BMC-Personality Development

Sem-2

Table of contents :

S.no./Unit no Topic

1. Communication :

a.) Body language b.) Facial Expressions c.) Interaction d.) Listening

2.

Bio data and self projection a.)Bio-Data writing

b.) Self projection

c.) About yourself

d.) Self -Expression

3. Speaking skills

a.) Voice modulation b.) Voice control c.) Use of soft words d.) Interaction

4. Current Affairs

a.) Social affairs b.) Political affairs c.) Economic affairs d.) Cultural affairs

Unit-1 Communication

Objective : The objective of this unit is to teach the students the importance of body

language in a communicative situation.

1.1:

Body language ,Facial Expressions ,Interaction, Listening

Non Verbal communication Kinesics ,Proxemics and Paralanguage Verbal communication: 7% Bodily movements , gestures -55% Voice tone,inflection etc.-38%

It can be defined as communication that involves neither written nor spoken words but takes place without the use of words.

In it we are concerned with such things as body movements, space ,time, voice/tone,pitch, general characteristics of the environment colour ,design, and any other kinds of visual and /or audio signals that the communicator may devise.

Reflection of thoughts ,Feelings and Position:

1. All bodily movements postures , gestures etc. are guided by our thought processes.

2.By nodding our head, blinking our eyes, waving our hands, shrugging our shoulders , and various other ways we send out signals and messages that often speak louder than words. That is why this area of inquiry has been called Body Language. Just as language uses sets of symbols to convey meaning , our body ,consciously as well as unconsciously or instinctively carries messages ,attitudes, status relationships, moods, warmth/indifference, positive/negative feelings and so on.

We have , however, to infer these meanings from body symbols. We look for these symbols in the face and eyes, gestures, posture, and physical appearance each of which has its own functions.

Importance of Body language:

When people dont know whether to believe what they are hearing or what they are seeing ,they go with the Body Language-it tells the truth.

You can play fast and loose with words , but it is much more difficult do that with gestures.-Nancy Austin

Status manifests itself subtly in a relaxed posture and way of interacting .The classic example is that of a soldier standing at attention in the presence of a superior officer. His body is extremely tense and perfect symmetry signs of subservience Prof.Alber Mehrabian

Kinesics:

Facial expression:

The face is the index of mind. Consider the facial expressions generally associated with happiness, surprise, fear , anger, sadness, bewilderment, astonishment, and contentment.

Different kinds of smiles: a frown, corners of lips, the position of eye brows, the cheeks-whether drawn up or back or drooping , the jaw , nose/nostrils, the position of the eye brows, and observe our own expressions by looking at ourselves in a mirror.

The thoughts and feelings conveyed may be positive or negative. It follo0ws then, that, we can change our behavior/expression by changing the inner nature.

Eye Contact : When we look at somebodys face we focus primarlily on his eyes and try to understand what he means. The eyes , alongwith the eyebrows,eyelids and the size of the pupils convey our innermost feelings. Eyebrows and eyelids raised and combiled with dilated pupils tell us that the person is excited, surprised or frightened . On the other hand, eyebrows with upper and lower eyelids closed and combined with constricted pupils tell us that the person is angry or in pain.

Eye movement also conveys different kinds of meanings:

Looking at somebody for a long time shows the intensity of our interest in him.

A brief eye contact indicates nervousness or embarrassment on our part.

Gestures: Physical movement of legs ,arms, hands, torso and head. They play a very important role in conveying meaning without using words.

Examples: Pounding your fist on the table shows anger.

A fore finger held high above the head shows number 1.

A fore finger and thumb touching to form a circle stands for OK.

Arms spread wide apart convey the meaning of wide

Shuffling from one leg to another means nervous.

Torso erect and extended ,slightly forward has been interpreted as intense.

Head and Posture:

Hold your head high: Sign of honour ,self-respect and self confidence, integrity and interest.

A head bent low ,depending upon the situation would show modesty, politeness or diffidence.

A head drawn too far backwards or stiffly held up straight up indicates pride or haughtiness .

Head jerks indicate insolence , rejection, or agreement depending upon the context and the personality of the person concerned. Nodding the head sideways or back and forth conveys the intended meaning more eloquently than words. Leaning backward or forward ,standing or sitting erect ,slouching haphazardly or bending sideways-all these postures make an immediate impression on the other persons mind.

Appearance : Clothing ,hair ,jewellery ,cosemtics. All these may seem unrelated to body language. But on having a closer look we find that

they are very meaningfully related to our face,eyes, gestures and postures.

Effective use of body Language:

1. Mind the body talk 2. Carefully identify the little things that people do when they are tense.Some people play with the lock of their hair or pen in their hand.These things undermine the strength of what we want to say.

3. Be careful with the handshake.

4.Establish good eye contact 5.Communicate at the level of the person before you. 6. We must be ourselves 7. Graceful movements and confident posture improve the atmosphere

at the workplace. Advantages of Body Language:

1.Body language is the most easily visible part of communication. It , therefore, helps the receiver of he message in decoding the

message. 2. Body language complements verbal communication .Specially in

face-to-face , no message can be completely sent across without the accompaniment of facial expressions and gestures.It helps in establishing rapport.

3. Body language adds intensity to the process of communication .In the absence of any gestures , change of posture , proper eye contact any face-to face communication will look bland or insipid.

4.Because people care for body language it goes a long way to improve the overall atmosphere and looks of the organization. A resourceful manager can make very effective use of it.

Limitations of Body Language : 1.Since it is non-verbal communication

,relying on facial expressions , gestures it cannot be wholly relied upon. Words written or spoken can be taken seriously , but body language cannot always be taken seriously.

2.People belonging to different cultural backgrounds send out different signals. One has to be , therefore, to be vary carefully careful in their use and understanding.

3. Facial expressions , gestures, postures etc. become ineffective if the

listener is inattentive .It , therefore, requires extra care in getting the right message.

4. Use of body language is not very effective in large gatherings .It is

effective in face-to-face situation , that means there are just two or a small number of participants in the communication situation.

Facial expression:

The face is the index of mind. Consider the facial expressions generally associated with happiness,

surprise, fear , anger, sadness, bewilderment, astonishment, and contentment.

Different kinds of smiles: a frown, corners of lips, the position of eye

brows, the cheeks-whether drawn up or back or drooping , the jaw , nose/nostrils, the position of the eye brows, and observe our own expressions by looking at ourselves in a mirror.

Paralanguage:

Voice : The first signal we receive or use is our voice.It tells us so much about the speakers gender , background, education, training and temperament.

There are all kinds of voices clear, musical, raucus, cultivated,

pleasant/unpleasant and son on.

Unless damaged by some injury to the vocal cords or some neurological problem, the human voice normally does a satisfactory job.In other words, it coveys the meaning or the message.That is why, it is absolutely necessary in certain jobs for the applicant to have a clear and pleasant voice.

For example, jobs involving the use of telephone ,traffic control , tape-recording etc. require a very clear voice.

A.)Pitch variation: Most of us introduce wide variations in pitch while

speaking .It is necessary to catch the listeners attention and to keep him interested in us. Those who speak in monotones fail to keep the listeners attention. That is why the wor monotonous has come to be used as a synonym for boring .Many speakers are not aware of

this weakness on their part. Once they become aware of it, the problem can be solved.

B.) Speaking speed : In the first place it must be made clear that fluency in a language is not the same thing as the speed of speaking. We, do however, speak at different speeds on different occassions and while conveying different parts of the message . As a general rule we should present easy parts of the message at a brisk pace because it is likely to be understood easily and soon. On the other hand, the difficult ,complicated , highly technical part of the information should be conveyed at a slower pace. If we reverse the order the result will be counterproductive. C.) Pause: The pace or speed of speaking is also accompanied by pause. We d not , go on speaking without pausing voluntarily or involuntarily. But the pauses have to be at the right moments. Incorrect uses of pauses can create problems.A pause can be highly effective in emphasizing the upcoming subject and in gaining the listeners attention .But it must also be noted thatfrequent ,arbitrary pauses spoil the speech and distract the listeners attention.

