Module II

Communication through letters

In some ways, effective written communication is even more important than spoken
communication. Unless it is being recorded, regular speech does not last. However, written
communication is a record, and people may refer to it later. This means that in addition to
creating a connection with your audience, you need to consider the lasting impact of what you
write. Think about how it will be perceived by your audience initially, as well as the impact it
will leave.

The Five Cs of Effective Written Communication

Good written communication depends on the audience, the topic, your purpose in
communicating, and other factors. However, all effective written communication has some
characteristics in common:

Connection - Good written communication forms a connection between the reader and the
writer.

Clarity - Effective written communication is clear and easy to understand.

Cause - The cause or reason for writing needs to be clear to both the writer and the reader,
including any specific actions you need from your audience.

Conciseness - Good written communication sticks to the point and doesn’t meander around or
include lots of extraneous information.

Correctness - To be effective, the written communication should use the correct tone,
inoffensive language, and appropriate grammar.
How to Make Your Writing Communicate Effectively

Effective writing allows the reader to thoroughly understand everything you are saying. This
is not always easy to do. Here are a few tips that will help you:

1. Know Your Goal and State It Clearly

Do you want the reader to do something for you, or are you merely passing along information?
Do you want a response from the reader, or do you want him to take action? Effective written
communication has a clear purpose, and that purpose is communicated to the reader. Explain
in clear terms what you want the reader to do.

2. Use the Correct Tone for Your Purpose

Tone can help your writing be more effective. Certain forms of communication, like
memorandums and proposals, need a formal tone. Writing to someone you know well would
need a more informal tone. The kind of tone depends on the audience and purpose of the
writing.

3. Keep Language Simple

Do not overuse clichés, jargon, and expressions or try to impress with big words. This can
make the reader work harder, and you want to make it easy to understand what you’re saying.

4. Stay on Topic and Keep It Concise

Effective written communication stays on topic. Avoid information that is not relevant. Clarity
is key. Less is more when it comes to length. Keep sentences and paragraphs short and concise,
since long, complicated sentences will slow the reader down. Leave out words that do not
contribute to the main focus of the communication.

5. Use Active Voice

Using an active voice will strengthen your writing. It’s easier to understand sentences that are
written in the active voice. An active example is "I caught the ball," and a passive example is
"The ball was caught by me." Active voice will engage the reader and keep his or her attention.

6. Have Someone Proofread Your Writing

Good grammar and punctuation are very important. It is a good idea to have someone else
proofread your writing before you send it. If you cannot do that, then try reading it out loud.

https://grammar.yourdictionary.com/style-and-usage/what-is-effective-writing-
communication.html
Effective Email Communication:

1. clear and concise with your message.

You’ll save time and your reader will appreciate it.

• Consider using bulleted points to clearly express your thoughts.

Everyone has a different style of how they intake information.

Email communication works best if you clearly outline the points you’re trying to get across in
an easy to understand format.

With the sheer volume of email messages most business people receive, there’s an inverse
relationship between the volume of text and successfully making the point. Most people will
immediately read and understand a ten sentence email. Send them a 10,000-word document
and they’ll likely scan the highlights, save it for later and you risk it not being read fully. People
appreciate brevity. Remember, if your objective is to tell the reader what time it is, you don’t
need to explain how to build a clock!

2. Before sending, ALWAYS reread your message and double check for grammar and misused
words.

It’s obvious to most of us to use spell check after we’ve composed our message. You should
also make it standard procedure to reread your entire message before sending. Often times,
you’ll notice words which have been left out, grammar that’s incorrect and worst of all – words
witch our spilled write butt knot used inn the write weigh. (Note, that this last sentence runs
through a spell checker perfectly.) How many times have you caught something too late,
making your only option to curse at your spell-checking software!

3. Copy back salient points when replying to an earlier message.

Remember that your reader likely receives hundreds of emails a week. When you combine that
with face-to-face meetings and phone calls, it’s dangerous to assume your recipient will
remember your earlier exchange. Which of these messages has the greater chance for reader
confusion?
“Sure, sounds fine… Please proceed.”

Or

“Sure, sounds fine… Please proceed.”

You wrote: “Hi Jody, Are you okay with the proposed color scheme on the new brochure? I’d
like to print it next week.”

