Features of written correspondence

Written Correspondence

written correspondence is one of the methods of connecting people related in any way. when written correspondence is used in business, it is called business correspondence. It is used in the industry to exchange information maintaining professional relationships between the organizations, clients, and employees.

'You Attitude' or 'You view-Point'

A letter with 'You - attitude' means Reader-centered writing. Effective writers make the audience believe that the most important person in their business relationship is “you”, the reader. In a business letter the writer should not focus on the ‘I or we viewpoint’ but instead focus on the ‘You viewpoint’. Example-

'I centric'-          'I have shipped the computers you ordered today'. (writer's action)

'You attitude'- 'You will receive your order of computers on Friday.'

The first sentence mentioned the writer's action but the second sentence satisfied the receiver's query of the delivery date.

Any form of business writing that focuses on the reader's needs will generate goodwill and lead to a positive result.

Features of Business correspondence-

The different types of business correspondence are notices, circulars, memoranda, letters, emails, etc. Each correspondence is meant for a specific purpose but must have certain features that bring effectiveness. Few features are mentioned below-

1. Clarity
2. Correctness
3. Completeness
4. Conciseness
5. Courtesy
6. Concreteness
7. Consideration, etc

1. CLARITY:

Clarity means ensuring a clear and easily understandable message. Business correspondence must avoid any confusion. One message should have only one point for discussion. Jargon, high-sound words, and very lengthy sentences should be avoided.

Example-

'I centric'-          We are happy to send you a catalog.

'You attitude' -   You will receive the catalog at your address.

2. CORRECTNESS:

Correctness is the soul of communication. The message should be correct in all the ways like-

1. in data presentation (facts and figures),

2. in language (grammar)

3. in the selection of transfer channel/medium

A correct message has a greater impact on the receiver.

Examples –

'I centric'-          We will send your order on 24st Nov, 2019.' (incorrect date)

'You Attitude'-    You will receive your order by 24th Nov, 2019.

3. COMPLETENESS:

Completeness means that a message should be complete in all ways and must include all the relevant information. Complete information helps in better understanding and decision-making by the receiver.

Example

'I centric'-          I have fixed a meeting for you in the evening in Harmony Palace.

'You attitude'- You are required to attend a meeting at 5:00 PM at Table number 5 in                                      Harmony Palace, Meerut, UP.

4. CONCISENESS / BREVITY:

‘Brevity is the soul of wits’

Conciseness means brief (short). A message should be precise and to the point. Unnecessary words and lengthy sentences should be avoided.

Example

'I centric'-          We have delivered all the items written by you in a safe manner.

'You attitude'-    Your order no-34/K-L has been delivered safely.

5. COURTESY:

Courtesy is the mark of effective communication. It must include the words as well as terms that show respect for the receiver. Polite and positive words should be used in communication.

Example

'I centric'-            I am sorry, I could not complete your order on time.

'You Attitude'-     Late delivery by two days of your order is highly regretted.

6. CONCRETENESS:

The message should be concrete and have content placed in a format, sequentially. A letter has a different format than a notice.

7. CONSIDERATION:

Before writing a message, the sender must take the receiver into consideration. A message should be audience-oriented.

'I centric'-      I am writing you to solve this problem as soon as possible.

'You attitude'-    Your good office is requested to do the needful to my pending request.

Conclusion

Hence, it is clear that 'you-attitude' makes the readers feel important, valued, cared and respected. It positively impacts the mind of the reader. It will be beneficial for the business as it helps create a friendly atmosphere and enhance goodwill.

Effective and Ethical Use of Social Media

 Q- Write a note on 'Effective and Ethical Use of Social Media by Text and Technique'?

 

Effective and Ethical Use of Social Media by Text and Technique

Effective and Ethical Use of Social Media by Text and Technique means using social media responsibly. Respecting the emotions of the reader/audience of the society, and following the rule of communication.

Tips for using social media

1.     Be respectful- it means be polite and kind when using words. Don’t use harsh words and tone that touch someone emotions and beliefs.

2.     Be Clear- The message given on social media must be very clear. There should be not place for confusion. Use such words that have very clear meaning.

