UNIT1Communicationskills.

Q1.Whatiscommunication?Explaintheprocesswiththehelpofexamples.
Introduction:
ThetermCOMMUNICATIONcomesfromtheLatinwordCOMMUNICARE,thismeans
toimpartorparticipate.
Ineverymodecommunicationisnecessaryandimperative.
Communication:
COMMUNICATIONistheprocessofpassinginformationandunderstandingfromoneto
another.
PROCESSOFCOMMUNICATION
Communication has been defined as a process, which is dynamic and ever changing in
nature.
Processconsistsoffivesteps:
Ideaisgenerated
Ideabecomesmessage
Messageistransmitted
Receivergetsmessage
Receiverrespondsthemessage(Feedback)

IDEASENDERENCODINGMESSAGEISTRANSMITTEDRECEIVINGRECEIVERDECODING

MEDIUM

FEEDBACK

IDEATION:

Theprocessofcommunicationbeginswithideation,whichreferstotheformationofidea
orselectedmessageistobecommunicated.
Thescopeofideationisdeterminedbysendersknowledge,experienceandabilities.
SENDER:
Sender is one who starts the process of communication. Sender may select the content
anditskind.
Itmaybelogicaloremotional.Messagemaybeonformalsubjectorgeneralsubject.

ENCODING:
In this stage messages are composed of symbols having translation of an already
conceivedideabysenderthroughappropriatemedium.
Converting idea to message can be termed as encoding, which needs to have selected
mediumforit.
TRANSMISSION:
Transmission refers to theflowofmessage over achosen channel. Itis one of the most
basic aspects of communication because it also involves in selecting proper time, place
andway.
RECEIVINGMESSAGE:
Receiver receives message from sender through a selected medium. The receiver has to
assignmeaningtoamessageinordertounderstandthemessage.
DECODING:
Decodingisreverseofencoding.Itisaprocessofconvertingamessageintothoughtsby
translatingthereceivedstimuli.
Processofdecodinginvolvestointerpretationandanalysisofamessage,whichisdoneby
receiver.
FEEDBACK:
Responseisthelaststageincommunicationprocess.Itisanactionorreactionofreceiver
tothemessagereceived.Responseisthusknownaskeytocommunicationeffectiveness.


CONCLUSION:
The flow of communication will be more effective if all the above have smooth flow,
withoutanyhindranceornoise.

Otherformofquestionswouldbe

Drawcommunicationcycle.
Explainthetermencodingdecodingandfeedback.
Explainindetailflowofcommunication.


Q2. What are elements of communication? Explain each element with suitable
example.
INTRODUCTION:
In communication language embodies (combines) and conveys thoughts along with
language.Thereisalsootherelement,whichcontributestocommunication.

ELEMENTSOFCOMMUNICATION:


Intellectualism

Language Initiation

Expression ELEMENTSOF Feedback

COMMUNICATION

Knowledge Channel

Attitudes Situation

Purpose

INDETAIL:

INITIATION:
Communicationbeginsasourceinitiatesastatementinordertotransmitsome
thoughtsneedideaorinformation.
Togiveawelcomespeechtheremustbeanideaforwhattospeak.


FEEDBACK:
Theresponseofthereceiverthatissentbacktothesourceformsafeedback.
Feedbackhelpstoknowifthemessagewasreceivedcorrectlyornot.
Wemayintendtogivefeedbackafterattendingaseminarsoashowfarwe
understoodthetopic.
CHANNEL:
Channelconnectsthesource(E.g.speaker)andreceiver(listener).Theymaybe
connectedtoeachotterbysoundwavesorlightwaves.
Sound waves are carried of by language we use and light waves with facial
expressionandbodygestures.
SITUATION:
Situation is the place or setting in which a communicative events occur .The
contentwilldifferalwayswhenyoucommunicatewithyourfriendsandwith
yourbossasaccordingtothesituation.
PURPOSE:
Purpose consists of intention of the source or speaker. It is a communicative
aimofspeaker.
Incollegeyourteacherswillspeakwithpurposetoteachtoyouagiventopic.
ATTITUDE:
The speaker and the listenercarrywith them certain ideologies,world views,
beliefsandaptitude.
Theyareundertheinfluenceofvaryingemotionalandmentalstates.
Students will have negative view towards dull students of the class or to the
naughtyones.
KNOWLEDGE:
Thespeakerhastopossessadequateknowledgeofthemessagethatistobe
transmitted.
Knowledgeisbaseduponobservation,studyandpersonalexperience.

Theremustbeaproperknowledgeofagivensubjectbeforeexaminationfor
students.
EXPRESSION:
Expressionconsistsoftheabilitytotransmitorcommunicateeffectively.
Theremustbeclarity,intelligibilityandfluencyforsmoothflowofit.
Whenwehavepainandsorrowwemayexpressitwiththehelpoftears.
LANGUAGE:
Language is one of the most important elements in the communication
process.
There must be appropriate words and pattern of sentences to use language
effectively.
Thereshouldbepoliteness,inourlanguage,whenwearetalkingtoourelders.
INTELLECTUATISM:
Communicationissustainedandmadeeffectivewiththeintellectualism.
Speakerandlistenerhavetoexpressandunderstandviewscalmly,rationally,
reflectively,preciselyandeffectively.Whenintellectualismisabsent,thoughts
andideasarelikelytobeinsufficient.
CONCLUSION:
Communication needs to have creativity, which can be attained with
involvementofdifferentelements.



Q3.Explainindetailtheflowofcommunication.

INTRODUCTION

Informationflowsinanorganizationbothformallyandinformally.Theflowof
communicationcanbeintovariousdirectionsas:(1)Verticalcommunication
(2)HorizontalCommunication.
.Upward
.Downward VERTICALCOMMUNICATION
.Lateralordiagonal

HORIZONTALCOMMUNICATION
Formalcommunicationwillflowwithofficialhierarchylevelandinformalflow
hasnodefinitestructureorhierarchytofollow.

FLOWOFCOMMUNICATION

MANAGINGDIRECTOR

DIAGONAL

HORIZONTAL

DIRECTOR1DIRECTOR2DIRECTOR3

M1M2 M3 M1M2M3M1M2M3

UPWARDDOWNWARD

INDETAIL:


DOWNWORDCOMMUNICATION:
Downwardcommunicationflowsfromamanager.i.e.fromtoptothechainofcommand.
Forexamplewhenmanagersinform,instructoradvicetheirsubordinates,theflowof
communicationisindownwardpattern.
Downwardcommunicationcantakeanyformasmembernotice,newpoliciesor
proceduretoaskforanyanalysisetc.
Conversationmaybethroughwrittenform,facetofaceortelephonic.


Upwardcommunication:

When the flow of communication is from bottom line to the top authority it is
termedasupwardcommunication.

For example when subordinates send a report to inform their superiors or to

presenttheirfindings,communicationflowsupward.

Theextentofupwardcommunicationdependsontheorganization.

Open culture creates a climate of trust, participative or empowerment, as they

wouldprovideinputformanagerialdivision.

Suggestion box, survey, grievance procedures, reviews reports etc. provides

informationtotopmanagement.

Lateral/Horizontalcommunication.

This form of communication takes place among peer group or hierarchical

equivalentemployees.

Suchcommunicationisnecessarytofacilitatecoordination,savetimeandbridge
communicationgap.

Lateralcommunicationenablesthesharingofinformationwithaviewtoapprise
thepeergroupofactivitiesofadepartment.

Thistypeofcommunicationisveryvitalforgrowthofanorganizationasitbuilds
cooperationamongvariousbranches.

Probabilityofcommunicationgapisfoundbecauseofdecentralization.

Diagonalorcrosslines.

Diagonal or cross lines communication flows in all direction and cuts across all
functionandlevelinanorganization.

For example sales manager communication directly to vice president

(production).

This form of communication deviates from normal chain, but its quick and
efficient.

Theincreaseuseofemailalsoencouragescrosslinescommunication.

Asthereisnospecificlinecommandindiagonalcommunication,itisalsoreferred
as cross lines, radial or circle communication, depending upon structure of an
organization.

Q4.Explainedbasicformsofcommunication.

Introduction:

Therearedifferentformsofcommunicationbywhichthemassagecanbe
transmitted,itshowshowmassageiscompassedanddelivered.

Formsofcommunication:

Picture/symbols/signs.Oralcommunication.Writtencommunication

Objectlanguagecommunication

BodylanguageVoicemodulationspacedistance

Indetail:

1.Oralcommunication

Oralmeansstemmingfrommouth,messageintheformofspokenwords
arereferredasoralcommunication.Theuseandpositionofwordsinoral
communication can make difference in understudying the intent of
message.

2.Writtencommunication:

Writtencommunicationreferstothewordsthatarewrittenandstudiedin
theformofamessage.

In an organization written from of communication written from of

communicationisintheformofletters,means,reportsetc.

Whenevermessageistransmittedinwrittenformat,theyacquireaformal
structure;simplelanguageisused,forbetterinterpretation.

3.Bodylanguage.

Bodylanguagereferstothetransferofmessagethroughsignalsemittedby
body.Bodylanguageinalmostallsituationsisinvoluntary.

Thereceiveronmostoccasionsisabletograspthesignalsandmomentsat
acollectivesunderstudyingofthemessage.

4.Space/distance:

Thespaceordistanceyoumaintainwithreceiverorsendercommunicates
thenatureofrelationshipsbetweenboth.

Zonethatanindividualmaintains:

Imitate1or1feet

Personal4approximately

Social10to11

Public11feet

5.Voicemodulation.

Voicemodulationandinflectioninthetonereferstothechangesinvoice
andspeechpatterns.

Variationsinvoicemodulationcancommunicationmuchaboutthefeeling
and attitude of the sender. Level of energy and peach of speaking also
communicationamessage.

6.Objectlanguage.

Object language refers to the message communicated by the objects. For

example a respectable dress code and a brief case communicate a class.
Object language allows precede oral communication, which either
strengthensornegativestheimage.

7.Picture/symbols/signs.

Picture,symbolsandsignsused,toaddthecontentforeasyunderstanding.
Complexity to the content may anise, if picture, symbols are not used
property.

Itmustbesimple,conventional,laysandcreativeone.

Thus different forms of communication are used to convey the message

withanappropriatemediaorchanneltomakemoreeffective.

Q5.Explaindifferentlevelsofcommunication.

Introduction:

Communicationisanactivitywhichinvolvestransmissionandinterchange
ofideasatvariouslevels.

Levelsofcommunication:

Humancommunicationtakesplaceatvariousleveesas:

Extrapersonal

Intrapersonal

Interpersonal

Organization

Mass

Indetail:

Extrapersonalcommunication:

Communication between human beings and nonhuman entities is known

asextrapersonal.

Forexample,Aparrotrespondingtoyourgreeting.

In this form of communication, it require to perfect coordination and

understandingbetweensenderandreceiver.

Oneofthemwilltransmitinformationorrespondinsignlanguage.

Intrapersonalcommunication:

The communication that takes place within the individual is known as

intrapersonal.

Brainislinkedtoallthepartsofthebodybyanelectrochemicalsystem.

Whenanyinformationissenttothebrainitactsasreceiver,andresponds
tothesenderafterprocessingtheinformation.

Self motivation, self determination etc. take place at the intrapersonal

level.

Organizationalcommunication:

Communication is an organization takes place at different hierarchical

levels,whichisnecessaryforthesustenanceofanyorganization.

Communication here needs to be with proper networking for a smooth

flow.Itincludesas:

Internaloperational:

All communication that Occurs in conducting work within organization is

knownasinteroperational.

Externaloperational:

Theworkrelatedcommunicationthatanorganizationdoeswithpeopleout
sidetheorganizationiscalledexternalcommunicationpersonal.

Allcommunicationinanorganizationthatoccurswithoutpurposeasfaras
businessisconcernediscalledpersonalcommunication.

MassCommunication:

Communication to a large audience which is heterogeneous (made up of

people)andanonymous(unknown).

This type of communication is more persuasive in nature, which also

requiresmorecareonpartofsenderinencodingthemessage.

Oral communication through mass media requires equipment as

microphone,amplifierwrittenformneedprintorvisualmedia.

Characteristics:

Largereach

Impersonality

Presenceofagatekeeper.

Q6.Statethedifferencebetweengeneralandtechnicalcommunication:

Communicationissaidtobeacirculatorysystemofanorganizationuseof
differenttechnologyforamediumofcommunicationisfound,whichmake
communicationprocessmoreeffective.

Differencebetweengeneralandtechnicalcommunication

Heading Technical General

communication communication
Factual Technical communication General form of
isalwaysfoundfactual communication may not
bealwaysfactual
Formalelements Need to have formal Thereisnoneedofformal
elements elements
Structure In this form its logically Structureisnotbealways
organizedandstructured. maintain
Audience It defines for specific There may or may not be
audience specificaudience.
Technique Complex and important There is no specific
exposition of techniques expositionoftechniques
arefound
Graphics Usuallyinvolvesgraphics May or may not use
graphics
Style Alwaysfoundtobeformal Both formal and informal
style styleareused
Content Contentistechnicalhere Contentisgeneralhere

Vocabulary Involves to have special Involves general

vocabulary vocabulary
Nature Objectives Objectives&subjective

Importanceoftechnicalcommunication

Technicalcommunicationplaysapivotalroleinanorganizationwhetherits
businessenterprise,anindustryoranacademic.

Communicationservesasaninstrumenttomeasurethesuccessorgrowth
ofanorganization.

Revolution in information technology is having a profound impact on

technicalcommunication.

Special Skill is required as of Change in Technological Environment These

SkillsInclude
1KnowledgeofHightechCommunication
2AbilitytoPresent
3ExplainComplexTechnicalInformationinSimpleandFamiliarStyle
4AnalyyzeandUnderstandthedata
Theflowofinformationthroughtechnicalmodemakesiteasyandspeedier
Example:Email,fax,internetetc
Technicalcommunicationprovidesbetterandeffectivestructuretoagiven
sourceofinformation
Examples:Manuals,reports,proposals.Etc.
Quality and quantity of information is more overfund through technical
communicationwhichbecomesmoreorganizedinanorganization.
Technical communication in an organization can be divided into oral and
writtenform;selectionofmediaplaysanimportantrolehere.
Itisimpossibleforanorganizationtosurvivewithoutcommunication;use
oftechnicalaspectsocanneverbeignoredhere.



Q7.Explaincommunicationnetworks
A variety of patterns emerge when communication combines through vertical
horizontalchannels.Thepatternsaretermedascommunicationnetworks.

FORMAL:
There are five common communication networks that play an important role in
formalnetwork.
CHAINNETWORK
The chain network represents a vertical hierarchy in which communication can
flowonlyupwardordownward.

Thistypeofnetworkisfoundasdirectlineofauthoritycommunicationswithno
deviations.
YNETWORK
YNetwork is in effect a multilevel hierarchy and combination of horizontal and
verticalflowofcommunication.