It’s frustrating when someone sends you an email, with a specific answer but you’re unable to
recall the original issue. This problem is largely avoidable by copying a portion of the original
message alluding to the context.

4. Use specific subject line descriptions.

Since many email messages go back and forth several times over the course of many weeks,
it’s important to accurately describe what the reader will find inside.

Considering the level of spam and anti-spam software in place today, you can’t afford to risk
your message not being delivered because of a generic or poorly worded subject line. A subject
line such as, “What do you think” doesn’t tell the recipient much. “Need suggestions for options
on acct #45619 – Robinson Inc.” is more specific. Remember, a legitimate message coming
from your plant in Hong Kong advising you that “they’ve still had no luck increasing the
prototype by 3 inches” is unlikely to ever make it past today’s spam filters.
5. Realize that once your message is sent, it’s difficult to recall.

Although some limited technology exists for recalling messages, it’s not universal. It’s possible
to ruin their career with a single 60-second lapse in judgment, by sending the wrong message
to someone.

Email is also ridiculously easy to edit and forward. Keep in mind that sending a message to
one person can eventually be viewed by many other unintended parties. Always double-check
the recipient line before sending any email. Horror stories about messages accidentally copied
to “ALL” are becoming routine.

As a rule, it’s a good idea to never put anything in writing that a reasonable person would
consider to be confidential or dangerous. If your situation dictates you email such information,
try to word your message in as factual and balanced way as possible. As you write, imagine
that the person you’re writing about eventually sees your message. Stick to facts, not opinions.
6. Practice the 24-hour rule when you’re upset.

It’s never a good idea to send an email when you’re angry. We’ve all been guilty of this. In the
heat of the moment we type up a literary bombast. A message that will reduce the recipient to
mush. We even reread it, and we’re actually sort of proud at how powerful the wording is. We
imagine the recipient opening and cringing as he/she reads our words. Then we send it.

Only later, after we calm down, we revisit the message and realize that we dramatically
overreacted. But it’s too late to do anything now, except apologize and try to mend fences. This
is more common than you think.

If you compose an email in anger, wait a predetermined period of time before sending it. If
your emotions are legit, then your issue will still be there tomorrow. But in 95% of the cases,
you’ll be glad you waited and toned things down after you’ve gained the perspective that can
only come with some additional time.

7. Avoid sh-cuts and abbr. in biz email msgs.

Anyone with a teenager knows you practically need a CIA decoder chart to understand the
abbreviations and shortcuts that are popular in email and text messages. These cutesy shortcuts
and misspellings are ill-advised to use in any corporate context, no matter if your customer is
external or internal. Even common shortcuts like “LOL, BRB, OMG, 2, 4, SMH and u r” are
simply too casual for most business communication. What’s hip to one sender can be read as
flip and disrespectful by another reader. Since a casual message to a coworker could easily be
forwarded, it’s best to practice the same high level of professionalism no matter who you’re
writing to.

8. Don’t Forward Viral Messages.

Unlike obvious computer viruses that involve actual destructive codes, many messages are
viral in nature, in that they are purposefully crafted so you’ll send them on to friends with the
idea that you weren’t positive if this was real but wanted to be sure they saw it just in case!
Although not usually harmful, these emails prey on normally smart individuals desire to inform
others.
Every day, intelligent people who would never consider themselves gullible forward on hoax
messages about:

A royal widow begging you to look after her $18,000,000 if you’ll just give her your bank
account number.

The list goes on. If you are the recipient of an email message you think is relevant to your
friends and family, run it by this test: Copy and paste a few words from the message into Google
along with the word “hoax”. If the returns come back showing articles claiming the message is
a fake, save everyone in your address book some time by hitting the delete key! The same rule
applies to jokes and pictures which would be deemed as inappropriate by your employer.

https://telephonedoctor.com/eight-tips-for-effective-email-communication/

Business Letters, Layouts of letters, Kinds of business letters

A business letter is a letter from one company to another, or between such organizations and
their customers, clients, or other external parties. The overall style of letter depends on the
relationship between the parties concerned. Business letters can have many types of content,
for example to request direct information or action from another party, to order supplies from
a supplier, to point out a mistake by the letter's recipient, to reply directly to a request, to
apologize for a wrong, or to convey goodwill. A business letter is sometimes useful because it
produces a permanent written record and may be taken more seriously by the recipient than
other forms of communication. Wikipedia

A business letter - Layout:

• The date
• Information about its sender and recipient
• A salutation
• A body consisting of a few concise paragraphs
• A closing
• The sender’s signature
• The sender’s typed name, title, and contact information
• A list of enclosures, if necessary
What is a Business Letter & How to Write It? | Ginger (gingersoftware.com)
Characteristics of a good letter

Characteristics

1. Simplicity:

A business letter should be simple. It should be written in a lucid (easy) language so that it is clear to
the receiver. The language can be like that of social letters as long as formality is maintained. The
letter should make an instant appeal to the reader.
2. Conversational style:

An effective letter is one that gives an impression of face to face communication. Letters are the
written media by which sender of the message speaks to the receiver. Hence a letter should be
written in a conversational style. Conversational style is interactive in nature and is informal.

3. Clarity of goal:

The writer should be clear about what he wishes to convey. He should keep all the facts and figures
of the information handy. The letter should be written in such a way that it reflects the goal clearly
and easily. There must not be any ambiguity.

4. Public relation:

Business letters reflect the image of the organisation. All business letters should therefore be
drafted keeping in mind the objective of enhancing the organisations goodwill, image and public
relations.

5. The ‘You’ attitude:

The business letters should be written keeping in mind the reader’s point of view. It should be able
to convey the sender’s interest in the reader. For this the ‘You’ attitude should be adopted. The I’s
and ‘We’s’ should be avoided and more of ‘You’s’ should be included. This will show the sender’s
interest in the reader.

6. Courteous:

The business letter should be courteous. Courtesy implies that the letter seeks favour politely and
expresses gratitude profusely for the favours done. Thus, the language of the letter should be polite
and appealing.

When the ‘You’ attitude is adopted, automatically the letter becomes polite and appealing.

7. Persuading:

The basic idea behind every business correspondence is to persuade the reader be it a sales letter,
letter of enquiry or letter of complaint. Thus, to persuade the reader in an effective way the piece of
correspondence should be well written. So as to persuade the reader in one’s favour.
8. Sincere:

The business letters should be sincere. This means that the letter should be written in such a way
that the readers believe what the letter says. It should not hide reality. It should also be free from
hypocrisy making tall claims. The matter should be stated directly and genuinely.

9. Positive language:

The words of the letter should be chosen with care. As far as possible the language of the piece of
letter should be positive. The use of negative words should be avoided as it gives an impression of
negative outlook and approach.

10. Due emphasis:

Proper emphasis should be put on the content of the piece of correspondence. This requires logical
thinking on the part of the writer. The writer should himself be clear in his mind what he wants to
convey.

Only then he can emphasis properly. Proper emphasis is to be given according to the message
Conveyed. Proper punctuation aids to this. It should also be noted that short sentences are better
than long sentences.

11. Care for culture:

All business correspondence seeks to be written keeping in mind the reader’s point of view. As such
no words should be used which offends the cultural background of the reader? The best way is to
avoid use of culturally derived words, slangs, colloquialisms etc. Harmless and in offensive words
should be used.

12. Tactful approach:

The writer should adopt a tactful approach while writing a business letter. It can be a direct
approach letter, an indirect approach letter or a middle approach letter depending on the message
to be conveyed. Generally good news is conveyed directly whereas a bad news or a complaint
adopts indirect or middle approach.

13. Ethical standard:

A business letter reflects the image of an organisation. Therefore, all business correspondence
should maintain certain ethical standard. Although business correspondence should be persuasive
and tactful, without ethics they will be fruitless. It may pay in short run, but it will not reap harvest in
long run.
15. Brief but complete:

Brevity is the soul of correspondence. In short, the receiver must know what the sender wants to
transmit. But briefness does not mean incomplete. An incomplete letter does not fulfil its objectives.
All necessary matter should be incorporated in the letter. Thus, the quality of brevity and
completeness should be there in business letter.

https://www.shareyouressays.com/knowledge/top-15-characteristics-of-an-effective-business-
letter-explained/94707

Application for Appointment

Resume
Understanding the Resume
A resume is almost always required for applicants to white-collar positions. They are
the first step taken by corporate recruiters and hiring managers to identify candidates
who might be invited to interview for a position.

Successful resumes highlight specific accomplishments applicants have achieved in

former positions, such as cutting costs, transcending sales goals, increasing profits, and
building out teams.

