caller identity device attached to the telephone can show the number from which the incoming call is being made. 29 Media and Modes of Communication
Intercom: The intercom is an internal telephone system which allows communication between persons in different parts of a building. It eliminates the need for visiting another part of the office and the need for a peon to carry written notes and messages. Information can be passed quickly from one person to another in the office. Some intercom instruments have facility to broadcast messages to the entire office over all the internal lines or a particular location on one line.
Cellular Phone: The cellular phone is based on a combination of the old radio technology and emerging telecommunication technology. Cellular or mobile phones have some of the characteristics of the home phones but there are several differences. There are some boundaries to cellular coverage outside metropolitan areas and away from major highways. Air times is charged by the minute on calls made from and received by the cellular phone; a fraction of a minute is rounded off to the next higher minute. Calls made are charged from the time the "send" button is pressed. When a cellular call is placed, a radio signal travels from the phone to a receiver/transmitter within a cell. A cell is a geographic area ranging from less than a quarter mile to 20 miles in diameter, and contains a fixed radio signal receiver/transmitter. The size of a cell depends on the population and the terrain. As a person making or receiving a cell with a cellular phone move from one cell to another, the call is automatically passed from one cell to the other. A receiver/transmitter within the cell relays the call to a mobile transmitter switching office (MTSO) using the home telephone lines. The MTSO is connected to the local telephone company which routes the call to the destination. The call process takes less than half a second. Cellular phone instruments have facilities for storage of numbers, record of missed calls (calls which were not answered), for receiving text messages, and for receiving information give by the network about the weather, about conditions on the road, and other vital news needed while traveling. The mobile has freed many managers from the confines of their offices as they can be in touch with the office from wherever they are. It has become possible to contact persons who are traveling or are out in the open. A manager talking business on his mobile while relaxing on a beach may be a depressing sight, but then, he might not have been relaxing on the beach at all but for the mobile, which allows him to stay in touch.
Fax: The facsimile machine is a device for transmitting copies of printed images over telephone lines. The machine is connected to the telephone through a modem (modulator - demodulator). The sender has to dial the receiver's fax number, insert the documents into the machine and press the start button. The receiving machine decrypts the signals and uses its in -built printer to produce an exact photocopy of the original page. The cost of the printout is borne by the receiver. Fax permits quick exchange of information and documents between offices and organization and individuals. Important decisions and instructions can be quickly conveyed to branches and other offices. Fax is used only for documents which are not confidential. The machine puts a printout which is open and can be seen by any one. However, you can arrange (by telephone talk) to be alone with the machine, when a confidential message is being sent. 30 Executive Communication The printout contains the time, date and the fax number of the sender's machine. The sender gets a confirmation printout showing the receiver's fax number, the date and the time of transmission and the number of pages transmitted. Sometimes the received copy is not clear. It is customary to telephone the receiver to make sure that the fax has been received. The fax machine can be set to function as a telephone or as a voice mail answering machine) by pressing relevant buttons. It can also make one or two photo copies of a document. Fax can sent through a computer provide the required software and a modem are installed and a telephone line is connected to it. Very recent models of computer have an in built modem, and software for fax is included as a part of windows. Fax though a computer can transmit only messages which have been created on the computer; it cannot transmit a document as it is, as the fax machine can. Faxes have been available for many years and are popular in business offices; newer fax machines are digital, allowing communication via computer, and are much faster that the old ones.
e-mail: Electronic mail requires a computer, a telephone line and a modem (if a modem is not in -built in the computer). The connection is given by the VSNL, the MTNL and other email and internet Service Providers (ISP) like Satyam. E.mail is the most frequently used application of the internet. Name and address on e.mail: In order to send an e.mail, you must know the recipient's "name," that is, computer I.D. and address. This has the form: someone @someplace; "someone" could be the person's real name like geeta or it may be a world/letters chosen by the person, like goverma or gmd3 or anything else; "someplace" is the address of the computer and network on which the person has an account, like hotmail.com, yahoo.com, vsnl.com or giasbm01.vsnl.net.in or mailcity.com. You can find people's e.mail addresses by checking sites like Bigfoot, Who Where, and InfoSpace, Four11.com or Netscape's e.mail directories. How e.mail is different from fax: In the 1980s faxing became a popular way to send letters and documents without the delays of regular mail (nick-named snail mail). Email has the immediacy of a fax and is much more efficient and economical. Fax, like telephoning, sets up a temporary circuit between the origin and the destination of the call, for which you have to pay regular phone rates. Email uses "packet switching" technology which makes efficient use a network of permanently open lines; there is no additional cost in sending e.mail even long distances and you do not need STD or ISD connection to send e-mail to any country in the world. e-mail does not have incremental costs once an organization has paid the fee for network access. Besides issues of speed and cost, fax only sends a "photo" of the document, while e.mail provides the recipient with text which can be edited by using any word processing program. Different email programs: Earlier, Hot mail was the only free e.mail service on the internet. Now they are many web -based e.mail services. Every search engine provides the internet user with an e.mail service. Yahoo! Mail, Excite Post, Altavista E.mail, MailCity (from Lycos), RediffMail, Satyam Online mail, etc. are some of the popular free email services. These services are web-based and do not require any special software; they can be used with any web browser. They can be accessed from anywhere in the world through the internet. They have an address book facility; you can enter your list of names, address, telephone numbers and e.mail addresses in your address book and you have a diary which you access from anywhere in the world. 