3.     Maintain privacy- Never try to break the privacy by your content. Don’t give personal information on social media with out prior permission to the concern.

4.     Don’t be biased- Respect  every thought. Don’t condemn any opinion or view rudely. Try to understand the other’s point of view also.

5.     Avoid cyber bulling- Cyber bulling is a crime. If you disagree to someone, put your point clearly and politely. Don’t write anything objectionable. Never comment on all the posts.

6.     Maintain balance- too much use of social media reduces your physical approach. Meet people in persona, enjoy moments with people and relatives. This will help you to balance you emotions and thoughts.

7.     Register inappropriate comments- if you see something is very objectionable raise your voice ad report abuse but don’t conflict directly.

Q- How can we make effective and Ethical Use of Social Media by speech?

Effective and Ethical Use of Social Media by speech

1.     Be respectful- It means be polite and kind when speaking. Don’t use harsh words and tone that touch someone emotions and beliefs.

2.     Be authenticate- whatever is spoken, it should be prepared after a good research. If you speak something you are responsible, so think before your speak.

3.     Be factful- never try to speak without confirming the facts. First of all check the facts and figures and then speak clearly about that.

4.     Respect others opinion- in a live conversation, never try to condemn the opinion and vies of others. Listen patiently and they put you point very firmly but calmly.

5.     Respect privacy- on a social media platform never try to speak anything personal or private details of anyone that nay brings problem to you.

6.     Give credits to others- if you are taking some content from other, give credit to that person, or website or blog, etc.

7.     Be updated and knowledgeable- to use social media it is important to be update. Always speak on an updated content. Don’t use old information.

8.     Work on Voice features- practice correct pronunciation and tone. It helps you to be liked by the audience.

Personality: Types and Theories

 Personality

• Personality describes the unique patterns of thoughts, feelings, and behaviors that make a person different. It remains the same throughout life.

• Personality on genetics and environment.

Types of Personality

1. Introvert- The personalities that don’t share much about them. They don’t open with others.

2. Extrovert- The personalities that speak to others and talk a lot. They are very friendly and show their emotions.

3. Helpers- The personalities that are always ready to help others. They are flexible and love to solve problems. They are emotional too.

4. Achievers- The personalities that love to achieve their targets. These are hardworking, determined, and very optimistic.

5. Perfectionists- The personalities that always try to give their best. They are never satisfied with their previous achievements. They are hungry for the best.

6. Romantics- The personalities that are progressive and never hurt anyone. They try to keep a balance in emotions. 

7. Observers- The personalities that are very thoughtful, and observe every change or development very keenly. They are good decision-makers.

8. Questioners- The personalities that are always curious. They are full of questions and always in search of finding the truth.

9. Enthusiastic- The personalities that are full of energy and do their assignment on a priority basis and never lose hope.

10. Bossy - The personalities that dominate others. They give orders or commands. They are good to rule.

11. Peacemakers- The personalities that have a good negotiation skill. They don’t like loudness. 

12. Diplomats- The personalities that remain unbiased and show their concern to both parties. 

Q- Define Maslows’ theory of personality

 Maslows’ theory of personality has the following features-

·       Theory of motivation

·       It is based on human needs (food, clothes, shelter, etc.)

·       Every human has five needs-

1.     Basic physiological needs- hunger, thirst, shelter, sleep, sex, etc.

2.     Safety needs- protection from physical and emotional harm

3.     Belongings- affection, love, friendship

4.     Esteem needs- respect, status, attention, recognition,

5.     Self-actualization needs- highest level of need- achievement of life goal.

 

Q- Define Vivekanand's theory of personality

 Vivekanand theory of personality

·       It is based on vedantic concepts

·       Teachings on- leaderships, interpersonal, conflicts resolution

·       According to this theory personality development is based on e Important dimentions

1.     Physical Self- by yoga

2.     Energy self- no anger mental peace

3.     Intellectual self- by reading (literature, philosophy)

4.     Mental self- develop calmness, concentration

5.     Blissful self- unaffected by joys and sorrow

 

Q- Define Jung Typology Theory

Jung Typology Theory

·       Focus on- understanding Human Personality

·       Purpose- to gain deeper understanding of how a person thinks, feels and behaves

·       It is used for

1.     counselling,

2.     education,

3.     psychology,

4.     team building

·       Important traits to judge a personality

1.     Introversion Vs. Extraversion- gain energy from the external or internal sourse

2.     Sensing Vs. Intuition- how one perceives the world most of the time

3.     Thinking Vs. Feeling- ways we can make decisions

4.     Judging Vs. Perceiving- how we interact with the world around us on a daily basis.

On the basis of the above traits, 16 types of personalities are described.

