How Communication Networks Determine the Work Environment?

Communication Networks in offices or organisations govern and define the Work environment. The work culture stems out of the manner in which the information is shared and exchanged.

What purpose does communication serve in an organisation? We frequently observe the following functions of communication:

1. Efficient planning

2. Sharing information

3. Training and development

4. Leadership and coordination

5. Building relationships

6. Facilitating decision making

Absence of good and transparent communication may lead to false assumptions and wrong inferences. On the other hand information overload, hierarchical rigidity and fear of superiors can also obstruct the communication process in an organisation.

If we explore vigilently we can identify the following four types of communication networks that operate in various organisations:

Wheel: It is less liberal and does not offer scope for free interaction.The power is centrally located. The communication is one_way and restricted. This does not give space to the subordinates to express their opinion or concerns. In this network communication is confined to one central point of authority hence it is rigid and autocratic.

Chain: It allows one – way communication. The people at every senior level communicate to their subordinates but their is no upward communication. This is based on passing information downward but does not give opportunity to junior employees to participate in the communication process. This is again restrictive and less interactive.

Circle: It allows interaction at same level and with people having similar interests. This helps in creating a liberal platform of communication for people sharing common goals and objectives. This network fuels competition and improves productivity.

Allchannel Network: It is the most democratic form of communication network. It facilitates communication across all levels. It is an open type of communication network that lets employees share their thoughts, concerns and grievances and focuses on managing employee communication through a well defined system of communication. The communication is both upward and downward.

An organisation can choose any communication network as per its requirement but it should be best suited in the interest of the organisation and its employees. If the office communication is clear, simple, transparent and liberal with equal opportunity for expression and open discussion it will not only empower the employees but also help attain professional goals.

A democratic communication network helps build trust among team members. Trust is essential for optimising the potential of the employees and improving their efficacy. Contented and happy team is the key to a positive work environment. Keeping in view the interest and demand of the employees is the mark of a successful employer. The communication network defined by an organisation can either promote or restrict the collective growth of the organisation based on whether it allows for open and flexible channels of communication or sticks to the rigid and orthodox system of communication hierarchy.

Employee satisfaction and employee growth are the biggest contributors to the success of an organisation. If the employees are provided a healthy and congenial environment it will help reduce undue work pressure and free them from unnecessary challenges in day to day work.

Let us thus aim to simplify the communication processes in work places by promoting flexibility, transparency, justice and equality. Remember, a brand is build not just through promotion and publicity; it is the human resource that is the most important asset of an organisation. If the employees are nurtured and their interests protected then undoubtedly there will be unparalleled rise in their performance.

External success is a reflection of the internal harmony, coordination and collective efforts of the employees. Establishing an effective communication network can show magical results in fostering a healthy and dynamic business environment.

How Silence Becomes a Powerful Non-Verbal Tool of Communication?

Silence speaks when words fall short. Silence uses neither words, nor sounds or syllables. Yet it acts as a subtle means of communication. It is both strength and weakness. This article is about the mysterious power of silence. It attempts to explore how silence empowers one to communicate at a deeper level of communication where even words fail. Let us unravel the hidden force of silence.

Silence is golden‘, is what we have always known but do we also know that silence is a type of Non-verbal Communication?

Keep silence‘ can be seen on signages in hospitals or reading rooms.

Finger on your lips‘ or ‘Pin drop silence‘ are commonly used idioms in kindergarten or primary schools.

In public speaking platforms the anchor always announces ” Ladies and gentlemen, please put your mobiles on silent mode”and while travelling by air we are requested “to put our mobiles on silent mode.”

So whoever said that silence doesn’t speak?

Silence on the bank of a river is tranquility, silence on the hill top is meditation, silence in the lap of mother nature is divine.

Silence in a prayer service is repect, silence in condolence is homage, silence in classrooms is discipline, silence in hospitals is consideration, silence in argument is wisdom, silence in anger is pain, silence in pain is patience, silence in peace is an agreement, silence in solitude is contemplation.

Silence is powerful but silence in injustice is cowardice. Silence is strength, silence is hope but staying silent against wrong is weakness.

Silence is cold, chilling and frightening in fear, misery and death.

In love, silence is beautiful. When the eyes speak and the heart listens silence is bliss. Silence then becomes faith, silence in love becomes trust.

The language of silence is not words , not sounds, not metre nor syllables, it is deeper language of heart and mind. It is an expression of emotions which are strong and profound.

