Year: 2020

Interview

Preparing for the Interview

• Set aside enough time. Dedicate specific time, conducting the interview in an appropriate location, uninterrupted by email, telephones or other employees. This will allow you to concentrate, while also giving a good first impression of your company to the applicant.
• Read the resume first. Make sure you have carefully studied each resume ahead of time. Of course, when meeting with a candidate, you should have a copy of the resume on hand for reference, but this is not the time to ask, “What have you done?” Know the resume so you can use the time to dig deeper.
• Write a good job description. Having a specific and thorough outline of what a candidate would do on the job makes it easier to assess applicants, says Derek Gagné, CEO of HR consulting firm Talent Edge Solutions. “Know what it is you’re looking for: the must-haves and the nice-to-haves. Some things you can handle later with training.”
• Know the intangibles. A resume can’t indicate some of the intangibles that an employee can bring to the job. Says Gagné, “Ask yourself, what are the behaviours you want? You could have someone who’s a point-of-sale wizard but may be a bad team player.” Identifying these intangibles ahead of time will help you probe for them.
• Write some specific questions. Don’t just take the candidate’s resume and wing it, says Gagné. “Have 10 or 12 questions that you will consistently ask each candidate. This is particularly important if you will be interviewing multiple applicants and want to compare answers later. It doesn’t mean there won’t be one-off questions. A skilled interviewer knows when to move off the script.”

CONDUCTING THE INTERVIEW

Now that you are well prepared, you are in a position to conduct a productive interview. If you are uncertain of your interviewing skills, you can always learn more by contacting your local chamber of commerce, taking courses at the community college level, or seeking the assistance of companies like Talent Edge Solutions

• Introduce yourself. Greeting candidates courteously shows respect for them and will help put them at ease. Tell them something about yourself and the company. This is the first impression the candidate will make of you, so present a tidy office and turn off your cell phone.
• Set the stage. Set the tone by telling the applicant what to expect for the next half hour or so. Remember, you too are being observed. Your behaviour will set the tone for the interview. If you come across as being too casual, an applicant may take the interview less seriously. But being too serious will likely make the candidate more nervous. In either case, you’re unlikely to bring out the best in the individual. How you conduct yourself during the interview must also reflect the image and values of your business.
• Review the job. Spell out what the position involves in more detail than was outlined in the job posting, so candidates can make sure the job is right for them. Let them know what the core duties and responsibilities will be, and any working conditions that may affect them. Say whether the position is permanent or temporary, or on contract.
• Start with generalized questions. Begin by asking a few questions about a candidate’s background and interest in the position. Get candidates to tell you about how they see themselves in relation to the job and what they can contribute.
• Review the applicant’s resume. Ask candidates about specific positions on their resume that relate to the position you are hiring for. Ask them about job details, responsibilities, what they accomplished, pressures they encountered. Ask about any inconsistencies or gaps in employment or education, as there may be a simple explanation. Ask about the candidate’s reasons for leaving a past or current job.
• Ask some consistent questions. Use a specific set of questions for all applicants. This will help you to compare candidates and find the one whose skills and abilities most closely match what you’re looking for.
• Vary your questions. It’s important that you ask questions on skills specifically related to the duties and responsibilities of the position. This will help you uncover candidates’ strengths and weaknesses. Don’t forget that open-ended questions are best during interviews, such as “What was the most difficult challenge of your last job?”
• Give candidates a chance to ask questions. Confidently answering any question thrown at you means knowing all aspects of the position and being able to clarify your expectations, in addition to listing the benefits of working for your business. Applicants should be given the chance both to answer your questions and to ask questions of their own to determine if the job and the company are right for them. Their questions can help you assess whether candidates have adequately prepared for the interview and are genuinely interested in the job. An effective strategy is the 80/20 rule: You do 80 per cent of the listening and 20 per cent of the talking.
• Provide a timeline. Always provide an estimate of the length of time until final selection will be made. Provide an indication as to when candidates might expect to hear back from you regarding the final outcome or the next step in the recruitment process.