D.)Volume variation: We must speak loudly enough for all of our audience to hear , but not too loudly. The loudness of our voice should be adjusted according to the size of our audience.The simple Logic is that the larger the audience the louder our voice will be. But some speakers incorrectly believe that the only way to sound convincing is to speak louder and louder. But the fact is that we become more convincing but adjusting our volume from loud to soft .

E.) Proper Word stress: By putting stress or empahsis on a word here or a word there in the same sentence or utterance we can change the whole meaning .

Advantages of Paralanguage: A.) Paralanguage is very closely allied to language .No oral message is complete without it. B.) Paralanguage is a sufficiently dependable indicator of the speakers place in the organization.On the basis of his voice-quality one can easily guess his position in the hierarchy. C.) Paralanguage tells us quite clearly about the speakers educational background.

D.) Paralanguage speaks volumes about the speakers national /regional background.This information is of immense use to the recever /organization dealing with him.

2. Specially what is said and how it is said must be blended .But very often it does not happen .It , therefore, requires extra care to get the exact content of the message.

3. The voice quality and pitch of the speaker may unnecessarily prejudice the receiver of the message .the listener /receiver of the message has, therefore, to be very open minded and patient. 4. Because of the reasons given above paralnguage may sometimes misguide or mislead.

5. As speakers belong to different speech communities it is difficult to achieve unformity in oral communication.

Proxemics:

1.The space around us and its contents convey a definite meaning.Of course , it requires quite some effort on our part to arrange them meaningfully , and on the part of others to understand or interpret the meaning. Since it is first of all a personal matter , proxemics has come to be regarded aspersonal space language.

2. Our interaction with the people around us has a rather well-defined or well understood spatial dimension. Conversely we can say that the spatial dimension or distance between us and other people tells us something important about our relations and nature of our communication with them.

1. Intimate 2.Personal 3. Social 4.Public

Distance wise it can be stated as follows: 1.Intimate : Physical contact /touch to 18 inches

2. Personal : 18 inches to 4 feet

3. Social: 4 to 12 feet

4. Public: 12 feet to as far as we can see and hear.

1.Intimate space : Family members, closest friends and selected people enter this area.

2. Personal space : Normal conversations with close friends, colleagues, associates and visitors.

3. Social space language : Formal purposes most of our business is done within this area.

4.Public space: Detachment of perception , objectivity of approach and formailty of communication/speaking.

5.Fixed and semi-fixed spaces : Walls, room sizes, the building, its total capacity ,places, corners, counters for special purposes and so on. In semi fixed spaces the physical features are, to some extent , changeable or likely to be rearranged. This flexibility in arrangements permits a variety of spaces that can be used to conduct different types of communication activities. For example, the same type of furniture , heavy or not so heavy , can be arranged or rearranged for an interview, a group discussion , or for an oral presentation.

6. Space use: Proxemics is also concerned with the use of space by groups of people. The way groups of people use the space assigned to them determines their respective places and interaction patterns. For example people who begin conversation and those who seated at thefront are usually considered leaders of the group.If the same people are seated in a row their communication pattern will be of a different nature. Seated around a round or oval table they will most likely communicate in the form of a conference.

7. Time Language : We communicate with others in terms of time by showing them , in our own cultural way , what time means to us. We do this mostly by symbolizing time, and by sending out signals regarding the importance of time, a particular point of time and so on. Time management is now one of the most important parts of overall management. TMI(Time management international) is one of the most important American consultancy companies. It renders valuable advice to business organizations in respect of optimal time use.

8. Surroundings: Our surroundings or physical environment speak their own nonverbal language. It is a vast area .It is, therefore, worthwhile to cover only two important aspects of our physical context-colour and layout or design for the purpose of non verbal communication.Through our sensory perception we get meaning from our surroundings , in the same way as through our choice of colour and design we send out definite signals to others.

9. Colours: Colours are associated with different behaviour patterns , attitudes and cultural backgrounds .People make serious effort to choose the right colour for any significant moment and indifference to choice of colour is regarded as lack of cultivation.

Pink ,yellow, red , purple, blue, green are gay colours. Black and gray are associated with negative feelings.

10. Layout and Design: The space arrangement of an office ,carpeting or its absence , the furniture and its designing everything conveys a meaning. Everybody is impressed by a tastefully furnished office , the layout of a lobby /dining hall/ conference room/ reception desk.

The significance of Body Language :

Body Language Interpretation

Facial expressions

Frown Displeasure , unhappiness

Raised eyebrows Disbelief,happiness, amazement, freindliness

Narrow eyes and pursed lips anger

Hurling , trembling lips Excitement , nervousness

Drooping lips Sadness , disappointment

Half-open lips Sexual excitement, eagerness

Eye movement /expressions

Eye to eye contact Interest ,keenness

Steady glancing Active listening , interest

Side on glancing Seduction ,sexual interest

Avoidance of eye contact Lack of confidence , discomfort, embarrassment

Shifting of eyes Lack of concentration , disinterest, avoidance

Blinking of eyes rapidly Poor confidence

Rubbing one side of the neck gently Insecure , lacking in confidence

Gently stroking the chin Considering issues carefully

Clenching of the fists Angry , irritated

Rubbing of the hands fast Excitement , enthusiasm

Slow rubbing of hands Preoccupation , disinterest

Washing of the hands gesture Done and over with

Fidgeting ,doodling Boredom

Shrugging of shoulders Indifference

Squaring of shoulders Problem solving , concerned listening

Biting the lips , biting finger nails Nervouness , tension

Sitting on the edge of the chair Listening with great interest

Slouching in the chair Lack of interest

Tapping fingers on table /chair Boredom, disinterest

Tilting head Sign of interest

BODY GESTURES

Wringing the fingers Authority /displeasure

Folded arms Not open to suggestions

Arms at the side Open to suggestions and relaxed

Crossed arms Skeptical/defensive

Closing arms behind the head Dominance posture , authority stance

Hands on the hips Anger /defensiveness

Scratching of the head Thoughtful/puzzled/unsure

Styles of Walking Interpretations

Head bent , shoulders drooping walk Depressed , disappointed

Eyes looking towards the ground walk

Preoccupied , lost in thought

Eye looking upward in the air walk Preoccupied , searching for solutions

Kicking an imaginary object with leg Anger , frustration

Walking with hands in pocket Withdrawn , shy , thoughtful, macho

Speech and Voice Modulations Interpretation

Voice types Interpretation

1. High-pitched voice Enthusiasm , excitement , eagerness

2.Low pitched voice Disinterest 3.Slow paced voice Disappointment 4. Monotonous Voice Boredom ,lack of enthusiasm

5. Sharp tone voice Amazement

6. Fast paced voice Confidence /or hiding the real issue

Smiles and communication Interpretation

The happy smile

Broad smile or grin Pleased with the interaction

Where both sets of the teeth are exposed The mouth is oriented upwards or Only the upper set of teeth are exposed

Desire to continue with the interaction

Walking styles Interpretation

Head bent , shoulders dropping walk Depressed , disappointed

Eyes looking towards the ground walk

Preoccupied , lost in thought

Eye looking upward in the air walk Preoccupied , searching for solutions

Kicking an imaginary object with leg Anger , frustration

Walking with hands in pocket Withdrawn, shy , thoughtful, macho

STANDING : Straight and shoulders pulled back reflect confidence and control. Keeping hands in the pocket while conversing is neither graceful nor polite . Folded arms and locked ankles both indicate lack of openness and feelings of discomfort. SIITING: Slouching or sinking in the chair is bad and slovenly .Avoid this at all costs .Crossing the legs is seen as a defensive posture. Never ever shake a leg or thigh. It is ugly and impolite .At times it is seen as a nervous gesture , also. FACIAL EXPRESSIONS: Have to be warm and friendly .Never try to fake an expression .Avoid overdoing any of the expressions .the face must never show a frown or a furrow, These are read as carrying negative connotations .Blank expressions or poker faces are treated with suspicion

or lacking in commitment. These are seen poorly in business contexts . Meeting the other person in the eye is seen as a sign of interest , while avoiding the eye contact is viewwd as an attempt at deception .Staring iis not only rude, but interpreted to mean threat as well. So this is inappropriate all times. Continuous eye contact is also a strict no , no. Gestures : To much of gesticulation is seen as having a poor taste .Snapping of fingers, playing with ones hair , pursing ones lips , biting the finger nails are all perceived as poor and lacking etiquettes .Excessive head nodding is not taken well .The nodding has to be measured and dignified .Nodding along with smiling is a far more mature response to agreeing to understanding any conversation. 1.2:

Listening skills : Listening is a highly complex , interactive process by which spoken language is converted to meaning in the mind. As this definition suggests listening is more than just hearing ,although childres and adults often use the two terms , hearing and listening , synonymously .Hearing is only one important component of listening. In order to become a good learner, you need to become a good learner, you need to become a good listener.You may be surprised to know that hearing and listening rae not the same thing. You could say that good hearing is the foundation of good listening. Listening is a specialized form of hearing and is the primary function of the ear. It is the thinking or converting to meaning what one hears that is the crucial part of the listening process. 1.Hearing is a passive process.It is merely the detection of sounds around us .Norammly, we come across hearing in certain situations .Eg.,The guest in a hotel is angry about the service and abuses the service boy .At this instance most of the service boys tend to just hear the sound of the abuse. 2.Listening :It is an active process .It involves the conscious desire to determine the meaning of what is heard. While listening , one is engaged in processing the data , reconstructing it, and also giving meaning to it. In the above stated example , if the guest abuses the manager instead of a service boy, the well-trained efficient manager , who has learnt the process of listening will go one step ahead and try to solve the problem, which in turn would please the guest! Types of Listening:

1.Discrminative 2.Comprehensive 3.Evaluative 4. Appreciative 5. Empathetic 6. Therapeutic 7. Dialogic1. Discrminative listening : As the name itself suggests , Discrminative listening si the most basic type of listening , whereby the difference between the sounds is identified.If you cannot hear differences , then you cannot make sense of what the meaning that is expressed by such differences. We learn to discriminate between between sounds within our own language early , and later are unable to discriminate between the phonemes of other languages .This is one reason why a person from one country finds it difficult to speak another language perfectly , as they find the sounds similar and cannot distinguish the subtle sounds that are required in that language.Likewise , a person who cannot hear the slight variation in the tone of another persons voice will be less likely to discern the emotions experienced by the person. 2.Comprehensive listening: When discriminating of sounds is achieved ,you should learn to make sense of the learnt sound.To comprehend the meaning, you require a lexicon of words and all rules of grammar and syntax by which you can understand what others are saying. The same is true , of course, for the visual componenet of communication , and an understanding of the body language helps us understand, what the other person is really meaning. In communication , some words are more important and some less so , and comprehension often benefits from extraction of key facts and items from a verbose communication. 3.Evaluative listening : Evaluative listening is also called critical listening because we make judgements about what the other person is saying .We seek to assess the truth of what is being said .We also judge what they say against our values , assessing them as good or bad, worthy or unworthy .Evaluative listening is particularly relevant when the other person is trying to persuade us, perhaps to change our behaviour and maybe even to change our beliefs. 4. Appreciative listening : In appreciative listening , the main intention us to seek certain information which we will appreciate .For example, the

information that helps meet our goals and needs are looked for. We use appreciative listening when we are listening to good music , poetry or may be even the stirring words of a great leader. 5. Empathetic listening : When we listen empathetically, we seek to understand the beliefs , moods, emotions and goals of other people. This requires excellent discrimination and close attention to the nuances of emotional signals. In order to get others to expose these deep emotions to us , we also need to demonstrate our empathy in our demeanor towards them; this can be done by asking them sensitively and in a way that encourages self-disclosure. 6.Therapeutic listening : In therapeutic listening , the listener has a purpose of not only empathisisng with the speaker , but also to use this deep connection in order to help the speaker understand , change or develop in some way. This not only happens, when you go to see a therapist but also in many social situations , where friends and family seek to both diagnose problems from listening and also to help the speaker cure herself/himself of those problems.This also happens in work situations , where Managers ,HR People , trainers, and Coaches seek to help employees learn and develop. 7.Dialogic listening: The word dialogue stems from the Greek words dia , meaning through and logos meaning words .This dialogic listening means learning through conversation.It is an engaged interchange of ideas and information in which we actively seek to learn more about the person and how they think.Dialogic listening is sometimes known as relational listening because with the help of exchange of ideas while listening , we also indirectly create a rrelation. Barriers to effective listening: Listening is the most important part of the communication process.However, lsietning skills do not come naturally to most people ; they require willingness , practice and patience to develop.

There are many reasons individuals fail to listen successfully. these include: 1.Interrupting 2.Faking attention 3. Becoming emotional 4. Jumping to conclusions 5. Becoming distracted 6.Prejudging the subject 7.Wrong focus 8. Gathering only facts 9.Inflexibility while listening 10. Avoiding complicated subjects Strategies for effective listening : 1.Provide clues that you are actively involved 2.Concentrate 3.Refrain from formulating an immediate responses 4. Try to be prepared beforehand 5. Be prepared to accept revisions 6. Be sure the environment is conducive to listening.

Unit-2

The objective of this unit is to apprise the students of the difference between a Bio-

Data and a resume. The students will also be taught how to draw up their own

resume for job advert.

3.1:

Bio-Data and self projection

(a.) Bio-Data writing

(b.) Self-projection

(c.) About yourself

(d.) Self-Expression

Preparation of Bio-Data ,CV :

In a competitive market, graduates need a good CV or Resume to succeed in securing a job. Your CV or Resume is an advert for you, an opportunity to sell yourself to potential employers. Your CV or Resume is the first step in the recruitment process so it has to be right our CV guide tells you everything you need to know about creating a successful graduate CV.

Personal Details

Career Aim/Personal Statement

Education and Qualifications

Work Experience

Specialist Experience

Activities/Interests/Positions of Responsibility

Additional Information

References/Referees

Personal Details

You don't need to write 'Curriculum Vitae' at the top of your CV or Resume it's pretty obvious what it is! Make sure your name appears at the top and is in a larger

font than the rest of your CV so it stands out. Beneath, all you need to include is

your home address (and term address if you are still at university) and contact

information. Don't include a novelty email address - boozyfloozy@hotmail.co.uk

doesn't sound very professional.

Career Aim/Personal Statement

This is optional but if you do include it, make sure it isn't vague or generic. Keep it

brief (three or four lines max). Demonstrate your career focus and perhaps evidence

of two or three main strengths and where they were developed. This part of your

CV or Resume should be tailored to the role and company you're applying to.

However, to save space, this could be included in your covering letter.

Education and Qualifications

Start with your most recent education your degree or postgraduate qualification. University qualifications will be of more interest to an employer than what you did

at school so devote more space to this. Include the dates, name of university/s,

degree title e.g. BA (Hons) Philosophy, and the grade you are expecting or have

achieved.

It is advisable that you include any modules you studied that are relevant to the job

application in addition to your thesis/dissertation research or project work. Time

spent abroad or work placements attended as part of your degree course should be

mentioned.

For school education, include dates, name of school/college and A-Levels or

equivalent qualifications studied with grades. Unless specified, it is not normally

necessary to list every subject studied at GCSE or equivalent level. The number of

passes achieved is enough but state the grade you got for Mathematics and English.

Work Experience

The Work Experience section of your CV or Resume is where recruiters will focus

most of their attention. You must include the dates of your employment, the job title

you held and the name of the employer. For international applications, cite the

country in which you were employed.

Employers are realistic about the fact that students and recent graduates have

mostly done part-time and summer jobs that may not relate to the career you want

to pursue. However, employers will still expect you to be able to show the

responsibilities and skills you got out of your work experience.

The most common way of presenting work experience is to do it in

reverse chronological order (most recent first). However, if you have very relevant experience in the career field you are applying to e.g. an internship with a

company, you may wish to include this first under a separate heading such as

Relevant Work Experience and list less relevant jobs under Other Work Experience. This will immediately show an employer that you have taken the

initiative to gain knowledge of the sector and have experience of that work

environment.

Don't despair if this isn't the case for you. Thousands of graduates don't have that

head start but still get the position they want because they capitalised on the

experience they did have. Remember, employers are looking for the skills you have

used and developed, and more specifically they are identifying links between your

experience and skills and the requirements of the job. Here are some tips to help

you:

Target your CV to the specific job advert - Read over the terminology used

and the skills mentioned in the advert and where appropriate, use these

words in your CV.