Itisfoundthattwosubordinatesreporttoonesenior,withtwolevelsofauthority
abovethelatter.
WHEELNETWORK
Wheel network refers to several subordinates reporting in a superior. This is a
combinationofhorizontalanddiagonalflowofcommunication.

CIRCLENETWORK
Circle network allows employee to interact with adjacent members but no
further.
There is a vertical communication between superiors and subordinates.
Horizontalisonlyatlowestlevel.

ALLCHANNELS
This form of communication network is least structured, which enables each
employeetocommunicationfreelywiththeothers.
Allareequalasnoemployeeformallyorinformallyassumesaleadingrole.

INFORMALNETWORKMODELS
Besides flow through formal network communication in an organization also
travelsininformalnetworks.TheGrapevine
The informal network is very active in almost every organization. The different
patternsofnetworksfoundare:


1.Singlestand:
Single stand is the way in which most people are view in grapevine. Here
themessageispassedfromonepersontoanotheralongasinglestand.

2.Gossip:
In gossip network one person passes information to all other. As one to
manyform.


3.Probability:
In this form of network the information is passed by at random, no fix
structureisfoundhere.

4.Cluster:
Cluster is the most popular form of grapevine in which some people will
passinformationtoselectfewothers.
I
F
B C
E
D
J
A

Ingeneralinformal/grapevineis:
Notexpensive
Rapid
Multidirectional
Voluntaryandunforcedone
But:
Shouldnotignoreinformationreceivedthroughgrapevine
Shouldusesupplementformalchannel.
Shouldidentifybutnotthreatensourceofinformation
Shouldtrytounderstandhumanrelationshipinvolved
 UNIT2VerbalandNonVerbalCommunication
Skill

Q1.Discussthemainelementsofnonverbalcommunication.

OR

Whatarethemaincomponentsofnonverbalcommunication?

Followingarethecomponent&nonverbalcommunication.

1) Kinesics:
Kinesics is word related to gestures, facial expression and eye
contact.
One can express Intimacy, love, hate, anger, affection, agreement
throughyoureyes.
Thefacealsoconveyshappiness,sadness,love,radnessandhatred
ness.
Gesturesareusedtocallsomeoneclose,orinstructtogoaway.
2) Proxemics:
ProxemicsisderivedfromProximitywhichmeansnearness.
Distance or closeness that we maintain among ourselves
communicatedefinitemessage.

3) Haptics:
Hapticsisrelatedtohumantouch.
Touchcancommunicatedifferentmessage.
Itdependsonlocation,duration,intensity,frequency,instrument&
touch.
Touch can communicate care for someone, concern, anger or
violence
 Aggressivetouchessuchhatingorpushing.
Thelocationoftouchsuchas handholdingorfacetouching convey
intimacy&friendliness.
4) Chronemics:
Chronemics is the study related to study of how human beings
communicatethroughtheiruseoftime.
Intheprofessionalworld,timeisavaluablecommodity.Whenyou
arelateforanappointment,peoplereactnegatively.
If you arrive early, you are considered either over eager or
aggressive.
5) Bodylanguage:

Bodyhasitsownlanguage.

Bodylanguageskillisoneoftheessentialqualitiesofaprofessional.

Therearesomeimportantpointstoberememberedtoamastertoagood
bodylanguage.

5.1FirstImpression:

Firstimpressionisthelastimpression.

5.2Eyecontact

Eyecontactwiththeaudiencescreatesintimacy.

Thespeakerbecomesapartoftheaudienceforsomemoment.

Shiftyourvisioninalldirectionwithlittlepause.

5.3Facialexpression:

Aspeakermustlookpleasant&confident.

Avoidfearfrommind.

The toilet going facial expression creates bad impression about the
speaker.

5.4Gesturecontrol:
 5.4.1Hands:

Keepyourhandsempty&still.

Avoidplayingwithobjects.

Genuine & impressive hand gestures are good to confidence &

vitality.

5.4.2Legs:

Legsshouldbestill&firm.

Speakershouldstandfirmly.

Dontchangeplaceeverynow&then.

Speakerwithinterest&enthusiasm.

Q2.Explainbarriersofeffectivecommunication.

1. IntrapersonalBarriers
2. InterpersonalBarriers
3. OrganizationalBarriers.

1.)IntrapersonalBarriers:
Individualsareuniquebecauseoftheiridiosyncrasies.
Eachinterpretsthesameinformationindifferentways.
Certain common causers are responsible for the individuals inbuilt
barriers.

1.1WrongAssumptions:
Manybarriersstormfromwrongassumptions.
Wrong assumptions are generally made because the sender or
receiverdoesnothaveadequateknowledgeabouteachother
background.
 A skilled communication keeps these issues in mind prevent them
frombecomingbarriers.

1.2VariedPerception:
Individualinorganizationprecivesituationsindifferentways.
Thebestwaytoovercomethisbarrieristostepbackandtakeawide
perspectiveoftheissue.

1.3DifferingBackgrounds:
Notwopersonshaveasimilarbackground.
Ourbackgroundplaysasignificantroleinhowweinterpretmessage.
To enhance your communicate on skill, it is necessary to know the
backgroundofyouraudience.
Empathyoridentificationwithanotherpersonisthesolutiontotheir
barrier.

1.4WrongInferences:
Inferencesaremoredramaticthenfactsandforthisreasontheygive
morescopeforgossipandrumortoburgeon.
Inferences supported by facts are essential for professionals when
theyanalyzematerials,solveproblems&planprocedures.

1.5Imperviouscategories:
Ingeneral,wereactpositivelytoinformationonlyifitisinconsonance
withourownviewsandattitude.

Conversely,whenwereceiveinformationthatdoesnotconfirmtoour
personal views, habits and attitudes, appears unfavourable to us, we
tendtocreatenegativelyorevendisbelieve.




Rejection, distortion and avoidance are three common, undesirable,
andnegativereactionstounfavorableinformation.
Similarlypeoplewhoareveryrigidintheiropinionswayfaceproblems
incommunicatingeffectively.

1.6CategoricalThinking:
Peoplewhofeelthattheyknowitallarecalledpansophists.
This type of thinking exists in people who feel that they know
everythingaboutaparticularsubject,andthereforerefusetoaccept
anyfurtherinformationonthattopic.
Thecluetodeletingthisbarrierinothersandourselvesistheuseof
words like all, always, everybody, everything, every time and there
oppositelikenone,never,nobodyandnothing.
Toavoidthisbarrier,substitutethesewordswithphraselikeinmost
situationsorlikely.

2.) Interpersonalbarrier:
Interpersonalbarriersoccurduetotheinappropriatetransactionof
wordsbetweentwoormorepeople.
Thetwoboardcategoriesintowhichthisbarriercanbeclassifiedare.
1. Inefficiencyincommunicationskill.
2. Negativeaspectnurturingintheelement.

2.1Limitedvocabulary:

An inadequate vocabulary can be a major hindrance is

communication.

During your speech if you are at a loss for words, your

communicationskillwillbeveryineffectiveandyouwillleaveapoor
impressionontheaudience.

Ontheotherhandifyouhavevariedandsubstantial,vocabularyyou
cancreateanindelibleimpressiononyourlisteners

2.Communicationacrossculture.

1. Crossculturecommunication:

Cross culture communicational flexibility is a major requirement for

successfulcommunicationinourmodernworld.

Thepresentationexaminesthelengthandbreadthoftheissue.

2.Nonverbalcommunication:

Facialexpression,othergestures,posture,bodilymovementsandthethree
distances(intimate,personalandsocial)areintroduced.

Thebasicexampleofsignlanguagearedemonstratedcrossculturallyand
thecommunicationalimplicationofeacharediscussed.

3.Creativeperception:

Participants are introducing to the method and principle for sharpening

observationalandlisteningskillsincrossculturalcontexts.

4.Crossculturedifference:

Intheglobalarenaworkplacewetendtominimizingoreventoignoreour
culturaldifferencewhilemythologizingthattheynolongerexist.

But this is a dangerous myth for it greatly heightens the potentials for
miscommunication.

5.Crossculturemiscommunication:

We communicate through language, symbols, gestures and our whole

bodies.


Butjustasweareable tocommunicatethroughallthese means, thereis

always the potentials to miscommunication or send unintended or false
massage.

Chance of miscommunication where the communication is mixing of HC

andLCcommunicationmodessuchasWhenonepartyiscommunicatingin
aHCwayandotherinaLCway,orwhenaLCmediumisusedinaHCway.

6.Understandingconflictsindifferentcultures.

Much of the conflicts we experience in our global market place today is

duetotheexperienceofunfulfilledculturespecificexpectations.

Wecanavoidtheconflictbyunderstandingwhatresultcrossculturally,in
other words by understanding what is acceptable and what is not, cross
culturally.

Abasicmethodfordiscoveryofconflictingculturalpathwaysispresented.

7.Respondingtoconflictsindifferentcultures:

Understanding why conflicts occur is one thing and resolving them is

another.

Everyculturehasitsownpathwaysforresolvingconflicts.

When Parties in conflict are on different cultural tracks their expectations

regarding the stages and processes of the resolution process will be
different.

Thisusuallyresultsinaheighteningofanxiety,fearorfrustration,whichin
turnleadstoabreakintheprocessorthefurtherdevolutionoftheprocess
andmoreconflict.

Fostering the conflict resolution process can also mean adapting the
implicitexpectationsofEuropeanpeacebuildingNGOtothoseofthelocal
groupsinconflict.


UNIT3Listeningskills

Q1.Whatisthedifferencebetweenlisteningandhearing?Explaininbrief
differenttypesoflistening.
INTRODUCATION
No communication process is complete without listening. We spend near about
45%ofourworkingtimeinlisteningonly.
Listeningisaprocessofreceiving.Interpretingandreactingtoamessagereceived
fromthespeaker
Howeverlisteningandhearingarenotsame.
Hearing is solely dependent on the ears, isa physical act, and barring physically
impairedpersons.
Everyonecanhearwithoutdeliberateeffort,ashearingismerelythevibrationof
soundwavesoneardrums.
Onotherhand,listeningrequiresavoluntaryattentionandthenmakingasense
ofwhatisheard.
It requires conscious efforts to interpret the sound, words and its meaning to
reactthemessage.
Italsodependsontheknowledgeandattitudetowardsthesenderinthelistening
proces

TYPESOFLISTENING:
Different situation requires having different types of listening there are certain
skills,whicharebasicandnecessaryfordifferenttypesoflistening.

InDetail:

ActiveListening:
ActiveListeningreflectsawholeorientationtothespeaker
Inthisformoflisteningthereceiverabsorbsaswholetowhatisbeingsaidand
makes an attempt to verify all that is being said Active listening involves verbal
feedbackandwouldrespondthemessage.
Here, listener will not only pay attention towards verbal but nonverbal is also
equallyimportant.
Thiskindoflisteningisfoundduringdiscussionorwithinterestingtopic.

SIGNALS:Levelingandassimilationtakesplace.

PASSIVELISTENING
Thiskindoflisteningiswherethereaphysicalpresencebutmentallyabsent.
Inthiskindoflistening,listenerispartlyorentirelyignoringthemessageaswell
asspeaker.
He/shemightbePretendingtolistenorthinking.
Therewillbeaheapofverbalgarbageintheformalterancewithoutanyactual
process

Signal:pretendinglikelistening.

Selectivelistening:
Selectivelisteningislisteningtopartofconversation,whileignoringthemostof
it.
Listener is here only concern to the related message .When there is too much,
unrelated or uninteresting information, will load to selective listening. Listening
happenstobeatsuperficiallevelandwillnotgobeyondunderstanding.

Signal:Hearingpartial.

EmpatheticListening:
In this form of listening, the receiver is able to understand the view point of
speakerexactlythesameasintendto.
Matchbetweenselfandothers/speakersperception=EmpatheticListening
Empatheticlisteningispayingattentiontoanotherpersonwithempathy.
Empathy:Feelingasasameone.
[Emotional,compassion,feeling,insight]
Itisanexcellenttechniquetohelponetoattain,ActiveListening.

AppreciativeListening:
This is a listening for deriving pleasure or for entertainment. The quality of
appreciativelisteningdependsonlargeextenttothreefactorsas:
1. Presentation
2. Perception
3. Previousexperience
Forexample,wearelisteningtoacomedian,musicianorentertainer.

CriticalListening:
Whenthepurposeistoacceptorrejectthemessageortoevaluatecritically,
onerequireshavingcriticallistening.
Forexample,whenyouwouldpurchasefromsalesperson,youwouldcritically
examinedandlistenbeforespendingonit.

ProjectiveListening:
Inthistypeoflistening,theresponsesofreceiverareinstateof.Theimageof
camera can be use to understand the concept, which means eye of camera
onlytakeswhatisbeenshowedtoit.Therewillbelistattemptedtoworkand
understand.
Signal:Messageunderstandingwithinreceiverframe.

RelationshipListening:
The relationship listening is either to help and individual or to improve the
relationshipamongthepeople.
Therapeuticlisteningisaspecialtypeofrelationshiplisteningwhichallowsa
troubledpersontotalkthroughaproblem.

ComprehensiveListening:
This type of listening is required by the students, to listen to lectures to
understand and comprehend the message. Comprehensive listening is
requiredtoreceiveandinterpretedmessage.
Listeningisnecessarybutaboveall,toadoptdifferenttypelisteningaccording
tothesituationisalsoimportant.



Q2.DescribeFeaturesOfGoodListener(ActiveListener).
Asitisnotveryeasytopayfullattentiontowhatotherssayandtolistenthem
carefully the following are some traits to be a good listener, these
characteristics improve ones efficiency in listening and with the increased
listeningefficiencyonecanjustifyhimwhereverhegoes.Theyareasunder:

1) Agoodlistenershouldconcentrateonthemessagefullyavoidingphysical
distractionssuchasanattractivefaceorfragranceofaperfume.
2) Alistenerscapacitytoabsorbtheinformationisalwaysmuchmorethana
speakers ability to talk and therefore the listener gets a lot of time
betweentwopoints.Duringthetime,agoodlistenershouldnotallowhis
mindtowanderordaydream.
3) A good listener gives the speaker a chance to complete this speech. He
shouldnotjumptoconclusionsaboutthemessageunlessthespeakerhas
finished.
4) A good listener should not allow his prejudices to close his mind to the
conveyedinformation.Ifoneisprejudiced,hecanneveracceptthetruth.
5) Alistenershouldtakenotesifheorshefeelsitdesirabletouseitatalater
stage. However this might destruct him or her from listening and so it is
advisabletotakeminimumnotes.
6) One shouldnt be afraid to ask questions to make the things clear where
doubtsarise.Infactthisleadsthespeakertobelievethatyoureallywantto
collectinformation.
7) Oneimportanttraitofagoodlistenerispatience.Thoughheorshemaybe
inhurry,heorsheshouldlistenthespeakerpatiently.
8) The listener should control his or her temper while listening. Though he
feelscompletelydisagreementwithwhatthespeakersays,heshouldcalm
downanddiscusattheendofthespeech.
9) A good listener should send some verbal utterances as Yes , hum and
some non verbal signs as rolling eyes to indicate that the listener is
followingwhatthespeakerissaying.