Group Discussion

Do’s

1. Rich Content with good subject knowledge 
   Having good subject knowledge and rich content is the first and foremost GD tip to enter the Group Discussion Round. Following are the key steps to improve your Group discussion skills in regard to GD content preparation:

• You should prepare on variety of topics as rich and right subject knowledge will be required during GD round.
• You should have subject knowledge and be well aware of the latest happenings around you, not just in India but around the world as well.
• Subject knowledge is a pre-requisite while you are preparing for a group discussion because you will then have the power to steer the conversation to whichever direction you want to. If you can memorize some relevant data, it will be an added advantage. 
• If you are a good reader and read on variety of topics, it will help you in group discussion round.  There is no need for last minute preparation. You should read over a period of time. Reading not only adds to your knowledge database, but enhances your vocabulary skills as well.
• Always choose the magazines that are content rich and not just full of advertisements. Often magazines have columns which are promoting a particular institute etc. Avoid such magazines, do some research and buy the best that will be beneficial for you.

2. Be a Leader

There is no doubt that to emerge a winner in GD round you should speak after getting a grasp on the given topic. But it also gives you opportunity to take lead. So be a leader to begin the Group Discussion. Key tips are:

• Usually when the moderator announces the GD topic, for a minute there is silence all round.
• If possible, gather your thoughts in a few seconds and start the Group discussion with positive impact and be a leader.
• If you find that it is taking time to gather ideas, let others begin, and then enter the GD round by agreeing/disagreeing with previous speakers
• Beginning the Group Discussion gives the opportunity to make an impact but if you are not able to make your point well, it will create negative effect
• Therefore, it is not necessary to speak first but it is necessary that when you speak you are heard and are able to make your point well
• If you are able to speak out the name of your previous speaker and then present your views, it will mark a good impact.

3. Be relevant

• When you speak you should speak to the point without any ambiguity of thought
• Express your ideas at length. If you simply follow the other speaker or his ideas, remember your elimination is imminent
• Wherever possible, emphasize your point with facts and figures

4. Be a good Listener

• Learn to be a good listener. Listening Skills are Essential for GD round, socarefully listen to what others have to say.
• Just speaking throughout the discussion doesn’t make you better. You should learn to give others a chance to speak. Try and listen to others.
• If the speaker is making an eye-contact with you remember to acknowledge him by nodding your head, so that the speaker is aware that his listeners are listening to him and paying full attention. This will also show that you are vigilant and are an active participant in the discussion. 
• Unless you listen well, it will not be possible for you to add value to your content and communication
• Listening offers you the opportunity to summarise the Group Discussion on each and every aspect.

5. Improve your Communication Skills

You may have good and rich content with lot of ideas but if you are not able to communicate well your thoughts and opinions, all is useless. The need is now to improve your communication skills with following GD tips:

• Be well versed in your communication skills.
• You should have a good vocabulary and a decent command over English.
• Much before your actual group discussion, rehearse well.
• You can sit with a group of friends and choose a topic and indulge in a friendly GD.
• Not only will this increase your knowledge, you will be a better speaker by the time it is time for your GD.
• In case you are not sure about something, you can use phrases such as: “I think” or “Probably/Approximately” or “If I remember correctly”

6. Body gestures: Very important tool for Group Discussion
   The panelists observe the way you sit and react in the course of the discussion. Body gestures are very important, because your body language says a lot about you. In a GD, sit straight, avoid leaning back on to the chair or knocking the table with pen or your fingers. Also, do not get distracted easily. Nervous body movements, folding your hands across your chest, having skeptical expression, constantly moving, evading eye movements are the indicators of a negative personality and should be avoided at all costs.