KEY TAKEAWAYS
• Resumes are now sent by email, not snail mail.
• The traditional one- to two-page limit stands, but nothing prevents you from
attaching a brief video introduction or other illustration if it is relevant and
enhance your presentation.
• It's smart to rewrite your resume to tailor it to a specific job you're seeking.

The most determined applicants rewrite their resumes to suit the occasion, concentrating
on skills and experience that fit the job for which they're applying.

There are many formats for resumes, with many variations. Whatever the format, most
resumes include a brief summary of skills and experience, followed by a bullet list of
previous jobs in reverse chronological order and a list of degrees earned. A final section
might be added to highlight specific skills, such as fluency in a foreign language,
knowledge of computer languages, professionally useful hobbies, professional
affiliations, and any honors achieved.

Brevity, a clean layout, and succinct language all are prized. People who have to sort
through hundreds of resumes have short attention spans.

Be ready to answer Trouble Spots

Recruiters examine job histories for significant employment gaps or a pattern of job-
hopping. Be prepared to explain either, in a cover letter or in an interview. An applicant
with a history of short-lived jobs might consider omitting a few of the oldest ones,
especially if they aren't relevant to the current job opening.

For example, if you spent years working behind a counter in food service, then went
back to school to earn physical therapy credentials, forget some of those early jobs in
food service. Bring out the sections that report your skills, training, and experience in
the health field. You can mention those other jobs in the interview while explaining
what a reliable professional you are.
The past can be particularly dangerous for applicants to new technology companies
seeking to assemble cutting edge teams. Legacy skills may imply obsolescence. The
most powerful resumes underline how an applicant can thrive in the job that's open right
now.

Changing Times for Resumes

It goes without saying that resumes these days are delivered as email attachments, not
printed out and mailed.

Although the two-page maximum still stands, many applicants use the web to the max
when it comes to attachments. Video introductions, charts, graphs, and other
illustrations can make you stand out, as long as they're relevant and slickly made.

The Resume Heading

The heading on the resume should include not only your name, email address, and
mobile phone number but your address on LinkedIn or another professional community
and the address of your website or blog if you have one.

Be aware that any hiring manager will, as a matter of course, enter your name in the
Google search field. Do a search on your own and see if you can optimize your own
results or at least decently bury any youthful faux pas.

Resume Definition (investopedia.com)

Cancellation of Order Letter

A cancellation letter is a form of communication to inform the service provider, institution or

a company that the writer is dissatisfied with membership or company and would like to
discontinue it or cancel an order for products or services.

The reason for cancellation can be several- the consumer might be dissatisfied with the
company or the service or could have changed his/her mind about the purchase, or specific
circumstances could have rendered the purchase unnecessary hence necessitating the
cancellation.

Letter To Cancel An Order - Writing Tips:

• Provide all the necessary details – about why you are cancelling, complaints and order
details.
• Mention the items purchased along with their item code and quantity of the item
purchased.
• Avoid giving wrong information – Provide information to the reader only if it is correct
and authentic. Never lie or provide false information to convince readers.
• Mention the name of the buyer if you are writing on someone else’s behalf.
• The postal or mailing address of the buyer/sender should be precise so that the
company does not face any problem while contacting the person.