31 Media and Modes of Communication Setting up a free e.mail account is easy; open the relevant page of the search engine (or any program that gives e.mail services); you will be guided by instructions on the screen; you have to fill in the details that are required by the form which appears on the screen and click on the "submit" button at the end. You have to make up the ID name you want (can be your own name or initials or anything you like) and the password you want, and enter them. You have to remember your password and enter it each time you want to check your mail. You can have an e. mail account even if you do not have a computer or an Internet account; you can set up an account and access it by renting Internet time in a cyber café. Using e-mail for conferencing: An important capability of e.mail is its ability to create ongoing electronic conference. It work like this: if people interested in a particular topic (like new HR practices, or women's studies or Shakespeare or anything) find that there is interest in an on going conference someone with a networked computer in an organization can set up and manage a "list" (using a software program like "listserv" or majordomo or mailserv). Interested person subscribe to the conference. Every time someone sends in a contribution to the discussion, it is automatically distributed to the entire person on the list as an email message. Yet is does not make demands on your time because you can send in your response at any time at your convenience. Besides the facility to join conference e.mail provides other ways to interact with writer of articles or owner of web sites. Almost every websites gives an e.mail address for any visitor/reader to send back comments and reactions. Advantages and shortcomings of using e-mail: Email makes information more accessible and permits faster procedures in an organization. Conventions of developed by e.mail users allows the exchange of brief, efficient messages of information or instruction; the messages presume knowledge of previous communication, and do not waste time on references or on social niceties. e-mail has contributed to relationship building since it is easier to keep in touch; a message or a few jokes or interesting anecdotes, of bites of information can be distributed to a large number of persons across the word in a few strokes. e-mail respect the receiver's time; the message need not be attended to and answered at once as with the telephone. Although in speed of transmission email comes close to the telephone, it does not demand instant reply; there is time to think before replying. By sending a reply by e.mail you can shoe that you have replied promptly and yet avoid the personal contact of the telephone. Efficiency of the email depends on the user's regularity in checking mail; you can not know how often or at what time the receiver checks the e.mail box. The message could lie there for days if the person does not check the e.mail regularly. Issues of confidentiality and security pose the greatest problem; many organizations restrict access to the e.mail and the internet because of security risks and the possibilities of abuse. It is worth considering what kind of messages should not got by e.mail. You would not expect to get a firing from the boss or give a firing to your subordinate by email; a scolding may be carried by telephone and a warning by a memo; neither is proper by email; a scolding may be carried by telephone and the warming by a memo; neither is proper by e.mail. But congratulatory and other social goodwill messages are actually made easy by e.mail which offers various free electronic greeting cards which can be sent.
Teleconferencing: Teleconferencing can be defined in several ways but most people agree that it can be defined simply as "bringing people together without having to spend time and money on travel." Teleconferencing is a rapidly developing technology that has changed the way companies do business. There are three types of teleconferencing: (a) audio teleconferencing (b) audio graphics teleconferencing (c) video teleconferencing. Audio teleconferencing provides the interactive element of the telephone; it is the most frequently used most productive and inexpensive medium. It is also called "phone meeting"; it does not need any special equipment other than the ordinary telephone. The main factors for its wide spread acceptances are: Easy to use -everyone can use a telephone Easily available -telephones are available anywhere Easy to participate from any telephone line in the world Takes only a few minutes to set up a conference call Costs little Audio graphics teleconferencing provides the facility to move text, computer -generated image, photographs and large files over ordinary telephone lines (like the Internet). It is not as expensive as video conferencing but still requires going to the location that has the equipment or investing in the equipment. Internet The Internet is a world-wide collection of computer networks that co -operate with one another by using a common software standard. It conveys data through satellite links and telephone wires. There is no single owner or central authority that operates or controls the Internet. But the internet is bound by few rules and oversees the system and protocols involved. But the internet is bound by few rules and does not answer to any single organization. The speed of the internet has changed the way people receive information. The size, scope and design of the Internet enable users to: Connect easily through an ordinary personal computer and local telephone line; Exchange electronic mail with friends, colleagues, customers (with internet accounts) and also attach files which are on their computer; Share business and research data among colleagues; 33 Media and Modes of Communication Request and provide help with problem and questions; Post information for others to access, and update the information regularly; Publicize and market goods and services; Gather valuable feedback and suggestions from customers and business partners; Access multimedia information which includes photographic images, sounds, and video; Join group discussions on any subject; Subscribe to mail lists on topics of interest and receive views expressed by members of the group on the topic. Since the Internet consists of not one but multiple data systems, which were developed independently, it allows users to access a variety of services. The most important and popular ones are: e-mail for exchange of electronic mail; Internet Relay Chat (IRC) for sending private and public messages to other users and real time (that is, your messages appears on the recipient's computer screen as soon as you type it); USENET newsgroups for posting and answering messages on public "bulletin board"; File Transfer Protocol (FTP) for storing and retrieving data files on large computer systems; CU-SeeMe, a video conferencing system which allows users to send and receive sound and pictures simultaneously over the internet. Over the following 20 years, the network developed and became useful for academic institutions, scientists, and government bodies for research. It enabled distant and unrelated organizations to share information and contact to one another's data bases and computing system. The nature of the Internet changed dramatically in 1992. A new computer program called NCSA Mosaic was developed at the National Center for Supercomputing Applications (NCSA) at the University of Illinois. This was the first Web browser. With the browser it was easier to access the different web site, and soon the Web sites began to include video files and sound files. In India, VSNL began to give Internet connections in 1995. The growth in India has been astonishing in the last one year. The expansion of the Internet has coincided with the coming of powerful yet reasonably priced personal computers and easy to use graphical operating systems. For those who do not own a computer, there are cyber cafes and other commercial centers that rent internet facilities by the hour. Computer Networks The computer is a versatile electronic instrument which can combine various media functions. The trend of technology is towards convergence of various technologies so that the computer will become the single multi-task equipment for all kinds of transmission. Computer software development is rapidly making the computer take over more and more tasks and functions both in business and at home. 34 Executive Communication The word processor help in the preparation of letters, reports, meeting agenda, by guiding you through the steps of the layout. It ensures that the document is neatly laid out in a few commands. It enables you to prepare a circular and personalize it for several persons and addresses by mail merge. Electronic mail, voice mail, Video conferencing, and multimedia facility are forms of communication to be transmitted. Fax and telex can also be sent through the computer. The use of Accounting software in many offices is that account books do not have to be written manually. Various financial reports can be prepared with in a short time by using the accounting software packages. Software programs are being written for almost all activities in business. You should keep a close watch on the advertisements that announce new programs. A computer technology is the fastest growing field; advances are made rapidly, and users can upgrade their equipment and buy the latest software for more advanced tasks.