Silence speaks if you have ears to listen and heart to feel. Keep listening!

Some Annoying Non-Verbal Actions that You Should Always Avoid

People do frame opinions about you based on your non-verbal communication. It is upto you that how you want your public image to be framed. Do you wish to be recognised as a sensible, sensitive, responsible and intelligent individual or you wish to appear as an irresponsible, unpleasant, insensitive and foolish person?

The choice is yours. Remember image and reputation management is a necessary marketing strategy in todays competitive environment.

In the previous post I discussed about how Non-Verbal communication plays a pivotal role in the process of communication. Through this post I wish to throw light on some basic and quite commonplace human behaviour which knowingly or unknowingly turns out to be annoying to the onlooker or a keen observer. Most people are blind or ignorant to these gestures as they lack the ability to recognise the implications of these gestures. Here we will devote considerable attention to such common yet annoying behaviour.

  • Bangbang: No, I Have no intention to coin any new theory of evolution rhyming with the one named Big bang. I wish to draw your attention to the fact that many people while making presence in public gatherings like meetings, seminar halls, convocations, examination halls or auditoriums are highly insensitive to opening and closing doors while stepping in and out of the room. They just unintentionally bang the doors behind them , leaving behind a disturbed and annoyed audience. We can show more sensitivity to people by handling the doors more gently.
  • Drumming and whistling in public places : Yes drumming and whistling might be a great idea while enjoying leisure time with your friends but not in a formal setting. In a classroom, formal meeting, Interview or a conference hall, it is best to refrain from such actions. Such actions draw more negative attention than positive appreciation. Drumming could be interpreted as a symptom of anxiety or casual behaviour. Whistling again, may be interpreted as a mocking gesture or lack of self-control.
  • Pushing aside people, while trying to make way for oneself: Very annoying and offensive behaviour is one when people walk/ brush past against you pushing you or hurting you and then act so indifferent as if they did nothing. They do not feel the need to apologise and walk away from the scene. It only shows poor civic sense and people label you as rude and uncultured.
  • Acting funny in response to serious discussion or situations: Some people are so fascinated by the idea of cracking jokes that they try to bring in their characteristic humour in every situation. Irrespective of the fact where they are or in whose company they are sitting, some people are  always absorbed in their own thoughts.  Little do they realise that using humour every now and then in response to serious questions or grave discussions can become a serious offence if used without context and lack of judgement. It shows absence of consideration (One of the 7 C’s of communication) and comes across as an irresponsible behaviour.
  • Diverging from the central theme of discussion to avoid confrontationThere is another special category of people who always try to streamline the communication as per their liking. They override your arguments with illogical explanations simply to divert the flow of communication. They use this strategy as a weapon for self-defense. Such a communication where one tries to mask ones mistakes by using illogical and irrational arguments to divert the attention and escape from the uncomfortable situation is often judged as escapist or arrogant behaviour. It is important to confront the fears instead of trying to hide them under the carpet.
  • Staying glued to ones mobile while someone is talking: Highest form of discourteousness observed in todays mobile generation is staying glued to ones mobile when someone is speaking. This is nothing less than showing disrespect to the speaker. Eye contact is a significant way to send feedback to the speaker. Avoiding eye-contact may send the wrong signal and strain the relations with the speaker and create misunderstandings.

People do frame opinions about you based on your non-verbal communication. It is upto you that how you want your public image to be framed. Do you wish to be recognised as a sensible, sensitive, responsible and intelligent individual or you wish to appear as an irresponsible, unpleasant, insensitive and foolish person?

The choice is yours. Remember image and reputation management is a necessary marketing strategy in todays competitive environment. Communication, both verbal and non-verbal is an indespensible tool in reputation management.

Non-Verbal Communication 

If words are the basic unit of a dialogue, the aspects of non -verbal communication are the supporting pillars that impart value to the process of communication. 

There are twofold benefits of Non-verbal communication.First, it helps the sender to communicate effectively,second it offers significant information to the observant receiver about the sender’s intent and potential. Non-verbal communication performs five important functions in the process of communication:
1. Helps to reinforce the spoken or written words
2. Helps to regulate the flow of communication
3. Helps the receiver to retain information

Communication is a process of creating meaningful conversations and Speak With Conviction, Lead with Confidence
connections through the medium of language. Language is the basic tool of communication. Language encapsulates the meaning, purpose, tone and emotions of the communicator.