Letter of Complaint

How to Write a Complaint Letter

by WriteExpress Staff Writers

2. Keep in mind that most errors are unintentional

and realize that most businesses and organizations want to address and clear up
complaints quickly in order to have satisfied customers or members.
3. Address your letter to a specific person
Letters addressed to "Dear Sir" or "To Whom it May Concern" are not as effective
and will likely not reach the right person. Call ahead and ask for the name of the
manager and his or her administrative assistant. Writing to the assistant may
ensure your letter reaches the manager.
4. Begin your letter on a positive tone
Consider how you'd react if an angry customer approaches you and shouts
obscenities versus someone who smiles who begins the conversion with
compliments.
5. Be brief
Keep your complaint letter to one page, and write short paragraphs rather than
long ones.
6. Be honest and straightforward
Include sufficient detail to back up your claim and to show that you have
thoroughly researched the subject. However, omit irrelevant details.
7. Maintain a firm but respectful tone, and avoid aggressive, accusing language
Keep your complaint letter concise and professional.
8. Send only photocopies of receipts and other documents, and retain all originals
Keep a copy of the complaint letter for your records.
9. Get other signatures
In many cases, you can increase the effectiveness of your letter by getting several
others to sign it with you. This is particularly the case when trying to influence or
change legislation, denouncing material from the media, and so forth.
10. Do not threaten!
If a company has repeatedly given you bad service and refuses to correct the
situation and you feel that your only recourse is to pursue legal action, voice your
feelings in a tactful but firm way. However, don't threaten legal action unless you
are willing to follow through with it.
11. Avoid making generalizations
about the company or organization if your complaint letter focuses on a single
individual.
12. Use tact, and be direct, but respectful
If you need to make a complaint to or about people that you will still have contact
with on a regular basis, your complaint needs to accomplish its purpose without
destroying the relationship.
13. Include your contact information
Include your name, address, phone number, and e-mail address, if desired, so that
the person(s) can reach you to discuss any questions or concerns.
14. If a first letter does not bring action, assume a stronger but still respectful tone in
the next one.
If two or three letters do not resolve the problem, send one to the president or
CEO of the company or entity. In each case, be firm but polite.

57 Free Example Complaint Letters • WriteExpress

Up to this will be the portions for Internals One

Non-Verbal Communication

Haptics (touch), Kinesics (body movement), Vocalics (paralanguage), and Chronemics (structure of
time).

Nonverbal communication, also called manual language, is the process of sending

and receiving messages without using words, either spoken or written. Similar to
the way that italicizing emphasizes written language, nonverbal behavior may
emphasize parts of a verbal message.

The term nonverbal communication was introduced in 1956 by psychiatrist Jurgen

Ruesch and author Weldon Kees in the book "Nonverbal Communication: Notes
on the Visual Perception of Human Relations."

Nonverbal messages have been recognized for centuries as a critical aspect of

communication. For instance, in "The Advancement of Learning" (1605), Francis
Bacon observed that "the lineaments of the body do disclose the disposition and
inclination of the mind in general, but the motions of the countenance and parts
do not only so, but do further disclose the present humour and state of the mind
and will."

Types of Nonverbal Communication

"Judee Burgoon (1994) has identified seven different nonverbal dimensions:"

• Kinesics or body movements including facial expressions and eye contact;

• Vocalics or paralanguage that includes volume, rate, pitch, and timbre;
• Personal appearance;
• Our physical environment and the artifacts or objects that compose it;
• Proxemics or personal space;
• Haptics or touch;
• Chronemics or time.

"Signs or emblems include all of those gestures that supplant words, numbers, and
punctuation marks. They may vary from the monosyllabic gesture of a hitchhiker's
prominent thumb to such complex systems as the American Sign Language for the
deaf where nonverbal signals have a direct verbal translation. However, it should
be emphasized that signs and emblems are culture-specific. The thumb and
forefinger gesture used to represent 'A-Okay' in the United States assumes a
derogatory and offensive interpretation in some Latin American countries."
(Wallace V. Schmidt et al., Communicating Globally: Intercultural
Communication and International Business. Sage, 2007)

How Nonverbal Signals Affect Verbal Discourse

"Psychologists Paul Ekman and Wallace Friesen (1969), in discussing the
interdependence that exists between nonverbal and verbal messages, identified six
important ways that nonverbal communication directly affects our verbal
discourse."

"First, we can use nonverbal signals to emphasize our words. All good speakers
know how to do this with forceful gestures, changes in vocal volume or speech rate,
deliberate pauses, and so forth. ..."

"Second, our nonverbal behaviour can repeat what we say. We can say yes to
someone while nodding our head ...."

"Third, nonverbal signals can substitute for words. Often, there isn't much need to
put things in words. A simple gesture can suffice (e.g., shaking your head to say no,
using the thumbs-up sign to say 'Nice job,' etc.). ..."
"Fourth, we can use nonverbal signals to regulate speech. Called turn-taking
signals, these gestures and vocalizations make it possible for us to alternate the
conversational roles of speaking and listening ...."

"Fifth, nonverbal messages sometimes contradict what we say. A friend tells us she
had a great time at the beach, but we're not sure because her voice is flat and her
face lacks emotion. ..."