Back up your claims - Avoid writing bland content; if you have "good

communication skills" demonstrate how you have used them effectively to

get something done.

Identify the contribution you made - Rather than just stating a list of duties

you had, think about ways of demonstrating success in a particular role.

Mention your achievements at work and any concrete results you achieved

(in measurable terms if possible). For example, rather than writing,

"designed company's web site," you could say, "designed company's web

site, which increased company's overall product sale by 50 percent."

When describing your job responsibilities, avoid sounding monotonous in your CV

or Resume and use a variety of action verbs and skills.

Specialist Experience

List any specialist experience and or qualifications that are relevant to the job role

under specially designed sections. For example, researchers may provide the

sections 'Research' or 'Research Interests,' and those having worked abroad may

choose to include a section titled 'Research Experience Abroad'. Professors may

include 'Teaching Experience,' 'Foreign Lecturing,' or 'Lectures and Presentations';

likewise, physicians may include sections such as 'Community Service,' 'Licensure,'

or 'Qualification Examinations'.

Activities/Interests/Postitions of Responsibility

These are all relevant sections to include because they demonstrate that you are

motivated to pursue other activities and are a well-rounded individual. Positions of

responsibility and achievements can be extra-curricular, for example, significant

involvement in the Student Union, organising events in a social or sporting club,

spearheading charity fundraising at school or university etc. Stating your interests

doesn't mean just writing a list. Try to indicate your level of involvement and what

you gain from the activity.

Additional Information

Languages

If you are applying overseas then you should indicate your native language and any

additional languages you know accompanied by your level of proficiency.

Skills

Skills in this section include anything vocational that has not appeared elsewhere on

your CV, for example, IT skills and drivers license. For IT skills, list the software packages and applications you use and your level of competency for each. Any

certificates you have such as First Aid or Health and Safety for example, should be

listed in this section.

Conferences

If it is relevant to the job you are applying for, then you may want to mention any

conferences, workshops or seminars you have attended. Give the name of the

conference, date, place and organizers.

The Resume Donts Dont title your resume as Resume start with your full name. Dont mail or fax if email is an option. Dont go over one page. Dont use fancy fonts. Dont use personal pronouns I, my or me Dont use passive words. Dont use colorful paper white, buff or beige is standard. Dont include a picture or other artwork. Dont lie. Brag but never lie. Dont include your whole lifes history. Dont include personal information. Dont include salary information. Dont include more that 10 years of employment history. Dont say you were laid off or fired from your last position. Save it for the interview. Dont include personal references. Dont include references available upon requests. If they want them they will ask. Don't include your age, height, weight, date of birth, marital status, sex, ethnicity, health, religion, or political affiliations.

The Resume DOs Do send your resume with a cover letter. Do strive to make a good impression. Do make your resume clear, concise and easy to read. Do use BOLD or Underline for section headings. Do emphasize your strongest qualifications. Do focus on accomplishments, skills, and results. Do print your resume on high quality 8 by 11 paper. Do make contacting you easy. i.e. consider including home & office telephone numbers. Do include descriptive terms that include supportive facts and figures. Do use short phrases, not long and complex sentences. Do utilize action words. Do list your most recent job/educational experience first. Do list job titles, dates, cities and states. Do use word processing and spell checkers. Do ask 2 friends or colleague to proof read your resume. Do create a resume tailored to the job you after. Do keep your resume up-to-date. You never know when opportunity may come knocking.

Unit-3

Objective : The students will be taught how to introduce voice modulation in a

speaking situation. The various ways to improve voice quality will also be

introduced.

Speaking skills

Voice modulation, Voice control, use of soft words, Interaction

3.1: Voice

We are all aware of the importance of voice in expressing thoughts in social life and

classroom presentations .According to communication experts ,atleast 74% of all

communication is through speech or speaking voice .Of that 38% of the meaning is

conveyed through voice quality. Every person has a certain voice quality which is specific to

him or her. Infact voice quality reflects the character and personality of a person .Voice is a

major concern for both trainers of speech and vocal music .They study the physiology of the

vocal mechanism to develop their students natural voice. Every language has its own features in terms of words and sounds.Correct usage of words and pronunciation is part of

language training. Today, English has become a favorite language for many young students

and managers .

Importance of voice clarity :

Clarity is the qulity of being heard and easily understood .Speaking clearly is important to

many of us. For instance, a public speaker , debater, voice artist , and prose or poetry

reader must speak to be successful.

Clear speech is obviously important for everyone and in every occasion.A study by a team

of researchers has conducted that we are judged by the way we sound than how we dress.

Careers are made or marred by voice. When working in organizations and in public

speaking voice assumes graet significance.

1. Voice is an asset to individuals .It is the primary link between the speaker and his/her listeners. An individuals personality is mirrored by his/her voice. A natural sweet voice is considered Gods gift. From the voice , you can understand not only the psychological state of a speakers but also the emotional side of the message.

2.Speaking clearly helps you avoid misunderstandings in your social life. Relationships are

based on good mutual understanding. Infact , those who speak well will enjoy higher status

in social groups.

3.Clear speech is an essential skill required for effective public speaking. Lack of clarity in

voice leads to listening failures. The audience may lose interest and give negative responses.

4. Business transactions with various parties require good communication abilities .If the

staff of a company fails to speak clearly , the business suffers. Activities like giving clear

instructions and negotiating with customers requires clear speech.

5. Clear speech is important to artists like singers, actors and announcers.Without voice

clarity they cannot succeed in the audition test. It is also important to professionals like

teachers and lawyers.

6. Students who have clarity in speech get good grades and secure good jobs. In the English

examinations , correct pronunciation , and grammatical expressions are important

.Inability to speak clearly limits their opportunities.

3.2:

Voice types and characteristics :

Obviously different people have different voices .Voices can be boring , lazy or mumbling

.They can be squeaky , nasal or whining. They can be interesting , clear and warm .

The table below presents some of the voice types and impressions they create about the

speaker:

Voice types:

Type of voice Impression

Hard and Edgy Irritable and tense

Breathy and thin Unreliable and weak

Fast Inconsiderate

Mumble Apathetic

Soft and pleasant Nice and sociable

A good voice is one that has the following qualities :

1.Pleasant tone , conveying a sense of warmth.

2. Natural , reflecting ones personality. 3. Dynamic , with variations in modulation and pitch. The flow of words is smooth and

forceful.

4. Expressive , making different meanings clear , forceful and energetic . 5. Audible , easy to hear with proper volume and clear articulation.

Voice clarity determinants:

Voice influences the impact of your message. As such voice is considered important in

interaction. The four factors that determine voice clarity are :

1. Physiological factors: laryngeal and articulatory system

2. Psychological : Confidence ,energy and enthusiasm

3. Acoustic: Pitch, intensity ,resonance, intonation etc.

4.Perceptual: Pitch , volume , modulation, emotion etc.

Physiological factors:

The production of voice is dependent on two factors:

1. The force with which the vocal folds in larynx (voice box) impact every time thye close for each vibration cycle.

2. Articulatory habit.It determines the characteristics of the sound traveling from the larynx to the lips.

Confidence : Stage fright , like nervouness , often leads to failures in public speaking.

Powerful delivery requires courage and character towards expressing thoughts on a

particular topic. Powerful articulation never fails to make an impact when delivered clearly

and with the right modulation.

Energy : It is important to speak with a certain level of enthusiasm or vitality. The level of

energy depends on the interest in the topic and occasion.People show normal enthusiasm

levels while speaking to family members or friends in their living room or a restaurant

.Energy levels will be high when making a sales or a class room presentation.

Articulation: Correct pronunciation is important in articulation.In English language , the

pronunciation of words is difficlt .Examples of incorrect pronunciation are:

T is sometimes dropped , as in bo le instead of bottle , cadalog instead of catalogue.

Tone : Speaking in the right tone is important .To a speech therapist or a linguist , tone implies the sound quality of the voice when it utters words. Tone conveys the attitude of the

speaker or writer by the intonation of speech and the choice of sentence construction. The

different types of tones found in written or spoken communication are : conversational ,

formal , ironic, frivolous and pessimistic.