Language may be classified as definite language or indefinite language. A definite language is one which is structured , which has a distinct sound system, a fixed vocabulary, a syntax to govern the rules of sentence and structure and an evolved system of semantics and pragmatics. Hindi,English, Sanskrit, German, French etc. are examples of definite language. Indefinite language relies on clues, signs, symbols, gestures, postures , abstract images, and para-linguistic features to develop a system of meaning. The sign language hieroglyphics (https://en.wikipedia.org/wiki/Hieroglyph) used by ancient Egyptians in their writing system can be considered as an example of such type of language. Meaning in non-verbal communication is interpreted on the basis of sharp judgement and rehearsed reading of body, mind and images as it goes beyond the spoken or written  words to define an idea.
If words are the basic unit of a dialogue, the aspects of non -verbal communication are the supporting pillars that impart value to the process of communication.

There are twofold benefits of Non-verbal communication.First, it helps the sender to communicate effectively,second it offers significant information to the observant receiver about the sender’s intent and potential. Non-verbal communication performs five important functions in the process of communication:
1. Helps to reinforce the spoken or written words
2. Helps to regulate the flow of communication
3. Helps the receiver to retain information
4. Offers significant insights about the personality, emotional state, intention and competence level of the participants
5. It can be a valuable source of feedback for the sender

Have you ever wondered why we use punctuation marks in written communication? Why do we not write in a plain style without using Periods (.), commas (,),Question marks(?) or Apostrophe (‘)? Punctuation marks are a way to make the reader aware of the opening and closing of ideas. A comma is an indicator of a pause, a semi-colon. Punctuation marks give intended meaning to the language. Wrong placement of punctuation marks can completely mislead the reader and result in a disaster for example;

Let us eat, daddy. 
Let us eat daddy.

In the first sentence daddy is being called for dinner. However, in the second sentence, daddy himself has become an item to be eaten.

Similarly, in spoken communication we use Para-linguistic features such as voice, pitch, tone, speed and rhythm to make our message more clear and impressive. These features reveal unspoken facets of the speakers personality like understanding of subject-matter,   confidence, sincerity, leadership, social intelligence, persuasive skills and consideration for the audience. If your voice is too soft, it is suggestive of low level of confidence; if it is too harsh it suggests over-confidence or lack of civic sense. If the tone is flat with no rise or fall, it reflects poor or average communication skills and lack of emotional dynamics in the message. Tone variation (Intonation) https://dictionary.cambridge.org/grammar/british-grammar/speaking/intonationis essential to stress or emphasize a particular point or idea. Moreover, it makes the message engaging and entertaining to the listener. The speed of your message delivery should be moderate, that is neither too fast nor too slow to connect to your audience. You want the audience to listen and respond to your message rather than to be put off by your fast speeding speech or slow, mundane expression.

Non-verbal communication is not restricted to just these para-linguistic features or Vocalics.

The other types of Non- Verbal ways of communicating include:

  • Kinesics:  This is one of the most crucial factor in the study of non-verbal communication. It is the study of body language. It is further classified into postures and gestures. Posture is related to the position of your back-bone and gesture is related to your limb movements. The  study of various eye movements and facial expressions is also included under this branch of Non-verbal communication.
  • Proxemics: It is the study which explains how space is used by people to communicate at different levels. The distance that we maintain while communicating with others defines our level of comfort, intimacy and  also our cultural identity. This study was conducted by anthropologist Edward T. Hall in the year 1960. On the basis of this study the concept of space is broadly classified into four zones namely,
  1.           Public zone
  2.            Social zone
  3.            Personal zone
  4.            Intimate zone
  • Haptics: It is the science of touch. Touch is a sensitive tool of communication and should be used judiciously and by keeping in mind its cultural connotations. A pat on the back may communicate sympathy, support or encouragement. Various types of hand shakes may be studied under this branch of communication. Touch can be healing and therapeutic. It can be harmful or offensive too.
  •  Chronemics:  is the study of the role of time in communication. It reflects the way in which person perceives and values time. Time perception communicates an individuals punctuality and willingness to wait. It plays a huge role in non-verbal communication.

Non-verbal communication is a broad area and covers a wide range of major and minor elements which have not been discussed here. To gain a detailed insight into the fascinating world of gestures, postures, symbols and images keep reading.  There is more to what meets the eye. Your appearance, choice of clothes you make, the colours you wear and the accessories that you carry, they all leave a unique impression and give away valuable information about you  and your character to the observer. So be careful of what you wear and how you look.