Don’t

7. No Aggressive Move
   It is expected during the Group Discussion that you are firm on your ideas and are audible enough to make an impact on the group. But being aggressive, shouting and not allowing others in the group to speak, is not appreciated. So be careful  and don’t be a bully.
8. Don’t Crisscross on your Ideas
   Don’t crisscross your ideas. The topics given in Group Discussion are debatable, you might like to speak for or against the topic and while speaking don’t forget that you may be crossing your own lines. It gives a bad impact and you are judged a person who has no stand for his own thought.
9. Don’t be a part of fish market
   As a team player, your ability to lead and play in team is measured in the GD. During the Group Discussion there are many instances where you will find every one is saying something and no one is heard. It is better to be quiet for a while and then after gathering your thoughts, raise your voice initially and make your point.

• Don’t give up: Make multiple entries
  Don’t be content with one round of one minute or half a minute speaking in the group.  Focus on key points, form the ideas and opinions to enter again based on the views presented by others to further strengthen your view point.

The Group Discussion round passes through highs and lows. So it is a good opportunity to re-enter the Group Discussion after gathering more ideas coming out of others’ view and make an entry when the noise level is low in Group Discussion.

Purpose of Group Discussion

The very purpose of conducting Group Discussion (GD) round for MBA admission by top MBA colleges is to test the applicants’ communication skills, topic knowledge, thought process and their leadership impact on the audience before finalizing their merit lists and offering admission.

Composition & expectation from the Group in GD round

Before learning the Group discussion tips and tricks to crack the GD round, one must be aware what in fact is Group Discussion, how many candidates are there in a group, what skills are expected by the MBA College from you in the Group Discussion round before offering you admission.

• Healthy debate leading to selection of one or more candidates from the group on a given topic is conducted in GD round.
• Around 8 to12 candidates are included in a group
• Group Discussion time duration is about 12-15 minutes
• During the Group Discussion (GD) round strong exchange of opinions with logical and thoughtful arguments is anticipated.
• Group Discussion is supposed to be an indicator of your leadership qualities, judgement of knowledge domain and communication skill.
• Out of these 8-12 candidates, selection goes in favour of the one or two while others get eliminated either due to their inadvertent mistakes or because they do not follow the Group Discussion rules.

4 Group Discussion Tricks to be a winner

To emerge a winner in GD round a candidate should speak after getting a grasp on the given topic. Irrelevant speaking is not good.  The 4 Group Discussion tricks to crack the GD round are:

• Follow the Group Discussion Rules
• Key Group Discussion skills are – speak logically, be audible, present your idea firmly and be a leader
• Use every opportunity to enter discussion to strengthen your point further 
• Read a few model and actual Group Discussion rounds

Tips To Prepare For Group Discussions
GD Preparation should begin along with your written exam preparation like CAT/XAT/SNAP/NMAT/CMAT. Immediately after the written exam is over, you should focus on preparing for Group Discussion round which commands 10 to 15 percent weightage in final selection round.

Following are the key expert tips to prepare for Group Discussion:

1. To prepare for a group discussion, keep track of happenings around the world.
2. Being aware of current affairs and issues and happenings, which affect our lives, however remotely, shows a well-rounded personality.
3. Make a habit of reading English newspapers and magazines, watch interesting documentaries and profiles on television to get a wider perspective on issues.
4. Group Discussion topics can be from a wide range of issues. It could be a topic on current events, business news, sports or anything very general. The wider your reading interests, the better prepared you will be to face the group discussion.
5. Prepare the topics that are Repeated. There are topics which re-appear with minute changes and minor variations. Be aware of such topics well in advance so that you have ample time to prepare for the same. For example the issues of terrorism, gender inequality, poverty, liberalization and privatization, reservations in educational institutions etc often appear as GD topics. Make sure you know these topics well and can come up with some unique, insightful points along with some data.
6. Controversial and political topics do not figure in Group Discussions. So there is no need to waste your time on them.