MEETINGS

Meetings are useful means of group communication. The success of a meeting depends on the following points.
1. Clearly define the purpose of the meeting. It helps to take a quick decision without any avoidable loss of time or money.
2. Distribute the agenda among all the members. It makes the participation in the meeting effective.
3. Restrict the number of invitees to make the meeting productive.

Chair person at a meeting:
1. The chairperson has to observe punctuality. It is always good to start a meeting on time and close the meeting in time.
2. The purpose of the meeting should be defined clearly.
3. Meeting should begin with a positive approach. Participants should know that they are present for a specific purpose and they are going to make their distinct contribution.
4. Chairperson should be impartial taking no sides and revealing no prejudices.
5. Contribution should be drawn from all the members.
6. Chairperson should control the meeting in such a way that only one person should speak at a time.
7. The chairperson should ask questions to pull out details and ask members to elaborate certain points.
8. Frequent summaries are essential to check which points have been completely discussed and resolved and which points demand more attention.
9. Before concluding the meeting clear statement should be made about the decisions arrived at.
10. Along with the decisions, disagreements should also be stated clearly.
11. Chairperson should clearly indicate how the decisions at the meeting are to be implemented.
12. The meeting should neither drag on unnecessarily nor come to an abrupt close.

Participants at a meeting:
Participants should attend a meeting with positive contribution. The points that help participants to give a good performance are as follows.
1. Participants should attend the meeting well prepared.
2. They have to study the agenda thoroughly.
3. If participants wish to use any written or visual aids to make contribution effective, they should prepare them well in advance.
4. If the participant is not an experienced shaker, it is advisable to write out full points and practice the speech from notes.
5. Participants are supposed to speak at most appropriate time.
6. They should control negative impulses and always think positive.
7. Participants should try to understand others’ point of view as they expect others to understand them.
8. Care should be taken to avoid; lecturing, patronizing, condemning as they give others the impression that they are ignorant fools.



