Goodreads Book Giveaway
I'm a Woman & I'm on SALE
by Mallika Nawal
Giveaway ends February 14, 2014.
See the giveaway details at Goodreads.
Wednesday, January 8, 2014
Monday, May 6, 2013
Here's Your Chance to WIN a FREE Copy...
Goodreads Book Giveaway
Business Communication
by Mallika Nawal
Giveaway ends July 03, 2013.
See the giveaway details at Goodreads.
Monday, February 4, 2013
Saturday, January 19, 2013
Sunday, January 6, 2013
Top 10 Grammar Mistakes
10) Noun-Pronoun Agreement
Make sure singular pronouns go with singular nouns and plural pronouns go with plural nouns.
Wrong: everyone has their homework.
Right: everyone has his or her homework.
9) Colons
A colon separates a complete sentence and an incomplete sentence. For instance, if the sentence reads "I will further my explanation:" it is commonly followed by a list of items or steps. The first word after a colon is not capitalized.
Wrong: we had four kinds of salad; potato, macaroni, spinach, and fruit.
Right: we had four kinds of salad: potato, macaroni, spinach, and fruit.
8) Semicolons
A semicolon separates two complete sentences that could also be separated by a period. It is used when a period seems too abrupt or when the thoughts are closely ties to each other.
Wrong: Fido ran away, now Johnny is lonely.
Right: Fido ran away; now Johnny is lonely.
7) Dashes
A dash indicates a break in thought, and is typed as two hyphens with no spaces before or after. Commas or parentheses can often be substituted for dashes.
Wrong: I went to the store - as I always do on Saturdays - and bought milk.
Right: I went to the store--as I always do on Saturdays--and bought milk.
6) Capitalization
Capitalize proper nouns, not generic works that refer to proper nouns.
Wrong: Our University comprises six colleges.
Right: Our university comprises six colleges.
Right: The OSU school of journalism is cool.
5) Apostrophes
Plural nouns not ending in 's' need an apostrophe + s. Singular or plural nouns ending in 's' need an apostrophe after the 's'.
Wrong: the womens' team won.
Right: the women's team won.
Wrong: Jame's lunch is missing.
Right: James' lunch is missing.
"it's" means "it is." "its" is the possessive form
Wrong: The dog wagged it's tail.
Right: The dog wagged its tail.
Wrong: Its a beautiful day!
Right: It's a beautiful day!
4) Who/Whom
"Who" is used as the subject of the sentence. "Whom" is used as the object.
Wrong: to who do I address this letter?
Right: to whom do I address this letter?
Wrong: no one is sure whom will win.
Right: no one is sure who will win.
3) Use of quotation marks with punctuation
Always put punctuation marks inside of quotation marks.
Wrong: OSU is now the "best college buy"!
Right: OSU is now the "best college buy!"
2) The subjunctive
Use "were" when describing a situation that is wished for, or that is not actual fact.
Wrong: I wish I was Peter Pan.
Right: I wish I were Peter Pan.
1) Needless words
Choose your words carefully. Good writing is clear and concise.
Wrong: there is no doubt that he is the man who experienced a loss of life in a very hasty manner.
Right: Clearly, he died quickly.
Make sure singular pronouns go with singular nouns and plural pronouns go with plural nouns.
Wrong: everyone has their homework.
Right: everyone has his or her homework.
9) Colons
A colon separates a complete sentence and an incomplete sentence. For instance, if the sentence reads "I will further my explanation:" it is commonly followed by a list of items or steps. The first word after a colon is not capitalized.
Wrong: we had four kinds of salad; potato, macaroni, spinach, and fruit.
Right: we had four kinds of salad: potato, macaroni, spinach, and fruit.
8) Semicolons
A semicolon separates two complete sentences that could also be separated by a period. It is used when a period seems too abrupt or when the thoughts are closely ties to each other.
Wrong: Fido ran away, now Johnny is lonely.
Right: Fido ran away; now Johnny is lonely.
7) Dashes
A dash indicates a break in thought, and is typed as two hyphens with no spaces before or after. Commas or parentheses can often be substituted for dashes.
Wrong: I went to the store - as I always do on Saturdays - and bought milk.