Q3.Discussvariousbarrierstoeffectivelistening.
Introduction:
Listening is one of the most import skills to complete the process of
communication effectively. Listening is obtain information, understanding,
learningortoenjoyment.

BarriersToEffectiveListening:
Listeningisacomplexprocess.Itisdesirabletotakecareofthebarriersthat
mayobstructthesmoothflowofcommunication.
A) PHYSICALBARRIERS

Noise
PhysicalDiscomfort
PhysicalDistraction

Onechiefcauseofbadlisteningcouldbepersonsinabilitytohearproperly.
NOISE:Referstoanysoundthatdisturbsthelisteningprocess.
For e.g. When talk to someone on a running bus or train, surrounding
soundwithdisturbthelisteningprocess.

Physical Discomfort: Disrupts the listening process as one is not
comfortablewhilelistening.
Fore.g.Onecannotbecomfortabletolisteninhotsummerwithoutafan
orairconditioner.
Physical Distraction: Is where one gets distracted from the speaker to
whathe/sheisspeaking.
Fore.g.Whenapersontalkstosomeoneinacrowdedmarket

B) PSYCHOLOGICALBARRIERS

Emotional
Mindset
Anxiety
Fear
Age&attitude

Mostcommonbarrierstolisteningiscausedbylistenersdisturbedmindi.e.
ispsychologicalinnature.

Emotional Disturbance: Can prove to be a barrier to effective listening
becauseitleadstolackofinterestandconcentration.

For e.g. Feeling anger over arousal of emotion adversely effect to decode
themessage.

Ageandattitude:Differenceofageandattitudeoftenmakesonefedthat,
personspeakingcannothaveinterestorrelevanttosay.
E.g.parentsguidingchildrenwillnotbecaredmuchbychildrens.

Mindset:Ifaconversationstartswithcertainmindset,thannolistening
orpartiallisteningwilltakeplace.
Meaningheremightbewronglyinferredorvitalpartmaybeskippedoff.
Fore.g.Studentswillnotlisten,iftheyhavemindsetoffacultyisfunnyby
nature.

Anxiety, Fear: Feeling of anger, frustration, sadness, anxiety or fear
influenceourreceptionandreceptivitytoothersideas.

C)LinguisticBarriers:

Impropermessagedecoding
AmbiguousLanguage
Jargon

ImproperMessageDecoding:Impropermessagedecodingduringlisteningis
therecurrentbarrierintheprocessoforalcommunication.Suchmessageis
decoded incorrectly the listener, it may lead to confusion and
misunderstanding.

Ambiguous Language: Decoding an oral message, listener should
concentrateonthelinguisticcode.
E.g.Ifhe/shedoesnotunderstandalectureinFrench.

Jargon:Useofdifficultwordsshouldbeavoidedhere.

D)CulturalBarriers:

CulturalDifference
DifferentValues
Differentsocialnorms

Cultural Difference: If the speaker and listener belong to different cultures
and share different values, listening and comprehension could become a
difficultprocessinoralcommunication.

Different Values: Listener who assigns meaning to message sues and
meaningsareassignedintermsofthelistenersframeofreference.

Different Social Norms: The interpretation of meaning can create
misunderstandingsduringinterculturalcommunicationduetodifferencesin
normsandvaluesareourpersonalguidestothoughtandbehaviorandexert
astronginfluenceonus.

9
UNIT4PresentationSkills.

1.Basicstepforpresentationstrategy.

a) Formulateastrategy

b) Developaflexibleflowingstructure

c) Methodologiesofhowyoupresentyoupresent

d) Responsetoquestionsandchallenge

2.Elementsofgoodpresentation.

OR

2.Organizingcontent.

Introduction

TheMainbody

Theconclusion

1.Introduction

Addresstheaudience

Introduceyourself

ProvideImpact

Indicatetheaimofyourpresentation,byexplainingyoualsoindicatetherelevanceofit
fortheaudience.

Indicatethemaintopicofthepresentation.

2.TheMainbody:

Theideasshouldbesupportedbyfacts,illustrationandclaims.
 Thetopicdiscussedinthebodyshouldbeorganizedinthelogicalmanner.

o Chronologicalorder:

Startingwiththeoldesteventandendingwiththemostrecent.

o Spatialorder:

Discussingonetopicindifferentplaces.Fore.g.unemploymentineastthewest.

o CausesandEffects:

Describe causes and effects of something; especially suitable when you want to
explainwhysomethinghappened.

Fore.g.Thecauseofadisastertheeffectofmeasure.

o Problemandsolution:

Offerasolutionforaproblemfore.g.Howtoreducetherateofunemployment?

o Sequentialorder:

Thisorderisrelatedtochronologicalorder.Itexplainsthestepsinprocess.

o Generaltospecific:

Startwithageneralpictureandthenmoveontoadetail.

o Specifictogeneral:

Startwithadetailandputitinamoregeneralcontest.

o Start with something small and familiar then move on to something larger and
lessfamiliar.

3.TheConclusions:

Inthefinalphaseofpresentation,youshouldeithersummariesthemainpoints
ofyourpresentationorputwhatyouhavesaidinacertainperspective.

Youshouldnotaddnewfactstoyourpresentationintheconclusion.

Youshouldtaketimetoroundoffyourpresentation.

UseaphaselikewiththisIwouldliketoconcludemypresentation.


Q3Definethepurposeofpresentation.

Ans:

1) Describe:
Inthistypeofpresentation,theaimisusuallytogiveinformationortoexplain
thesituation.
Thecontentsareaftergeneralandfactual.
Whenthespeechcomestoanendtheaudienceshouldhaveknowledgethat
theydidnotknowonthesubjectbeforetheystartedlistening.
2) Instruct:
Inthistypeofpresentation,theaimistoteachtheaudienceknowledgeand
skills.
After the presentation the listener should be able to do something which he
didnotknowhowtodo.
3) Persuade:
Inthistypeofpresentation,theaimistostimulatepeopletodosomething.
Afterthepresentationyouwantthelistenertobelievesomethingthathedid
notbelievebeforehestartedlistening.

4) Entertain:
Inthistypeofpresentationtheaimistoentertainpeople.
The aim of this type of presentation is mostly to make the audience feel
happy,buttheymaybehiddengoals.
Crucialelementofthispresentationishumor.
For most people, it is very difficult to give a humorous presentation because
thehumorisnotspontaneous.

Q4Typesofvirtualaidsgenerallyusedinpresentation.

Ans:

1)Flipchart

2)Overheadtransparencies

3)Poster

4)35mmslides

5)Videotapes

1)Flipchart:

Helpthespeakerproceedthroughthematerial.

Conveyinformation.

Provideaudiencewithsomethingtolookatinadditiontothespeaker.

Canbepreparedpriorto,aswellasduringthepresentation.

Canbeconvertedtoslides.

Limitation:

Mayrequiretheuseofgraphicstalent.
Arenotsuitableforuseforalargeaudiencesetting.
Maybedifficulttotransport.

Benefit:

Flipchartarequickinexpensive.

2)Overheadtransparencies:

Thestandardtransparencysizeis811.Theonlypieceofhardwarerequired
isanoverheadtransparencyprojector(OHP).

Overlaytransparenciesprovideagoodgrowingpresentation.

Speaker can use an overhead projector with significant light in the room, so
enablingthespeakertomaintaineyecontactwiththeaudience.
Limitations:

Theprojectedimagesizeissometimetoosmalltobeseenfromthebackof
alargeroom.
Itisdifficulttowriteonthetransparencywhileitisontheprojector.
Sometimestheprojectorheadgetsintheaudiencesway.
Somespeakersfeelcaptivetothemachines.

3)Posters:

Postersarepreparedgraphicdevices.

Postersarepermanentandportable.

Postercanbeusedaloneorinaseriestotellastory.

Posterworksthebestinsmallaudiencesizes.

Limitation:

Posterstendtocontaintoomuchdetail.
Transportingthemcanbedifficult.
The more elaborate posters require extensive presentation can be quite
costly.

4)35mmslides:

Slides have high credibility with audiences because viewers looking at

photographicslidestakeninthefieldoftenfeelthatseeingbelieves.

Theonlyhardwarerequiredisaslideprojectorandascreenslideprograms
areeasytopackageinslidetrays.

Changes in slides or in their sequencing can be done rapidly to meet

changingconditionoraudiences.

Limitation:

Slides cannot be made using photocopying machine. Therefore, they

requiremoretimeandmoneytoproducethanoverheadtransparencies.
Thelightsmustbedimmedmoreforslidesthanoverheadtransparencies.
 Slidesrequireagreatdealofpreparationandrehearsal.
5) Videotapes:
Avideotapeelectronicallycarriesbothapictureandasoundtrack.
Its features of sound movement, vivid image, color and variety hold an
audiencesattentionthewayfilmdoes.

Limitation:

Videotapesproductioncanbeexpensivetocreateandrequireexperienced
productionteams.
Inlargemeetings,theaudiencemaynotbeabletoseethemonitor.

Q5Tipspertainingtotheuseofvisualaids.

Ans:

1)Overheadtransparencies:

Uselargerfonts,avoiddecorativefonts.

Separatethetransparenciesusingsheetsofpaper.

Keeptransparenciesuncluttered.

Showonlytherequiredinformation.

Donotaddmultiplecolorsorexcitingbackdropstoyourslides.

Familiarizeyourselfwiththeoperationoftheoverheadprojector.

Bereadywithyournotesincaseofpowerfailures.
 2)35mmSlides:

Checkthecomputersystem.

Familiarizeyourselfwiththeoperationoftheslides.

Transferyourfiletotheharddisk.

Befamiliarwiththeoperationofslideshow.

Rehearseyourpresentation.

Keepprintedcopyoftheslides.

3)Flipcharts:

Usedifferentcoloredmarkers.

Keeptwopadsofpaper.

Writeinlargeletters.

Useonlyoneslideofthechart.

Waitfortheaudiencetograspthecontentsbeforeturningpages.

4)Posters:

Eachpostershouldcontainonemessageortheme,words,chartsdiagramsmustbe
pennedinalargeenoughsizetobeseenbyeveryoneintheroom.

Q6howdoesthevisualaidhelpyouinmakingpresentationeffective?

Ans:

Increaseaudienceinterest.
Illustratekeypoints.
Signaltransitionfromonepartofthepresentationtothenext.
Increaseimpactofmessage.
 Helplistenertoretaininformation.
Helpyoupresentideaswithoutdependingonnotes.
Forthosenotfamiliarwithyourlanguageoraccent,turntheincomprehensible
intosomethingunderstandable.

Q7Explainmodesofdeliverywhichcanuseformakingpresentations.

Ans:

Therearefourmodesofdeliverywhichcanbeusedformakingpresentation.

1)Extemporaneous
2)Manuscript
3)Impromptu
4)Memorization

1) Extemporaneous:
Extemporaneouspresentationisbyfarthemostpopularandeffectivemethod
whencarefullyprepared.
When speaking extempore you must prepare the notes beforehand and
rehearseyourpresentation.
Thereisnoneedtolearneverywordandlinebyrote.

Advantage:

As you have enough time to prepare for the presentation, you work hard on
thetheme.
Thesupportingmaterialhelpstopresentyourpointsclearly.
Itenablesonetomovefreelywithease.
Yourdeliverysoundsnaturalandspontaneoustotheaudienceasitallowsyou
toestablisharapportwiththeaudiencethroughmoreeyescontact.

Disadvantage:

If presentation is inadequate, you can get lost and find yourself

uncomfortable.
 Ifyourelytoomuchonnotecardsandstartreadingoutfromtheminstead
of just consulting them for reference, then your speech will lose its
spontaneity.
2) Manuscript:
In manuscript presentation, material is written out and you are supposed to
readitoutaloudverbatim.
Youarenotsupposednottomemorizethespeechandthenrecollectit.
Docultivatefamiliaritywithspeech.
Youshouldknowwhatiswrittenwhere.

Advantages:

Itspermanentandaccuraterecordofwhateveryouhavetosay.
Thereisnochanceoftamperingwiththefactsandfigures.
Thematerialisorganizedsystematically.

Disadvantages:

Yougetlesstimeformakingpropereyecontact.

Thereisnotmuchscopeeitherfornonverbalcommunication.

Adaptationisratherdifficult.

Conversationalflavoralongwithvocalinflectiontakesabackseathere,which
isagreatassetforyouasspeaker.
3) Impromptu:
Theimpromptumode,asthewordsuggestsinwhatyouusewhenyouhaveto
deliveryaninformalspeechwithoutpreparation.

Advantages:

You sound very natural because you do not get enough time to make any
elaboratepreparation.
Yougetachanceanexpressyourthoughtsirrespectiveofwhatothersthinkor
sayaboutthatparticulartopic.
Youarespontaneousasyousaywhatyoufeel,notwhatyououghttosay.

Disadvantage:

The presentation lacks organized development of ideas because of the

shortageoftime.
Chancesoframblingareveryhigh.Variouspointsmayhangloose.
 Thereisfrequentuseofvocalizedpauses.


4) Memorization:
Thismethodofpresentationisverydifficultformostofus.
Probablyonlyhandfulofyoucanactuallymemorizeanentirespeech.
Usuallyyoumemorizethemainpartsandareinthehabitofwritingkeyword
onyourcardstohelpyououtthroughtheactualpresentation.

Advantage:

Itsveryeasyforsuchspeakertomaintainaneyescontactwiththeaudience
throughoutpresentation.
Itispossibletofinishthespeechinallottedtime.

Disadvantage:

Memorizationrequirestoomuchoftime.
Evenyourmnemonicskillsfailyouifyouhavenotrehearsedadequately.
Noflexibilityoradaptationispossibleduringthespeech.

Q8.Discussimpactofbodylanguageinmakingpresentationeffective.

The study reveals that 60% of all human communication is your body language and 30% of
whatyousayisyourtone.