PURPOSES AND GOLDEN RULES OF MEETINGS
The following are the important purposes for holding meetings in business organizations:
1. To save time in Communication.
2. To instruct a group for a specific purpose, that is , briefing
3. To discuss and solve problems relating to business
4. To resolve conflicts, confusion and disagreement among interest groups.
5. To give and get new ideas and immediate reactions.
6. To generate enthusiasm and positive attitude.
7. To arrive at consensus on issues.
8. To learn from others and to train others.
Ten Golden Rules with respect to Meetings are:
1. The meeting should be convened only when it is essential.
2. Meetings should have time schedule and must begin and end on time
3. Meetings should be convened only when no telephonic discussion is possible.
4. They must have clear and specific agenda and sub agenda
5. They must have clear objectives 6. Time limit should be specified for each item of the agenda and sub agenda
7. The notice of the meeting should be sent well in time before the meeting, to those who are required to attend the meeting and can make useful contributions.
8. Conclusion of a meeting is summarized so that each one understands the summary of the proceedings.
9. Action oriented minutes should be prepared and circulated after the meeting.
10. Meeting should be closed on a pleasant note.
Role of the Chairperson
The chairperson, the convener or the secretary and the senior members have a vital role to play in conducting the meetings effectively. They have to ensure punctuality and effective the management. While providing freedom to the members for expressing their views on the items taken up for deliberation, the Chairperson also ensures that the discussion does not stray. The Chairperson also ensures that as far as possible, all the agenda items stated for discussions are duly taken up for deliberation. Through experience, wit and wisdom, the Chairperson brings in authority and decisiveness to the deliberations. If during the course of deliberations, members get into a war of words, or a personal clash, the Chairperson or the convener, who should play a complementary role in conducting the meetings should intervene, and bring in the much needed sense of proportion in the deliberations. The Chairperson must work up the agenda before the meeting, and check that all the requirements are made available in the meeting room, and that the needed staff is in full attendance, to assist at the meeting. The leader has to carry out the task of guiding the discussion, keeping it on track and arriving at a useful conclusion at the end of the given time. The meeting leader should ensure that there is someone to take notes; if one has not been arranged for, someone from among the participants can be appointed to be the reporter; in a large meeting it is better to have two or three persons appointed for the purpose. The success of the meeting depends, in a large measure, on the Chairperson of the meeting.
Important Guidelines for Conducting Seminars and Conferences
 It is important to note the following points while conducting Seminars or Conferences:
1. Choose a topic which is most beneficial for all the participants.
2. Decide the date of the seminar of conference well in advance.
3. Send invitations to participants well before the date of the seminar or conference.
4. Check the availability of the Delegates or Spokespersons or Keynote speakers to     be invited for the Seminar/Conference.
5. Arrange the stay and hospitality for the Seminar/ Conference in the most appropriate manner.
6. Choose a quiet and peaceful venue for the Seminar or Conference.
7. The electronic gadgets and equipments, like LCD or Laptop, should be checked well in advance and kept in proper places.
8. The delegates and participants should be given handouts relevant to the topic.
9. Folders, files, notepads, pens, etc. should be kept ready for the participants.
10. The outcomes, suggestions, etc. of the Conference/ Seminar should be recorded and kept in black and white, so that if needed, a White Paper (Suggestion Paper) of the conference can be prepared and sent to the requisite authorities.
Agenda
Agenda is a list of items to be discussed at the meeting. It is also called Business. It is usually sent with the notice of the meeting, but it may be sent later if it takes time to prepare it. Items included in the agenda depend on the type of meeting. According to rules of conduct of a meeting, apologies for absence received from are member are taken up and recorded before the agenda is taken up. The agenda begins with the item "Approval of Minutes" because the minutes of the previous meeting must be approved and signed before any matter can be taken up by the present meeting. This item may be written in the agenda as "Minutes" or in greater detail as "Approval of minutes of previous meeting." The second item relates to matter arising out of the minutes. This may be indicated in the agenda as "Matters arising"; however, it is not necessary to indicate this item in the agenda. The new items are set out after this. Some of the items are routine requirements, like payments to be passed and cheques to be signed, Progress reports, Review of activities, etc.
There are two ways of writing the points in the agenda:
(i)                 In the form of nouns, for example, Appointment of sub-committee to look in to losses…  Proposal to open a branch in…  Membership drive  Fund collection  Review of the month's activities
(ii)               With an infinitive verb, for example, To appoint a sub-committee to look into…  To consider a proposal to open a branch …  To organize a membership drive  To collect funds To review activities of the month
(iii)             All the items in an Agenda must be written in the same style. Different organizations use different style of writing the items in the agenda. Public Limited companies and some organizations use a very formal and detailed style while some use informal style and describe the items in short.
(iv)             When all the items on the agenda have been dealt with and decisions recorded, the chairman of the meeting may allow members to raise any items which are not on the agenda, if time permits.
(v)               The Chairman may himself raise a matter which is not included in the agenda. To allow for this, the item "Any other business with the permission of the Chair" (also written as any other business) is included at the end of the scheduled business items.
(vi)             The final item is usually, "Date of next meeting" (also written as Next meeting). It is the usual practice to fix the date of the next meeting before the current meeting is ended.
(vii)           The order of the items on the agenda cannot be changed during the course of the meeting accept by consent of the members. The chairman of the meeting must take great care to decide the order in which the items are to be put on the agenda, especially if there are likely to be controversies over any of the items. It is desirable to have urgent items and non-controversial items first.
AGENDA
1. To confirm the minutes of the meeting held on 25 May, 2006 (enclosed)
 2. To approve the Revised Budget for the 2005-2006 and the Budget Estimates for the year 2006-07, with or without modifications (will follow)
3. To consider applications for Life Membership (list enclosed)
 4. To review the working of the Society and its Institutions
 5. Any other matter permitted by the Chair
 6. Next meeting
Conferences, seminars and meetings
"Conferences, Seminars and meetings refer to an assembly of persons who come together and deliberate on topics and issues of communicable interest". Meetings and conferences have become an integral part of business life. They facilitate exchange of views and as such constitute an important means of interactive communication. Both these interactive forums facilitate face -to -face discussions that take place at various levels. They may be employer -employee meetings, employee meetings and conferences, employee customers meetings and so on. Seminars are conducted once in a while. A Seminar is a gathering of people, in which, one or more persons give their presentation on a particular topic, to enrich the knowledge of the participants of the Seminar. While, in a conference, all the participants usually express their views on the topic, in a Seminar, there are a few speakers, who are experts in their own field, give their views and the audience is gained by the same. Meetings take place more often than conferences, and also relate to fewer persons. While there can be a meeting of even two persons, a conference normally connotes an assembly of a large number of people. Similarly, meetings may take place any number of times during a day or a week while conferences are normally scheduled annually, bi annually and so on. While meetings can be both pre -planned and impromptu, conferences are, by and large, planned in advance. "Meeting is part of everybody's life"