Right: I went to the store--as I always do on Saturdays--and bought milk.
6) Capitalization
Capitalize proper nouns, not generic works that refer to proper nouns.
Wrong: Our University comprises six colleges.
Right: Our university comprises six colleges.
Right: The OSU school of journalism is cool.
5) Apostrophes
Plural nouns not ending in 's' need an apostrophe + s. Singular or plural nouns ending in 's' need an apostrophe after the 's'.
Wrong: the womens' team won.
Right: the women's team won.
Wrong: Jame's lunch is missing.
Right: James' lunch is missing.
"it's" means "it is." "its" is the possessive form
Wrong: The dog wagged it's tail.
Right: The dog wagged its tail.
Wrong: Its a beautiful day!
Right: It's a beautiful day!
4) Who/Whom
"Who" is used as the subject of the sentence. "Whom" is used as the object.
Wrong: to who do I address this letter?
Right: to whom do I address this letter?
Wrong: no one is sure whom will win.
Right: no one is sure who will win.
3) Use of quotation marks with punctuation
Always put punctuation marks inside of quotation marks.
Wrong: OSU is now the "best college buy"!
Right: OSU is now the "best college buy!"
2) The subjunctive
Use "were" when describing a situation that is wished for, or that is not actual fact.
Wrong: I wish I was Peter Pan.
Right: I wish I were Peter Pan.
1) Needless words
Choose your words carefully. Good writing is clear and concise.
Wrong: there is no doubt that he is the man who experienced a loss of life in a very hasty manner.
Right: Clearly, he died quickly.
Thursday, December 27, 2012
Types of Listening
There are several different types of listening that people resort to, which may be classified as:
1. Discriminative listening
2. Biased listening
3. Evaluative listening
4. Appreciative listening
5. Sympathetic listening
6. Empathic listening
7. Therapeutic listening
8. Relationship listening
9. False listening
10. Initial listening
11. Selective listening
12. Partial listening
13. Full listening
14. Deep listening
1. Discriminative Listening
It is the first and foremost type of listening in which we learn to discern the difference in sounds. The best illustration of discriminative listening as a phenomenon is the way a child learns to speak. Therefore, discriminative listening is both a function of our hearing abilities and the ability to distinguish between sound structures.
2. Biased Listening
Remember Madonna's hit-single, Frozen. The lyrics said - "You only see what your eyes want to see; [you only hear what your ears want to hear]...you're frozen, when your heart's not open. "In biased listening, the receiver holds preconceived notions, which shape the way a receiver decodes the sender's message.
3. Evaluative Listening
Evaluative listening is also referred to as critical/judgmental listening. In evaluative listening, we listen to the sender's message, and make judgments on the same. In evaluative listening, we also tend to evaluate the message against our own beliefs and values, trying to gauge whether the message is good or bad.
4. Appreciative Listening
In appreciative listening, the person listens to things that he/she appreciates. For instance, have you ever noticed that the day you decide you want to lose weight, you tend to pick up more sounds/messages pertaining to the topic of losing weight? In other words, we tend to seek out useful things pertinent to us.
5. Sympathetic Listening
As the name suggests, we engage in sympathetic listening when we sincerely care about the other person. For example, when your close friend discusses his/her work concerns with you, you listen with rapt attention so he/she knows that you care about him/her. We show the other person that we care, which makes it an important constituent in the context of relationship building.
6. Empathic Listening
Empathic Listening entails not only caring for but showing compassion for the other person. When we go beyond sympathy and "literally" feel what the other person is feeling, we engage in empathic listening. However, to get the other person to open up, you must show the person that you share their pain and happiness.
7. Therapeutic Listening
Therapeutic Listening does not mean just listening to the other person to express sympathy or to feel their happiness and pain. Its purpose is to take remedial actions, which will bring about a desired behavioral change in the other person.
8. Relationship Listening
An important function of communication is to build a rapport with another person. This is where relationship listening comes in. In relationship listening, we simply listen to the other person in order to develop, maintain, and nourish a relationship.
9. False Listening
False Listening occurs when a person is pretending to listen but, in reality, does not hear anything that is being said. Typically, we are all masters of this art. False listening is often used by the people who want to give a good impression that they are indeed listening but know completely well that it is not important for them to listen to the other person.