It is worth mentioning that only 35% of our communication is through words. This means that 65% of our communication is constituted of Non-verbal means of communication! This factAAEAAQAAAAAAAA2fAAAAJDZkOGRlZDAwLWUzZGMtNDUxNS05MmRhLTA5YTQ3NGU0ODIxOA itself speaks of its role in our lives.

प्लेटफार्म पर इंतज़ार 

माथे पर नहीं थी कोइ शिकंज, ना मुख पर उलझन, कदम तेज़ थे, जोश अनोखा, आँखों में चमक नई थी, चहक रही वो जैसे मन ही मन, कुछ सपने बुनती डोल रही थी।

आई सवारी, तब उठा समान बिन बोले ही बोल रही थी । झटपट द्वार किए बन्द,  स्काईबैग को तब रोशन ने उठाया, गाड़ी को फिर स्टेशन की राह पर दौड़ाया। प्लेटफॉर्म पहुंच कर सामान 💼 उतारा,  लो अब बजने वाले थे बस बारा।

हुआ इन्तज़ार कुछ यूं लम्बा जब पढ़ा प्लेटफार्म पर रेल्वे का एलान जिसने जारी कर दिया ट्रेन लेट का फरमान । लम्हे फिर घंटों में बदले,  तन्हा कैसे कटे सफर?

हुई शुरू शिरकत प्लेटफार्म पर, लगने लगी उठक बैठक,  चार कदम आगे बढ़ते, दो कदम पीछे,  बैचेनी जब और बढ़ी, चाय 🍵 की प्याली हाथ चढ़ी, आँखें थीं  कि राह पर गड़ी,  घड़ी -घड़ी निगाहें घड़ी पर अटक जातीं स्टेशन की घड़ी से बारम्बार मिलाती।

फिर भी सहज सरल भाव लिए, थकावट को छुपाए हुए  बैठी रही चेहरे पर हल्की सी मुस्कान लिए , धड़कन कुछ तेज़ हुई जब इंजन की सीटी नें 🔉 आवाज़ दी। इंजन फिर दहाड़ा, हरी झंडी ने जब किया इशारा ।

ओझल फिर नज़रों से हो गई । थी कौन वो जो घंटो करके इन्तज़ार, थी न व्याकुल न लाचार। ममतामयी सूरत, वात्सल्य की मूरत।और कौन होगी वह? वह तो एक माँ ही होगी जो मन में मिलन की आस लिए, स्वयं ही चल दी बच्चों के पास न जाने कितने स्वप्न लिए ?

सच बड़ा ही खूबसूरत सफर होगा , मिलन का अहसास गज़ब होगा ।

On Christmas Night

Nights are like long stretches of darkness, like shades of grey scattered against the white, like silent caves hidden in the wilderness. “What are nights for?”, I asked? Do they mean something? Do they say something?

When the whole world is sleeping and you are alone in your kitchen baking and the aroma of cake fills the night air, the twinkling stars from their heavenly heights take a deep breathe and stop to stare, that moment is beyond words. You sitting at your window catch a glimpse of the stars and even before you could react, they smile and wink and disappear. Disappear where?

“Stars to what places you go?”; “Who are the people you meet?” As I wondered I heard a little jingle outside my door. Oh! is that Santa greeting me, is that him who stole my dream to shower me with gifts?

I opened the door and saw the green grass in the lawn covered with snow. Surely, the leaves rustled, the logs burnt bright and the candles glowed. Yes! it was …it was him. Sometimes you feel like kids. You wait with hope, with desperation for something or someone to wrap you around with a blanket of warmth. The cozy feeling enlivens your spirit. The quiet of the night sounds like a gentle drizzle.

Nights are like long stretches of darkness, like shades of grey scattered against the white, like silent caves hidden in the wilderness. “What are nights for?”, I asked? Do they mean something? Do they say something? Why do we say ‘Dark night’, ‘Lonely night’, ‘Scary night’, ‘Long night’? Nights are also bright, lighted, starry, cool, breezy, warm, gentle, comforting? Aren’t they? Nights are for rest, for peace, for rejuvenation, for celebration.

When a star twinkles, a lamp glows or a candle burns it is the darkness of the night that conspires to make them illumine the world. When standing at the edge of a dark tunnel rest assured that daylight is spreading its wings somewhere.

Darkness is not ugly or evil. It is a moment that leads to another moment. It is the stillness that ushers you to action. It is the oblivion that awakens your deeper conscience.