Rising and Falling Tone

 Intonation refers to the fall and rise in the pitch. Hence, when we speak, the way the voice rises and falls is called intonation.

1. It is also called the music of the language.
2. We usually do it daily, without thinking about it when speaking our native language.
3. It is as important as words.
4. Intonation is about how we say things, rather than what we say.

Intonation and stress are very closely linked. We cannot separate them. They go hand in hand. Just as words have stressed syllables, likewise sentences also have certain patterns of stressed words and the voice tends to rise, fall, or remain flat depending on the meaning or feeling of the speaker. Intonation therefore indicates the mood of the speaker.

INTONATION: BASIC PATTERNS 

There are two basic patterns of intonation in English:

A.    Single intonation Pattern

1. Rising intonation: An upward arrow (➚) indicates a rise in intonation.
2. Falling intonation: A downward arrow (➘) indicates a fall in intonation

B.     Double intonation Pattern

1. Rise-Fall Intonation (➚➘)
2. Fall-Rise Intonation (➘➚)

1. FALLING INTONATION (➘)

The pitch of the voice falls at the end of the sentence. Falling intonation is the most common intonation pattern in English. It is commonly found in

1. statements,
2. commands,
3. wh-questions (information questions),
4. confirmatory question tags
5. exclamations.

Statements

1. Reema doesn’t work here ↘anymore.
2. I want to change my ↘car.Nice to meet ↘you.
3. I’ll be back in a ↘minute.
4. She doesn’t live here ↘anymore.
5. Dad wants to change his ↘car.
6. Here is the weather ↘forecast.
7. Cloudy weather is expected at the end of the ↘week.
8. We should work together more ↘often

Commands

1. Write your name ↘here.
2. Show me what you’ve ↘written.
3. Leave it on the ↘desk.
4. Take that picture ↘ down.
5. Throw that ↘out.
6. Put your books on the ↘table.

Wh- questions (requesting information.)

(questions beginning with 'who', 'what', 'why', 'where', 'when', 'which', and 'how')

1. What country do you come ↘from?
2. Where do you ↘work?
3. Which of them do you ↘prefer?
4. When does the shop ↘open?
5. How many books have you ↘bought?
6. Which coat is ↘yours?

Questions Tags (that need confirmation.).

1. He thinks he’s so clever, doesn’t ↘he?
2. She's such a nuisance, isn't ↘she?
3. I failed the test because I didn't revise, did ↘ I?
4. It doesn't seem to bother him much, does ↘ it?

Exclamations
1. How nice of ↘ you!
2. That's just what I ↘need!
3. You don't ↘ say!
4. What a beautiful ↘ voice!
5. That's a ↘surprise!

When the speaker is in low energy and depressed tone.

2. RISING INTONATION (➚)

Rising intonation invites the speaker to continue talking. The pitch of the voice rises at the end of a sentence. It is commonly found in -
1. yes/no questions,
2. question tags that are real questions.
Yes/no Questions
(Questions that can be answered by 'yes' or 'no'.)
1. Do you like your new ➚teacher?
2. Have you finished ➚already?
3. May I borrow your ➚dictionary?
4. Do you have any ➚magazines?
5. Do you sell ➚stamps?
Questions tags that need more clarity
1. We've met already, ➚haven't we?
2. You like fish, ➚don't you?
3. You're a new student ➚aren't you?
4. The view is beautiful, ➚isn't it?