10. Initial Listening
Initial Listening occus when we listen to the other person in the beginning or when we listen to the opening message but then stop midway. This happens owing to one primary reason: You are simply listening to find an opening in the conversation, so that you can interject with your own points.
11. Selective Listening
Selective Listening takes place when you listen to only those things that you want to hear or to those that interest you. However, do not confuse selective listening with biased listening. Selective listening is not a result of our biases; on the contrary, it stems from our interest/disinterest in a particular topic or even the level of knowledge that we want to gain from the same.
12. Partial Listening
Partial Listening is a subtype of selective listening in which we make an utmost effort to listen but get distracted midway. The most common reason for this is the speed at which we process thoughts. In other words, since we process thoughts at three times the rate of speech, even if we try to listen attentively, our mind tends to wander because of this time differential.
13. Full Listening
During Full Listening, we concentrate completely on what is being said. It is also known as active listening, wherein we try to understand the content wholly and completely. This form of listening is replete with paraphrasing and seeking clarifications from the speaker, etc. It obviously takes great effort on the part of the listener but is advantageous since the listener does not miss a point.
14. Deep Listening
Deep Listening is the most profound of all listening types. Deep listening occurs when you go beyond what is being said and try to fathom what is NOT being said. This entails reading between the lines, reading nonverbal cues, understanding the speaker's personality, etc. Deep listening is not an easy art to acquire and requires learning and effort on the part of the listener. However, having said that, deep listening has a lot of advantages in the workplace, therefore making the effort worthwhile.
For more on each of these listening styles, refer to my book, Business Communication, Cengage Learning (2011).
1. Discriminative listening
2. Biased listening
3. Evaluative listening
4. Appreciative listening
5. Sympathetic listening
6. Empathic listening
7. Therapeutic listening
8. Relationship listening
9. False listening
10. Initial listening
11. Selective listening
12. Partial listening
13. Full listening
14. Deep listening
1. Discriminative Listening
It is the first and foremost type of listening in which we learn to discern the difference in sounds. The best illustration of discriminative listening as a phenomenon is the way a child learns to speak. Therefore, discriminative listening is both a function of our hearing abilities and the ability to distinguish between sound structures.
2. Biased Listening
Remember Madonna's hit-single, Frozen. The lyrics said - "You only see what your eyes want to see; [you only hear what your ears want to hear]...you're frozen, when your heart's not open. "In biased listening, the receiver holds preconceived notions, which shape the way a receiver decodes the sender's message.
3. Evaluative Listening
Evaluative listening is also referred to as critical/judgmental listening. In evaluative listening, we listen to the sender's message, and make judgments on the same. In evaluative listening, we also tend to evaluate the message against our own beliefs and values, trying to gauge whether the message is good or bad.
4. Appreciative Listening
In appreciative listening, the person listens to things that he/she appreciates. For instance, have you ever noticed that the day you decide you want to lose weight, you tend to pick up more sounds/messages pertaining to the topic of losing weight? In other words, we tend to seek out useful things pertinent to us.
5. Sympathetic Listening
As the name suggests, we engage in sympathetic listening when we sincerely care about the other person. For example, when your close friend discusses his/her work concerns with you, you listen with rapt attention so he/she knows that you care about him/her. We show the other person that we care, which makes it an important constituent in the context of relationship building.
6. Empathic Listening
Empathic Listening entails not only caring for but showing compassion for the other person. When we go beyond sympathy and "literally" feel what the other person is feeling, we engage in empathic listening. However, to get the other person to open up, you must show the person that you share their pain and happiness.
7. Therapeutic Listening
Therapeutic Listening does not mean just listening to the other person to express sympathy or to feel their happiness and pain. Its purpose is to take remedial actions, which will bring about a desired behavioral change in the other person.
8. Relationship Listening
An important function of communication is to build a rapport with another person. This is where relationship listening comes in. In relationship listening, we simply listen to the other person in order to develop, maintain, and nourish a relationship.
9. False Listening
False Listening occurs when a person is pretending to listen but, in reality, does not hear anything that is being said. Typically, we are all masters of this art. False listening is often used by the people who want to give a good impression that they are indeed listening but know completely well that it is not important for them to listen to the other person.