Knowing thyself is truth, truth is true knowledge. Happiness is not dependent on people, events, situations and circumstances. It is within you. Ignorance is a veil that shields your vision. It creates the confusion between hope and despair, joy and sorrow, love and hatred.

On Christmas and this festive season, pledge yourself a world of happiness.With peace and wisdom that Santa brings for everyone, gift the world more happiness; happiness which is independent, unadulterated, which springs from within the fountains of inner calm and quietness.

Lift the veil, happiness is just round the corner.

 

 

 

 

 

How to Draft a Perfect Professional Resume?

How and what words you use to write your resume´is consequential. Based on a career builder survey hiring managers spend 30 seconds or less on reviewing resumes. This means each word you use would be indicative of something and the hiring manager would interpret it according to its verbal strength and purposefulness. So how to draft a resume to make an impression on the reader?

A resume´is a document that represents you when you are not physically present. Resume´speaks for you in your absence. It is a professional statement of your education, qualification and skills to help the recruiter determine your eligibility for an interview.

How to draft a resume to make an impression on the reader? Here I would like to share a few important guidelines:

Before you write your resume ask yourself a few questions like:

a) Who am I?

b) What is my objective in life?

c)What is my professional calling?

d)Why did I choose a particular stream/ career?

e)What skills do I possess to support my professional goals?

f) How will my education and my skills help me to contribute to the job/job profile that I am applying for?

If you are able to answer these questions satisfactorily then you will be able to carve a true first impression for yourself.  Having stated this, we would now focus on how to draft a great killer resume´?

Here we discuss the secret of drafting a perfect professional resume:

  • Choose an easy and attractive layout– keep it simple and easy to read. Do not use multiple colours and font types. The best idea is to keep your document in black and white and use professionally accepted fonts like Ariel, Garamond, Georgia, Calibri  or Helvetica which are preferred by most professionals. What really matters is that the font should be easy to read at a glance. Keep your font size at between 10 and 12 point depending on the type of font you choose.
  • Margins and Spaces: Keep margins to 1/2 or 1 inch on all sides of the page. Leave reasonable white spaces between your content to make the document legible. Use bullet points to classify information or list points. Check for alignment and justify the document. Leave single spacing between lines. Avoid double spacing to compress your content in one or two pages. Remember resume´is a short crisp formal document.
  • Arrange the information under clearly defined headings and subheadings: Before discussing the heading and subheading it is necessary to understand that resumes´are of three types:
  1. Chronological resume´- Based on chronological order. It is good for entry-level        job seekers
  2.  Functional resume´-Based on skills and experience rather than education Suitable for mid-level or senior job seekers
  3. Combination resume´- Combination of both but it focuses more on specific skills that the applicant wants to showcase along with the chronological details and is a great way to cover gaps in your work history.

So, once you choose the right resume that is suited to your requirement , then you can start with the crucial task of arranging your details in the right sequence.

The essential elements of a resume´: Essential elements consist of the following:

  • Heading: It tells the reader about your name and contact information. It should include your address for correspondence, e-mail address and your mobile/phone number. Use slightly larger font size to differentiate this information from the rest of the document. You know this is where your hiring manager will find you.
  • Resume Summary/Objective: Brief description of why you are applying for the job and how you make a suitable candidate
  • Education/ Experience: It informs the reader of your education/experience, specialisation/nature of responsibilities/ expertise etc. This information should be presented in reverse chronological order.
  • Skills: Skills play a key role in your resume´ being selected by recruiters. The universally recognised skills are Communication, Technical/ computer literacy, team spirit, decision-making and problem-solving skills. Place only those skills on your resume which rightly project your personality and potential. Strictly avoid false, fake or incorrect information to maximise your chances of  success in your interview. Your skills should match the skills defined in the job description. Most companies today use Applicant Tracking System which enables them to match the key words i.e. your listed skills with the skills required for a particular job profile. If the skills match the key words then you stand a better chance of receiving an interview call.
  • Activities/ Interests: This category adds credibility to your words by giving the recruiter a fair idea of your proven skills. Here you should cite activities/ relevant examples of the work/experience/ interest that demonstrate your active participation and engagement in activities that highlight your skill or accomplishments. You may include participation in workshops/ conferences/ conclaves/ internship/training or any other work-related experience which you feel might add value to your credentials. If you are a fresher do include your sports/ cultural excellence and participation details.
  • Style of Writing: How and what words you use to write your resume´is consequential. Based on a career builder survey hiring managers spend 30 seconds or less on reviewing resumes. This means each word you use would be indicative of something and the hiring manager would interpret it according to its verbal strength and purposefulness. How then to use words to create a difference?