Speaking in different tones may be necessary to make speaking effective .Monotonous

speech is not clear speech .It can spoil articulation. More than a thousand men and women

were asked the question :Which irritating or unpleasant voice annoys you the mose? in a nationwide survey. The answer received from the majority of the people was: a complaining

, whining or nagging tone.Your tone must be commanding and modulated .You must take

care that your voice does not sound harsh, not to be perceived as bossy or overbearing.

Pitch: It is the fundamental frequency(F0 , read as f-knot) associated with the voice. The opening and closing of the vocal folds is referred to as vibrations and the number of cycles

of vibration per second is called the fundamental frequency.The habitual F0 of the speaker

is the average F0 value of a voice when uttering a long steady vowel.

The pitch of an individuals voice keeps developing throughout life. Voices will sound pleasant to the listeners, when one uses pitches within the natural lower half of ones range .One common experience has shown us that the extremely higher and extremely lower

pitches will be annoying to hear.

Factors like age, gender and lifestyle affect the pitch .A womans vocal cords vibrate at double the speed of a mans. As such her normal pitch is usually about an octave higher . Changes in the natural pitch take place as one passes from childhood to adulthood .For a

female full maturity in voice occurs at the age of 35 and for a male around age 25. Lifestyle

exerts considerable effect on voice quality .For example , aggressive people often shout and

yell. Smokers consume harmful tobacco.Sick people take medicine that dries the mouth and

throat. For these people , voice may become husky. Their pitch range may be affected.

Rhythm: English language is a Stress-timed language , whereas most other language s are syllable timed languages.In a syllable timed language each syllable gets one beat .It is not so in English. For instance , take How are you? It has three syllables. But the stress points are only two.(How and You).So it has only two beats. Consider the sentence Hows your little sister?.It has four syllables , but only two stress points. (How and SIS) .So the amount of time in both cases in equal.

Duration: Every word wave has its duration .A speaker may take different durations to

stress syllables or complete words.The duration of vowels actually determines the clarity of

delivery. To emphasize certain words or sentences , a speaker may take longer time by

drawing the word.

Stress: Stress or emphasis is another element of voice. Each tone group can be further

subdivided into syllables in a sentence. These can be weak or unstressed or strong and

stressed .The stressed syllable is referred the speaker wishes to focus on. For example :

This /is/ the /best/chance/you/ could/ get /in your lifetime.

Here , best, you and life time are stressed .You is the nuclear syllable because it is stressed

harder.

Observe how variation in stress vary the meanings:

*If the emphasis is on the best , it highlights the chance: it is the best and not other chances.

* If the stress is on You, it means you only and not others. * If the stress is on life time , the view is : such could never be found again.

Juncture: It refers to the way vowels and consonants are connected in speech. During

speaking one should know where one word stops and another begins.

Pause: Pauses are periods of silence between words and phrases .They help separate ideas

and draw attention of the audience.

Volume: It is related to the relative loudness or softness of speech sounds. The volume of

sound is measured in a unit called decibel or dB. When you are speaking loudly , it distracts.If you are speaking too quietly , you cant be heard. The volume of sound should be great enough so as to be able to reach the target audience. When addressing a large

group use a microphone .When microphone is not available , raise the volume of voice

.Enquire from the people seated in the back rows of the classroom or hall, whether they are

able to hear or not.

Pace or tempo:It refers to the rate of speech measured in words per minute. It can be fast or

slow. Speaking too fast , or speaking too slow act as hurdles in speaking clearly. Pace

depends on the message you are trying to convey. Urgent or important messages are spoken

fast ; others slowly. For instance, a manager may speak slowly while communicating the

views of top management .On the other hand , he may speak fast (120 words to 140 words

per minute) when giving an inspirational speech to employees.

3.3:

Modulation, Intonation and Inflection:

The other three important determinants of voice quality are modulation, intonation and

inflection.

Modulation :Voice modulation is an important dimension in voice clarity.It refers to the

adjustment of the pitch , inflection or tone of voice to make the voice clear and audible to

the audience. The general observations regarding modulation are :

Increase Anger , fear, disgust , surprise or urgency.

Decrease: Sadness, warmth, curiosity , suspense or anticipation.

Intonation: Intonation is about how we say things. The melody we hear in the speech of a person is intonation. Pitch describes the frequency (low or high pitch) of your voice. For

example: deep or squeaky .Intonation describes the variation of tone when speaking , to

help add meaning to the words. It is the spoken equivalent of punctuation. Intonation

typically has more to do with fluctuation in voice. For eg., some people speak in monotone,

particularly teenagers in public speaking roles. Speech is divided into phrases , called tone-units. The pitch varies within a pitch range.Every person will have his or her own range of pitch.Different languages have different ranges of range.

How does pitch variation occur in the tone units? The movement of pitch , that is, the rise

and /or fall in tone occurs on the most significant syllable referred to as the tonic syllable. Languages , in which the changes in pitch reflect a change in the meaning of a message, are referred to as tonal languages .Examples are: Mandarin Chinese , and Thai.English is non-tonal.

However, English speakers also use intonation to vary meaning, intent, and emotion. For

example, you an say: It is raining in different ways to mean surprise or frustration .Incorrect intonation can result in misunderstandings.Under normal conditions you can

speak with a low-pitched , well-modulated voice to show that everything is normal.To

indicate excitement, or helplessness we can raise the pitch.

One can use a range of pitches from low to high as given below:

Inflection up or rising pitch

Inflection down or lowering pitch

Inflection up and down or raising and lowering pitch

Inflection down and up or lowering and raising pitch.

The following conversation demonstrations this:

Rao: Did you finish the report?(Rise)

Sri: No sir! I will (fall)

Rao: Is there any problem (fall-rise)?

Sri: None (Flat).

Rao: Can I ask (rise) , Raman and Sulekha (fall) to help you?

Sr: Of course (fall), if you need the report immediately (fall).

Volume and pace should be used together in proper combination to create the right effects.

You can raise your voice ,associating it with increasing pace and quickening volume until

you reach a climax. Then you can drop both volume and pace to a dramatic whisper.

Inflection: Inflections are smooth changes in pitch or tone of the voice .Using inflection , you

can make your voice sound interesting and melodious. Also you can dramatize you talk.

You can express your views in a more clear and expressive way. Placing stress on certain

phrases, stretching out some of the words or pausing will enhance clarity.For instance, take

the expression : far away. If it is said as f----a-r away and not simply far away , your point of view becomes much clearer.

Another benefit is the breaking of monotony of a speech. Inflection adds meaning to

words.When your friend says I hate you, you distinguish difference by the way it is spoken. You will check whether it is said harshly with anger (negative emotion) or softly

with affection (positive emotion).

How do you make use of inflection effectively? Communication experts have identified

certain basic rules for using this tool of inflection.

Your voice should be loud enough to reach out to the last row of the audience. It should be divided by meaningful pauses so that everybody can follow your talk. You

have to maintain soft but formal conversational tone.

Start your talk in a low voice .Too high voice inflection at the very starting is undesirable for two reasons. One , your tone sounds irritable.Second, it will not be

possible for you to modulate your voice to say exciting things.

Use rising , falling or circumflex appropriately to convey emotions and ideas to listeners given in the table below:

Inflection type Demonstrative-Emotive uses Rational Valid uses

Up To express pleasure .Prayer

or appeal.Surprise or fear.

For questions which require

yes/no, answers , expressing doubt , or incomplete

thought.Example: Are you

going to Chennai?

Fall Negative emotions(hatred or

anger), to give commands ,

to express belief or

reprehension.

Interrogative questions

which require explanation

.Example Why are you going

to Chennai?Completed

thoughts.

Circumflex Negative emotions like scorn

or contempt .Expressing

irony.

Emphasise ambiguity ,

highlight anti-thesis.

Circumflex can be either rising (up down-up) or falling (down-up-down) .Rising circumflex (up-down-up) at the ends of phrases indicates contrast (It is not Raman , its Sheila) or ambiguity (unfinished thought).