10. Initial Listening
Initial Listening occus when we listen to the other person in the beginning or when we listen to the opening message but then stop midway. This happens owing to one primary reason: You are simply listening to find an opening in the conversation, so that you can interject with your own points.
11. Selective Listening
Selective Listening takes place when you listen to only those things that you want to hear or to those that interest you. However, do not confuse selective listening with biased listening. Selective listening is not a result of our biases; on the contrary, it stems from our interest/disinterest in a particular topic or even the level of knowledge that we want to gain from the same.
12. Partial Listening
Partial Listening is a subtype of selective listening in which we make an utmost effort to listen but get distracted midway. The most common reason for this is the speed at which we process thoughts. In other words, since we process thoughts at three times the rate of speech, even if we try to listen attentively, our mind tends to wander because of this time differential.
13. Full Listening
During Full Listening, we concentrate completely on what is being said. It is also known as active listening, wherein we try to understand the content wholly and completely. This form of listening is replete with paraphrasing and seeking clarifications from the speaker, etc. It obviously takes great effort on the part of the listener but is advantageous since the listener does not miss a point.
14. Deep Listening
Deep Listening is the most profound of all listening types. Deep listening occurs when you go beyond what is being said and try to fathom what is NOT being said. This entails reading between the lines, reading nonverbal cues, understanding the speaker's personality, etc. Deep listening is not an easy art to acquire and requires learning and effort on the part of the listener. However, having said that, deep listening has a lot of advantages in the workplace, therefore making the effort worthwhile.
For more on each of these listening styles, refer to my book, Business Communication, Cengage Learning (2011).
Saturday, July 28, 2012
Fonts for Presentations!!!
When you choose fonts, consider the following factors:
- The font that you use affects how your message is received. Choose a more serious font (such as Times New Roman) for a formal audience or a serious message. Choose a "fun" font (such as Comic Sans MS) for a amore lighthearted message.
- Sans Serif fonts (such as Arial and Verdana) present a cleaner appearance, and they therefore tend to make a better choice for slides that contain large amounts of text. Serif fonts (such as Times New Roman and Bookman), on the other hand, often make attractive title and headings.
- When designing slides for online viewing, use fonts that look good online. The Verdana, Tahoma, and Bookman fonts are designed specifically for online viewing. Arial and Times New Roman also work well in this context.
- To ensure readability, choose font colors that stand out sharply against the background.
- Use bold and italic effects sparingly. Overuse diminishes their effectiveness.
- Because each font has its own personality, consistency is important. If you are changing fonts frequently, you might not be presenting a consistent message to your audience. Aim to use no more than three or four separate fonts in a single presentation.
- If your presentation will be run on computers other than the one you created it on, you can avoid unexpected and unwanted font substitutions by using TrueType fonts, and by embedding those fonts into the presentation. Doing these guarantees that the presentation is always shown with the fonts that you want.
What font to use for questionnaires - Arial or Times New Roman?
Ever wondered what font type and size to use when preparing a questionnaire? Read along...
As the instrument is being developed, give special consideration to the font style and font size that will be used. A sans serif font, such as Arial, is one without serifs. That is, it does not have small horizontal strokes or lines at the top and bottom of the letters. This style of font makes each letter very distinct and easy to read (Zimmerman & Zimmerman, 1998). Times New Roman, on the other hand, is a serif font. It has fine embellishing on the strokes of letters. Although Times New Roman is one of the most common font styles used for printing books, manuscripts, and newspapers, the embellishments associated with it makes the font more difficult to read for those with poor eyesight.
Normal font size is either 10 or 12 point. If the instrument is to be given to children, frail elderly, or individuals who might ahve some degree of visual impairment, the size of the font should be increased to 14 point or larger.
Source: Pett, M. A.; Lackey, N. R. & Sullivan, J. J. (2003), Making Sense of Factor Analysis: The Use of Factor Analysis for Instrument Development in Health Care Research. Sage Publication, USA.
