How to prepare for an Interview?

The employer through an interview aims to know whether the job being offered by the company ca be suitable to the applicant. An interview is a means of two way communication. The purpose of an interview is to find out the views, attitudes and ideas of the person who is being interviewed. An interview is to find out the most suitable candidate for the job in terms of knowledge, skill and aptitude. Interview can make interviewee to be initiative and get motivated to work with honesty. An interviewer must have preparation to hold an interview properly. He should have the following information:

1. The interviewer should have a clear idea about the company profile and about the nature of the job for which the interview is to be held.
2. The interviewer should know the type of personality, character or temperament of the candidate required for the job.
3. The interview letter reaches well in advance so that the candidates are not disadvantaged and they also can get sufficient time to prepare themselves for the interview.
4. The interviewer should mention in the interview letter the necessary documents the candidates must bring with them.
5. The interviewer should make proper seating arrangement for the candidates in the waiting room.
6. The interview should be conducted in a quiet and noise free-room. The interviewer must insure congenial atmosphere for conducting the interview.
7. If the candidate is to be interviewed by a committee, each member of the committee should be given a copy of the bio-data of the candidate. It will help to reduce confusion and wastages of time.
8. The interviewer should decide beforehand that which member of the committee will initiate the interview and from which side or area. The members of the committee should be divided into different areas according to their specialization.
9. The interviewer must supply a number sheet to each member of the interview board so that they can do marketing easily.
10. The interviewer should provide with necessary mechanical and logistics support to conduct the interview smoothly.    

Interviewer should create a congenial environment where interviewees or candidates feel free to show their real ability. The following guideline will be helpful to conduct an interview effectively:

      The interviewer should welcome the interviewee exactly in the same way as a friend is welcomed while visiting his office or home. Give him a warm smile and talk to him in a friendly tone. Hold some conversation with him in his familiar area so that he can be free from nervousness. Most of the time candidates feel nervous to face interview and if you start interviewing them before they have overcome their nervousness, you can not expect the best outcome from them.

     After making the candidate feel easy and nervous free, the interviewer should start talking to him on the subjects he wants to know about.

According to Theodore Hariton, the things an interviewer would particularly like to know from the interviewee may include:

1. The candidates technical qualifications(ability to do the job)
2. Drive and aspirations (willingness to do the job)
3. Social effectiveness and emotional balance (relation with other and self)
4. Character (Trustworthiness)
5. Physical vigor and energy
6. Spouse’s attitude toward the job (if relevant)
7. Financial stability
8. Willingness to travel
9. Willingness to make permanent moves
10. Aspect of personality
11. Previous experience, duties, salary drawn the reason for changing the job(if applicable)
12. Any other relevant question.

When the candidate is providing information, you must show your keen interest in what he is telling. If you think that the candidate is suitable and you might offer him job, give him all the details about your company and the job.

   The last stage of an interview is parting. It is as important as welcoming. It is the concluding part of the interview. You should thank the candidate for coming for the interview and tell him when and how he will be informed about the outcome of the interview. Or, you may politely tell him that if he is selected he will be informed by a certain date.

 

To face any interview is not an easy task. The interview can be divided into following parts: (a) Entry (b) Answering questions (c) Asking question (d) Leaving (e) Dress appropriately (f) Taking necessary certificates (Arriving in time).

To be a successful interviewee a candidate should try to find out what he wants to achieve through his work-inner fulfillment, position in society, wealth security comfort, travel, and power.

How to write an informal report?

                                                The writing process of an informal report

Now that the development process is complete, it is time to think about how to write the report in final form. You should give special attention to the organization; to correctness in content, grammar, punctuation, and spelling; and to the attractiveness of the reports. When writing the report, remember that it represents the researchers.

If the report contains errors in content, spelling, punctuation, grammar, or if it is carelessly presented or poorly organized, the reader will not place much value on its conclusions or recommendations.

When organizing material for the final report, arrange the data in an orderly manner: i.e. be clear, concise, and logical. The material should not be presented as of row data. If you have followed the development steps, the order of presentation will follow logically-Then you must decide how to present the information. Two common presentation plans are direct and indirect.

(The direct plans begins with a short summery followed by conclusions and recommendations and then the analysis that includes the details. The indirect plan begins with the problem statement and the analysis and ends with the conclusions and recommendations. Usually, informal informational reports follow the direct plan because the reader wants to know immediately what you found. If, however, you are presenting disappointing news or are trying to persuade the reader, the indirect plan is more effective.)  

After the material is organized, you should begin writing the report. You may start with whatever step in the development process is easiest. Sometimes writing a report is similar if you start at any part except the beginning. Write each pert on a separate sheet. Then you can put the parts together in proper sequence when they have been written.