1) Personalappearance:
Makesthefirstimpactontheaudienceincludesdress,hairstyle,makeupetc.
2) Posture:
Referstothewayonestandssitsandwalks.
A good speaker stands tall; feet together with the weight directly over the
instepkeepinghischinparalleltothefloor.
3) Caution:
A relaxed shoulder and protrude stomach indicate that the speaker is
discouraged,tiredandwormout.
 4) Thepostureofsitting:
Thepostureofsittingmayconveyanairoptimismorsadnessorbeindicative
ofasenseoffailureorofinattractiveness.
5) Walkgracefully:
Move legs freely from the hips; lift your feet from the floor. Walk in straight
line,avoidastrideortingstep.
6) Gesture:
All oral communication is accompanied by gesture such as shrugging of
shoulders,flourishofthehandsmovementoftheheadetc.
Thesegestures enhancethe impactandaddagreatervaluetowhat isbeing
said.
7) FacialExpressions:
Faceisthemostexpressive.
Asmile=friendliness
Afrown=discontent
Raisingtheeyebrow=disbelief
Tighteningthejawmuscles=Antagonism
Canaddtothemeaningconveyedthroughverbalmeans.
8) Eyecontact:
Theeyesareanextensionofthebrainandawindowofthesoul.
Abettereyecontactleadstomoreeffectivecommunication.
9) Space&Distancing:
Itdiffersfromculturetoculture.
Informalgatheringitmayberangingfrom412feet.

Paralinguistic:

BodyLanguageandParalanguagearecomponentsofnonverbalcommunication.

Paralinguistic featuresare non verbal vocal clue that help you to give urgency to your
voice.

Your voice your trademark. It is that part of yourself that adds human touch to your
words.
 Voicegivesextralifetoyourdelivery.

Therefore, you may find it useful to understand the characteristic nuances of voice,
namelyQuality,Volume,Pace/rate,Pitch,Articulation,Pronunciation,Pauses.

1.Quality:

Qualityisacharacteristicdistinguishesonevoicefromanother.

Eachoneofushasauniquevoice.

Whilethequalityofonesvoicecantbechanged,itcanbetrainedforoptimumimpact.

Veryfewpeoplearenaturallyblessedwithdeepresonantquality.

Everybody can improve upon the quality of the voice and develop it to its fullest
potential.

2.Volume:

Volumeistheloudnessorsoftnessofthevoice.

Yourvoiceshouldalwaysprojectbutneednotalwaysbeloud.

Onewaytoimproveyourvoice&speakingisthroughreadingaloud.

3.Race/Rate:

Rateisnumberofwordswhichyouspeakperminute.(WPMWordPerminute)

Thenormalrateisfrom120to150words.

Cultivateyourpacesoastofitinthisreasonablelimit.

Ifthepersonspeakstooslowlyandmonotonously,heismostlikelytotheconsidereda
dullspeaker.

Afastspeakeralsocausesdiscomfortbecausethelistenersdonotgettimetograspthe
thoughtsandswitchfromonethoughttoanother.

Usepausestocreateemphasis.

4.Pitch:

Pitchreferstothenumberofvibrationpersecondofyourvoice.
 Theriseandfallofthevoiceconveysvariousemotions.

Lownessofpitchcanindicatesadness,shock,dullness.

Highpitchcanindicatejoyous,ecstatic,triumphantandevenenergy.

Awellbalancedpitchresultsinaclearandeffectivetone.

Pitchisalsoinfluencedbyyourairsupply.

5.Articulation:

Speaker should be careful not to slop, slur, chop, truncate or omit sounds between
wordsorsentences.

Lazyarticulation,slurredsoundsorskippingoverwordswilllowerthecredibilityofthe
speaker.

Developinyourselftheabilitytospeakdistinctly.

6.Pronunciation:

Ifarticulationmeansspeakingoutallthesoundsdistinctly,thenpronunciationrequires
ustospeakoutsoundinwaythatisgenerallyaccepted.

One should be careful enough to pronounce individual sounds along with word stress
accordingtothesetnorms.

Whenever there is confusion, always consults a good dictionary & try to pronounce it
accordingly.

7.Voicemodulation:

Voice Modulation pertains to the way we regulate, vary or adjust the tone, pitch and
volumeofthesoundandspeakingvoice.

Modulationofvoicebringsflexibilityandvitalitytoyourvoice.

Onecanexpressemotions,sentimentslikeimpatience,carefulplanning,despondency,
suspicionetc.inthebestpossibleway.

8.Pause:

Apauseisashortsilenceflankedbywords.
 Apauseinspeakingletsthelistenerreflectonthemassageanddigestitaccordingly.

Ithelpsyouglidefromonethoughttoanotherone.

Itembellishesyourspeechbecauseitisanaturalprocesstogiveabreak.

Bespontaneous.

Ifyoubecometooselfconscious,thisprocessbecomesartificial.

UNIT5INTERVIEWS

Q1. Explain the expectation in you from your prospective employer when you
appearforaninterview.

In general, employees are looking for two things: whether the candidate can
handleaspecificjobandevidencethatthepersonwillfitintheorganization.

Followingaretheattributesanemployerlooksforinhisemployees:

1) Integrity:Youranswersmustreflectthetotalcharacter.
2) Intelligence:Itincludesbasiccommonsenseaswellaspresenceofmind.
3) Endurance:Reflectendurancethroughyourstatements.Eventheslightest
signoflazinesswilllayyououtofthequeue.
4) Teamplayers:Projecttheabilitytoworkinteam.Topexecutivesareteam
builders.
5) Self confidence: Answers like may be etc depict lack of commitments
andselfconfidence.Atthesametime,overconfidenceandoversmartness
shouldbeavoided.
6) Sense of humour: Project grace even under difficult conditions.
Occasionally, laugh at yourself and cultivate a readiness to accept the
mistakes.
7) A cando attitude: This can be done by showing enthusiasm to take
responsibilities.
8) Accomplishments: It is important to show what you have achieved. This
contributestomeethetargets.
9) Anabilitytothinkquickly:Youranswersshouldbespontaneous.
10) Logical professions: If there is a gap in the progression, then there is
alwaysachancethatonewillbeasked.Behonestaboutyourfailures.
11) Performance: Ensure to reflect that your performance is either industry
specificorfunctionspecific.
 12) Relevantexperience:Talkofexperiencewhichwillmakevalueadditionto
thecurrentjobs.
13) Motivation:Whathasledyoutothisposition.

Employers are usually concerned with the candidates experience.
Intelligence,communicationskills,enthusiasm,creativityandmotivation.

Q2.Explaindifferenttypesofinterviews.

Depending on their objective and nature, interviews can be categorized

intothefollowingtypes:

Job
Information
Persuasive
Exit
Evaluation
Counseling
Conflictresolution
Disciplinary
Termination

JobInterviews:Here,thecandidatewantstolearnaboutthepositionand
theorganization,theemployerwantstolearnabouttheapplicantsabilities
and experience. Both hope to make a good impression and to establish
rapport. In the initial round, job interviews are usually formal and
structured.

Information interviews : The interviewer seeks facts that bear on a

decisionorcontributetobasicunderstanding.Informationflowsmainlyin
onedirection:onepersonasksalistofquestionsthatmustbecoveredand
listens to the answers supplied by the other person, e.g. doctor patient,
bosssubordinate.

Persuasiveinterviews:Onepersontellsanotheraboutanewidea,product
or service and explains why the other should act on his or her
recommendations.Persuasiveinterviewsareoftenassociatedwith,butare
certainly notlimitedtoselling. Thesepersuasiveinterviewsrequireskillin
drawing out and listening to others as well as the ability to impact
information.

Exitinterviews:Theinterviewerstrytounderstandwhytheintervieweeis
leavingtheorganizationortransferringtoanotherdepartmentordivision.
The interviewer tends to ask all the question while the interviewee
providesanswers.Encouragetheemployeetofocusoneventsandprocess
ratherthanonpersonalgrips.

EvaluationInterviews:Supervisorperiodicallygivesanemployeefeedback
on his performance and discusses progress towards predetermined
standardsorgoalstoevaluatetheareathatrequireimprovement.

Counselinginterviews:Asupervisortalkswithanemployeeaboutpersonal
problems that are interfering with work performance. The interviewer is
concernedwithwelfareofboththeemployeeandorganization.

Conflictresolutioninterviews:Twocompetingpeopleorgroupsofpeople
withopposingpointofviewexploretheirproblemsandattitudes.Thegoal
istobringtwopartiesclosertogethercauseadjustments,inperceptionand
attitudesandcreatemoreproductiveclimate.

Disciplinary interviews : A supervisor tries to correct the behavior of an

employee who has ignored the rules and regulation of the organization.
The interviewer tries to get the employee to see the reason for the rules
and agree to comply. The interviewer also reviews the facts and explores
thepersonsattitude.
 Terminationinterviews:Asupervisorinformsanemployeeforthereason
ofterminationoflattersofjob.Theinterviewertriestoavoidinvolvingthe
company in legal action and tries to maintain a positive relationship as
possiblewiththeinterviewee.

Q3. Your friend is going for an interview. What tips will you give him / her for
betterperformance?

Thefollowingarefewtipsthatwouldbegivenforbetterperformanceinan
interviewtoafriendofmine:

Bewellprepared.
Brushupyoursubjectandgeneralknowledge.
Memorizeyourresume.
Knowaboutthecompany.
Dressappropriately.
Besmart,clean,andwellgroomed.
Carryabriefcaseorneatfoldercontainingallrelevantpapers.
Showup1015minutesearly.Incaseyoufeelyoumaygetdelayed,call
upandinform.
Whenyoumeetyourinterviewer(s),shaketheirhandsconfidently.
Staycalm,donnotfidgetortwiddleyourthumb.
Bepolite.
Neverchewgumorsmokeduringtheinterview.
Beyourself,behonest.
Showarealinterestinthejob.
Beawareofalltheansweringtechniques.
Donotansweraquestionyoudidnotunderstand;askforclarificationfirst.
Speak clearly using positive words/phrases such as enjoy, enthusiastic,
positiveattitude,excellence,strivingtobemybest,etc.
Appropriately use the top five: nonverbal eye contact, facial expression,
posture,gestures,andspace.
 Intheend,restateyourinterestinthejob.
Smileandsaythankyou.
Tellthemhowyoulookforwardtoseeingthemagain.
Shakehandsfirmly.
Tellthemhowmuchyouenjoyedtheinterview.

 UNIT6GroupDiscussion

Q1. Your friend is going for an interview he/she has to first appear for
a group discussion. What tips you would give him/her for better
performance.

Introduction

Now days the importance of teamwork and group communication has been
increasedalot,italsoactsasapartofselectionprocess.

Guidelinesforgroupdiscussion

Toafriendofmyfollowingwouldbefewtipstotakecareofinagroupdiscussion.

Bethoroughwithcurrentissues.

Alwaysentertheroomwithapieceofpaper/dairyorpen.

Listentothetopicwell.

Jotdownasmanyideasyoucaninfirstfewminutes.

Organizeyourideasbeforespeaking.

Speakfirstonlyifyouhavesomethingsensibletosay.

Identity your supporters and opponents and allow your supporters to

augmentyourideas.

Keepatrackoftimeandsharetimefairly.

Haveanopenmindandlistentoothersviews.

Maintainaneyecontactwhilespeakingandlistening.

Donotindulgeinparallelconversation.

Bodylanguageanddisciplineshouldbeproperlymaintained.

 Usefact,humorandwit.

Drawofsilentmembersandencouragethemtospeak.

Lookattopicfromallvariousanglesandperspective

Beloudenoughtobeheardbyeveryone.

Avoidpersonalattacksandnamecalling

Supportyourpointswithsuitableorrelatedfacts.

Trytobegroupcenteredratherthanselfcentered.

Attempt to arrive at a consensus through your ultimate aim to reach a

conclusionwithinspecifiedtime.

Donottakeanegativestanceofanymemberinagroup.

Useproperlanguageandadhereprincipleofpoliteness.

Thus,aboutgiventipswouldaidafriendtogoforagroupdiscussionandputinto
betterperformance.

Q2. Importance of group discussion in recruitment procedure

introduction

Group discussion, which is conducted for the selection process is a well

formulateddevicesthatisusedforjudgingthepersonality,communicationskill,
knowledgeandtheirabilitytoworkasateam.

INDETAIL:

Groupdiscussionhasbecomeanintegralpartofmostofselectionprocesstoday,
thefourcomponentsgenerallyevaluatedareas:

 Knowledge

Communicationskills

Groupbehavior

Leadershippotential

Knowledge

Thisreferstothedepthandrangeofyourknowledgeaswellasanalytical
andorganizationalabilities.

Some knowledge of the topic concerned & supported by common sense

whichwillbeabletowinlaurels.

If is important to have a fairly good general knowledge and awareness of

thecurrentsituation,toperforminagooddiscussionwell.

Inthisapproachcandidatesarebeingevaluatedonhowyouthinkandnot
onwhatyouthink.

Of course the contribution of your knowledge must be relevant, rational,

convincingandaboveallinterestingappealingtoselectionpanel.

Communicationskills:

Duringagroupdiscussion,candidatewillbeassessedinformsof:

Activelistening
Clarityofexpression

 Language&vocabulary
Appropriatesofbodylanguage

LISTENING:

Listeningisanimportantingroupdiscussion,asitwillhelpyoutopickup
thethreadofdiscussionandcontinue.

It is easy for the selection panel to identify poor listeners as their

discussionlackscontinuity.

CLARITYOFEXPRESSION:

The panels perception of a candidates personality and ability to

influenceandconvinceothersdependsgreatlyuponrighttone.Voiceand
articulation.

Itisnotsufficienttohaveideasbuthavetobeexpresseffectively.

Fluencymodulationandgooddeliveryarealsoimportanthere.

LANGUAGE:

Languageusedshouldbeaccurate,freefromgrammaticalerrors,

Itshould bedirect, clearand precisewithideasflowinginanorganized

manner.

Languageusedmustbekeptsimpleandunambiguous.

Usingtoomuchofjargon,highsoundingwordsorambiguousexpression
mayprojectasshowoff.

BODYLANGUAGE:

Score of a group discussion depends not only on your verbal

communicationbutalsononverbalskills.

The selection panel observes your appearance, eye contact, posture,

gesturesandfacialexpression.

Yourgesturesandmannerismwouldreflectyourattitudethanwhatyou
say.

Bodylanguageisofanimportantweightageforassessmentofcandidates
accordingly.

GROUPBEHAVIOUR:

Group behavior reflects ability to interact with other members of a group

onbriefacquaintance.

Participatinginagroupdiscussioninvolvescoordinationandcooperation
amongvariousmembers.

The selection panel notes the difference in amount of participation by

members.

This needs to have an appropriate verbal and nonverbal means of

communication.

Leadershipskills:

Thesuccessofanyteamdepends,toalargeextentonitsleader.

Candidate who posses both functional ability and cocoordinating ability

willemergeastheleader.

Functional ability involves knowledge, mental and physical energy,

emotionalstability,communicationskillandobjectivity.

Cocoordinating involutes to have traits as group adaptability and

motivation.

Organizationwouldaidtoaboveaspectinagroupdiscussionastoselect
anappropriatecandidatesbestsuitableforagivenjob.

Q3. Discuss techniques of organizational group discussion:

INTRODUCTION:

In an organization, the group discussions are mainly used for group decision
making.Membersofinteractinggrouptaketheresponsibilityofexplainingtheir
ideasandarrivingataconsensus.