As the instrument is being developed, give special consideration to the font style and font size that will be used. A sans serif font, such as Arial, is one without serifs. That is, it does not have small horizontal strokes or lines at the top and bottom of the letters. This style of font makes each letter very distinct and easy to read (Zimmerman & Zimmerman, 1998). Times New Roman, on the other hand, is a serif font. It has fine embellishing on the strokes of letters. Although Times New Roman is one of the most common font styles used for printing books, manuscripts, and newspapers, the embellishments associated with it makes the font more difficult to read for those with poor eyesight.
Normal font size is either 10 or 12 point. If the instrument is to be given to children, frail elderly, or individuals who might ahve some degree of visual impairment, the size of the font should be increased to 14 point or larger.
Source: Pett, M. A.; Lackey, N. R. & Sullivan, J. J. (2003), Making Sense of Factor Analysis: The Use of Factor Analysis for Instrument Development in Health Care Research. Sage Publication, USA.
Sunday, July 22, 2012
Do's and Don'ts of Effective Conversation
DO's
1. Learn to talk without the "but."
2. Maintain eye contact while talking to the other person.
3. Read up on diverse topics and increase your vocabulary database.
4. Smile when talking to the other person.
5. Use the person's name while talking to them.
6. Show interest in the other person and be genuine in your interest.
DON'Ts
1. Do not choose a controversial topic for conversational purposes.
2. Do not use jesting and bantering with acquaintances you hardly know.
3. Do not make the topic only about yourself.
4. Do not monopolize the talking time.
5. Do not get distracted while engaging in conversation.
6. Do not whisper to one individual while addressing a group.
Source: Nawal, M. (2011), Business Communication, Cengage Learning.
1. Learn to talk without the "but."
2. Maintain eye contact while talking to the other person.
3. Read up on diverse topics and increase your vocabulary database.
4. Smile when talking to the other person.
5. Use the person's name while talking to them.
6. Show interest in the other person and be genuine in your interest.
DON'Ts
1. Do not choose a controversial topic for conversational purposes.
2. Do not use jesting and bantering with acquaintances you hardly know.
3. Do not make the topic only about yourself.
4. Do not monopolize the talking time.
5. Do not get distracted while engaging in conversation.
6. Do not whisper to one individual while addressing a group.
Source: Nawal, M. (2011), Business Communication, Cengage Learning.
Sunday, July 15, 2012
Excerpt from an actual IIT question paper... Huh???!!!!????
The Managing Director's composure and complexion has raced and radiated over several shades and shards of red and radioactivity. This combustible critically has been precipitated and prompted by the instances and involvements, of the group's subsidiaries and global support systems, in invidious and inveighing actions and activities. Particulars and pieces of the provocation and pulmonary tumult and their thought-outs are set out in Schedule A.
As a salve and safety value of the MD's outbursts and outpourings, and validator and votary of the grid and guide that contribute and create Managerial improvements, it has been your assigned role and resolve to ameliorate and advise on the latest cribs and cries. Thereafter following from your survey and study, ensuingly and unfoldingly is entailed a critique and contribution, patterned and programmed to provide
...Excerpt from an actual end-term question paper administered to a batch of students...
[Hats off to the professor for setting one hell of a question paper...]
Source: Nawal, M. (2011), Business Communication, Cengage Learning.
As a salve and safety value of the MD's outbursts and outpourings, and validator and votary of the grid and guide that contribute and create Managerial improvements, it has been your assigned role and resolve to ameliorate and advise on the latest cribs and cries. Thereafter following from your survey and study, ensuingly and unfoldingly is entailed a critique and contribution, patterned and programmed to provide
- Keys
- Keynote
- Keep Safe
- Key Stone...
...Excerpt from an actual end-term question paper administered to a batch of students...
[Hats off to the professor for setting one hell of a question paper...]
Source: Nawal, M. (2011), Business Communication, Cengage Learning.
Thursday, March 22, 2012
Context and the Encoding Process
The encoding of the message will also depend on the context of the message, as illustrated below:
Source: Nawal, M. (2011), Business Communication, Cengage Learning, India.
Friday, February 5, 2010
Cardinal Rules for Dress and Grooming
1. Dress For The Job You Want, Not For The Job You Have
If as a Sales Executive, you aspire to become the Sales Manager someday...then don't dress like the Sales Executive do. Instead, take a look at what the Sales Managers wear and emulate them. This will show the management that you're focused on growing with the company and will enable them to visualize you as ONE of the Sales Managers.