Use action words to demonstrate your skills or present your achievements. Be brief and use specific words instead of long sentences. Here is a list of some powerful words and expressions that can give you a lead in this power-play:

  1. Developed a software instead of ‘I was responsible for making a software.’
  2. Led a team of five members instead of ‘I was the team leader of a team consisting of 5 members.’
  3. Negotiated a deal instead of ‘I was successful in making negotiation with the other party.’
  4. Achieved my targets instead of ‘I was able to meet my targets.’
  5. Resolved a problem instead of ‘Applied my problem-solving skills.’
  6. Increased sales by 20% instead of ‘Succeeded in increasing the sales by 20%.’ 
  7. Motivated the team to perform better instead of ‘Was the key person in motivating the team.’
  8. Generated income instead of ‘I brought more revenue through my hard work.’

Action words are clear and specific indicators of your proven skills and accomplishments. Moreover, they speak more and occupy less space.

Avoid empty words to describe your skills, for example Hard-working, self-motivated, Go-getter etc. which fail to communicate the real essence of you potential.

Lastly, include information that is useful for the job applied for.

  • What you should not do: Do not include personal information until asked for. Double-check your resume´for word spellings and grammatical errors. Keep it short and to the point. Stay focused on your purpose. Do not commit the mistake of sending the same document for different roles/companies. Customise the resume´for specific jobs.

If you find this useful, you may follow the following links What the Recruiters Look for in an Interview : Facts Every Candidate Should Know  andPerfect Elevator Pitch to Introduce Yourself in an Interview to further increase your knowledge on interview preparation and top interview questions. Go ahead, your call letter is waiting to be delivered to your inbox. Do not forget to mail your resume’ on time.

 

 

 

How Not to Write Business Messages

Business messages play a significant role in stimulating the work environment. They are that underlying pillar of communication which can help develop a strong bond between the team members, clients, business partners and stake holders. Unfortunately written communication is not taken seriously by most employees. Consequently, everyday we come across shabbily written emails, hurriedly composed messages, grammatically incorrect sentences, unformatted documents and business letters without greetings or proper salutations. Such poorly written business messages are both costly and disasterous to the business. They might lead to grave misunderstanding among the involved parties or delay or damage the intended outcome.

 

Business messages are a link between the team members to facilitate smooth and speedy conduct of routine and specific tasks within and outside the organisation.

Business messages play a significant role in stimulating the work environment. They are that underlying pillar of communication which can help develop a strong bond between the team members, clients, business partners and stake holders. Unfortunately written communication is not taken seriously by most employees. Consequently, everyday we come across shabbily written emails, hurriedly composed messages, grammatically incorrect sentences, unformatted documents and business letters without greetings or proper salutations. Such poorly written business messages are both costly and disasterous to the business. They might lead to grave misunderstanding among the involved parties or delay or damage the intended outcome.

Writing effective messages can increase your productivity and foster strong work relations. Let us see how?

Business writing is serious business: Business messages are meant for business. Do not assume you can get away with your message without giving it a serious thought. An idea is appreciated and accepted if it is well communicated. So think before you write, revise before your type. Every business message has a definite purpose. Identify the purpose, line of thought and the desired outcome before drafting a message. Once your objective is clear to you it will be simpler to pen down your ideas.

You are not the busiest person on earth: Everyone is busy in his own way.  Yes, you have to meet your deadlines, achieve targets, get over routine business and time is limited. This doesn’t make for an excuse to write hurried, unedited, clumsy messages. If you care for your time, remember even the reader cares for his. He may not like to invest extra time in reading messages that are not well written and easy to understand.

Your message is not intended for you: Certainly you want your messages to be read and not to be thrown into the waste paper basket or deleted from the inbox. So write your message  to address the demand of the reader. Customise the message to answer the query of the reader not to satisfy your requirements.  Write exactly what you want the reader to do with your message. Show consideration for the reader by using simple and positive language. Your aim is not to bedazzle the reader by flaunting your jargons and cliches but rather to draw attention of the reader towards your message. Respect your reader and make him feel important by adopting the ‘You Attitude’.