TECHNIQUES:

Inordertominimizethecensorthemselvesandpressureothergroupmembers,
thefollowingtechniquesmaybeused:

#Brainstorming

#Nominalgrouptechnique

#Delphitechnique

BRAINSTROMING:

Brainstorming is a method for generating a variety of ideas and

perspectives.

It is as uncritical as possible because criticism inhabits the free flow of

ideas.

Inthisform,agroupofsixtotwelvepeoplewillsitaroundatableanda
groupleaderstatestheprobleminaclearmanner.

Membersmaysuggestasmanyalternativesastheycan,&makeanoteof
it.

No criticism is allowed, all alternatives are recorded for discussion and

analysis.

Therearetwotypesofbrainstormingas:

1. Storyboard:itidentifiesmajorissues

2. LotusBoard:Corethoughtsarepresentedinsurroundingideaslike
petals.

Thistechniqueismainlyforprocessofgeneratingideasonly.

NominalGroupTechnique:

Inthistechniquegroupmembersareallphysicallypresentinatraditional
committeemeeting.Theyoperateindependently.

 Beforediscussion,memberswritedownideasontheproblem.

Eachmembertakesturngoingaroundpresentingtheirideas,nodiscussion
takeplaceuntilallideashavebeenrecorded.

Groupwillthandiscussideasforclarityandevaluatethem.

Each member silently and independently rankorders the ideas and final
decisionisdeterminedbytheideawithhighestranking.

DelphiTechnique:

TheDelphitechniqueismore complexandtimeconsuming alternativein

groupdecisionmaking.

Thistechniqueneverallowsthegroupmembertomeetfacetoface.

The problem is identified and members are asked to provide potential

solutionsthroughaseriescarefullydesignedquestionnaire.

Each member anonymously and independently completes the first

questionnaireandresultsarecompliedatcontrollocation.

Eachmemberreceivesacopyoftheresults.

Afterviewingresults,membersareagainaskedfortheirsolution,thesteps
wouldberepeatedasoftenasnecessaryuntilconsensusisreached.

This technique is used more over when members are geographically

scattered.

Conclusion:

An organization can decide upon the type of group discussion it needs to have
mainlyonthebasisoftime,urgency,locationandcomplexityofdecisionstobe
made.

UNIT7ParagraphDevelopment

Q(1)whatisaparagraph?Showthevariouscomponentsofparagraph.Explain
itinbrief.

Ans:Agroupofsentencesiscalledparagraph.

Characteristicsoncomponentsofeffectiveparagraph.

1) Cohesion
2) Coherence
3) Atopicsentence
4) Adequatedevelopment.

(1)Cohesion:

Thesentencesarereferringtothemainideaorathesisofthepaperisknownas
unityintheparagraph.

Theuseofdifferentreferencewordsgivescohesiontotheparagraph.

Itrelatesonesentencewithanother.

Cohesionhelpsyoutoavoidmonotonyandmakesyourparagraphcompact.

For e.g.:This is an apple. The apple is sweet. The apple is fresh. The apple is
importedfromsimla.TheappleisexportedtomanyAsiancountries.

The above paragraph has no grammatical mistakes but it has monotony and
unnecessarily,LengthenstheParagraph.Thesameparagraphcanberedraftedin
thefollowingway.

Thisisanapplewhichissweet,freshandredincolour.Itisimportedfromsimla
andexportedtomanyAsiancountries.

(2)Coherence:
Thesentenceshouldbeorganizeinalogicalmannerandshouldfollowadefinite
planofdevelopment.

There are four basic mechanical considerations in providing transition between

ideas.

Repetitionofkeywordsofphrases
Useoftransitionaltags
Useofparallelgrammaticalstructure
Useofpronoun

(3)Atopicsentence:

Acontrollingideaisthemainidea,yourattitude,yourevaluationofsomething

Thiscontrollingideaisexpressedstatedintheformoftopicsentence.
Justasanessayhasathesisthatexpressesthemainideaoftheessay.
A paragraph has a topic sentence that states the central idea for the
paragraph.
Topic sentences can appear at several points in paragraph, either at the
beginning,middleorend.
(4) Adequatedevelopment:
In addition to unity and conference a paragraph should also be well
developed, that is every idea discus in the paragraph so be adequately
explainedandsupportedthroughevidenceandexample.
This ideas of course should all work together to explain and support the
controllingideaofessayorpaper.

Q.(2)narratesthestepsdevelopaparagraphadequately.

Ans:

The first thing you should keep in the mind is that controlling the
ideaispositive.Thatisyourparagraphissupportingtheidea.Central
ideaoftheshouldmatchit.
 Next, your topic sentences of the paragraph state the main idea of
theparagraph.

Q.(3)Attributesofgoodparagraph:

Thefollowingaretheattributesofgoodparagraphwriting:

1.Itshouldbeconciseandprecise

2.Itshouldnotbelostmerelyinjungleofwords.

3.Itshouldnothavemonotony.

4.Thereferencewordshouldbeusedintheappropriatemanner.

5.Topicsentencesmustexplorethecentralideaofit.

6.Theideashouldhaveinterrelationshipwitheachother.

7.Itshouldhavecohesionandcoherenceinstyle.

8.Theideasshouldbeorganizedinlogicalsequences.

9.Itshouldbecorrectedwithallgrammaticalfaultsandpunctuations.

10.Thespellingshouldbespeltcorrectly.

Q.(5)Explaindifferenttypesofparagraph:

Narration

Exposition

Definition

Description

Comparison
 Processanalysis

Persuasion

1.Narration:

AnarrativediffersfromMerelistingofevents.

Timeandplaceandpersonarenormallyestablished.

Narrative serves as the opening anecdote that illustrated the topic of the
story.

2.Expostion:

Expositionisexplanatorywriting

Expositioncanbeincidentalpartofadescriptionoranarration,oritcanbe
theheartofanarticle.

Aside from clarity the key problem with exposition is credibility. What
makesyourexplanationbelievable?

3.Defination:

Here,theparagraphdefinestheobjectsonprocess.

Thecontentsareoftengeneralandfactual.

After reading the paragraph, readers have knowledge or information that

theydidnotknowonobjectorprocessbeforetheystartedreading.

4.Description:

Descriptionrequiresyoutorecordaseriesofdetailedobservation.

Beespeciallycarefultomakerealobservation.

The success of a description lies in the difference between what a reader

canimagineandwhatyouactuallysawandrecorded;fromthatgaparises
asparkofengagement.

Usesensorylanguage.
 Golightonadjectivesandadverbs.

Thekeyproblemindescriptionistoavoidbeingstaticonflat.

Adopt a strategy that makes your description into little story: move from
fartonear,lefttoright,oldtonew.

5)Comparison:

Here,paragraphoftwodifferentobjectsorprocessarecompared.

It may compare more than two different objects or process, in order to

identitytheadvantageanddisadvantageofeachobjectsorprocess.

Beforewritingacomparisondrawsupachartandfillsitin.

Find out certain elements; compare those elements with the element of
otherobjectsorprocess.

6)Processanalysis:

Here,paragraphdescribesaprocessinsequentialorder.

1.Analysetheprocessintoseriesofsteps.

2.Putthestepsintosequence.

3. Isolate the steps: number them, use bullets, put them in separate
paragraph.

4.Useillustrationkeystothestepswhenappropriate.

5. Always ask an outsider to read your process analysis to see if it can be

followed.

7)Persuasion:

Here,paragraphiswritten,topersuadepeopletodosomethingorchange
theirmindsorTakeanaction,moreisneededthanyouropinionorsenseof
conviction.

Given paragraph also serve to little article and brings a sense of closer in
thefromofok,nowgetupandact!



UNIT8LETTERWRITING
Letterheadformat[Blockstyle]

Inquiryletter

Shrijiprivatelimited
25,northMainStreet
AshramRoad
Ahmedabad3840005.



October16,2009.


Mr.BharatPatel
Mahajanpublicationhouse
Gandhiroad
Ahmadabad380014.

DearSir,

Subject:InquiryforBooks

Weareverymuchimpressedbyyouradvertisementofnewbooksonautomobile
andcustomerrelationship.Weareleadingdealersofautomobilepartsinourcity
since last 10 years. We are interested in buying few books for building better
customerrelationship

Pleasesendusyourlatestcatalogsandpricelist.Asweareyournewcustomer,
werequestyoutoofferusmaximumdiscountandfavorabletermsofpayment.
Ourrequirementisurgentwewouldliketoknowwhetheryoucandeliverthe
goodswithin15days.Ifyourpricelistandtermsareacceptable.Wewouldplace
onordersoon.

Thankyou.

Yoursfaithfully

P.K.vora

(SalesManager)

UnsolicitedInquiryLetter

ShrijiInstituteofmanagement
GayanimandirRoad
Navrangpura
Ahmedabad380006
OCTOBER24,2009.

MahajanFurnitureHouse
GandhiRoad
Ahmadabad3800017.

DearSir,

Subject:InquiryforFurniture.

WehavebeendealinginthebusinessofFurnitureforlast25teams.Weare
interestedinyourfurnitureforournewcollegebuildingthisyear.
Werequestyoutosenduslatestcatalogueandpricelist.Wewishtoplacean
orderofvariousfurniturefromyou.Thereforewerequestyoutousyour
generousdiscount.

Ifyourtermsandconditionsofbusinessarefavorable,weshallbeyourvalued
customerwithbigorders.Weexpectpromptandpositivereply.

ThankYou,

YoursFaithfully,

ShivPatel.

(ManagementIncharge)

ReplytoInquiry

MahajanFurnitureHouse
GandhiRoad
Ahmadabad3800017.

October27,2009.

ShrijiInstituteofManagement
GayanimandirRoad
Navrangpura
Ahmedabad380006.

DearSir,

Subject:ReplytoInquiry.

Wethankyouforyourinquirydatedon24thOctober,2009askingpricesand
particularsofourMahajanFurniture.Wearepleasedtosendyouherewith
detailedcatalogandpricelist.

Weshallgrantyoudiscountof20%onthepricesmentionedinthepricelist,if
yourorderisaboveRs.2,00,000.OurTermsofPaymentwillbe:PAYMENT
AGAINSTDELIVERYDOCUMENTSTHROUGHYOURBANKERS.Thepackingand
forwardingwillbedonefreeofcost.

Weassureyoutoexecuteyourorderwithin15daysfromthedateofthereceipt
ofyourorder.Wehope,youwillfindourprice&termsconditionsmost
reasonable.

Welookforwardtoserveyousatisfactory.

Yoursfaithfully,

R.KVora.
(SalesManger)


 PlacinganOrder

ShrijiInstituteofManagement
GayanimandirRoad
Navrangpura
Ahmedabad380006.

November2,2009.

MahajanFurnitureHouse
GandhiRoad
Ahmadabad3800017.

DearSir,

Subject:Placinganorder.

Thank you very much for quotation letter of 1st October. We are pleased to
confirm our order number 346 for the following goods as per your quotation
letterno.443.

SerialNo Items Quantity Description

1 Benches 140 MediumSize

2 RoundTable 34 Brown & Cream

Color

3 ComputerTable 40 SlimShow

4 Chairs 40 Revolving
5 SelfCupboard 154 3drawers

Sincewerequirethegoodsbefore15thNovember,2009.werequestsyoutosend
the goods as soon as possible. Your terms and condition for business are
favorabletous.

We request you to send us an advance cheque of Rs.1, 20,000/ before 30th

October,2009inthenameofShivfurnitureprivateLtd.

Wethankyouforyourvaluedcustom.

Yourssincerely,

ShivPatel.

(ManagementIncharge)

AcceptinganOrder

MahajanFurnitureHouse
GandhiRoad
Ahmadabad3800017.

November6,2009.

ShrijiInstituteofManagement
GayanimandirRoad
Navrangpura
Ahmedabad380006.


DearMr.Patel,

Subject:Acceptinganorder.

Thankyouforplacingsuchalargeorder.Gladyouagreeonourpriceandterms.
Wearehappytoacceptyourorder.

Wewouldbeabletodeliveryourorderbetween13rdNovemberthroughKataria
transportservices.Pleaseensurethatyoureceivelistofgoodsandconsignment
copy.

Hope you will agree with our proposal and expect prompt conformation of
acceptingyourorder.

Yoursfaithfully,

R.K.Vora.

(Proprietor)

Letterforcomplain

ModifiedBlockformat

NeelKamalElectronics
MahajanStreet
Kalawadroad
Rajkot.360005.


January20,2009.

ShrimadElectronics.
Trikonbagmarg
Jubaliroad
Rajkot360004.

DearSir,

Subject:Complainforwronggoods.

We have received the consignment sent by you against our letter no.104.We
thankyouverymuchforyourpromptexecutionofourorder.Howeverwewould
liketodrawyourattentiontothefollowingcomplaint.

Onopeningtheconsignment,wefoundthat50TVswereinadamagedcondition
out of total of 250.As our customers do not buy such broken goods, we are
sendingthembackwithrequesttosendusnew50TVsasearlyaspossible.

Wearesurethatyouwillagreetopaythetransportationcostofreplacement.We
hopewelookforwardforyourpromptattention.

Yoursfaithfully,

V.KDutta

(Proprietor)

Adjustmentletter

Shrijielectronics
25,navpath
Navarangpura,Street
Gandhiroad
Ahmedabad380016.
October162009.

Kamalkunjelectronics
20,janpathmarg
Karolbag
Delhi110001.

Dearsir,

Subject:Adjustmentfordamagedgoods

ThankyouforyourletterNOPN104.Wearesorrytoknowthatyoureceived50
TVsindamagedcondition.Wearesorryfortheinconveniencecausedtoyou.

Oninquirywefoundthatthedamagedwascausedbecauseofmishandlingof
goodsduringtransit.Thedamagehasbeencausedbythetransporter.Sowe
requestyoutoclaimfortherecompensationfromcarryTransportCompany.

Wehavefollowedallyourinstructionsproperly.Sowearenotresponsibleforthe
damages.Wethinkourexplanationwillsatisfyyouandwillcontinueyour
patronage.

Sincerelyyours

KetanPatel,
(Salesmanager)

CollectionletterBlockstyle

Kamwovelectronics
23,NavkiranStreet
Ponalroad
Chandnichock
Delhi110004.

October242009

ShivkrupalElectronics
GandhiRoad
Navrangpura
Ahmedabad380015.

DearSir,

Subject:Collectionofdueamount.

Wehopethatourpromptdeliveryofgoodswouldhavesupportedyouduringthe
heavyrushoffestive.Wewouldliketoinformyouthat.Wehavenotreceivedthe
remainingbalanceamountofgivenconsignment.
Youradvanceamountwasalsoreceivedaweeklate.Wewouldliketoknowthe
reason for the late Payment mode. If there is any genuine reason please let us
know,sothatwetakeintoconsideration.