2. Keep It Understated
Loud clothes and accessories is synonympus to Loud People. And nobody likes either. However, this is merely a guideline and not the rule of the law. You have to dress in accordance with what goes at the workplace. So, what would work in a law firm may not necessarily work if you were a model, actor or a fashion designer. However, even in those cases - Dress Classy, Not Trashy!!!
3. Represent Your Company
Whatever you wear (especially when meeting with clients, customers and other stakeholders) is a reflection not only on you, but your company as well. Hence, it becomes imperative that your dress should be in alignment with the image of the company.
4. Be a Neat Freak
There's nothing more ghastly than the sight of a collar ring on your white shirt. So, be aware of what you wear. It'll help to remember the following equations -
Dirty = Laundry
Torn = Mending
Loud = OUT
5. Reveal (Less of Yourself, More of Your Work)
Clothes that are too revealing are a strict no-no at the workplace. Whether intentional or not, low-cut blouses, see-through tops, backless dresses, tight pants send a sexual message. Its important to come across as competent at the workplace, so dress conservatively and keep such apparels for romantic get-aways.
Thursday, January 21, 2010
Getting rid of fillers
Are you someone who resorts to 'ummmmmm', 'aaaaaaaaaaaaa' and such other sounds between sentences? Its easy to find out. Record yourself giving a speech for 5 mins (use a mounted handycam for best results, but you can choose other devices as well). Once recorded, observe your speech patterns. And count the number of times you use fillers while talking.
As a corrective action, you can request a friend or someone to remind you everytime you use a filler. Other tips which can help are - plan in your mind the speech that you'll be giving so you do not do a lot of thinking and unconsciously use these fillers. Another approach which seems to have worked is speaking slowly and deliberately. Enunciate when you're talking and take appropriate pauses.
These strategies and tips, over time, will help you in reducing and eliminating these fillers. To see the difference, re-record a speech again after a month of practice and count the number of Fillers again. If its less, practice more. If it's more than the last time, then buy my forthcoming book.
Friday, January 8, 2010
Action oriented CVs
To make the most of your CVs, use action words to describe what you DID - roles and responsibilities, achievements, etc.
So, instead of:
- I was Leading a team of 6
write -
- Led a Team of 6
Some common action words - Managed, Developed, Reported, Handled, etc.
Saturday, October 24, 2009
Anatomy of a Report
1. Cover Page
2. Title Page
3. Letter of Transmittal
4. Table of Contents
5. List of Illustrations
6. Executive Summary
7. Body of the Report
9. Appendix
2. Title Page
3. Letter of Transmittal
4. Table of Contents
5. List of Illustrations
6. Executive Summary
7. Body of the Report
- Introduction (purpose, scope, limitations, assumptions, methodology etc.)
- Background (literature review, problem definition etc.)
- Body (OCR - Observation, Conclusion, Recommendation)
9. Appendix
Report Writing - Getting Started
Lets take a look at the 5 steps, which will help you write that report of yours.
1. Define the problem
2. Data Collection
3. Data Analysis
4. Organization
5. Write the report
1. Define the problem
2. Data Collection
3. Data Analysis
4. Organization
5. Write the report
Wednesday, October 14, 2009
Email Etiquettes
Email communication is the most important form of communication these days. Hence, it is imperative that we familiarize ourselves with the common etiquettes to be followed by sending an email.
1. To - The 'To' should contain the email addresses of the people who are supposed to take an action on the email being sent.
2. cc - The 'cc' should contain the email addresses of people who need to be aware of the correspondence, or in other words, 'those who need to be kept in the loop'.
3. Bcc - The 'Bcc' should be used sparingly and judiciously and only in those cases where the mail has to be sent to a large number of recipients and we want to avoid a 'reply-all' situation. Even then, we must be careful to indicate that the Bcc use was intentional and should try to mention who the email recipients are. For instance - 'Bcc intentional to Readers of Mallika's blog to avoid reply-all'
4. Reply all - Unless absolutely necessary, please Do NOT 'reply-all'.
5. Subject - An email is no different from a letter, hence the rules are the same to subject in an email as is in the case of a letter. A subject should be small, to the point and should clearly indicate what the email pertains to. Avoid using 'Hi', 'Hello', 'Dear Sir' (or other salutations) as email subjects. A proper subject primarily helps in (a) understanding what the email pertains to and (b) helps in looking up the email later.