Meetings, seminars and conferences, when effectively organized and conducted, can play a significant role in business communication. They facilitate:  exchange of information  Articulation of alternative viewpoints.  Deliberation on specific issues,  removal of misconceptions,  elaboration and clarification of concepts and ideas, finalization of plans and strategies, review of performance,  Enlistment of support and a host of such communication needs, so essential in a business or organizational context. They facilitate intensive interaction with individuals as well as groups, and achieve mush more than any written communication. Meetings, seminars and conferences, therefore, are to be seen as an inevitable yet useful medium of interaction between people in different business and organizations. "Well -conducted conferences and meetings serve a useful purpose"

Report
A report is a presentation and summation of facts, figures and information either collected or derived. It is a logical and coherent structuring of information, ideas and concepts. Reports are used in general, by various professionals. Newspaper correspondents use reports to make news about an incident or a programme, teachers and lecturers make reports regarding their school/ institutions or some event happened in the institution. "A business report is an orderly, unbiased communication of factual information that serves some business purpose."
Reports provide feedback to the manager on various aspects of organization. The information is needed for reviewing and evaluating progress, planning for future course of action and taking decisions. As a neatly structured piece of work, the report, for greater ease in comprehension, is segregated into various sections. Understanding the import of these sections, coupled with logical conjoining of the various parts, results in a well written and presented report.
The report is the ultimate output of investigation efforts. The report format varies depending upon its purpose and target audience. The presentation of research reports to ultimate users is the art of communication. Report writing makes the complex thing simple. Suggestions given in the reports form the basis for the action plan to be taken. New areas for investigation may also be identified through reports.
TYPES OF REPORTS
Reports may be classified in different ways. Reports may be Long and Short Reports, Formal and Informal Reports, Business/Technical Reports or Academic/Research Reports
Formal and Informal Reports
Formal Reports are those reports, which are to be submitted to a higher authority for analysis or for approval. These are prepared by keeping in mind all the technicalities of report writing. On the other hand, informal reports are those which are prepared by the person, either for his own use or for keeping as a record, not for the use of an organization for any formal purposes. Mostly, the reports prepared in the organizations are formal reports. In formal reports, proper facts and figures, which can be substantiated, are used. Informal reports may be based on guess work or approximation of facts. Examples: Formal Report: Report Submitted by Sales Manager to General Manager regarding annual sale. Informal Report: Report submitted by sales assistant to sales manager regarding approximate number of customers entering the showroom.
OUTLINE OF A REPORT
There is no set outline that can be used in preparing reports. The most appropriate form and contents of a particular report should be determined by nature of the target audience. The following is the suggested broad outline of a report.
1. Preliminary pages.  Title page is showing the heading.  Contents along with chapter headings and page numbers.  Preface and acknowledgements.  Foreword.  List of tables. List of graphs and diagrams. Abbreviations
2. Main Text (a) Summary,  Introduction,  Main findings,  Conclusions and Recommendations (b) Introduction,  Introducing the theme,  Review of related literature  Methodology (c) Results,  Statistical analysis,  Testing of hypothesis,  Conclusions, Recommendations
3. End Matter,  Annexure,  Bibliography,  Questionnaire,  Indexing,  Mathematical derivations,  Appendices.
 A few important aspects regarding the various parts of the reports are briefly narrated below:
1. Summary: It is useful to all those who have little time to read the whole text. Business executives mostly read summaries of reports. The report is organized on the assumption that everyone will not like to read all the matter presented in the report. Consequently, a report should unfold like a news paper article. In other words a summary of the most important information appears first and the detailed story is shown later on. The report should begin with objectives, methodology, a brief summary of the findings of the study along with conclusions and recommendations, which the presenter has made. The remainder of the report should provide a detailed discussion of the analysis, interpretation and survey process. The analytical issues are outlined.
2. Introduction: The purpose of the introduction is to discuss the background of the project. This section introduces the problem at the macro and micro level. An explanation of the nature of the problem and its history in terms of existing literature related to the research problem. Firstly, it provides a total picture of the topic presented. This will also show how the present problem fits into that topic. Secondly, it tells the readers what research has been carried on the problem. Through that process, research gap may be identified. Obviously, the investigator must show that this particular investigation has not been done before. It should clearly indicate that work is not repeated.
3. Methodology: It broadly includes the objectives and significance of the study, description of methodology, formulation of hypothesis, testing and tools of analysis and the technical aspects and limitation of the study. It tells the reader what was done to solve the problem. The purpose of this information is two - fold. First, it aims at satisfying the criterion of reliability, in other words, it must provide the researchers requisite information to reproduce another piece of research. Second, it aims at enabling the reader to review the quality and worth of the study. For that, several questions can be raised. A few questions to be answered are as follows:  What are the objectives for the study?  What sample or samples are used?  What is the sample size?  How are the sample selected, and why were they so selected?  How was field data collected?  What were the techniques for analysis used?  How is the hypothesis formulated?  Whether pilot studies and pretesting are done to try out the techniques? If yes, what was their outcome?  What method is used for testing the hypothesis?  Whether the study is experimental or ex-post facto?  How is the collected data verified?