After all parts have been put in their proper sequence, you should read the report to make sure the information flows smoothly. It may help to read the report to see if any changes are necessary, you should edit the material, checking for grammatical, punctuation, and spelling errors.

Incase of writing proposals, back up material may be needed. This material should support the conclusions and recommendations. At the same time, it may also be presented in graphic form so that the reader can see how you drew the conclusions and arrived at a decision about what recommendations to make. You should plan, develop, and prepare the graphic whether it is a table, chart, graph, map, photograph, or illustrative artwork. Use a graphic presentation only if it will enhance the report. Graphics should not be used just for sake of including a graphic.

In preparing the final report, you should review the draft to make sure it is technically accurate, grammatically correct, and attractively presented. The final report should include all the steps in the development process.

Some helpful tips in writing an informal report are:

1. Be objective. A Good report writer never presents opinions as facts or shows personal bias.
2. Use proper words and sentences. This is necessary so that one area one the of the report will flow smoothly into the next.
3. Use personal pronouns. Since informal reports are usually sent from one area to another, personal pronouns are acceptable.
4. Watch the use of technical terms or jargon. If the reader is familiar with the technical term and jargon, use it, if not, write an ordinary terms.
5. Use short, simple sentences. The writer should present the information concisely.
6. Use simple punctuation. Since the sentences are short and simple they need little punctuation.
7. Single-space the lines of the report text. Most informal reports are single spaced.
8. Use the active rather than the passive voice. Write “The mail room will supply the necessary information” rather than “The necessary information will be supplied by the mail room”
9. Use proper tense. Write the report within due time.

Video-conferencing

Video conferencing is a new device of communication of recent times. This method of communication is generally used for holding meetings and discussions. This device of communication is mostly used when it is difficult to arrange a much expensive meeting or when long distance travel is involved. Conferencing is virtual meeting where persons can see, hear and talking to people in different locations around the world without the expense of travel. Conferencing may take many forms, such as: video-conferencing, audio-conferencing, multimedia conferencing, screen sharing etc. Conferencing programs such as the popular CU-See Mee allow work groups to use the internet to see each others’ faces in small windows on the computer screen to hear voices through computer speakers. The despot video and can be simultaneously be used. This device of communication is widely used by offices having different branches situated in different places and foreign countries. For spreading distance education system, video conferencing is also used. The education is imparted from one place and it is telecast in different study centers. The participants or students can ask questions to the teacher and satisfy their queries through video-conferencing. At the time of election, budget etc. video-conferencing also takes place. It enables people, within homeland and abroad, to carry on face to face discussion remaining in different places of the world.    

Video-conferencing is one of the most exciting areas of development in telecommunications, with application ranging from business to government to education to home and family. Video-conferencing involves sending video signals as well as telephone and computer data signals. Video-conferencing requires special hardware and digital telephone lines. Digital camera makes conferencing pictures.

It has enormous potential for enhancing communication for small and medium size organizations as well as distance learning.

Two types of video-conferencing equipment exits and they are-Room systems and Desktop systems. Room system are permanently set up in a dedicated room equipped with phone lines, high speed data networks, video cameras and a large video screen that shows the participants in the other location or locations. Desktop systems are much less sophisticated versions in which individual computers are equipped with video-conferencing software and web camera.

In both cases, the quality of the video sound transmission depends on the quality of the network. Video and sound sent over a high speed data network are far superior to transmission via telephone lines and modems.

All concerned parties in video-conferencing can internal with personal touch because facial expression or body movements are visible through picture and sound.

Video-conferencing allows face o face communication therefore physical movement is not required to attend any meeting in abroad. As a result time and money can be saved.

For multinational companies, video-conferencing is an effective method of communication. It connects head office with local branches and provides a wide range of instant communication.

Managers of multinational companies can manage business at different location of the world. They can avoid long distance travel and can control sitting in their own office.

Communication in Modern Business

          Communication is one of the most important facilitators of modern business. In its broadest sense, the important of modern business is to effect change, to influence, action toward the welfare of the organization. Hency said, ‘Communication is essential in business, in govt., military organizations, hospitals , schools, committees, homes, anywhere people deal with one another’. The importance of communication in modern business may be stated as follows:

Communication transmits the leader’s ideas and opinions to the followers. Think about political leaders who lead and guide the people for the betterment of the society or to fulfill any specific purpose.

It helps to move ideas and information from one person to another person. It can develop a chain of understanding through two way communication. If there exists no communication media, technique or process then there would be no sharing of any idea or information.

It helps the manager to obtain data for decision making, to assist in searching problem, and to know what actions are needed. Therefore communication acts like a store house where data, idea or information are available to deal with.