Types of Group Discussion
Group Discussions is the test of knowledge and communication skills with coherent flow of thought necessary for a leadership role of a candidate on a topical issue. There are other Group Discussions which are designed to test the ‘lateral thinking’ of candidate. Another type of Group Discussion comes in form of a short ‘case-study’ where applicants are asked to analyze a situation and frame responses. Yet another type of a Group Discussion is a ‘group exercise’.

Group Discussion (GD) is an important testing tool of participants’ skills in final admission round for MBA/PGDM after getting shortlisted by the B school. Most of the top MBA colleges including a few IIMs conduct GD along with Personal Interview in the final admission round.

10 roles participants play during Group Discussion
Following are the roles that participants in GD round play. While some of the roles lead to selection, others invite elimination. Carefully choose the right role in your Group Discussion round:

Beginner: The candidate who starts Group Discussion. He may suggest new ideas, define the GD topic but may not necessarily have sufficient subject knowledge to present effectively his view point.

• Facilitator:He is leading GD while keeping track of Group Discussion
• Seeker of Information: He tries togather and solicit information from others.
• Disseminator of Information: He prefers to share information and facts.  
• Seeker of Opinion: He tries to gather some opinion from others and ask the fellow  participants for their opinion.
• Giver of Opinion: Promptly jumps to give his opinion on the views shared by the other participant.
• Analyst: He analyses and clarifies the ideas and opinions discussed during the group discussion
• Community Supporter: He supports the ideas of all participants but has none of his own
• Reliever: He presents and discusses the problem with a broader perspective and makes mountain out of a mole hill and relieves all of any tension.      
• Energy spreader: This participant can be seen encouraging other participants to explore some new ideas during a GD.
• Bridge creator: He creates harmony between different opinions by giving a solution with different ways of compromise.     
• Summary maker: He summarizes and concludes a GD by including all important points discussed during a GD.

Reality is always changing. Everyone’s sensory perceptions are limited, and his mental filters are unique. The meanings of words are not in the words; they are reality in different ways and not alike. Lack of comprehension of reality has the following problems.

Abstracting

Abstracting refers to filtering of information received. When we abstract, we actually concentrate on some details and omit others. Abstracting creates distortion, twisting etc. in the message. If trimming in communication is essential it should be done honestly rather than at the cost of spirit of the message. When we advertise a product we only include special features of the product and omit unimportant details. Thus this type of abstracting becomes acceptable and essential. Editing and censorship are also abstracting.

Slanting

Slanting refers to judging the whole by a part. Just by going through a part of the message we cannot and should not establish an opinion of the whole or it will be erroneous. Slanting is unfair in factual reporting. It will be unwarranted to judge and form an opinion about a person on the ground of his only one activity or habit. Slanting is premature evaluation.

Inferring

It refers to drawing conclusions on the basis of assumptions. Inferring is common barrier in communication. Drawing conclusions without directly seeing, hearing, feeling, tasting, smelling or deciding without gathering facts will be unwarranted and erroneous. But inferences are necessary and desirable in scientific study and research.

Frozen evaluation

It is another drawback to effective communication. It is that stereotyped impression that ignores significant differences or changes. We must be able to perceive the difference or changes. 

Semantic barriers arise from the limitations of the symbolic system itself. The different words such as efficiency, productivity workers’ participation, employees’ welfare are differently understood by different people. Sometimes, a person distorts communication intentionally, but many a times, they understand it according to their own concepts, expectations and from of references.

Symbols usually have a variety of meanings and to choose one from them and to draw inferences is an essential part of communication. As inference can give wrong signals, awareness to them and their appraisal is necessary.

Social barriers are barriers to entry which are created by the culture of the community, i.e. people’s behaviour towards newcomers or others in general.

For instance: when a vegan and a non-vegan person talk about food at a mixed restaurant, there is a social barrier.

Psychological barriers are beliefs that a person has about himself/herself regarding his ability, potential, self-worth they can be called unhealthy or maybe incorrect thought patterns.

For instance: When a person with no legs try to swim.