WerequestyoutopaytheamountlatestbyNovember3.2009.wewouldcharge
5%interest.Ifdonotreceivethepaymentontime.Hopeyouwillpayattention
forthesameandreplayassoon.

Yourstruly,

Bakulchavda

[Accountinghead]

Salesletter

HomeEnterprise
Gandhiroad,Ahmedabad380014
PHONENO:(079)2345849
www.homemakers.com

11may20008

CampbellCompany
Cannaughtplace
Newdehli110005.

DearSir,

Haveyoueverthoughthowyourvisitorswouldreactwhenuofferthenjuicesand
colddrinksallreadyinajiffy?Fruitsandflavorsofallrindgohandinhandinour
nearlypunchedproductHOMEJUICEMAKER.

There are several automatic as well as well as manually operated juice making
attachmentwhereyouranjustdropinthefruitpourallrequiredingredientsand
watchourmachinespeeduptoprepareyourfruitjuicejustinafewminutes.It
will also reduce your work by automatically separating the ring and seeds in a
wastecan,readilybediscarded.

As owners of our juice maker you are entitled to additional advantage like its
capacitytoeven,makecoffeeorteawithextraattachment.Itisveryhandyand
makeslifetoeasythatevenchildrencanhandleitsafely.

At present we offer juice makers in for different colors as white, grey, blue and
green. There is an offer of 30% discount on placing an order before 30th may
2008. Sending the enclosed form today together with requisite cast. Your own
juicemakerwillbesentfreeofdeliverscosttoyourdoorstepjust6daysfromthe
receiptofyourorder.

Yoursfaithfully,

M.K.Gupta

Salesmanager.

TheoryBusinessLetters.

PartsofBusinessletter:

1. Heading/LetterHead

ThisincludesorganizationsName,Fulladdress,telephoneno.,faxandEmail.

e.g.

HI.TechGraphics
513,CircularRoad
Bangalore560001.
Servingyourneedssience1990
Phone:0802345963Email
sale@tech.com

2. Date

Thisincludesdate,monthandtheyear,whichcanbewrittenas:

Americanformat:June3,2009.
 BritishFormat:3June,2009.

3. InsideAddress

This part is identify the receipt (To whom letter is been written). It includes
Name of a person/post in an organization or specific department, street
addressorpostboxno.cityandstatenamealongwithpostalcode.

e.g.

TheGeneralManager
LionIndustriesLimited
EastPatelNagar
AndheriEast.
Mumbai400001

4. Salutation.

Ityoudonotknowspecificnamethesalutationswouldbe:

Dearsir/DearMadam.

DearColleagues,

ToAllSalesReps.

ToWhomItMayConcern:

Dearstudents.

Ifyoudonotknowgender,saluatationwouldbeas:

DearB.M.Patel

DearSheetalSharma.
IfyouknowtheFirst/LastName,Saluatationswouldbeas:

DearMr.Gupta

DearAshok

Ityouarewritingtoahigherauthoritylevel,saluatationwillbeas:

Respectedsir/Madam

RespectedPrinciplesir.

5. SubjectLine

Thiselementletstherecipientknowataglance,whataletterdealsabout.

e.g.

Subject:Informationregardinginspection.

6. Message

TheMainpartofbusinessletter,whichinformsthereaderaboutthemessage.
Thefirstpartwillhavegeneralintroductiontothesubject.Secondpartdeals
withmainmatterandlastpartwillincludeclosing.

7. ComplimentaryClose:

Thiselementisasinglewordorphaseas:

BeginningEnd

DearSir/MadamYoursFaithfully,

DearMr.BrownYourssincerely,
DearJohnYourssincerely/KindRegards,

RespecterSirRespectfullyYours/yours
obediently,

8. SignatureLine

SignatureLineincludesyoursignature,nameandtitle

e.g.

Cordiallyyours,

Mr.SantoshGupta.

(SeniorExecutive)

Perprosignature.

Itaorganizationhasdelegatedtheauthorityofsigningletterstoanexecutive
bythepowerofauthority,thatexecutivewilladdperproorPPjustbeforethe
nameoftheorganizationandsignbelowitas:

Cordially,

Perpro.SharewellIndustries

LaxmiPandey.

9. AttentionLine:

Attentionlinecanbeusetodrawtheattentionofaparticularpersonor
departmentinanorganization.Attentionlineistobeplacedtwospacebelow
theinsideaddress.
e.g.

Attention:PersonalManager.

Subject:Informationonnewrecruitment.

DearMr.,Gupta,

10.AddresseeNotation:

Thissortofinformationgenerallyappearsatdoublespaceabovetheinside
address,inallcapitalletters.Itcanbeas:

PERSONALINFORMATION,CONFIDENTIAL,PLEASEFORWARDTHOUGH
PROPOERCHANNELetc

11.CopyNotation

Thisindicateswhoisreceivingacourtesycopy(CC)orcarboncopy.Some
companiesindicatescopiesmadeonaphotocopier(PC)ormayuserecipients
arelistedintheorderofrankoralphabeticalorder.

CC:CharlesMathew

PC:LenaMadan

C:RahulBhatt

12.PostScript
Lettersmayalsobearpostscriptsi.e.afterthoughtstotheletter,tothe
messagethatrequireemphasisorpersonalnotes.Postscriptisusuallylast
itemonanyletterandmaybeprecededbyP.SorPSornothingatall.Second
thoughtwillbewrittenasP.S.S.

Trytoavoidpostscriptastheyconveyanimpressionofpoorplanning.

e.g.

PS:pleaseinstructyouofficetogivepriorinformationincaseofnot
supplyingwateronaparticularday.

13.MailingNotation:

14.Thisisplacedeitheratthebottomoftheletter,afterreferenceinitialsor
enclosureoratthetopoftheletter,abovetheinsideaddressonleft
side/middle

e.g.

BYSpeedPost

Bycourier

Byregisteredpost.

PrinciplesofBusinessLetter.

Useyouattitude.

Clearandconcise.

Correctandcomplete.

Emphasizethepositiveapproach.
 Courteousandconsiderate.

UsenaturalTone.

Steps:

Identifyyourpurpose

Analyzeyouraudience

Collectdatatosupport

Organizeyourmessage.

UNIT9TechnicalReport.
Q1.Definetechnicalreportsandstatesitstypesinbrief:

Report:

Areportisaformaldocumentwrittenforaspecificaudiencetomeetaspecific
need.

Typesofreports:

Onthebasisofcommunicationmediaandsituationreportscanbeclassifiedas:

Typesofreports

OralFormalStatutoryRoutineInformational

WrittenInformalnonstatutorySpecialInterpretative

InDetail:

1.Oralreports:

An oral report is a face to face communication of an experience or

observation.

It is comparatively informal and time saving. Also simple and easy to

present.

Ittrendstobevagueandprovidesnorecordsforfuturereference.

ForE.g.:Salesreport,Conferencereports..

2.Writtenreports:

Awrittenreportisrelativelymoreaccurateandprecise.


Itismoreformalandgivesapermanentrecord.

ForE.g.:Projectreport,Researchreport,Progressreports

3.Informalreports:

Informal reports are generally informed of person to person

communication.

Informalreportisoftenwritteninaformofletteroramemorandum.

ForE.g.:Laboratoryreports,Dailyreports,Tripreports.

4.Formalreports:

Aformalreportispresentedinaprescribedform.

Itispreparedinaccordancewithanestablishedprocedureandsubmitted
toauthorityconcern.

Formal reports are generally long reports with elaborate description and
discussion.

ForE.g.:Annulreport,Thesisproject,andTechnicalreport.

5.Statutoryreport:

Statutory reports are prepared and presented according to the form and
procedurelaiddownbylawarecalledstatutoryreport

Reportsaresubmittedatthestatutorymeetingofshareholders,directors
toannualgeneralmeeting.

Annualreturns,auditorreportsareexampleofstatutoryreports.

6.Nonstatutoryreports:


Formal reports which are not required under only law but which are
prepared to help the management in formulating policies and taking
importantdecisionarecallednonstatutoryreports.

7.Routinereports:

Thisreportsarepreparedandpresentedintheusualroutineofbusiness.

Such reports contain more statement of facts without opinion or

recommendation.

Routine reports are usually written on the prescribed preformed are

presentedatprescribedintervals,soalsoknowasperiodicreports

ForE.g.:Dailyproductreport,Monthlysalesreport.

8.Specialreports:

Specialreportsarerelatedtoasingleoccasionorsituation.

Specialreportsdealwithnonrecurrentproblems.

According to the function a report can be either informational or

interpretive.

ForE.g.:Inquiryreports,Researchreports,ThesisReports.

9.Informationalreports:

Informational report presents the data collected or facts observed in an

organization.

Itdoesnothaveconclusionoranyrecommendation.

ForE.g.:Conferencereport,Seminarreport,Tripreport.

10.Interpretativereports:

Thisreportnotonlycontainsfactsbutalsoevaluationofdata.


The report includes having report conclusion and may also have
recommendationforactions.

Reportsaregenerallybasedananalysisorinvestigationoftheproblemor
research.

Reports should be reader oriented with detail and documentary required

basedonthetypeselected.

ForE.g.:Projectreport,Marketresearchreport.

Q2.Discusscharacteristicsandobjectivesoftechnicalreports.

Reportisadescriptionofaneventtoapersonwhowasnotactuallypresentan
thesense.Itisbasedonevidence,informationandotherrelatedfacts.

*Charactertics:

1.Precision:

Effective report, clearly reflect their purpose. Precision gives unity and
coherence to report and makes it valuable document. Investigation ,
analysisandrecommendationshouldbedirectedbycentralpurpose.

2.Factualdetails:

Report should be detailed and factual, depending upon your specific

audienceneeds.Accuracyoffactsisveryessentialtoagoodreport.

Inaccuratefactsmayloadtodisastrousdecision.

3.Relevance:

The fact in report must not only be accurate but also relevant. Irrelevant
facts make a report confusing; exclusion of relevant facts renders it
incompleteandislikelytomislead.

4.Readeroriented:


Draftingreportneedstotakecareofthepersongoingtoreactit.Agood
reportistoreaderoriented.

5.Objectivity:

The objectivity should come as logical conclusion to investigation and

analysis.Theobjectivityshouldbenaturaloutcomeofanalysis.

6.Easylanguage:

A good report should be written in simple, unambiguous language and

clearone.

Itshouldbebriefandgrammaticallyaccurate.

7.Brevity:

Brevityistheessenceofsoulitwouldbeinbriefasmuchaspossible.

8.Specialformat:

Atechnicalreportshouldinvolveformatincludingthegivecontentsasset
tothestandards.

9.Homogeneity:

A good report should deal with one topic at a time. All section of your
reportshouldfocusonthetopic.

*ObjectiveofReports:

Topresentarecordofaccomplishedwork.

Torecordanexperimentresearch.

Todocumentschedulestimetablesandmilestone.

Todocumentcurrentstatus.

Torecordandclarifycomplexinformationforfuturereference.


Topresentatopicinanorganizedform.

Topresentinformationtoalargenumber.(annualreport).

Torecommendactions

TYPESOFREPORT

1.LETTERHEADFORMAT


ShrijiConsultancyPrivateLtd.
B12/16,RingRoad
Ahmedabad380016.
Gujarat[India]
www.shrijigroup.com



January20,2009.

Mr.S.R.Patel
Chiefengineeringofficer
SDLlimited,SDLPBuilding
36BNehruRoad
Ahmedabad380060.
Gujarat[India]

Subject:InspectionReport

DearSir,

ShrijiconsultancyteaminspectedAPsectionofthecomputerdepartment
inSDLtocollectvariousparameterstodeterminetheratingandworkingof


thesystem.Adetaildescriptionregardingdifferentlocationvisitedisgiven
below:


LocationA:Customerservice
Thesystemusedherewasfoundoflowconfigurationsandfewsystemsdid
not work properly. It was observed that data in system could not be
retrievedquickly.Thereisneedtoinstallantivirusesassoonaspossible.

LocationB:AccountDepartment
The systems here were found better than customer service department,
but due to fluctuation in voltage few systems does not boot immediately
.stabilizersshouldbeusedtopreventfluctuations,Foraccurateandbetter
resultinaccountingsoftwarenamedastally9.0shouldbeused.

LocationC:Production
System used at production department needs to be immediately changed
as they are of very low configuration and few parts are really damaged.
Systemalsodoesnotproperlysupportnewoperativesystem.

TheinspectionteamincludedseniorcomputerengineersMr.NikhilBhatt,
Mr.VipulPatelandMr.SumitVora,allatShrijiconsultancy.

WeatShrijiconsultancybelievethatthefindingsoftheteamwillhelpyou
togoaheadwithyourplantomodernizethesupportsystemwithsmooth
roadways.


Sincerely,

S.K.Bhatt
[GeneralManager]


MEMOFORMAT
InnovateSolutionPrivateLtd.
Interofficememorandum.

Date :March4,2008
To :Mrs.ShaillyVora
Director[Sales]
From:KrupaPatel
ChiefTrainingManager.

Subject:InterISPLmeetontelemarketingstrategies.

Report:Salesmanagersfromall12headofficeofInnovateSolutioninIndiagot
together from 1215th February 2008, to share their experience of the use and
effectivenessoftelemarketingstrategiesinIndiaanddiscussfutureplanofaction.

There were sessions on sales training courses to run in the head offices and
activities at the training centers at various parts of India. Each representatives
participantreceivedsetofmaterialsproducedbythecorporatetrainingcenterin
Mumbai.

Expert sales trainers like Mr. Sanjay Shah, Dr.B.N.Vasu, Mr. Sailesh Parekh
coordinator ISPL Training Center and other cocoordinators enlighten the
participantsthroughtheirspeechandsubsequentworkshops.


Theworkshopswerehighlyinteractiveandparticipantsactivelyparticipateinthe
deliberations. The level of interest and commitment was remarkable. The meet
wasveryenlighteningandsuccessful.

Yourstruly,

KrupaPatel.


PRINTEDFORM

Repetitiveandroutinedata:

TOURREPORT

Reportonparticipationinprofessionalconferenceofficeorderno.1464datedon
20thJanuary,2008.

Nameofofficer :JayeshPandit.

Designation :Seniormarketingmanager,

Regionaloffice

ShrijiConsultancyPrivateLtd.

Andrei(west)

Mumbai53.

Nameofconference:Innovateconceptsinsalesandmarketing.

Nameoforganizer:IndianmanagementAssociation.

Conferencevenue:HotelFaaMumbai

Durationofconference:January1416,2008.

Organizationofconference:

(a)Sponsors:

AirSahara
TataConsultancy
IndianAirlines


(b)NumberofParticipants:125

(c)NumberofSessions:12

(d)NumberofPresentations:32

Date:25thJanuary,2008.

Signature:JayeshPandit.

Structureof

FormalReport.