4. Findings: This presents the inferences derived from statistical analysis. From the point of view of findings, reports may be either descriptive or explanatory. The finding is presented in simple language. The problem in writing a descriptive report is to communicate effectively in simple language. The audience is provided discrete facts about the population studied. In a descriptive report, an author has to describe the details of the findings. The findings should be arranged in the way that makes it easiest for the reader to understand them quickly. Like a guide, the author helps in pointing out important findings. Possible interpretations and applications are also suggested in the report. An explanatory report is different and his prepared according to any one of the three models, each stemming from a different set of framework, namely, hypothesis testing, focused argument and the structural mode:
(a) Hypothesis testing: The report of such studies is compact and direct. It may begin by stating the hypothesis. It also shows how they are implied in the theory. It may then describe the methods used to present the data. Finally, it judges the validity of the hypothesis in the light of research results. The process of testing the hypothesis is seen carefully. Chi -square test, time & money test and z test may be used depending upon the requirement. The level of significance is also decided. A concluding section might offer some review and reassessment of both hypothesis and theory.
(b) Focussed argument: Another model for an explanatory report is the legal brief. To the investigator, the data may all seem to contribute to a single conclusion, and to support a single central proposition. This will be the most precise presentation. The investigator may feel then that his task in his report is to win the assent of his readers to the general conclusion. Unnecessary elaborations distort the central idea. Focussed idea brings clarity and the audience can understand it in minimum possible time. A Focussed argument is like a legal brief. This will contain a central issue. Further, its examination of evidence in terms of its bearing on that issue also can be made. In this presentation, the line of argument is extremely important. Unnecessary details are to be avoided.
(c) Structural model: Perhaps the most difficult conceptual frame work to manage for the presentation of quantitative data is one that proposes a structural or system model. The model has empirical relevance. This is prepared more logically. It considers implementation aspects. A report of this sort might first concern itself with structural aspects such as the number of personnel at their positions, goals, environment etc. and then considers all other aspects of the system.
GUIDELINES FOR WRITING REPORT
Report writing is an art. It cannot be developed at a faster pace. The following are the guidelines for writing a report:
1. Develop thinking: There is high positive correlation between good thinking and effective writing. If the thinking is poor, the written draft will not be effective. It is a process of rebuilding facts into a meaningful whole. This demands patient, deep and alert thinking, which alone results in clear writing of the report.
2. Divide narrations into paragraphs: In order to create a better impact and draw the attention of the reader, the narration should be divided into paragraphs. There should be informative headlines wherever necessary. Paragraphing is an important feature of any report. It serve to break the test into readable units. It groups sentences around one central thought or idea. This is not easy. It is an art. Linking one paragraph to another is an essential technique for maintaining continuity. By efforts, better paragraphs can be structured.
3. Use present tense and active voice: Result should be valid in the present. Otherwise there is no use in presenting them. The active voice should be used whenever possible. Passive voice does not put force.
4. Minimize technical language or jargons: Clarity, conciseness, compactness, correctness and simplicity are critical attributes of good writing. But they are much more important in technical writing. A technical vocabulary may be an important facilitator of communication among those who share it. It may serve as a barrier when communicating with others. If there is a popular word that is equivalent to a technical one, the popular word should be used.
5. Use visual aids: There should be more and more use of visual aids in the form of tables and graphs. Visual aids increase the comprehension rate to illustrate the principal findings of the study. The pace of reading the material will be higher.
6. Objectivity: The report should be unbiased and objective supported by facts. All reference are acknowledged. Subjective reports do not have any weight.
7. Hiding the respondent's identification: The report should be written in such a way that it should not disclosed the identity of respondents. Normally, the researcher specifies this in the questionnaire itself.
8. Rough drafts: It is usually seen that in the initial draft, the person preparing the report commits some unknown errors ignorantly. Any slight error in a report can do damage to the entire organization and the person preparing the report. Therefore, a good and error -free report should go through at least three drafts:  Comprehensive draft  Improvement in language, from and style of the draft.  Accurate and authentic draft. In fact, review of the first draft should be done after some time.
9. Avoid vague expressions: In preparing the final draft, all vague expressions should be avoided. Vague expressions lead to ambiguity.
(a) Report of Sub -committee: On decline in the circulation newsmagazine "The Women'
25 June 2006
To
The Board of Directors Ram Krishna Magazines P.v.t Ltd. New Delhi
I.                   Terms of Reference: The sub-committee was appointed by the following resolution of the Board passed at the meeting held on 9th May, 2006. "Resolved that a sub -committee consisting of Mr. Mahajan, convener, and Mr. and Mrs. Ashok is hereby appointed to investigate the causes of the decline in the circulation of the magazine "The Women' and to report with recommendations in a month's time.
II.                 Procedure:
(a) The sub -committee met three times on 11th, 23rd, and 28th May and the views of the concerned were noted.
 (b) Thirty small magazine shop owners were questioned to find out their experience with the sale of women's magazines.
 (c) One thousand questionnaires were collected from various reader including our past and present subscribers and members of women 's associations. Their interviews were sent out for filling in the questionnaires.
(d) Other women's magazines available in Mumbai, Delhi and Kolkata were carefully compared with the magazines.
 (e) Circulation figures of the last four years for our magazines were studied.
(f) Viewpoints of academicians and management experts are collected.
(g) Opinion of editors of related magazines are obtained.