Your language does make an impression: Do not assume that people pay less attention to your language and style of written communication. At a glance, an interested reader will be able to discern the good from the bad.  Incorrect sentences, half written messages and careless mistakes in spelling and grammar are a common sight in the modern day written communication. Our messages today, are more inspired by whatspp and sms lingo, abbreviations and shortcuts. We undermine the professional tone and language to replace it with fanciful and contemporary terms and phrases. This makes the writing appear casual and unimportant. You are what you portray. If your writing reflects gravity of thought and language, people will read your message more seriously. So always make the right impression.

There is always a better way to communicate: You may know the best in your subject and your language may be at par with the best of communicators. However, writing should be followed by re-writing, revising and editing your draft. To avoid any errors and to include exactly what is needed to make your draft clean, crisp and clear you should not overlook the 7 C’s of effective communication, they are:

  •  Clarity
  • Conciseness
  • Concreteness
  • Completeness
  • Correctness
  • Consideration
  • Courtesy

 

What the Recruiters Look for in an Interview : Facts Every Candidate Should Know

Interview is a formal interaction between job recruiters and job seekers. Though formal it focuses on the personal traits, qualifications and skills of an individual. It is therefore also called a Personal Interview. Personal Interview broadly examines the suitability of an individual to play a specific role in an organisation and perform a set of given responsibilities. Most candidates fulfill the minimum eligibility criterion but only few demonstrate those outstanding qualities which place them above the average crowd.

On an average any candidate appearing for an interview is almost as equally qualified as you are, as experienced or inexperienced as you are, especially if the job description is clearly specified;  equally well versed with competencies and skills that the job/position demands. What then are those outstanding qualities that will make you stand apart from the rest of the candidates?

Here are six important tips that can make or mar your opportunities:

  • Well drafted resume: On top of the list is your resume. A resume which is neat with proper design, content and layout, free from grammatical errors and  has at a glance appeal, it will secure you the much awaited Interview call.
  • Preparation for the Interview: Whether you receive your call letter well in advance, one month before the interview, one week ahead or just a day before, you should be thoroughly prepared for the interview. Review your resume, compile your documents, arrange your folder, brush up the main content, reflect on major focus areas and formulate answers to the probable and expected questions. Preparing in advance makes your more confident and composed on the day of performance.
  • Dress up for the Interview:  Your appearance is the very first communication to your interviewer. The manner in which you dress up is one of the most powerful forms of non-verbal communication that helps the interviewer to frame an opinion about you even before you start with the real conversation. If you are dressed professionally you will immediately communicate your genuine interest and seriousness for this job opportunity. Over and above this, it will speak more about your personal hygiene, sense of self-respect and self-dignity. If you are dressed more causally, it will give away the impression that either you are disinterested or that it is essentially your basic sense of dressing. It may also be considered as a mark of disregard  or disrespect. It is important therefore to be dressed up than to be dressed casually.
  • Confidence and Body Language: Your posture, your handshake, your style of greeting and self-introduction; all this will have a significant impact on the interviewer. Straight posture (not stiff), firm handshake( not a weak dead fish one) , proper eye-contact, audible pitch, good intonation (modulation of voice), normal speed and controlled rhythm will not just create a good first impression but will help leave a lasting impression. Of course do not forget to wear a warm smile.
  •  Knowledge and Question handling: Your knowledge is more related to application rather than theoretical information. Common sense and ability to relate to context is much more appreciated rather than drawing then presenting wrong or vague information. Answer honestly and  be to the point. Keep it short and precise. Acknowledge the fact that you may not know all the answers. As a matter of fact, you are not expected to give all correct answers. How you handle the situation is what the interviewer is looking for. Can you handle pressure? Are you honest? Are you nervous? These are some of the important traits that an interviewer tries to assess by putting you through a variety of questions or situations. Your presence of mind, calmness to handle difficult situations, willingness to learn, honesty to accept your areas of improvement are the skills that play a larger role in your success.
  • Emotional Intelligence and Communication Skills: Organisations are no more interested in hiring candidates with high grades or mere high intelligence quotient. Contemporary work culture demands individuals who are not just intelligent but people who also demonstrate a higher degree of emotional sensibility and intelligence. Today, as Peter Drucker observed, “teams become the work unit rather than the individual himself.” This is why the skills that help people harmonise have become more valuable for hiring officials and agencies. So high verbal fluency, empathy, sympathy, creativity, anger management, accepting criticism, spreading goodwill and promoting team work are much preferred skills as compared to technical expertise and high scores.