Now, don’t get me wrong, i not judging, but still it’s a tad bit difficult for them to engage in swimming.

SO, now socio-psychological barrier is the mix of both. Mostly these barriers are hit when we try to communicate.

Here are eight important  socio-psychological barriers in communication:

1. Attitude and opinions:

The personal attitude and opinions of the receiver often interfere with communication. If the message is consistent with the receiver’s attitude and opinion, they receive it favourably. When the message is inconsistent with the receiver’s attitude and opinions, they are not likely to be received favourably.

2. Emotions:

Emotions like fear, anger, worry, nervousness block the mind. It also blurs the thinking power and one fails to organise the message properly. When the message is not organised properly it cannot be conveyed effectively.

3. Status difference:

Status consciousness is a very serious barrier. Subordinates fail to communicate to with their superiors because either they are too conscious of their low status or too afraid of being snubbed off.

Similarly, many executives keep distance from their subordinates thinking it too degrading to consult them.

4. In attention:

In attention arises due to mental preoccupations or distractions. These causes barriers to communication.

5. Closed mind:

A person with closed mind is not willing to listen and is not prepared to reconsider his opinion. As such it is very difficult to communicate with such person.

6. Distrust:

Distrust after fails to deliver the right message. When the receiver is biased or hostile towards the sender the message is either ignored or misinterpreted.

7. Poor retention:

Successive transmission of the message is decreasingly accurate. In the process of transmission, a part of the message is lost at every stage. This is because of poor retention on the part of the receiver. Thus, incomplete message is conveyed.

8. Premature evaluation:

Premature evaluation prevents effective communication. Some people form a judgement even before receiving the complete message. And once judgement is already formed the mind is closed to the rest of the message.

Choice of medium

A wrong medium or an inappropriate medium chosen for communicating a message will act as a barrier to communication.

Example: On a shop floor you cannot use a long-written memo of instructions whereas your information on a new product in the market could be only through an effective and attractive advertisement

Using Chat messenger or email instead of video conferencing in important meeting or business matters in two different workplaces.

Physical Barriers

Physical Barriers are environmental factors that present or reduce the sending and receiving of communication. They include distance destructive noises and similar other interferences.

The technological advances of the past few decades have made it possible to transmit printed messages, pictures and even live performances to all comers of the world with speed.

With a single touch, you can send communications to a number of destinations. Not only large business houses but even medium and small ones use them in their day-to-day working. Among such means are fax, internet/email and videoconferencing.

Internet and e-mail:

Internet is an international computer network that links computers from sectors such as government agencies, business houses, educational institutions and individuals. It receives information, stores it and allows it to be read on satisfying certain conditions.

Internet Service Providers (ISPs) allow one to create the e-mail ID free, hoping to recover the cost through the ads to which the user is exposed during the use of email. A typical email address reads abcdef@xyz.com. Some other ISPs are bsnl, yahoo, hotmail, and Gmail.

Note the use of only lower case (small) alphabets email in IDs.

Every time the user wants to send messages or check the incoming mail, he can reach his ID by typing a password which makes the mail account private. However, once you have submitted to the mechanism of email you do not know who might read this “private” information far away. As such email does not guarantee 100% secrecy.

Advantages:

(a) Email is by far the cheapest and fastest means of sending printed information (verbal as well as non-verbal). At one click of the button, hundreds of pages of information can be sent to hundreds of email addresses worldwide (to be noted by receivers upon checking the incoming mail or inbox).

(b) No paper is required. Messages can be created directly on the computer, and added on from different computer files, CDs, floppies, etc.

(c) This facility is now available in many regional languages of India.

(d) It is informal and allows the sender to remain anonymous (since he can use any name as his email ID. For instance J.K. Singh can use udankhatola as his email name).

(e) Organizations and publishing houses take cognizance of messages coming via email. Newspapers and magazines print letters that come via email.