Communication helps in all managerial functions, such as planning, organizing, directing, motivating and controlling. It serves as a fuel to managerial operation and function. Therefore, communication makes a chain between past, present and future and helps for effective performance.

Communication helps in decentralization of authority and delegation of responsibility to right person. Through downward communication, superior delegates authority and responsibility to the subordinates. Proper assignment of job and division of lab our call for better output.

It helps to improve managerial competence and efficiency. As we know, managers are use Various techniques or tools to command or control over resources. Continuous tracking is possible in terms of communication.

Efficient communication attempts to minimize time and cost in case of exchange of information. If any message is required to be communicated to thousands of people then we have to think about Newspaper, Television or Radio which are strong media for communicating any message around the globe.

It acts as a basis of information to each department and helps the employees to perform their respective jobs. So, any action to be taken requires a basis and communication between organizations or within organizations provides such basis.

Human Resources are required, trained and motivated through effective communication. Recruitment involves circular by the organization towards general people. Then interested candidates apply and on the basis of their merit, they are recruited by the respective organization and transformation according to their skillness. The whole activities involve verbal or non verbal communication.   

Managers provide incentives to motivate their subordinates and maintain strong invisible chain. Motivation is based on situation and therefore what should be the way of motivation required judgment by the superior. The perfect motivation towards right person involves effective communication.  

The management can create cordial relations with govt, customers, creditors, shareholders, regulatory bodies, trade unions and the society as a whole. Communication ensures sound relations.

From the above description, if appears that communication plays a vital role in modern business. Basically communication is a means not an end. It makes possible the organization activities and serves as the lubricant for its smooth operation.

The Technology 0f Modern Business Communication

Communication is needed for decision making, co-ordination, control and planning. Communication is required for processing information in the accounting department, finance department, personnel department, establishment of public relations, sales department, market research, production department, purchase department etc. Communication with the government, shareholders and prospective investors, customers etc. is also required for the day to day functioning of the business concern. Conventional process of communication is not sufficient to meet the multidimensional needs of the business enterprises. So, the need of modern communication technology emerges to meet the desired need of modern business enterprises. Worldwide communication has been facilitated by the electronic transmission of data which connects individuals, regardless of geographic location, almost instantly.

Modern communication technology depends upon computer which is a device made up of electronic and electromechanical components. Successful organization needs the approach to management, coupled with the ability to effective participation in the analysis, design, implementation and utilization of computer based system information (MIS) to provide informational support to the managerial functions of an organizations.

There a number of communication channels representing both the wide range of possible uses of data communication industry. Examples of such technologies are-telephone lines, switched lines, coaxial cables, optical fiber transmission, microwave transmission, infrared transmission, laser transmission, radio transmission, satellite transmission etc. Oral or voice media in electronic forms includes-voice mail, audio tape and video tape, tele-conferencing and video-conferencing, close circuit television, instant message etc. Written media in electronic forms includes-e-mail, faxing, computer conferencing (with groupware), web sites etc.

Samuel Greenguard stats that new technologies are changing not only the way we communicate but also the way to work. The use of internet and other technologies such as E-mail, voice mail, faxes etc. introduce effective organizational communication for business enterprises. Company faces communication challenges as a result of these new technologies.

Communication appears as a matter of few seconds. Now we can use Internet which is accessible to individuals companies, educational institutions, government agencies and other institutions all over the world. It links thousands of smaller computer networks and millions of individual computer users at home and abroad. The most widely used of internet is the World Wide Web (WWW) which enables the users to search for graphics, text, audio and video files. The subscribes need web browse software such as Netscape Navigator or Microsoft’s Internet Explorer- to search Web Pages. The home page of website is the primary screen user’s first access while visiting a site. Each page in the website is identified by a unique address known as Uniform Resources Locator (URL).

Relationship Between Business and Communication

In our daily life we deal and play role with family members, friends, classmates, co-worker, sales people, customers and professionals and with all of them we use written and oral methods or both to convey our message, information, news views, ideas etc. what are we doing is actually termed verbal communication.

In carrying out our business responsibilities, we may need to communicate verbally in one-to-one conversations, in task force and committee work, in formal meetings, and by telephone. Some special techniques for holding each of these situations are discussed in this section.

One-to-one Conversation:

Every appointment held between two people (whether between supervisor and subordinate or between peers) may be classified as conversation. Even the most casual conversation beside the copy machine or in the employees’ dining room can have a significant impact on your career. You should always protect confidences, whether corporate or individual. You must also be aware of the position of the person to whom you are talking.

All one-to-one business conversation should have a purpose and objectives to be accomplished. Before making an appointment to talk with someone, be sure that the purpose of the conversation is clear in your own mind and that you communicate that purpose to others involved.