III.              Findings: From the investigations, the sub -committee arrived at the following conclusions:
 (a) The decline in the circulation of the magazine became sharp in March 2005, although there was a gradual decline in the circulation our the last six month, the fall by over 30% in Oct.2005 coincided with the arrival of a new of a women's magazine, 'Eve's Era' in the market. While are two competitors, were able to with stand the impact, our magazine failed to retain its share of the market. This is largely due to the fact that the quality of our magazine had already begun to deteriorate.
(b) The deterioration in quality was traced to the decision to make no increase in the actual expenditure on paper and to purchase paper in bulk for all the company's publications. The magazines suffered an immediate setback when it was allotted the ordinary newsprint.
(c) As a result of using the ordinary newsprint, the photographs and illustrations became poor in reproduction. This caused reputed photographers, artists, and illustrators to refuse to contribute to our magazines as it has effected their reputation adversely. Gradually, reputed writers who used to write regularly for our magazine began to contribute feature articles to other periodicals. Hence, there was a general fall in the quality of the magazine.
 (d) The company's machines are old and obsolete. The automatic machines are not required.
IV. Recommendations:
(a) Adequate funds should be allocated to the magazine and the Editor be authorized to purchase good quality paper specifically for the magazine.
(b) The Editor should be instructed to write letter to reputed writers inviting contributions and offering as and enhanced honorarium.
(c) The service of good artists and photographer should be procured by offering additional attractive terms.
(d) Publicity campaign should be launched to impress upon the public regarding the improved quality and impressive getup of the magazine.
(e) Automatic printing machines need to be acquired.
(f) The services of professional binders are obtained. Mr. Mahajan Mr. Ashutosh Mrs. Ashutosh Convener
FORMAL REPORTS AND INFORMAL REPORTS:
Formal Reports are those reports, which are prepared with complete format of Report Writing, having a Fly Cover, title page, all the contents in the right order, including the appendices and bibliography. These take a long time to prepare and have to be documented and used for a long duration. In comparison to these, Informal reports are short reports, which may not have the complete format of report writing. The informal report, or short report, is more condensed than the formal report, but it is just as important. The writing style and audience for the short report are the same as for the formal report. The main difference is the sections that are omitted.
8.9.1 Outline for the Informal Report Title page
 a. title b. author's name c. course contents
Introduction
a. purpose/ overview
b. importance of the subject matter
c. objective(s) for this particular reports
Description of Process and Results
a. understanding + description
b. procedure followed for obtaining results
c. important governing equations
d. description of results e. tables and graphs presenting results
f. uncertainties g. relevant comparisons with theory
Discussion
a. brief review of results, if necessary
b. discussion (trends in results, comparison with theory, answers to discussion questions in Report Requirements section)
 c. conclusions supported by data
Things to avoid in Informal Reports:  Too much clipart  Clutter  Right-justified pages  Weird fonts Tiny type (use 10-12 point; larger is usually better)
Formats:  Letter: between organizations  Memo (NOT EMAIL): within an organization  Report: when the information is more complex or the findings are longer Standard Forms: when appropriate and available
Types of Informal Reports  Information: Just the facts  Recommendation: Answers a request for facts and conclusions/recommendations  Justification: unsolicited advice (not as bad as it sounds)  Progress: how those recommendations are going  Summary: the highlights of a longer report File: follow-ups of often otherwise unrecorded events
The Report Writing Process:  Pre-writing  Drafting Revising/Editing/Proofreading
Formatting Tips  Use appropriate headings (think of them as "filing cabinets")  Keep headings parallel  Use templates in Word  Do customize them to suit your own project  Don't use the "Contemporary" Template  Too easily recognizable  Silly Distracting
Effective Headings  Use different levels (not unlike a bulleted list)  Use parallel constructions  Bold is OK, italics are OK. Quotation marks are not  Keep headings simple and short, but clear Keep headings absolutely separate from the body of the report-don't begin your sections with "These."
Preparing Formal Reports
Preparation of formal reports is a schematic procedure and must follow the below mentioned pattern:  Analyze the report problem and purpose