Report writing :

Report writing (meaning, objectives, features , steps, types and specimen) A business Report presents an account of something ,finds solution to some problem and submits information in organized form to the authorised person. It describes the sources of information and also the procedure and significance of data collection. C.A Brown defines report as a communication from someone who has to inform someone who wants to use that information. It describes the events or individuals to someone who requires it. The business reports are written by the individulas or by the committees as a part of their regular duties. Many of them are objcetive factual and impartial in nature and they do not require interpretations or comments.But, some reports can be prepared only after

careful investigation , experiments , research ,surveys and logical thinking.Such reports often end with expert advice ,suggestions and recommendations. Oral and Written reports : A report may be either oral or written:An oral report is simple and easy to present .It may consist in the communication of an impression or an observation. Sometimes it may be quite useful .But a written report is laways preferred .It enjoys several advantages over the oral one: 1.An oral report can be denied at any time.But a written report is a permanent record. The reporter cannot deny what he has reported once. 2. An oral report tends to be vague .It may be encumbered by the pressure of irrelevant facts while some significant ones may have been overlooked .In a written report , the writer tries to be accurate and precise. 3. A written report can change hands without any danger of distortion during transmission. 4. A written report can be referred to again and again. Types of business reports: We can classify the business reports in various ways: On the basis of legal formalities to be complied with , we can have : 1.Informal Reports : An informal report is usually in the form of a person to person communication.It may range from a short, almost fragmentary statement of facts on a single page, to a more developed presentation taking several pages. An informal report is usually submitted in the form of a letter or a memorandum.

2.Formal Reports : A formal report is one which is prepared in a prescribed form and is presented according to an established procedure to a prescribed authority.

Formal reports can be statutory or non-statutory. A report prepared and presented according to the form and procedure laid down by law is called a statutory report.Report submitted at the statutory , meeting of the shareholders .Directors report to the Annual General Meeting ,Annual Return, Auditors Report are statutory reports. Formal reports which are not required under any law but which are prepared to help the management in framing policies or taking other important decisions are called non-statutory reports. On the basis of the frequency of issue , a report can be

periodic or routine : Periodic or routine reports are prepared and presented at regular intervals in the usual routine of business. They may be submitted annually ,semi-annulally , quarterly , monthly , fortnightly ,weekly or even daily. Generally such reports contain a mere statement of facts , in detail or in summarized form ,without an opinion or recommendation. Branch managers of banks submit periodic reports to the Head office on the quantum of business transacted during a particular period.

2.Special reports are related to a single occasion or situation. A report on the desirability of opening a new branch or on the unrest among staff in particular branch are special reports .Special reports deal with non-recurrent problems. On the basis of function , a report can be (1.) Informative , ar (2.) interpretative If a report merely presents facts pertinent to an issue or a

situation, it is informative.On the other hand , if it analyses the facts ,draws conclusions and makes recommendations ,it may be described as analytical, interpretative or investigative.

On the basis of the nature of the subject dealt with , we can have a 1. Problem-determining report 2.Fact-Finding Report 3.Performance Report 4.Technical Report In a problem- determining report, we try to determine the causes underlying a problem or ascertain whether or not the problem actually exists.In a technical report , we present data on a specialised subject with or without comments. On the basis of the number of persons entrusted with the drafting of reports , we can have (1.) reports by individuals, and 2.) reports by committees or sub-committees Reports submitted by the Branch Manager , Personnel Manager ,m, the company secretary , the auditor , the solicitor , etc. are reports by individulas. These reports are related to work in their own department. Characteristics of a good report: 1.Precision 2.Accuracy of facts 3.Relevance 4.Reader Orientation 5.Objectivity of recommendations 6.Simple and unambiguous language 7.Clarity 8.Brevity 9.Grammatical accuracy 1.Precision: In a good report , the writer is very clear about the exact purpose of writing it .His investigation , analysis and recommendations are directed by this central purpose.Precision gives a kind of unity and coherence to the report and makes it a valuable document.

2. Accuracy of facts: The scientific accuracy of facts id very essential to a good report .Since reports invariably lead to

decision making , inaccurate facts may lead to disastrous decisions.

3. Relevance: The facts presented in a report should be not only accurate but also relevant.While it is essential that every fact includede in a report has a bearing on the central purpose , it is equally essential to see that nothing relevant has escaped inclusion .Irrelevant facts renders it incomplete and likely to mislead. 4.Reader-Orientation: A good report is always reader-oriented .While drafting a report , it is necessary to keep in mind the persons(s) who is (are) going to read it . A report meant for the layman will be different from another meant for technical experts.

5.Simple and unambiguous language : A good report is written in a simple , unambiguous language.It is a kind of scientific document of practical utility ;hence it should be free from various forms of poetic embellishment like figures of speech.

6. Clarity: A good report is absolutely clear .Clarity depends on proper arrangement of facts .The report writer must proceed systematically .He should make his purpose clear , define his sources ,state his findings and finally make necessary recommendations .He should divide his report into short paragraphs giving them headings , insert other suitable sign-posts to achieve greater clarity.

Brevity: A report should be brief. It is difficult to define brevity in absolute terms .Nor can brevity be laid down as a rule. All that can be said is that a good report is as brief as possible. Brevity should not be achieved at the cost of compelteness .Sometimes the problem being invstigated is of such importance that it calls for detailed discussion of facts.Then this discussion should not be evaded .Brevity in a report is the kind one recommends for a precis.Include evrything significant and yet be brief.

9.Grammatical; Accuracy : The grammatical accuracy of language though listed at number 9 in the characteristics of a good report is of fundamental importance .It is one of the basic requisites of a good report as of any other piece of composition.Who is going to read a report if its language is faulty?Besides faulty construction of sentences makes the meaning obscure and ambiguous.

A good report is:

1.Precise and Brief 2. Accurate (factually and grammatically)\ 3. Relevant 4.Reader-Oriented 5.Objective 6. Clear and Unambiguous

Organization of Reports:

Though there is no hard and fast rules regarding the format of a report .It is essential to present all the facts in a logical sequence .The constituent parts of the reports are organized in different manners to suit the purpose and contents. Sometimes the authority for whom the report is to be written presecribes a particular format for the report, but when there is no statutory obligation that report should be in a particular form , the report writer should organize his report in a systematic manner to meet the purpose. A report can be organized in three ways: 1.Letter Form 2.Letter Text combination form 3.Memorandum form Letter Form: The brief and informal reports are usually written in letter form .It is written in the first person I or We .It consists of the following parts: 1.Heading or title 2.Date line 3.Inside Address 4.Salutation

5.Body of the report a.) Introduction b.) Findings c.) Conclusion

d.) Recommendations e.)Complimentary Close f.)Signature and designation

Letter Text Designation : The letter text combination form is suitable for the lengthy and complex reports .Though it is normally divided in three parts , each of the three parts is further sub-divided into smaller units. 1.Introductory Material : A.) Forwarding B.) Title Page C.) Preface D.) Acknowledgement E.) Contents F.) List of illustrations G.) Summary of synopsis

2. Body of the report: A.) Introduction 1.)Definition of the problem 2.) Methodology

B.)Findings C.)Conclusions D.) Recommendations

3.Supplementary Material:

A.) Appendix B.) List of references C.)Bibliography D.) Glossary E.) Index F.) Signature and Designation

Memorandum Form:

The memorandum form is the simplest way of report. In it the report writer does not follow the formalities of the letter form. The printed memorandum report forms of various types are used in the business houses which ensures uniformity , clarity and simplicity in the presentation of the reported information. The memorandum form can be divided in the following parts: A.)Title B.) Name of the report writer C.) Date Line D.) Actual text of report under various heading and sub headings E.) Conclusions

Constituent parts of the Reports: 1. Title /Title page : It gives the title or the heading of the report .It also contains the name of the author , name of the authority to whom the report is submitted , the number of the report and the date of submission.

1. Letter of forwarding: Forwarding or covering letter is a

routine letter for the transmittal of the report from the writer to the recipient .I t simply serves as a permanent written record of transmission of report to its primary recipient. It also contains the date of submission , the name and designation of the writer and the name of the authority.Sometimes it invites the readers comments on the report.

2. Preface: Preface is the authors explanatory remarks about the report. It introduces the report and offers it to the readers .It may contain almost all the information of covering letter.

3. Acknowledgements : In acknowledgements the authors mention the names of the individuals and organizations that have helped him in report writing. If the report includes published material , he gives the list of sources.

