Parallel Living

Why Communication?

Management is all about getting things done. To needs things done, we need to communicate. The better and more effective the communication, better the work done.

What is Communication?

Communication is a two way process wherein there is an exchange of facts, ideas, opinions, emotions by two or more persons which creates an understanding and generates a response. Effective communication is all about generating “desired” response. Ineffective communication would mean that our expectations are not met which therefore creates unhappiness.

Importance of Communication

Every business has various departments owning to specialized functions. These departments have to work in perfect tandem for the business to achieve it’s goals. This requires perfect communication to flow between various departments. These days a business may have various branches at different locations. This makes things even more complex and hence the greater need for effective communication.

The Communication Process

1. Idea originates in the mind of the Communicator
2. These ideas are encoded
3. Encoded ideas evolve into a message.
4. Message is transferred thru’ proper medium (also called channel)
5. Message is received by the receiver
6. Receiver decodes (interprets), and Analyzes the message.
7. Receiver then sends a reply to the communicator (sender).
8. This response or feedback complete communication process.

Remember:

Communication is a two way process
Communication is continuous. Therefore we “always” communicate whether we want or not. We can, therefore, can’t choose to NOT communicate.

Following factors make Communication vital.

1. Size of Business: Bigger the size, greater the need of proper co-ordination between branch and Head Office.
2. Departmentalization: All departments must co-ordinate to achieve common goal of the business, which is possible only with effective communication.
3. Competition: To have an edge over it’s competitor, a business must be able to communicate effectively with it’s target customer to make a sale / relationship.
4. Communication can be an effective bridge between planning and Execution.
5. Effective communication within the organization ensures goodwill, positive energy, well informed staff, employee motivation and harmony.

Choosing a Medium / Channel

Choice of medium depends on the following factors:

1. What is to be communicated?
2. How many people have to be communicated?
3. What will be the cost of communication?

Laws of Effective Communication

Clarity of Objective
Good Communicator (What are the qualities of a Good Communicator?)
Competency of Audience (Receiver) (What are the qualities of an Ideal Receiver?)
Choice of Medium
Taking care of Barriers
Feedback: Communication must motivate the receiver to react and respond. Without response the process falls apart resulting in bad communication. Response therefore form the core of the process of communication.

Why do we communicate? (Objectives of a communication)

We communicate to:

1. Inform
2. Suggest
3. Advice
4. Pursuade
5. Educate
6. Motivate
7. Warn

Barriers to Communication

1. Physical
2. Psychological
3. Cultural
4. Mechanical

Difference between mere talking and Communicating?

Characteristics/elements/ of Good Communication?

Keywords:

Sender
Receiver
Medium
Response
Feedback

Qualities of a good communicator

Qualities of a good receiver

Obstacles to Communication

Resume

Recommended: www.susanireland.com

How to Write a Cover Letter & more sample letters:

http://www.seekingsuccess.com/articles/art158.php

http://jobsearch.about.com/od/coverletters/Cover_Letters.htm

Business Letters

Online Resources:

http://office.microsoft.com/en-us/templates/default.aspx
(300+ professional letter templates from Microsoft for supplier and vendor correspondence, announcements, sales, marketing, billings, complaints, and more.)

http://www.4hb.com/letters/
(550 + free sample business letters. Look here for "Body" of the letter)

http://www.smbtn.com/smallbusinessletters/
(Business Letters Templates)

http://www.unc.edu/depts/wcweb/handouts/business.html

http://esl.about.com/cs/onthejobenglish/a/a_basbletter.htm

http://www.writeexpress.com/sample-business-letters.html (does NOT contain FREE samples but gives good information on all types of letters)

http://writingcenter.gmu.edu/resources/handouts/businessletter.pdf (contains 1sample business letter)

Filing Management and Related Articles

http://sbinfocanada.about.com/cs/management/qt/filingsystemjc.htm

Written Communication

The disadvantages / shortcomings of oral communication have given way for wider acceptance of written communication.

Written Communication is a one way process and serves best when audience is large and widespread.

Written Information is expected to be accurate, precise and clear. Further it is preferred that writing should be in simple words and sentences which are easy to understand.

Types of Written Communication

Letters
Memos
Notices
Proposals
Agenda
Minutes
Printed Material
Reports

Written Communication – Advantages

Legal record
Further reference
Formulated more carefully

Written Communication – Disadvantages

Language may be a barrier
Not for illiterate people

The success of written communication largely depends upon the ability of the receiver to interpret the same.

Business Letter

Permanent record / legal evidence
Helps promote business
Representative of the organization

Structure of Business Letter

1. Head Address
2. Date
3. Outward No.
4. Inside Address
5. Subject
6. Reference
7. Salutation
8. Body
9. Close
10. Signature
11. Enclosures
12. Post Script

Memos

Similarities between Memos and Letters
Direct Memorandums
Indirect Memos

Reports

Types of Reports

Factual
Oral & Written
Formal & Informal
Routine & Special
Personal & Impersonal

Importance of Report

Decision Making
Performance Evaluation
Vehicle of Communication
Managing Change

Proposals

Journals

Print Material (Brochures, Folders, Leaflets, Labels, Stickers, Handbills, Direct Mailers, Prospectus etc)

Interview Techniques - Online Resources

CV and Job Interview Techniques...and more

http://www.tfpl.com/temporary_recruitment/candidates/ccv___interviews.cfm

Interview Test, Problems, Negotiations... and more

http://www.alec.co.uk/interview/index.htm

Interview Tips & Questions... and more

http://www.acpeople.com.au/interview/

Phone Interview, On Campus Interview, Dress for Interview, What after the Interview.. and more

http://www.collegegrad.com/job/jobinterviewtechnique.shtml