When the speaker is in high energy and happy emotions, he uses rising intonation

Content Creation for Social Media: Emails, Webinars, podcasts, Blogs

 Content Creation for Social Media

• Content creation is the process of generating ideas on a particular topic through written or visual content that appeal to receiver.
• A social media content creator is an individual who creates and shares content on social platform.
• The purpose of content creation on social media are many like providing information, educating or entertaining to the audience.
• Content creator also use this skill to make a brand name, to make money, etc.

Types of contents

1. Text – Text content means preparing content by writing only. For this a creator must have good knowledge of language, grammar, punctuation and spellings.
2. Images- Images as content means photographs and pictures. Such content helps to understand a topic more clearly.
3. Videos- this is again a form of content where video are used to inform, educate or entertain the audience. Video contents are more effective but it requires costly devices to store the content.
4. Audio- The content that is based on audio only. Good paralinguistic features like tone, style, pronunciation, articulation, etc. is must for creating audio content.
5. Animation- the content based on animation is very attractive. Very difficult concepts can be shown easily and effectively through animation.

Content Creation for emails

Emails are the direct messages to the targeted audience. Now a days, email marketing is trending, hence content creation for emails is very crucial. Good email content attract the receiver’s attention.

Tips for writing email content

1. Address line- check the mail address very carefully before delivery to reduce failure.
2. Subject line- This is the first thing that is seen by the recipient. Subject line must be short, relevant and attractive. An effective subject line is the first requirement for writing effective emails.
3. Body –
• 7Cs-The main body of an email must follow the seven Cs (clarity, completeness, correctness, consideration, concreteness, conciseness, and courtesy)
• Length-Paragraphs must be short.
• Tone- Conversational tone with easy to understand language is used.
• Personalization- it means the tone must be conversational and recipient must be addressed by name to improve engagement.
• Visualization- Main body of an email becomes more appealing by using good visuals.
4. Signature block- before finishing the mail write complete name, designation, contact address and numbers so that sender may be contacted.
5. Optimization- The design of email must be friendly on laptop and mobile both.

2. Content preparation for Webinar

• Webinar is an online seminar or meeting or workshop conducted using internet. Webinars allow people to participate in the event by joining through a link.
• Content preparation for a webinar needs utmost care. Good content prepares a strong base of presentation and leads to success.

Key steps to prepare content for webinar-

1. Define objective- at the starting od the webinar disclose the purpose of the webinar very clearly. The audience is comfortable when the goal of the webinar is known to them.
2. Audience centric- Remember, any topic can be written in many ways with different set of vocabulary, tone, and style. Always create content according to the audience, their interest, background, preferences, etc.
3. Preparation of Outline- the whole content must be divided in to various parts like introduction, main body, and conclusion.
4. Content quality- content must be based on fact. It must be informative but is designed with good images or video or animation. Choose the best.
5. Prepare speaking points- in addition to the main content, speaking points must be prepared to ensure smooth flow of presentation.
6. Interactivity and involvement- If possible plan involvement of participants by providing polls or window for question answer.
7. Technical setup- before starting the webinar, all the technical aspects must be checked, all the equipment and troubleshooting mechanism must be set correctly.
8. Feedback mechanism- when preparing content, creator must not forget to add feedback form or any other way to take review of the participants.
9. Promotional statement- at the end of the webinar presenter must not forget to deliver the statement that is related to the promotion of the event.

    3. Content creation for podcast

• Podcasts are the digital audio or video files that are used for streaming. These files can be downloaded over internet.
• Podcasts are episodic and have a series of many episodes.
• These episodes are released on a regular interval like daily or weekly, or fortnightly, etc.

Key steps to prepare content for podcast

1. Setting the theme- Post cast must have a theme on which a series is prepared.
2. Consistency/regularity- for gaining popularity, a podcast must be released on time and consistency must be maintain to attract the audience.
3. Innovative presentation- the content of the podcast must have something new or use the same thing in a new format to attract the audience.
4. Conversational tone- the tone of the speaker must be normal without a tough formal tone.
5. Mixed content- It means, content must have various formats like story telling, discussions format, queries, etc. to generate curiosity among audience.
6. No break- there must not be a long gap between two episodes.
7. Providing resources- it means a podcast must show few notes that include relevant links and resources for additional information on the podcast topic.