Thefollowingelementsshouldappearintheformalreport:

1. TheTitlepage.

2. Acknowledgement.

3. LetterofTransmittal.

4. TableofContent.

5. AbstractandExecutiveSummary.

6. Introduction.

7. Findings.


8. Conclusions.

9. Recommendation.

10.Appendix.

11.ReferencesandBibliography.

TitlePage

AHMEDABADCOUNCILOFSIENCEANDTECHNOLOGY

ACST(GIDC)AHMEDABAD380010

GUJARAT.

ROLEOFSCIENCEANDTECHNOLOGYINTHEDEVELOPMENTOFRURAL
AREASINAHMEDABAD.

REPORTPREPARED

BY

SUNILKADAN.

PREPAREDFOR

THECHAIRMAN

ACSTAHMEDABAD.

November27,2009


LetterofTransmittal

AHMEDABADCOUNCILOFSIENCEANDTECHNOLOGY

ACST(GIDC)AHMEDABAD380010

GUJARAT.
RANJANSHUKLA
THECHAIRMAN
ACST

DearSir,

Ihaveagreatpleasureinsubmittingthereportonroleofscienceandtechnology
inthedevelopmentofruralareas.

Iwouldliketoexpressmythankstomycolleaguesandencouragedmetowork
hard.Theyhavebeenverygenerousinextendingtheirconstanthelptocarryout
thisstudyproperly.

Unexpected growth of science and technology has brought out many radical
changesinthesociety.Scienceandtechnologyhasbecomeenmeshedwithevery
activityofoursocietytoday.Theimpactofscienceandtechnologyisreflectedin
transportation,communication,healthconditions,automation,andenvironment
andsoon.SincemajorportionofIndiaresidesinruralareas,topromotetheuse
ofscienceandtechnologyandthisareawillbegreatlybenefited.


ThechairmanofACSThasinvitedmeassecretarytowriteaninterpretivereport
on The Role of Science and Technology in the Development of Rural Areas. The
study is based on the information received from the department on the
percentagedistributionofexpenditureforfiveyears.(20042009)

Thepresentstudygivesanoverviewofthedistributionofexpenditureoverfive
years. The present study will certainly help you to take further decision on
allocationofmorefunds.

Ihopethestudywillproveusefulformakingproperrecommendation.

WithRegards

Yoursfaithfully

SunilKandan.

MarketingAnalyst

(ACST)

SAMPLEOFACKNOWLEDGEMENT.

Ishouldthankeveryoneassociatedwiththeassignmentandpreparationofthis
report.


Ithankmyorganization,Ahmedabadcouncilofscienceandtechnologyforgiving
me an opportunity to conduct the research report project. A special word of
thanktoMr.RaviKumar(Director&ChiefExecutive),Mr.,NitinKhana(DGM)and
otherExecutivesof Ahmedabadcouncilofscienceandtechnologyforgiving me
necessaryguidanceandsupportinmyprojectwork.

Ialsothankallrespondentofsurvey,whogavemevaluableinformationtocarry
outthestudyinbetterway.

Finally, I wish to thank my Family members and all my colleagues of my

department,whocolleaguesofmydepartment,whocontributedvaluableinputs
oftheresearch,work.

SAMPLEOFTABLEOFCONTENT.

LETTEROFTRANSMITTAL

CERTIFICATE

ACKNOWLEDGEMENT

ABSTRACT

1. INTRODUCTION2


2. OVERVIEW3

3. MAJORPROJECTS4

4. PROGRAMMES6

5. BACKGROUD9

5.1SIGNIFICANCEOFSTUDY

5.2PROBLEMINDETAIL

7.SCOPEOFSTUDY13

8.DATASOURCES14

9.FINDINGSANDANALYSIS18

10.CONCLUSIONS26

11.RECOMMENDATIONS32

12.BIBLOGRAPHY40

 UNIT-10 Technical Proposals

PROPOSALS :

A piece of communication either oral or written that can persuade

someone to accept the suggested views or ideas is a proposal. It is a
systematic, factual, formal and persuasive description of a course of action
or a set of recommendations.

PURPOSE :

Purpose of writing proposals varies from organization to organization. Given

below are a few purposes of proposals:

To initiative a new project.

To provide fresh ideas.
To solve problems
To reinforce innovative strategies
To persuade the customer to purchase goods or service
To conduct the basic research before developing a new plan
To modernize the office procedures of an organization

TYPES OF PROPOSALS :

Proposals may be classified as follows :

(A) In-Formal and Formal Proposals :

This type depends on the length and format. In-formal proposals dont
require lengthy descriptions and discussion. They are brief and written
to initiate small projects and so mostly they are in printed form, letter
or memo formats.

Formal proposals are lengthy and written to initiate big projects. As

such they require descriptions and discussions and written in
manuscript format.

1
(B)Internal and External Proposals :
This type depends on the nature of the addressee. An internal proposal
is for reader within an organization. It may offer to study a problem in
the organization and present options to solve it .

An enter proposal is addressed to people outside an organization. It

may offer a plan to solve a problem of that organization and give
appropriate recommendations.

(C ) Solicited and Unsolicited Proposals :

A proposal written in response of a particular request from a client is
known as solicited proposal. Government and Non government
agencies, some companies solicit proposals for their projects. On the
other hand, unsolicited proposals are written without any request for a
proposal. As these proposals propose solutions to problem and
constructive recommendations, they are based on an object
assessment of a situation by and individual on a firm.

CHARACTERISTICS OF A PROPOSAL :

The following are the characteristics of proposals :

Proposals should be more creative in comparison of other forms of

professional writing.
Proposal should lead to believe the decision makers that their
needs would be fulfilled.
Proposals should contain a course of action with the rationale . If
it is absent, no one is going to accept what is proposed.
Proposals should keep in mind the customers convenience,
financial benefit and prestige.
Proposals look attractive and written neatly.
Proposals should include background, objective, description,
summary of the problem.
Proposals should convince the customer that the proposed course
of action will lead to future benefits.

2
Q1.) Draft a proposal as a general secretary students union of your
institution for setting up a canteen in your campus, draft this proposal
to Vice President of student gymkhana in memorandum format.

Date : October 6, 2009.

To : Vice president of students

Gymkhana.

From : General Secretary of students

Subject : Setting up a canteen in campus

Introduction :

The purpose of writing this proposal is for setting up a canteen in

campus. In this proposal first will give gist of proposal, followed by
the relevant background information require. The proposal shall
through light on following aspects as :

Problems faced by students

Objective
Work plan
Estimated cost

PROBLEMS FACED BY STUDENTS / BACKGROUND :

The problem faced by college students is of good food during their

break hours.

As there is no canteen facility inside the campus, student generally

move out and have snacks from lari-wala The food which they in
take is
Unhygienic
Lowqualityofmaterialused.
Openvessel
Surroundingatmosphereisfullofpollution

3
 All these above factors may create a adverse effect on health of
students.

OBJECTIVE:-

The main objective of this canteen would be to provide a healthy

staff to students it will also take care for
Providingfood
Usinggoodqualityofrawstaff
Specifiedareawherestudentscansitandenjoythefood
Goodfoodateconomyrate
Friendlyatmosphere

Work plan
This project is split into three phases as:-
Setupacanteenarea/construction
Catering
Setupofinsidearrangement

Construction
Theconstructionofcanteenwouldbeatthebackoftennis
court.Areaoccupiedforthiswouldbeapproximately150
squarefeet.Insideareawillcover
Kitchen
Serviceplace
Sittingarea
Washroom

Catering
The food items will be given on contract bases to our client
Ganesh caterers, it will include all kind of snacks ,cold
drinks and mini lunch. Quality of raw material will be always
checked by our supervisory staff.
Inside setup
For inside setup, we shall have stiffing arrangement in the form
of chairs and tables, cash counter area, service area and kitchen.
Estimated cost:-

4
 Theexpenditureexpectedwouldbeas:
1. Construction13,00,00
2. Equipments80,000
3. Electricalcost25,000
4. Furniture1,50,000
5. Misc.expenses25,000

Duration:-
The construction would be expected to complete within time
duration of 2months.Furniture would require 1month and
electrical work would require 15days to complete the work.
Conclusion:-
We must not let the problem to grow more and let the problem
to grow more and try to set out the facility or students as soon
as possible, it is therefore requested to accord approval to the
setting up of a canteen in the campus area.

Yours truly,

S.P. Patel

(General Secretary of Students)

5
 Effective Solicited Proposal in Letter Format:

JWS Remolding Solutions

121 Phases -1, VATVA GIDC, Ahmedabad 380013.
Contact: (079) 26546378 E-mail: jws@worldnet.att.net

October 29, 2009.

Mr. Dharmesh Patel

Data Dimensions
15 HR Marg
Vata, Ahmedabad 380027.

Dear Mr. Patel:

Subject: Proposal for Home Office Construction.

JWS Remodeling Solutions would be happy to convert your existing living

room area into a home office according to the specifications discussed
during our October 14 meeting. We can schedule the project for the week
beginning Novemeber 12, 2009 (two weeks from today). The project will
take roughly 3 weeks to complete.

Our construction approach is unique. We provide a full staff of licensed

trades people and schedule our projects so that when one trade finishes, the
next trade is ready to begin. To expedite this project, as you requested, we
have agreed to overlap several trades whose work can be done concurrently.

JWS Remodeling Solutions will provide the following work:

Remove baseboard, door casing, fluted casing and sheetrock to

prepare for construction of new partition wall at north end of living
room.
Partition and finish walls to create two separate storage closets at
north end of living room with access through two 36 six-panel door
units. Replace all disturbed sheetrock.
Hand and trim new door units and replace all disturbed baseboards
and door casings.

6
 Move cold air return from west wall to east wall of living room.
Paint or finish all surfaces/trim to match specs used throughout house.

The work does not include custom office cabinetry, carpeting or phone or
cable wiring. We would be happy to bid on these projects in the future.

JWS Remodeling Solutions has been in business in the Michigan area for
over 17 years. We have a strong reputation for being a quality builder. We
take great pride in our work and we treat all projects with the same high
level attention, regardless of their size or scope. Our trades people are all
licensed, insured professionals with years of experience in their respective
crafts, Enclosed is a copy of our company brochure discussing our
qualifications in greater detail, along with a current client list. Please contact
any of the names on this list for references.

The total cost for this project is Rs. 3,20,000 broken down as follows :

Materials and supplies Rs. 1,80,000

Labor Rs. 1,00,000
Disposal fees Rs. 40,000
____________
Total Rs. 3,20,000

If you would like to have JWS Remodeling Solutions complete this work,
please sign one copy of this letter and return it to us with your deposit in the
enclosed envelope. We currently anticipate no construction delays, since the
materials needed for your job are in stock and our staff of qualified workers
is available during the period mentioned. If you have any questions
regarding the terms of this proposal, please call me.

Sincerely,

Dhaval Sharma,
(President.)

7
8


UNIT11TechnicalDescription.

Q1.Describeguidelinesforwritinggooddescription.

*.Introduction:

A technical description begins with a definition of the object or process to be

describedandageneralbreakdownofthecomponentswhichwillbedetailed.

*.Guidelines:

The following sections are always found in descriptions which are to be taken
careof.

#.Introduction:

Itshouldbecarefullyplannedshouldincludetohave

Generaldescriptionofobjectanditsfunction.

Indicatetheaudienceneedintermsofknowledgeandbackground.

Showthespecificabouttobedescribed.

#.Overview:

Overviewshouldbeinbriefthatrevealtheobjects.

Overallframework,arrangement,shapeandpurpose.

#.Content:

Dividetheobjectintopartsanddescribeeachpart.

Shouldhaveenoughdetailtouseordrawit.


Itshouldrevealitsroleanditsrelationtoothers.

#Order:

Organizethepartdescriptiontohelpyourorder.

Spatialorder(toptobottom)
Priorityorder
Chronologicalorder

#Format:

Heads:Identifytopicwithclear,nestedsectionheadings.

Lists:Itemizerelatedfeatureswithindentingandmarks.

Figures:Integratefiguresandtextwithlabelsandfeatures.

#VerbalCues:

Parallelism:Useparallelwordsandphrasesforparallelideas.

Proleptics:Useverballinkstosignalhowyourdescriptionfitstogether.

#Comparison:

Comparefeaturesorpartswithotherthingsaccordingly.

#Contrast:

Contrastpropertieswiththepropertiesofotherstorevealtheir
significance.

#Specifics:

Inducerelevantspecificfeaturesassize,shape,color,material,technical
names,abbreviation,symbolsetc.

Omitirrelevantbackground,confusingdetailsandneedlesswork.


#Conclusion:

Adescriptionisonecompletecycleofoperationdetailswithaproper
texture.

Q2.Defineobjectdescriptionandprocessdescription.

Objectdescription:

Description is the process of making an object, idea or process to unknown,

someonewhoisunfamiliarwithit.

Descriptionwilloffunctionwhenandwhyofitsuse.

Thephysicalappearanceoftheobjectanditscomponentparts.

Itwillincludeageneraldescriptionoftheobject,dimensions,appearance
andcomponents.

Anaccountofthecomponentssequentialandlogicalorderalongwiththeir
relationship.

Thedefinitionofideaorobjectistobefollowedbyadetaileddescription
ofpartsinlogicalorder.

The detailed plans of proposed system requirement, cost estimation and

evenmodelsthatcanbeused.
Thedesigningthephysicalandlogicalcoding.

Processdescription:
The technical description of a process talks about how something
works.


Atypicalprocessdescriptionwillhavethefollowingelements.
Definingtheaudience
Definitionthattellswhenandwhytheprocessisperformed.
Language,wordsandinformationshouldthuseffectiveandrelevant
totheaudience.
Selectinganorganizationalprinciple
The general operation gives idea as to the skills and time required,
preandpostoperationconditions.
Organizationalprincipleforisgenerallychronological.
Theflowofsequencehastobebasedontheaudiencesknowledge
levelandintendeduseofdescription.
Descriptionofstepswhyandwhenittakesplace,howlongitlastand
whatarehumaninterventionsrequired.


Choosingapproximatevisualaids
Graphic representation like a flow chart can very effectively
representaprocessandexplainthesequencesinvolved.
Thedecisiontreecanhelp,astoperformornotcertainactionsina
certainsituation.



Q3.DraftatechnicaldescriptiononnewlaptopmodelofDell.


DELLLAPTOP
VULCHAIN614Z

Overview:
Dellismakingtheirlaptopasthinandlightaspossible.Dellhasstarted
addingZtothenamesofthethinnestandlightestmodelswhichoffers


bestbatterylifeineachcategory.Tothatend,theinspiron14zoffers
consumers66%betterbatterylife.TheModelshasanimpressivesound
systemandatrendylook.

Features:

Intelcode2DUOT58790@2.0GHZ
RAM:3GB
HardDisk:320GB
Operatingsystem:VistaHomeBasic
InbuiltFeatures:Bluetooth,wirelessconnectionsandDVDWriter.
SpecialFeatures:WEBCAMandExternalMouse
14.1WidescreenledBacklit
INTELGMAGRAPHIC
AvailableinColors:Sliver,BlackandBlue.
CareofferPrice:Rs.43,980

 UNIT12EFFECTIVEREADINGSKILLS

Q1.Explainreadingcomprehensionandstatetechniquesusedforgood
comprehension.