Once you have established the purpose, objectives and critical points of discussion, you should consider what background information you will need. Since decisions cannot be made without data, anticipate specific information requirements and gather information in advance of the meeting to avoid wasting time.

Problems require solution. If you have requested the conversation then you should be prepared to discuss alternative solutions. All meeting participants share the responsibility of contributing to its success.

The conversation site should be clean and comfortable. A pleasant atmosphere with comfortable lighting and temperature control allows the participants to concentrate on the issues being discussed.

The guidelines for speaking should be practiced. Three of these- (1) know what you want to say (2) move from the simple to the complex and (3) consider the other participants’ knowledge, experiences, and points of view- are important in the preparation of any conversation.

       Task Force/Committee Work

Participating in small working groups such as task forces or committees also provides some special communication challenges. Working groups typically focus on particular topics or projects, giving each participant a common goal.

Successful contributions to working groups require the same type of preparation as one-to-one conversation. Although it is important to raise issues for discussion, you should not do so in a complaining tone or from a self-serving point of view. Solutions to problems or changes in policies or procedures must serve the needs of the organization suggesting possible solutions or revisions in policies or procedures; it will help you to establish and maintain a better image.

The guidelines for speaking effectiveness apply to working groups discussions. In addition, you should be sure to speak loudly enough all to here. Remember, too, that effective listening skills are important. Let every group member have an opportunity to speak, and evaluate objectively each participant’s contribution.

Personal criticism can have a negative impact on the group’s ability to work together and may cause you to be described as a negative person.

        Formal Meetings

You may often participate in formal meetings as a member of the group. Sometimes, however, you may be asked to chair a formal meeting. The responsibilities of the chairperson differ in some respects from those of participant.

You may be responsible for securing a meeting room, notifying participants, arranging seating, controlling the physical environment, and generally looking the meeting arrangements. If you are responsible for all this permeating arrangements, delegate as many of the routine arrangements as possible tactfully and check the room to be sure all arrangements are complete.

As chairperson, you should prepare and distribute an agenda to all participants. Agendas serve to speed and keep them on track. T hey also force the meeting participants to specify clearly the items to be covered rather than suggesting confusing or board topics to be addressed.

One of the most important post meeting activities is follow-up summaries, sometimes a secretary will record minutes, but since minutes should include only action taken, a summary is extremely helpful. Summaries serve several important functions:

Everyone receives identical written confirmation of the proceedings.

Written confirmation of task assignments.

Summaries provide a clear statement of decisions reached and votes taken.

Summaries provide a record for both participants and absentees.

      Telephone Conversation

One of the most common types of business communication is the telephone conversation. When using the telephone, clarity and brevity are desirable. You never know how busy someone is when you call them, so be courteous, brief, and clear. Cover the necessary topics but without excessive conversation. If you are asking someone to take specific steps, be sure the person understands the required actions and is aware of any deadlines for completion. Thank the person for the time, information, or other assistance offered.

      Business Reports

Presenting business reports is another form of communication. One feature common to all forms of verbal business communication is the need to sum up the conclusion of the meeting. Whether the meeting has been a one-to-one meeting, task force or committee work (work groups), or a formal meeting, the need is the same.

Management and Communication

Management is concerned with making people productive with the aim of achieving Organizational goal in an efficient effective manner. This task is accomplished through the proper activation of planning, organizing, directing, motivating and controlling. And all this activities are possible when there is effective communication. So, communication is closely related with all managerial functions and activities. To clearly understand the relation between communication and management, we have look on the following discussion:

For proper job functioning, management has to maintain communication with executives, officers, and employees of different levels. Management has to supply information to the subordinates in the form of instructions, advices, order and need to hear suggestions and complaints from subordinates. Here communication can be three dimensional i.e. downward, upward and lateral.

The importance of communication in management is clearly understood when co-ordination of activities of different departments is actually felt necessary. Communication used by management here known to be lateral communication. It is used because people like more the informality of lateral communication rather than the chain of command. As Wickesberg said “A study on managers showed that two third of their communication were found to be lateral.”

 To evaluate the performance of various employees from various levels management must get proper information hence performance report of each department will facilitate the purpose. On the basis of report, management should reward and punish the respective employees.

Management should provide various training to its employees to get skilled so that they can produce efficiently and productivity. So, to provide training, management must have proper idea regarding his employees’ performance and therefore give training accordingly.

Management needs to communicate with various stakeholders such as: shareholders, creditors, suppliers, debtors, bank, regulatory bodies, government agencies, consumers and customers and others. This external communication is essential to generate business that enables an organization to survive, grow and make profit.

(Communication relates directly to the basic management functions of planning, organizing, leading and controlling. It is a pervasive part of almost all managerial activities)