Content creation for a blog

• A blog is an online informational website that offers regularly updated content (blog post) about a topic. It's written in an informal or conversational style. It is run by either an individual, or a group, or corporation.
• Blog writing needs planning, creating, and publishing articles or posts on digital platform.

Key steps to prepare content for blogs

1. Topic- A topic for writing a bog must be chosen very carefully as there is a lot of competition in blog writing.
2. Keywords search- Keywords help in reaching a particular blog.
3. Content organization- Content on a blog must be organised according the content. It gives a smooth flow to the audience. A blog must have a table of content. It shows the perfect organization.
4. A good research- Before writing a blog research for the topic and ensure the quality and accuracy of the content.
5. 7Cs- Don’t forget to write the content including 7Cs- clarity, completeness, correctness, consideration, concreteness, conciseness, and courtesy.
6. Editing- This step helps a content writer to review and edit the content if required. Content is checked for grammar, spellings, fact, etc.
7. Formatting- Format of a blog must be audience centric. A good and organized form enhances readability and attracts audience. blogger may use bullen points, short paragraphs, heading and subheading, images, etc.
8. Search Engine Optimization- Use various tools for Search Engine Optimization. This will help a blogger to reach to the maximum audience.
9. Publishing- A blogger must publish his blog on website or blogging platform.
10. Use other platforms- for reaching out to the audience a blogger must use his social platforms like Facebook, tweeter, Instagram etc.

 

Stimulus & Response

 

Code and Content

 

7 C’s of Communication

 

Barriers to Effective Communication

 

Types & Flow of Communication

Role and Purpose of Communication

 

Technical Communication- BAS-301/401

 

Technical Communication- BAS-301/401 

Syllabus

Unit 1: Fundamentals of Communication and Voice Dynamics

• Role and Purpose of Communication
• Types & Flow of Communication 
• Barriers to Effective Communication 
• 7 Cs of Communication 
• Code and Content 
• Stimulus & Response 
• Vowel Sounds, Consonant Sounds 
• Tone: Rising and Falling Tone 

Unit 2: Communication Skills for Career Building 

• CV and Résumé Writing 
• Interview Skills 
• Group Discussion 
• Effective Profiling 
• Communication and Networking: Building relationships, Writing the Statement of Purpose (SOP) for admission to Higher Studies 
• Seminar & Conference Paper Writing 
• Expert Technical Lecture: Writing and Presenting

Unit 3: Communication Skills for Presentation: Writing, Designing, and Speaking 

• Thesis and Project Report Writing 
• Technical Proposal Writing 
• How to Pitch an Idea: Process, Preparation and Structure 
• Elements of Speech Delivery: Passion, Poise & Illustrations 

Unit 4: Communication and Leadership Development 

• Leadership Communication 
• Communication and Social Competence: context, feelings, intentions, behaviors Providing and Receiving feedback 
• Difference between Tact and Intelligence,
• Emotional Intelligence: Trust through Communication 
• Thinking Skills: Meaning and Types

Unit 5:  Digital Communication & Personality Making 

• Content Creation for Social Media: Emails, Webinars, podcasts, Blogs 
• Effective and Ethical Use of Social Media by Text and Technique, Speech & Personality
• Personality Analysis: Types of Personality 
• Concept of Personality: Maslow, Freud, Vivekananda, Jung Typology & Personality Assessment

Flows In Communication

FLOWS IN COMMUNICATION

Flow in communication defines the direction of communication from the source (writer/speaker) to the receiver. In an organization, communication floats continuously. The flow of information helps organizations to coordinate internally or externally. The channel of this flow is formal and informal. 

1. Formal Flow

The flow of communication that obeys the rules of an organization is called formal flow. Organizations prefer formal flow for coordination. It maintains discipline and a hierarchy system in an organization.  Internal operational and external operational communication uses formal flow. Formal flow is used to circulate information like policy or procedural changes, orders, instructions, etc.

Importance/merits/advantages

• It is authenticated and systematic hence it can be relied upon.
• It is helpful in coordination and maintaining discipline in an organization.