ReadingComprehension:

Readingcomprehensionreferstotheabilitytounderstandinformationpresented
in written form. Good reading means building frameworks for linking words to
thoughts.

Techniquesofgoodreading:

Skimmingandscanning.
Nonverbalskills.
Structureofthetext.
Structureofparagraphs.
Punctuation
Meaningofwords.
Authorsviewpoint.

INDETAIL:

Skimming is used to read quickly without pausing to study the details.
Skimming is done at a speed three to four times faster than normal
reading.

Often skimming is done when there is lots of material to read in a

limitedtime.

Thistechniqueisusefulwhenwewantspecificinformationratherthan
readingforunderstanding.
 Skimmingworkswelltofinddates,names,andplaces,toreviewgraphs,
tablesandcharts.

Herereadingmaytakewithtitle,subtitles,subheading,andillustration,
firstandlastparagraphs.

Scanningisatechniqueoftenusedwhilelookingawordintelephone
bookordictionary.

Scanningmeansmovingeyesquicklydowntheirpageseekingspecific
wordsandphrases.

Reading more carefully and looking for specific information that are is
interestedin.

Oncescanningisover,mightneedtoskimit.

Scanningisfoundasfornumbers,letters,stepsorwords.

Nonverbal signs may include certain style features such as different fonts,
boldprint,underliningoritalics.Themeaningofthesestylefeaturescanvary
fromonetexttoanother.

Structure of the text:Moreover a text may start with title subtitle

IntroductionBodyandfollowedbyconclusionorsummary.

Mostimportantaspectofreadingispredictionbeginswithtitle.Introduction
informsandbodydealswithsubjectmatter.Conclusionsumupsandputsright
perspective.

Structure of paragraph:A typical paragraph consists of three parts. First

paragraph deals with heart of issue/subject. Second consist of detain
informationofthesubjectandlastparagraphissummaryofthematter.
 Reader will have good impression of the content with first sentence in a
paragraph.

Punctuation:It is partly based on grammar. Understanding the meaning and

usagepunctuationmarkswillmakesimpletounderstandthestructure.

Itmarksindicatesideastointerpretofagiventext.

Determiningthemeaningofwords:

Reader would have wide range and flexible vocabulary will encounter those
words which are unfamiliar but earning will be understood if relationship
betweenwordsandformistakencorrectly.

Summarizing:It is very difficult to remember the complete of long text.

Summaryisashortoutlineoftextcontainingallitsimportantaspect.

Thelengthofsummarylargelydependsonthedensityofthetext.Theaverage
lengthofagoodsummaryisaboutonethirdoforiginaltext.

Stepscanbetakenwhensummarizingatext:

Familiarizewithmaterial.
Selectimportantinformation.
Paraphasetheinformation.
Selectimportantinformation.
Insertlinksbetweensentencesandparagraphs.
Adjustthelengthofsummary.

Q2.whatcanbethereasonsforpoorreading?

Ans Effective communication is always essential in all professional level.

Listeningandreadingisimportantwheelofcommunicationprocess.

Writing9%

Speaking30%
 Listening45%

Reading16%

Reasonsforpoorcomprehensionare:

Inabilitytounderstandwords.
Inabilitytounderstandsentence.
Inabilitytounderstandhowsentencesrelatetooneanother
Lackofinterestorconcentration
Inabilitytounderstandhowinformationpointstogetherinameaningful
way.

Q3.DescribethetipsforImprovingComprehensiveskills,andwhatstepswould
betakentobecomeanactivereader.

1. Readaverityofmaterials.Donotlimityourselftotextbook.
2. Readafairlylongportionofthematerial.Itwouldbedifficultto
accessreadingcomprehensionbasedononeortwoparagraph.
3. Trytoreadanentiresectionorchapterinstead.
4. Circleunknownorunfamiliarwordsasyouread.
5. Afterreadingrecallasmuchastheinformationaspossible.
6. Considerhowinterestingthesubjectmatterisandhowmuchyou
alreadyknowaboutthesubject.
7. Answerquestionsaboutthematerialsafterreadingit.
8. Checktheaccuracyandcompletenessofyourecollection.
9. Improveattentionandconcentrationwhilereading.
10.Enhanceregistrationandrecalloftextinformationtomemory.
11.Payattentiontosupportingcues.
12.Enhancevocabulary.
 13.Anticipateandpredict.
14.Makereadingmoreactiveprocess.
15.Increaseinvolvementwhilereading.

TipsforspeedingupyourActivityReading:

SQ3R

TrytofollowtheSQ3Rtechnique

S=Survey.

Q=Questions.

R=Read.

R=Recall.

R=Review.

Survey:

Gathertheinformationyouneedtofocusontheworkandsetyourgoals

Readthetitletoprepareforthesubject.

Readtheintroductionorsummarytoseewhattheauthorthinksonthekeypoints.

Noticetheboldheadingtoseewhatthestructureisused.

Noticeanymaps,graphs,orCharts.

Noticethereadingaids,italicsboldface,questionsattheendofthechapter

Read:

Readthefirstsectionwithyourquestionsinmind.

Lookfortheanswerandmakeupnewquestionifnecessary.

Recall:
 Aftereachsectionstopforawhileandthinkabouteachquestions.

Seeifyoucananswerthemfrommemory.

Ifnot,takealookbackatthetext.

Repeatthisexerciseasmanytimesasyouneed.

Review:

Onceyouhavefinishedthewholechapter,gobackoverallthequestionsfromallthetopics.

Seeyouifcanstillanswer.

Ifnotlookbackandrefreshyourmemory.
 UNIT13JOBAPPLICATION
JOBAPPLICATION:

Job application letter is to persuade employers to read the

attachedResume.
Featurestobekeptinmind,whilewritingapplicationlettersare
asfollows:
Makeyourindividualistic
Catchthereadersattention
Highlightyoureducational/professionalqualification

MakeYourIndividualistic:
Each individual possess certain traits that are marked and
speciallysuitedforaparticularjob.
Highlight the qualities and present them in a fashion that
designatesspeciallysuitedforthepost.

Catchthereadersattention:
Whilewritingaletter,theremaybehundredsofotherapplicants
withalmostsamequalification.
Theremustbesomethinginwritingthatwouldattractthereader
toholdtheapplicationinhand.
Itshouldbeclearandunambiguousandshouldactasapointerto
thecapabilitiesofthecandidate.

HighlightYourEducational/ProfessionalQualification:

1
Once the attention of the reader has been captured, it is
necessarytosustaininterest.
Theeducational/Professionalqualificationdescribeshowbesta
candidatewouldopttothejob.
Presentthisdetailwithaccuracyandinamannerthatappealsthe
reader.
SpellstrongestQualification
Summariesotherrelevantqualification
Conjoinsqualificationwithneedofacompany
Presentanyotherbriefaccomplishment
Referbacktotheresume

Q1:PrepareaResumesuitableforthepastofacomputer
engineer.

KrupalPujara.
Email:Krupal_Pujara@yahoo.com
Mail:248,AshokBhavan
Sciencecityroad
Sola.
Ahmedabad380045.
India.
Contact:07925872910
2
07925831476.

Objective:

To associate myself with an organization that provides a

challengingjobandanopportunitytoproveinnovativeskillsand
diligentwork.

Professionalexperience:

Projecttrainee[July2006December2007]
SatyamcomputerserviceLtd,Abad.
Project:Metadatamanagementsystem
Description:MetadataManagerisato01tocreateandmaintain
datamarks.Itstorestoalldetailsaboutmarks.
Database,Technology&Languagesused:
Oracle,Java,Xml,Pl/Sql,swing.

Responsibilities:

DesignadatabaseinOracletoholdmetadata
Designed an appropriate graphical user interface for the
system.
Developmentofsecuritysystemforthisapplication.

3




Projectdetails:

ImplementationofsourceFileTransfersystem(January2004may
2004)
If involves the design and implementation of kerberas for file
transferprotocolinclanguage.
KerberasimprovesthesecurityofFTPbypreventingreplyattacks
andIPdoffing.
LearningAidsDevelopment(January2001May2001):
It involves the design development of applets for BITS virtual
university.

Coursesdone:
Networksecurity
Computersecurity
Networkprogramming

EducationalBackground.

Degree Name of Year of Division/class
institute passing obtained.

M.E. soft Birla institute Perusing

4
ware of Technology,
system(1st Rajasthan
year)

B.E. Alpha Institute 2008 FirstClass72%

Computer of Engineering,
Ahmedabad

Higher C.N. Seth 2004 Distinction

Secondary School , 84%
Ahmedabad

Secondary C.N. Seth 2002 Distinction

School , 88%
Ahmedabad

SoftwareSkills:

ProgrammingLanguages:c,c++,JavaandvisualBasic.
Technologies:HTML, Java security, XML, SQL, PL/SQL and GNU
make.
Operatingsystem:Linux,UNIX,Windows98,95,2000andDOS.
Security experience:Have helped to uncover multiple serials
securityholesintheLANnetworktobuildfirewall.

PersonalDetails:

DateofBirth:28thApril1989.
Maritalstatus:Single.
Languageknown:English,Hindi,andGujarati.
Permanentaddress:248,ashokbhavan
Sciencecityroad
Sola
Ahmedabad380045.

Reference:
Mr.SandipPatel
SatyamAnalyst
SatyamcomputerserviceLTD.
Ahmedabad,Gujarat
India.
Mr.Hardikvora
Seniorsoftwareengineer
SatyamcomputerserviceLTD,
Ahmedabad,Gujarat
India.

Q2.Unitanapplicationforthepastofcomputerprogrammerat
wipro ltd, advertised in the times of India, dated Oct 10,
2004.Send your application to the manager [HR], wipro ltd.10,
MGRoad,Banglore500002.

KrupalPujara,
48/CBShavanComplex,
SciencecityRoad,
Sola,
Ahmedabad380016.

17thoct.2009

Mr.BaluSubramanim,
Manager[HRD]
Wipriltd,
10M.G.Road,
Banglore500002

DearSir,

AsperyouradvisementinthetimesofIndiadated10thOct2009
for the past of computer programmer would like to take and
opportunitytoapplyforthesamepost,myvariedexperienceand
myQualificationareforthisposition.

7

I have worked as a project trainee in satyam computer service
limitedforpast6month.Iwasinvolvedindevelopingagraphical
userinterfaceforMetadatamanagementsystem.SoIhavehands
onexperienceinjavaswing,javasecurity,oracleandJDBC.

As a software engineer in your organization I assure that I will
workhardfortheimprovementofyourcompany.furthermore,I
workwellwithothers.

I would appreciate your keeping this inquiry confidential. Thank

youforyourconsideration.

Yoursfaithfully,

(Krupalpujara.)

ENCL:Resume.

Q3. A recent college graduate responding to a local newspaper

article about the companys plan to arrange a new computer
center.WriteanapplicationlettertotheHRD.

6123FartigtonComplex,
BlockNoB23

8
Paldi
Ahmedabad380034
Gujarat.

January22,2009.

TheManager(HumanResource)
ShrijiPrivateLimited
5thCrossRoad
Khatrej
Ahmedabad380079.

DearSir,
I have just read on article in the news paper, THE HINDU (20th
January 2009) about Taylors new computer center at north of
Baroda. I would be happy to apply for a post as an entry level
programmeratthecenter.

I understand that Taylor makes both inhouse and customer

documentation. My technical writing skills as described in the
enclosed resume will be well suited to your company. I am a
recent graduate of Grow More Institute of Technology in
Ahmadabadwithcomputerscience.

I will be glad to meet you at your convenience and discuss how

myeducationcansuityourneeds.Youcancontactmeat(079)
26387489ORatkeyur@myc.alumni.com.

9
Sincerely,

(KeyurPatel)

ENCL:Resume

Q4. Explain importance of uniting resume in job application

alongwithitstypesandthestandardpartsofaresume.

Resumeisapartofjobapplicationletter.itisatechnicalaswell
as marketing document which presents past and present
performance to prospective employer, which can assess future
potential.

AProspectiveemployerformshisfirstimpressionfromresume
itcanhelptoshortlistofcandidatestobeconsidered.

Aneffectiveresumecanopenthedoortopossibleemployment.
Rsum is a biographical sketch, which is objective, easily
accessibleanddetailed.

TypesOfResumes:

Therearemainlythreetypesofresumesas:

ChronologicalResume
FunctionalResume

10
 Hybrid/CombinationResume

Selection of each one depends on the specific job description

appliedforandpastaccomplishments.

ChronologicalResume:

This resume emphasizes on education and work experience,

whichclearlyrelatestothejobyouareseeking.
Undereachposition,thereneedstodescribeyourresponsibilities
&accomplishment.
TheChronologicalresumebeginswithmostrecentexperience.
Thisapproachismostcommonwayoforganizingtheinformation
naresumeandpreferredbymostemployers.

FunctionalResume:

Functionalresumefeaturestheskillsthatbringacandidatetothe
job.
It provides examples of the most significant experiences that
demonstratetheseabilities.
More over it emphasizes on individual field of competence. It
demonstrates the applicants ability to handle the position they
areapplyingfor.
Functional resume follow Skill category followed by work
historyandscaleddowneducationsection.

11
Hybrid/CombinationResume:

Thisincludesthebestfeaturesofthechronologicalandfunctional
resumes.Thistypemayturnouttobeverylongandrepetitiousin
nature.

Aresumemustincludethequalitiesas:
Employersneed
Shouldbeconcise
Shouldbehonest

Standardpartsofresume:

Educational/professionalqualifications
Workexperience
Theheading
Specialskills,Abilities,Aptitudes
Careerobjective
AchievementsandAwards
Relatedcoursework,specialprojects
Reference
Activitiesandinterest

Aresumeincludeshaving:

Introduction/OpeningSummary.
ProfessionalSummary
CareerHighlightsprofile

12
 Backgroundstatement

CompetenciesHeading
Skills
Relevantskills
CoreCompetencies
Areaofexpertise
SpecialStrength
Knowledgeencompasses
Qualifications

EmploymentExperience
Workexperience/Corporateexperience
EmploymentHistory
Projectassignments
Additionalworkexperience

Achievements
Keyachievements
Awards
Professionalrecognition

Education/Training
Education
Certification
SpecializedTraining
Additionalcourses
Workshopsandconferences
13

TechnicalSkills
Technicalskills
Computerskills
Softwareprogramsexpertise
Technicalknowledge

AdditionalBackground
Publications
Presentations
Foreignlanguages

Biosummary/PersonalHighlights

Name,Gender,Nationality,Local,Address,Permanentaddress,
ContactNo,PersonalNo,EMailetc

14