4. Contents page : Contents page is essential for the lengthy reports. It gives the titles , sub-titles and page numbers of

each chapter.It not only helps the reader to locate a particular chapter but also gives him an overall view of the report at a glance.

5. Summary /Synopsis: The summary of the report is also called as the synopsis and the abstract of the report. It gives substance of the report in brief. It describes the methodology , findings , conclusions and the recommendations in nutshell. The summary or synopsis is unnecessary for short report of three-four pages but it is extremely useful to the reader if the report is lengthy.

6. Introduction to the study : The introduction includes a brief

historical background of the subject ,scope of study , methods of data collection ,definition of problem and definitions of special terms and concepts.

7. Conclusions : The report writer analyses the data and

draws conclusions on the basis of hisfindings.The conclusions are supported by the findings and their explanations and analysis .the report writer may derive a number of conclusions based on the nalysis of different facts .They should be grouped suitably and should be presented in the descending order so that important conclusions are mentioned in the beginning.

9.Recommendations : Recommendations logically follow the conclusions of the findings :But all the reports do not include the recommendations or suggestions. In some reports the conclusions and the recommendations are combined.This combination may suit the short reports up to 5-6 pages: but for lengthy reports the recommendations should be written separately to suggest the future course of action. The recommendations in committee report are put in the form of resolutions. 10.Appendix: The appendix contains diagrams , charts , maps , pictures , statistical data and other material which supports the main body of the report. The details which are separated from the body of the report are included in the appendix .The redaer can understand the contents of the reports without it but if he

desires to go through the details of the related evidences , supporting material and documents , he can find them in the appendix. Bibliography : Bibliography is a list of published and unpublished works to which the report writer is indebted for certain ideas. It may also contain names of works for further study. The list of works in bibliography is arranged in alphabetical order .Bibliography of the works to be consulted is often prpepared before writing the report. Glossary: The technical or jargon words are usually explained in the footnotes .If the number of such words is large , a lsit of those words is prepared in an alphabetical order .This list is called the glossary. If the readers field of expertise is different from the subject dealt in the report and if the technical words used in the report are likely to be unknown to him , the glossary becomes an essential part of the report. Index: In case of lengthy reports , an index is helpful to the reader to locate easily and quickly any topic or sub-topic of the contents .Index is included in the report if the table of contents cannot help the reader to point out all the aspects of the contents. It is always needed in the bulky reports. The entries in the index are made in alphabetical order and page numbers are mentioned before each entry. Signature: A report is signed by a person who submits it to the authority.If it is prepared by a committee, the chairman of the committee signs it.Sometimes all the members of the committee are required to sign it.The members who disagree with certain matters in the report usually sign it with a note of dissent.Signature of the other members indicate their assent to the subject matter of the report. Reports by Committees or Sub-Committees: Some business reports are concerned with more than one department or individual and some subject sare too important and expansive to be entrusted to one person for its research

findings and recommendations.Such a subject matter requires careful and complete investigation by the committees and sub-committees in which a number of people are involved in the process of report writing. There is a cautious deliberation over all the issues of the subject matter. The views and opinions of all the committee members are given serious consideration before they arrive to certain conclusions. It is usually written with impersonal and formal style. These reports should invariably mention the objectives of the investigation , methods of data collection explanation or interpretation of collected data , details of evidences gathered , the conclusions of the deliberations and recommendations or suggestions given by the committee or the sub-committee .They should also mention the names of a person or body to whom the report is addressed .Such a report is usually signed by all the members or by the chairman of the committee. The three most commonly used formats of writing reports are :

1. Letter style report The letter style report is usually written on the company letter head which is used for internal communications .Though written paragraphs like an ordinary letter , it carries no salutation and only a signature without any subscription. This type of report is used for more lengthy and detailed communications than a memorandum would cover, but it is headed like a memo.

BHARAT MACHINE TOOLS LTD. 10, Industrial Estate 26th May14

Wazirpur Delhi

To : All Heads of sections and Departments From: Mr.M.G. Goel ,Personnel Manager C.C Managing Director M.S. Goel

2. Enumerated Report

In an enumerated report paragraphs are numbered and this adds to the clarity and readability of the report.

BHARAT MACHINE TOOLS LTD. 10, Industrial Estate 26th May14

Wazirpur Delhi

To : All Heads of sections and Departments From: Mr.M.G. Goel ,Personnel Manager Subject: ----- 1. 2. 3. 4. 5.

3. The Schematic report

BHARAT MACHINE TOOLS LTD. 10, Industrial Estate 26th May14

Wazirpur Delhi

To : All Heads of sections and Departments From: Mr.M.G. Goel ,Personnel Manager 1.Terms of reference: 2.Action taken:

3. Findings: 4. Conclusions

5. Recommendations:

Interviews:

Interview basics: Interviews:

The word interview comes from the French Word: entire voir which means to glimpse or to see each other. It is, essentially, a meeting for obtaining information by questioning a

person or persons.

Interview Preparation:

1.Meaning and Purpose

Interviews are held for various purposes:

Job or employment interviews for the selection of suitable persons on the basis of their qualification and experience.

Interviews held by some companies for periodic evaluation of workers;

Exit interview that is held to determine a persons reasons for leaving the organization.

Interviews conducted by personnel to gather information on matters like workers attitudes, working conditions , managerial effectiveness etc.

A meeting or conversation between a journalist or radio or television presenter and a person whose views /ideas are sought

for broadcasting ;

Admission interview of a candidate for admission to a course in higher education /professional training;

Interrogation of a person by the police about some happening ;

An interview given by a celebrity in a question-answer session to a selected audience.

2. Essential Features of an Interview

There are different purposes for which we have interviews . But all

of them have the following features in common:

1.There is a definite purpose , and it is known both to the interviewer and the interviewee.

2. Both the parties need to prepare for the communication event.

3.All interviews are prearranged. The only possible exception is the dismissal interview.

4.There are at least two participants in the event-an interviewee and an interviewer. But in common practice there is one

interviewee facing

more than one interviewer. There is clear exchange of information. The information

exchanged may or may not be kept secret.

Types of interviews:

1.Promotion interview 2. Appraisal or assessment interview 3. Exit interview 4. Problem interview 5. Stress interview 6. Reprimand interview

1. Promotion interviews: Persons due for promotion are interviewed

even if there is no competition. The interview is likely to be informal

and serves as induction into a new team , with new responsibilities

.Clarifications about nature of duties , responsibilities and

expectations are made during a promotion interview. If there is

competition , the interview helps in the selection process and may

also serve as an opportunity for a discussion of career opportunities

for each candidate.

2.Appraisal Interview: An appraisal interview is one of the methods

of periodical assessment of employees. There are other methods like

completion of self-assessment forms and assessment by supervisors.

But annual appraisal interview is the best method for judging

employees attitudes. A face-to-face confidential talk is an opportunity for both, the employee and the supervisor to discuss

several issues.

This interview is more a discussion than question answer. The focus is on the career development of the employees; shortcomings , areas

which need improvement , areas that can be further strengthened ,

training needs and job enrichment and opportunities for promotion

etc.may be discussed at the interview.

The following points may be kept in mind to make the appraisal

interview successful:

The manager should allay the fears of the employee with his friendly attitude.

He should first talk about the plus points of the employees performance and compliment him. This will help in motivating

him.

Shortcomings should be pointed out in a very calm and objective tone. Criticism should be followed by positive suggestions.

The employee should be allowed to present his side , theproblems and suggestions , in a cool atmosphere. The managers should try

to understand the problem and offer help.

Makes clear the future target to be achieved before the employee. The employee should also display a positive attitude. He should

try to understand where exactly he had gone wrong and assure

the manager to improve his performance in future.

3.Exit Interview: An exit interview is given to an employee who has

resigned .Several things can be accomplished in an exit interview.

The organization can:

1.Find out the precise reason for the employees decision to leave. If there has been any misunderstanding or ill feeling ,there is an

opportunity to clear it. It is better for an organizations public image to maintain good relations with its past employees.

2. Get feedback on employees attitudes to and opinion of the organizations policies. An employee who is leaving has no fear of the bosss displeasure and is likely to express his opinion of the organizations employee relations, public relations , sales policies etc. quite freely.