Demerits/disadvantages

• It follows rules hence it is slow in speed.
• It stops the open flow of communication
• Various organizational barriers may arise at different points.

Formally communication flows in various directions downward, upward, diagonal, and horizontally. Hence formal flows of communication have the following types-

a)     Vertical communication

b)    Horizontal communication

c)     Diagonal communication

2.a) Vertical flow: When two people communicate with each other and they are at different levels in an organization then the flow is called vertical flow. The communication between senior to junior or junior to senior comes under this flow. Vertical flow is of two types.

i- Vertically Downward communication: - it flows from a manager, down the chain of command. When managers inform, instruct, advise, or request their subordinates, the communication flows in a downward pattern. This is generally used to convey information, new policies or procedures, to seek clarification, ask for an analysis, etc. Superiors send feedback about their subordinates’ actions through this channel. Such communication increases awareness about the organization among subordinates and employees and enables managers to evaluate the performance of their subordinates. Examples: - memos, notices, face-to-face interactions, or telephone conversations.

Importance/advantages/merits:

• Controls working environment and discipline
• Orders, instructions, directions, promotion, guidelines, appreciation, punishment, etc. are given
• Explaining complex issues to juniors

Disadvantages/demerits:

• It encourages fear.
• May check the open communication environment
• It promotes Authoritative behavior.
• It suppresses upward communication.

b- Vertically Upward communication: - When subordinates send reports to inform their superiors or to present their findings and recommendations the communication flows upward. Seniors make decisions and problems are solved with the help of this communication. The extent of upward communication depends on the organizational culture. In an open culture without too many hierarchical levels, managers can create a climate of trust and respect and an upward flow is enough. In a highly authoritative environment, where downward flow dominates, upward communication is limited.

Importance/advantages/merits:

• Feedback helps in the development of planning
• Request is made
• Message is delivered/Information is passed
• Promotes harmony.
• For registration of grievances

Disadvantages/demerits:

• It encourages flattery.
• May risk discipline.
• May be manipulated due to fear of superiors

b) Lateral or horizontal communication: -

This form of communication takes place among peer groups (same-level people) or hierarchically equivalent employees. Such communication is often necessary to facilitate coordination, save time, and bridge the communication gap among various departments. This communication can be advantageous or disadvantageous. It is very vital for the growth of an organization as it builds cooperation among the various branches. In organizations where work is decentralized, it plays a greater role because there is a higher probability of communication gaps.

Importance/Merits:

• In making a decision
• For discussing important points
• For making policies, rules, upcoming suggestions, etc

Demerits:

• The ego of the persons at a similar level.
• Clashes related to ideology.

c) Diagonal or cross-wise communication or radial: - diagonal communication flows in all directions and cuts across levels in an organization. When a sales manager communicates directly with the vice president they are engaged in diagonal communication. Though it deviates from the normal way it is quick and efficient. The increased use of e-mail also encourages cross-wise communication. It is also called radial or circular communication as there is no specific line of command.

 Importance/merits/advantages

• It saves time.
• Reduces barriers.
• increases the efficiency
• Uses as a team build-up/motivational tool.

Demerits/disadvantages

• increases competitiveness
• Gives a threat to discipline
• Gives a threat to coordination
• Creates internal disorder
• Bad effect on formal relations

2. Informal communication

 The communication that we do with our well-known people, neighbors, relatives, friends, etc. is called informal communication.  we use our own style hence it is also called personal communication. There is no place for formal content or style in this communication. It is used to develop positive relationships among the workers in an organization and enrich relations at home. This is also called general communication because we speak about our own emotions and feelings to the people whom we trust. It is found in the following forms-

a)     Single Strand Chain: In a single-strand chain one person passes a message to only the second person then the second person passes this information to the third person and it goes on. 

b)    Gossip Chain: In the gossip chain, one person remains in the center and passes information to everyone nearby.

c) Probability Chain: The probability chain is a random process in which someone transmits the information to others without targeting the recipient.

d) Cluster Chain: In the cluster chain, a person tells the information to the selected people who may in turn pass the information to other selected people. Here, the recipient is the selected person.