"Finally, we can use nonverbal signals to complement the verbal content of our
message... Being upset could mean we feel angry, depressed, disappointed, or just
a bit on edge. Nonverbal signals can help to clarify the words we use and reveal the
true nature of our feelings." (Martin S. Remland, Nonverbal Communication in
Everyday Life, 2nd ed. Houghton Mifflin, 2004)

Nordquist, Richard. "What Is Nonverbal Communication?" ThoughtCo, Aug. 28, 2020,

thoughtco.com/what-is-nonverbal-communication-1691351.

What Is Nonverbal Communication? (thoughtco.com)

Kinesics [kɪˈniːsɪks or kʌɪˈniːsɪks]

Kinesics Nonverbal Communication [Definition] Meaning & Examples 2019
(ottawabusinessjournal.com)

Proxemics. /prɒkˈsiːmɪks/
Proxemics is the study of human use of space and the effects that population density
has on behaviour, communication, and social interaction. Proxemics is one among
several subcategories in the study of nonverbal communication, including haptics
(touch), kinesics (body movement), vocalics (paralanguage), and chronemics (structure
of time).

https://youtu.be/z1Ak18pM3u0

Para language. /ˈparəlaŋɡwɪdʒ/

Paralanguage, also known as vocalics, is a component of meta-communication that
may modify meaning, give nuanced meaning, or convey emotion, by using techniques
such as prosody, pitch, volume, intonation, etc. It is sometimes defined as relating to
nonphonemic properties only. Paralanguage may be expressed consciously or
unconsciously.

Paralanguage is the technical term for the voice cues that accompany spoken words.
It is concerned with the sound of the voice and the range of meanings that people
convey through their voices rather than the words they use.

The meaning of what you express is contained, in part, in the words you say, but how
you say it also contains powerful meanings. For example, the word “Yes”, can
completely convey different meanings, even in the exact same sentence, depending
on how it is said—whether it is spoken sincerely or sarcastically. The “how”—you say
something—is referred to as paralanguage, which includes your conscious or
unconscious intonation, accent, pitch, pace, pause, silence, emphasis, word and syllable
stress.

Basically, paralanguage is your voice minus the words you speak. Again, it denotes the
tone (sound) of your voice. The sound of your voice communicates, revealing to others
your emotional state, attitudes, status, personality, etc.

Does my voice enhance or detract from the impression I make?

Does my voice support or contradict my intended meaning?

If I were interacting with me, would I want to listen to the sound of my voice?

Paralanguage, in brief, is a nonverbal code for the way we say something rather than
what we say. The two main categories of paralanguage are vocal characteristics and
vocal interferences.

Vocal characteristics are the pitch (the highness or lowness of your voice), volume (how
loudly or softly you speak), rate (the speed at which you speak) and voice quality (how
pleasant or unpleasant your voice sound). Each of these characteristics plays a part in
the impression others have of you. For example, a loud voice is usually associated with
aggressiveness; people who speak quickly are said to be nervous.

Vocal interferences are the sounds and words we use when we hesitate or are not sure
of the right word. We all use the occasional “uh”, “er”, “well”, and “you know” to indicate
that we are searching for the right word. But such interferences may become a problem
when they pop up too frequently as they can interrupt your listener’s concentration
and comprehension.
Adapted from: Hedwig Lewis's Body Language: A Guide for Professionals
S. Steinberg's Introduction to Communication Course Book 1: The Basics

Overview of Paralanguage and Examples | Ifioque.com

YouTube Links

https://youtu.be/G0sIalrEOGI

https://youtu.be/ET8-tij7TUg

Effective Listening
Principles of Effective Listening, Factors affecting listening

Effective listening requires that communication is heard completely and effectively interpreted
into meaningful messages. It requires knowledge of the subject being discussed and attention
to the speaker. Effective listening enhances the communication quality. It makes all attentive.
It encourages optimistic attitude, healthy relations and more participation. It leads to better
decision- making in an organization. Effective listening is directly related to our ability to do
teamwork.

Babita.pdf (the-criterion.com) Page 2

Effective-Listening-Skills-eBook.pdf (thinkedc.com)

Factors affecting Listening

1. Lack of interest
Often times, we get ourselves caught in a conversation that essentially
does not hold our interest. In such cases, we’ll be tempted to float off in
our own contemplations or concentrate on something unique — which,
shockingly, can be an obstruction to listening.