6. CAPSLOCK - Is considered RUDE. Is the equivalent to YELLING or SCREAMING. Hence, avoid CAPSLOCK in all circumstances.
7. Smileys - Avoid using smileys in business correspondence, especially during the initial correspondences.
8. Attachments - It ofcourse goes without saying that attachments should be sent only when absolutely necessary. Mention the name of the attachments in the body of the email, to let the recipient know of the attachments sent (this helps them in knowing that the attachments are safe to open). Needless to say, if the attachments are large in size, we must zip it before sending.
9. Read Receipts - Read Receipts should be used sparingly and shouldn't be used unless absolutely necessary. It can annoy your receipients, giving them the impression that you don't trust them to read your emails.
10. KISS - As with all forms of communication, email communication should also follow the KISS principle. Hence, always keep it short and simple.
Saturday, October 10, 2009
Types of Communication
We have seen the Communication Process in the earlier post. Now, let us take a look at the different types of communication.
Based on the channels used for communication, communication can be divided into -
1. Verbal Communication
We can further subdivide it into oral communication and written communication. The important aspects of oral communication are - speed, pitch, tone, voice modulation, articulation, diction, clarity etc. In case of written communication, the important aspects are - grammar, structure, brevity, conciseness, clarity, choice of words etc.
2. Non-verbal Communication
Non-verbal communication or body language is also important for communication - such as, movement of hands, eye-contact, postures, facial expressions. More details on the specifics of body language can be read on my blog http://bodytalking.blogspot.com/
Based on Style and Purpose, Communication can be divided into -
1. Formal Communication
Most often used in the case of official, business or corporate scenarios, formal communication has structure, semantics and other rules to be obeyed - such as the timing, venue, agenda, duration etc.
2. Informal Communication
Used in informal settings between family, friends, loved ones etc. Informal communication does not have specific do's and dont's with respect to the communication.
Based on the channels used for communication, communication can be divided into -
1. Verbal Communication
We can further subdivide it into oral communication and written communication. The important aspects of oral communication are - speed, pitch, tone, voice modulation, articulation, diction, clarity etc. In case of written communication, the important aspects are - grammar, structure, brevity, conciseness, clarity, choice of words etc.
2. Non-verbal Communication
Non-verbal communication or body language is also important for communication - such as, movement of hands, eye-contact, postures, facial expressions. More details on the specifics of body language can be read on my blog http://bodytalking.blogspot.com/
Based on Style and Purpose, Communication can be divided into -
1. Formal Communication
Most often used in the case of official, business or corporate scenarios, formal communication has structure, semantics and other rules to be obeyed - such as the timing, venue, agenda, duration etc.
2. Informal Communication
Used in informal settings between family, friends, loved ones etc. Informal communication does not have specific do's and dont's with respect to the communication.
Saturday, October 3, 2009
The way we speak
Volume - We need to be aware about the volume at which we speak. Too soft and people may not hear what we've communicated or would be straining themselves to hear us, which could irritate them further. If too loud; that too could pose a problem. For people would be striving to get away from you. Furthermore, if we speak too loudly, it might be interpreted as aggressive and may antagonize the people from whom the message is intended. A raised voice suggests intimidation or bullying.
Pitch - We also need to ensure that we talk at the correct pitch. Too high and it can sound piercing and uninteresting; too low and it can become inaudible. We also need to guard against a tendency to lower our pitch at the end of a sentence.
Speed - We think faster than we speak and we speak faster than we can hear and comprehend. Hence, we have to ensure that we talk at an adequate speed so the intended recipient can hear and understand us completely. We further would need to speak at a lesser speed if there's note-taking involved.
Vocabulary - Use words to express, not to impress. Take due care to use simple words in order to get your message across. Exercise sound judgment when using acronyms and technical words and offer explanation. Also, be aware of words that mean different things in different cultures, countries and languages.