3. Check all the details and information in the employees personal record file to make sure that they are up- to- date.

4. Give the final pay cheque , or information about when it will be ready and how it will be handed over.

5.Give information about accrued benefits like sick leave , earned leave which has not been used by the employee .The employee will

also have made some calculations and may be anxious to know if

the boss concurs.

6.Give information about provident fund , group insurance or any other benefits and how and when the dues will be paid.

7. Check that all books , manuals ,tools ,equipment ,which were issued to the employee , have been returned.

8. When the exit interview is handled carefully and tactfully it can be an asset to the organization.

4.Problem Interview: A problem interview is a meeting with a problem employee .An employee whose performance or behavior

is unsatisfactory in spite of warning represents a problem. An

interview is more likely to suggest a solution than warnings and

notices.

The reason for the employees poor performance can be found out in a face-to-face talk; it may be domestic problems , ill-health ,

lack of training or dissatisfaction with the job, failure to adjust to

the environment , etc. Many organizations face facilities for

counseling staff , the employee may be offered a session with the

counselor.

If the employees behaviour is unsatisfactory , the interview can be used for giving a clear understanding of what is expected , and

what

Will be the consequences of unacceptable conduct.

5. Stress Interview

As the name suggests, a stress interview puts the candidate into difficult situations in order to test her/his reaction to stress.This

method is used for selection for difficult positions. A stress

interview tests such qualities as courage , tact , cool temper , and

self-command , which are needed when confronted by employees

or people in big or small groups.

Several methods are used to throe the candidate out of balance; rapid fire questions on several topics at once; questions asked by

different members of the panel put together; cross questioning

and arguing , disputing the candidates statements , ridiculing the answers ; subjecting her/him to silence and inattention .The

interviewer adopts hostile behaviour towards the candidate.

Only a cool-headed and self possessed candidate responds appropriately and passes the test. Interviewers need practice and

training in taking a stress interview. The candidate must be informed at

the end that it was a stress interview

6.Reprimand Interview: Reprimand means to criticize anyone

severely for making undesirable statement or action.In such cases ,

the manager summons the employee to his room and talks to him in

his formal capacity .A reprimand is a form of disciplinary action

likely to be represented by the employees.

A reprimand interview has a three-fold aim: To improve the work performance. To prevent the recurrence of such offences. To protect other employees from the malaise of anti-

organizational behaviour.

Preparation for reprimand interview:

The preparation includes the following steps: 1. Make sure that you possess all the relevant facts of the

case.Take time to investigate the matter as fully as possible, before

the employee is called for interview. In the absence of facts , the

reprimand will look to be arbitray and can damage your image.

2.Keep in mind the kind of person you are going to deal with .Plan first, what you are going to say or do during the interview. Dont deviate from original plan.

3. Do not reprimand in public; ensure full privacy during the interview.

During the process of interview:

Go straight to the point Be precise and exact about the offence Dont lose control over yourself. Allow the employee to present his case fully. Dont accept justifications or excuses. Make it clear that the purpose of the reprimand is not to disgrace

the employee , but to help him improve his performance.

After the interview:

After the interview keep a watch over the employees behavior .Find out how far the reprimand interview has been successful. If

necessary, take up a follow up action.

3.Structure of an interview , how to appear for an interview

Employment or selection interview:

The most important objective of the selection interview is to assess the suitability of the candidates for specific jobs. The interview is the

basis for important decisions for both, the employer and the candidate

should be appointed ; an organization wants to find the right persons

for employment and the selection can affect the organization.The

candidate has to decide whether he /she will accept the job, this

decision will influence his/her career.

A panel of interviewers usually takes employment interviews.The panel may have expert interviewers who can draw out and reveal

aspects of the candidates personality , which are important for the job.

There would also be technical experts and departmental heads and other senior officers to whom the person in the post would report.

For announced vacancies interviews are taken in a suitable room in the organizations office.Many organizations recruit promising candidates by holding campus interviews in professional colleges and

institutions.

An interview may take anything from 10 minutes to 45 minutes or even longer. Interviewers spend more time on good candidates; they

have to gather enough information about the candidates to be able to

assess their suitability to join the organization. The candidate too

must find out about the organization , its employee policies and

culture, what it expects the recruits to do and what opportunities

For career development it offers. Both, the candidate and the interviewer must be well prepared for the interview.

Interview Techniques:

Screening Random appearance Tests Experience Under Stress Interview

Screening: Since the number of applications for any job is very large , several firms screen the applications to weed out unsuitable

candidates.Then, some more candidates are eliminated through a

preliminary interiew.Only very few who are really good are called for

the final interview.

Random appearance: Some interviewers still believe that the man is more important than the application.they want to judge a man by his

personal appearnce rather than on the basis of his application.So they

call every applicant for interview. This method may once in a while

throw some really brilliant candidate in ones way , but it is usually expensive and confusing.

Tests: These days a number of firms resort to tests, written or oral , designed to judge the candidates intelligence , general knowledge , prficiency in language , etc. In addition, psychological tetsing has also

come into vogue .Candidates who qualify these tests are invited for

final interview.

Experience : Some employers believe that practical experience is more important than paper qualifications. One years practical experience , they think, is equivalent of fifteen years spent in schools

and colleges. So they do not call fresh candidates for interview. This

is not a very sound policy since it eliminates fresh candidates , some

of whom might be brilliant , enthusiastic and committed.

Under Stress Interview: This is a special technique to ascertain how a candidate will acquit himself under conditions of exceptional stress

and strain. He is exposed to embarrassing questions and provoked in

various sways to find out whether he can retain his poise and

equanimity in such trying conditions. This kind of interview is useful

to select candidates for posts that require great presence of mind and

imperturbability of temperament.

How to appear for an interview:

Interviewee's preparation for the interview:

1.Know yourself: This is probably the most important part of you rpreparation.Try to find out what you want to achieve through

your work-inner fulfillment , fame and position in society , wealth

, security , comfort, travel and power .Before you apply for a job,

be sure that you know why you are applying for it and whether it

will suit you.

Know the company : The next thing is to know the company in which you are seeking the job. You should try to find out as much

as you can about its activities , its growth over the years , its

future prospects , etc. If you reveal a sincere interest in the

company and show that you have acquired knowledge about it on

your own initiative , you will create a favorable impression on

your interviewer.

Prepare for the questions .: Anticipate the questions that you will probably asked and prepare answers to them. It is not difficult to

anticipate these questions , for, after all, you will be asked

questions about your interests , hobbies, achievements , prospects

, relationship with your friends and memebrs of the family .Try to

be clear in your mind about the answers you will be giving. Dont lie , for you will surely be caught and will spoil the whole show.

Prepare the questions that you would like to ask: If the interviewer does not offer you full information about the company

and the job, you must ask questions to gain this information

.Prepare the questions that you would like to ask .Thse questions

might relate to formal or informal training , promotional avenues

, fringe benefits, etc.

Arriving for the interview:

Dress appropriately : You should be suitably dressed for the occasion. Your clothes as well as general appearance should be

neat.Fingernails should be polished and hairstyle

appropriate.Lotions, creams and perfumes should be used

sparingly .The accessories should complement the suit or

dress.Your appearance should not be garish in any way.

Take with you your certificates: If the interview letter mentions some certificates , testimonials or thei documents , do not forget to

take them with you. If you think there are some other papers that

might be of use to your during the interview , put them also in

your briefcase.

Arrive for the interview in time: This is of utmost importance .Try to arrive at the place of interview ten to fifteen minutes

before the scheduled time. This will give you enough time to relax

and prepare yourself for the interview.

4.Guidelines for an interview

How to conduct yourself during the interview: 1.Dont be nervous or agitated while entering the interview room.

See carefully where you are going and do not trip over the carpet

or the doormat. Do not wear a scowl or a stupid smile at the time

of entering.

2.Greet the interviewer with a polite good morning. Do not sit down until you have been asked to .Even the posture in

which you sit is important .Dont sit stiffly .Dont be lax. Sit in natural, composed manner.

3. When the interviewer starts conversation, pay attention to what he says. Do not interrupt him. Respond to him only at the

appropriate time.

Give v