In the event that the discourse isn’t vital, steer the discussion to an
alternate heading. In the event that it is essential, in any case, attempt to
concentrate on the important focuses and note them down.
2. Noise, Awkward seating positions and
temperature
Ecological factors, for example, noise, temperature and awkward seating
positions can make us concentrate our attention on other factors alongside
what the speaker is saying.

Attempt to control environmental factors at whatever points conceivable.

3. Distractions
The most evident and presumably the most significant barriers to listening
this day and age are different distractions. Tragically, a large number of
us can’t be part of a discussion without continually looking at our phone
or PC. In addition to the fact that it is viewed as discourteous, yet it
additionally tells the other individual that you’re exhausted and whatever
is on your telephone is more critical to you than this discussion.

As you’re distracted, you’re additionally liable to miss critical points or

information that you may require later on. When you’re having a
discussion with somebody, it’s best to keep these distractions away and
concentrate on the individual before you.
4. Personal bias
Personal bias can cloud your judgment and influence you to deliberately
ignore towards significant information or great individuals. When you
live and work in a multicultural domain, it’s essential to abandon every
one of your biases when you’re speaking with others.

For instance, on the off chance that you accept a person as unintelligent
(or even less astute than you) as a result of his educational background,
you’re blinding yourself. You have to give everybody the advantage of
uncertainty and listen to what they have to say.

5. Intrusion
The fact that no good thing originates from interfering with somebody
while they’re talking is one of those cardinal tenets of communication
we’re all taught as kids. Sadly, that lesson doesn’t tend to stick.
Individuals are so anxious to be heard that occasionally they intrude on
discussions to express their own supposition.

Be that as it may, in addition to the fact that it is viewed as inconsiderate,

but on the other hand, it’s one of the greatest barriers to effective listening.
To refrain from committing this mistake, attempt to hold up until the point
when the other individual has completed the process of talking before
saying your own thoughts so anyone can hear.
5 common factors that affect the ability to listen effectively | by Fadojutimi Temitayo | Medium
Interviewing skills
Appearing in interviews, conducting interviews

The goal of an interview is to get you a job offer or at least another interview. If you handle
the interview well you will show the employer that, in addition to your outstanding technical
qualifications and background, you are a good communicator, an organized, prepared, and
logical thinker,

Job interviews should be a process of two-way communication. Not only are they a tool for
employers to use to evaluate you, but they are also an opportunity for you to assess the job, the
organization, and to see if there is a "fit." The keys to a successful interview are preparation
and practice.

It’s only natural to feel nervous during an interview, but part of performing well is not letting
your anxiety show. Your goal is to make a good impression from the start, which means
appearing confident to those evaluating you. If you show a lack of confidence, you probably
won’t be considered as a serious candidate for the job. One of the best ways to appear confident
is to demonstrate how well you perform under pressure.

Be the first to extend your hand for a handshake. Smile and make eye contact with the
interviewer as you shake his hand firmly. A limp handshake can make you seem disinterested.
Smiling not only makes you look friendly, it helps you feel more relaxed.

Make a strong impression on everyone you meet. That includes the receptionist and anyone
else you meet along the way to the interviewer’s office. In many cases, a job interview starts
from the moment you step through the company’s door. Often, an interviewer will ask other
personnel to offer their opinions about you.

Pay attention to how you look. Your grooming and choice of attire are part of the image you
project to others. Men should wear a suit. The same goes for women. Pantsuits or skirt suits
that are black, brown or navy blue in color are practical choices.

Be aware of your body language. Avoid fidgeting. Sit upright and lean slightly forward,
nodding when appropriate. Show the interviewer that you are trustworthy by making eye
contact when you speak. Look relaxed and at ease throughout the interview. Shake the
interviewer’s hand again before leaving.
5

Speak with conviction, but use your normal speaking voice. Try to sound relaxed and not
hesitant when you talk. The interview will go more smoothly if you know what you are talking
about. Prepare any questions you want to ask in advance.

Practice what you want to say before the interview. Rehearse your answers to standard
interview questions. This can help you feel calmer when the time actually comes. Go over with
a friend what you want to give as reasons why the company should hire you for the job.

Come to the interview prepared with information about the company and the opportunities it
offers. Share your enthusiasm about wanting to work there. Tell the interviewer why you want
the job.

Focus on building strong rapport. Convince the interviewer that you enjoy the type of work
that you do. Stand out from the other job candidates by using personal examples when
describing your achievements.

How to Appear Confident During an Interview (chron.com)