(f) As long as you carry your password with you, you can open your email account on any computer in the world which has this facility. You remain unencumbered even with a mobile handset. You can just enter an internet cafe, pay the rent and use the email. Email is extraordinarily portable.

(g) You can have an address book in your email account, record the incoming mails, and edit them and so on.

(h) When you reply to an email message, the sender’s message is automatically sent back to him for ready reference.

(i) As human need and imagination guide, more innovations are possible.

(j) Email can enable an ongoing electronic conference. People across the world can “meet” on internet and confer on a topic of common interest.

(k) The receiver need not respond at once as on the telephone but can take his time. Emailing helps to avoid a direct interface.

(l) In an organisation, a subordinate may quickly and directly reach a superior on email. Email makes an organisation more democratic (as individuals have more chance of being heard by the proper person even if he is several levels higher).

Disadvantage:

(i) Email, because of the potential anonymity, remains an informal channel of communication.

(ii) Excess use and flooding of unwanted messages (especially from advertisers) is a major drawback of this system. Unless one takes care to block unwanted ads, one finds one’s inbox full of offers which maybe doubtful and insincere. Wading through chunks of email is one of the biggest problems for those who depend on email for their communication needs.

(iii) One may not be private while using the computer for emailing. To that extent the secrecy is lost.

(iv) In case the receiver is unable to open his email account as soon as a message is received, the message cannot work for him.

Guidelines for the use of email:

Email is a new and peculiar means of communication, bringing in its own conventions:

(1) Your email message may be read by more persons than intended. So you have to take care.

(2) At email message must have all the elements of good composition such as brevity, clarity, courtesy.

(3) You may use the spell-check mechanism of the computer to ensure correct spelling.

(4) The email format on the computer provides for sending and mentioning cc (carbon copy) and subject line. These may be written for the receiver’s convenience.

(5) If a single email contains messages for various sections of an organisation, they may be separated at the composing stage.

(6) You should not use all capitals in writing a message as this looks awkward and rude.

(7) When responding to a message, only the essential part of it may be quoted and the rest deleted.

(8) You may create the message in a different programme (such as WordPad or notepad) and transfer it to your email.

(9) If you proofread on the computer screen, be extra careful.

It may be noted that the date and time of transmitting the message and the sender’s email ID are automatically conveyed on email. Still it is customary to write your email address in the body of the email message.

Email ID is given in the body of the message especially when you invite a response at a different ID. If there is a time lag between composing a message and sending it, for whatever reason, then the date of composing may be written.

Videoconferencing and Teleconferencing:

This mode of communication begins in teleconferencing. A number of telephones are simultaneously connected to one another. Teleconferencing is a facility enabling people in different parts of the world to have an audio meeting (as opposed to dialogue), saving on transit time and hotel stay. It helps in thrashing out a variety of opinions on a subject to reach a faster conclusion.

A further advance in this technology is computer teleconferencing. The participants can react to the messages and inputs for the others’ knowledge. They may not even be present simultaneously for the computer teleconference but add their contribution at their convenience.

Videoconferencing, however, is the closest it gets to seeing and hearing one another without being present together. The technologies used in a videoconference are: monitor screen, camera, microphone, codec (compressor-decompress or), equipment control pad at each location, and internet connectivity. With the passage of time, this is becoming more popular and easier to use. You often see it in TV interviews.

You often see it in TV interviews. For a videoconference, the participants get into a special room at their respective locations, equipped with the gadgetry. They can see, hear, speak to others and show exhibits without physical presence together.

The entire proceedings can be recorded on video tapes. As someone has jocularly put it, except for the snacks and coffee, everything else is transmissible in a videoconference. At present, the privilege of the richer business houses, videoconferences are set to gain wider popularity.

Video classrooms are another possibility in this field, where an expert faculty member may teach a number of classes in a number of towns simultaneously and answer the participants’ queries.

Fax:

Just as the conventional telephone carries voice, a fax or facsimile machine carries printed messages (words and pictures in photocopy form) from the sender instrument to the receiver instrument.