As a final word I would like to add that the ingredient that is indispensable for any successful communication is your level of enthusiasm. Enthusiasm is that little spark which holds great promise. A happy face, fresh mind and eager heart are evidence enough of loyalty, dedication and sincerity. Do not hold back, let the energy flow. Enthusiasm is contagious, it will not go unnoticed.

 

 

 

 

 

 

 

How to Build Strong Business Relationships

Trust generates trust. Trust is mutual. Believe in people, in their capacities. their potential, their efficiency.  Never try to take advantage of their vulnerability. Today they are weak, tomorrow they may not be.  Nurturing relationships whether professional or personal is based on consistency, reliability and concern. It is easy to make new contacts but it is difficult to hold and retain them. Relationships should not be taken for granted.

 

Do you find it difficult to hold on to your clients, customers, business partners, shareholders? How cordial are your relations with your colleagues, boss or manager? How do people look upon you? Do they find you trustworthy and dependable? Are you struggling to build trust? If you are seeking answers to any of these questions then you should read on.

Making commitments and keeping them is a skill which helps strengthen relationships. A customer, employee, stakeholder, boss all trust your words and count on you to bring them into action. If you have made a promise, never break it, if you cannot keep a promise, then never commit.

Not sticking to your words is as bad as breaking the trust. It is the daily business,  day to day activities that buid your trust. Every small thing matters, even if it means calling back a client, replying to a mail, keeping an appointment on time, clearing dues or making timely payments. People feel important if they get what they are looking for. They feel respected and valued if you give them what you promise. So if a manager or a team leader is presented with a timely report as per the submission deadline, he will recognise your talent and appreciate  your sincerity, if a product or service is provided to the customer as per his liking and requirements, he will not question your credibility. If a colleague  in need is offered support and help, he will not forget your generosity.

Trust generates trust. Trust is mutual. Believe in people, in their capacities. their potential, their efficiency.  Never try to take advantage of their vulnerability. Today they are weak, tomorrow they may not be.  Nurturing relationships whether professional or personal is based on consistency, reliability and concern. It is easy to make new contacts but it is difficult to hold and retain them. Relationships should not be taken for granted. You have to devote ample time and energy to keep them going. You have to keep evaluating and re-evaluating your relationships to rule out misunderstandings, doubts and differences.

You have to be careful while speaking. Think twice before making any commitments. Ponder, reflect, analyse the validity of your words and statements . Question yourself. Do you really mean them? Can you truly uphold your promise? Is your plan, suggestion, solution or advice feasible? Are you genuine in your response or simply showing off to get temporary attention? Are you aiming at short_term gains or focusing on long_term achievements? If you have the slightest element of doubt in your mind then restrict yourself from making false commitments. Not being true to your words tarnishes your image. It ruins all your future prospects and spoils your relations.

If you feel that you can accomplish a particular task but you are not sure of it, it is always good to be honest. State your concerns and present a realistic picture of the situation instead of keeping the other person in the dark. Raising false hope is almost similar to being dishonest. Hope is the foundation of all human action. If you  steal them of hope you shake the very foundation on which they stand.

Don’t let people think of you as a hopeless jerk. Win their confidence by adhering to the basic principles of fostering strong relations.

Here are 7 basic principles of building lasting relationships:

Establish trust: Trust is built through mutual respect and concern. Establish your credibility by being genuine, honest and respectful.

Keep your words: Maintain coherence in your words and action for winning the confidence of your people. Your actions speak stronger than your words.

Respond to situations: Act in  response to  the needs and requirements of people. Do not blindly pursue what you  think is correct. Step into the shoes of your people to identify their perspective. Respond to specific needs rather than applying general principles.

Show support and involvement: Your support and active involvement with the people around you assures them of your interest in  them and their activities. Lack of  involvement creates distance and scope for doubt.

Identify common interests, goals and values: Sharing and experiencing common interests,  goals and values brings you together and helps you share a common platform. This promotes togetherness and team work.

Be honest even behind the back: Speak positively of people you are associated with. Do not belittle or demean them behind their back. Learn to keep their secrets. Respect their privacy, we all are vulnerable.

Personalise your relations: Do ensure to greet them or meet them beyond work. Meet over coffee or talk over lunch. Call your people to wish them on special occasions. Meeting beyond work encourages a free and relaxed discussion.  It helps to understand the perspectives, experiences and  views of the people more closely.

Build a strong network, value your connections.