 Develop a problem question eg: Are customers satisfied with our service?

 Develop a purpose statement eg: The purpose of this report is to investigate customer satisfaction and to recommend areas for improvement.

Anticipate the audience and the issues

 

Consider primary and secondary audiences. (What do they already know? What do they need to know?)

 

Divide the major problem into sub problems for investigation 
Prepare a work plan


 Include problem and purpose statements.

 

Describe sources and methods of collecting data.

 Prepare a project outline and work schedule.  Collect data

 Search secondary sources.

 Gather primary data.  Document data sources

 Prepare note cards or separate sheets citing all references (author, date, source, page, and quotation).

 Use one documentation format consistently.  Interpret and organize the data

 Arrange the collected data in tables, grids, or outlines that help you visualize relationships and interpret meanings.  Prepare the graphics

 Make tables, charts, graphs, and illustrations - but only if they serve a function. Use graphics to clarify, condense, simplify, or emphasize your data  Compose the first draft

 Write the f

irst draft at a computer. Use appropriate headings as well as transitional expressions to guide the reader.  Revise and proofread

 Revise to eliminate wordiness, ambiguity, and redundancy.

 Look for ways to improve readability, such as using bulleted or numbered lists.

 Proofread three times:

(1) word or sentence meaning,
(2) grammar and mechanics, and
(3) formatting.
 Evaluate the product

 

Ask yourself, "Will this report achieve its purpose"?

 Encourage feedback so that you can improve future reports

The formal report must be in proper format and presented properly with graphs and figures wherever necessary.