Pitch - We also need to ensure that we talk at the correct pitch. Too high and it can sound piercing and uninteresting; too low and it can become inaudible. We also need to guard against a tendency to lower our pitch at the end of a sentence.
Speed - We think faster than we speak and we speak faster than we can hear and comprehend. Hence, we have to ensure that we talk at an adequate speed so the intended recipient can hear and understand us completely. We further would need to speak at a lesser speed if there's note-taking involved.
Vocabulary - Use words to express, not to impress. Take due care to use simple words in order to get your message across. Exercise sound judgment when using acronyms and technical words and offer explanation. Also, be aware of words that mean different things in different cultures, countries and languages.
%age Breakup of Communication
We know communication has two elements - verbal and non-verbal. So, what's the %age breakup for the individual element? Well, here goes
Words used - 7%
Tone - 38%
Body Language - 55%
Words used - 7%
Tone - 38%
Body Language - 55%
7 C's of Communication
The 7 C's of Communication are:-
1. CLEAR - For effective communication, messages need to be coded clearly so they can be decoded easily. A clear message reduces noise and thereby increasing the clarity of the message.
2. CONCISE - To make your messages concise, remember to follow the principle of KISS - "Keeping It Short & Simple". In today's fast-paced world, time is a depleting resource...hence, keep your messages short.
3. CONCRETE - There are times when you need to be vague. If that's the case, I'll not stop you. But for the others, here's a little tip - For proper communication, be concrete in your messages. For instance, don't tell your boss - "I'll submit the report ASAP". Instead use concrete words such as - "I'll submit the report by Monday 6 P.M.". This will reduce ambiguity and is sure to impress your bosses (ofc, keeping your word is of paramount importance)
4. CORRECT - Use correct words, spellings, details, punctuation and grammar. Needless to say, do not dupe and be sure on what's to be communicated and communicate only that.
5. COHERENT - Messages need to make sense. You cannot talk about mangoes, then jump onto the nuclear disaster, back to oranges and then to widowhood. Messages need to be structured and the transition from one message to the other needs to be smooth.
6. COMPLETE - This seems to be quite obvious. However, most of us forget to include the complete details only to realize later that we've missed the most important details. One of the classic examples is the episode from Friends in Season 10, when Ross chases after Racheal to the JFK only to realize that he had incomplete information (her flight actually left from the New York Airport). Ofcourse, thanks to Phoebe (and her death-defying driving) - everything turned out OK in the end.
7. COURTEOUS - Use politically-correct langauge, avoid biases and prejudices and always use appropriate salutations.
These simple rules, if followed religiously, will ensure your communication to be effective and efficient.
1. CLEAR - For effective communication, messages need to be coded clearly so they can be decoded easily. A clear message reduces noise and thereby increasing the clarity of the message.
2. CONCISE - To make your messages concise, remember to follow the principle of KISS - "Keeping It Short & Simple". In today's fast-paced world, time is a depleting resource...hence, keep your messages short.
3. CONCRETE - There are times when you need to be vague. If that's the case, I'll not stop you. But for the others, here's a little tip - For proper communication, be concrete in your messages. For instance, don't tell your boss - "I'll submit the report ASAP". Instead use concrete words such as - "I'll submit the report by Monday 6 P.M.". This will reduce ambiguity and is sure to impress your bosses (ofc, keeping your word is of paramount importance)
4. CORRECT - Use correct words, spellings, details, punctuation and grammar. Needless to say, do not dupe and be sure on what's to be communicated and communicate only that.
5. COHERENT - Messages need to make sense. You cannot talk about mangoes, then jump onto the nuclear disaster, back to oranges and then to widowhood. Messages need to be structured and the transition from one message to the other needs to be smooth.
6. COMPLETE - This seems to be quite obvious. However, most of us forget to include the complete details only to realize later that we've missed the most important details. One of the classic examples is the episode from Friends in Season 10, when Ross chases after Racheal to the JFK only to realize that he had incomplete information (her flight actually left from the New York Airport). Ofcourse, thanks to Phoebe (and her death-defying driving) - everything turned out OK in the end.
7. COURTEOUS - Use politically-correct langauge, avoid biases and prejudices and always use appropriate salutations.
These simple rules, if followed religiously, will ensure your communication to be effective and efficient.
What is Communication?
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