The sender of a fax message prepares the copy on a sheet (generally no larger than A4 size) which can be fed into the fax machine. He dials the destination number, gets the fax tone and feeds the message into the machine.

The printed message is converted into electronic signals as the paper rolls through the fax machine. This message is received in the same form at the other end on the paper roll that is attached to the machine.

Fax machines may have these additional features:

(A) Remote activation:

The owner may use a remote control device to operate the machine.

Despite power failure:

(B) The fax machine may be made to function even during a power failure.

(C) Memory:

The message sent may be retained in the memory of the machine. At the receiving end, in the absence of paper, the message may be recorded in the machine for developing a printout afterwards.

(D) Answering machine:

At the receiving end, there need not be an operator to receive incoming messages. They are automatically received.

Advantages:

(A) Fax enables an accurate transmission of a document including pictures and handwriting. Colour faxes are also a possibility.

(B) Fax can be sent through a computer, in which case it is restricted to the messages created on the computer.

(C) A fax message can be confirmed on telephone to ensure its authenticity.

(D) Faxes are admissible as proof in the court. In this respect they are superior to email.

(E) With repeat dialling facility, a busy number can be reached as soon as it becomes free.

Disadvantages:

(a) It is expensive compared to email and post.

(b) Sometimes the reception is blurred due to channel defects or mechanical failure at either end.

(c) At the sender’s or the receiver’s end, the document to wrong people may be exposed. Hence it is often difficult to maintain secrecy in sending and receiving a fax message.

(d) At the receiving end, the message is printed at the receiver’s cost. In case unwanted messages pour in, the receiver has to bear the cost.

Conversation means the informal discussion among the people. When one person discusses his views, opinion to another person and exchanges their views in the presence of both then it is called face to face conversation. It also includes the face-to-face discussion on a particular issue. In this method, both the information receiver and sender can exchange their views freely and fairly.

So, face-to-face conversation is an informal discussion through spoken language and words on a particular issue among the people to exchange their views freely and fairly weighs each other.

Advantages of face-to-face conversation:

In modern society, with the rapid development of technology, people have more choices ways to communicate each other such as face-to-face, letters, emails or telephones. However, It is believe that face-to-face communication is much better than other types of communication, such as a letter, email or telephone calls. The advantages of face-to-face communication are described as below:

1. Responses immediately: When people communicate each other in person, they can get a response immediately without misunderstanding. During the conversation, people can not only hear a response from others, also see how they are feeling; people can guest what will take place next, how the conversation is about, which is very important to have a successful talk.
2. Express of feelings: Using face-to-face communication helps people express their feelings, ideas much better. Instead of using words only when people choose letters, emails or phone for communication, people can use eye contact, verbal language in order to show their opinions. Scientists show that more than seventy percent people use body or verbal language in communicating; thus, it’s very important for people use actions to express views.
3. Suitable for respect: Face-to-face communication enjoys yet another distracts advantage, the message being communicated also gets the assistance of facial expressions and gestures.
4. Suitable for discussion: Face-to-face communication is particularly suitable for discussion, for there is immediate feedback from the listener. Face-to-face communication provides the speaker with a much better opportunity for adjustment. A twist of the lips, a frown on the forehead, a contraction of the facial muscles point out that the message is not welcomed, then changes of tone or sympathetically looking is to be needed. These adjustments are possible only in face-to-face communication.
5. Conversation to learn: We learn a great deal via conversation, including conversations with ourselves. We learn highly valuable life lessons.
6. Conversation to coordinate: Coordinating our action in ways that are mutually beneficial. Anytime we negotiate one favor for another, we use conversation to reach an agreement to transact.
7. Collaborate: Coordination of action assumes relatively clear goals, but many times social interaction involves the negotiation of goals. Conversation is a requisite for agreeing on goals, as well as for agreeing upon and coordinating our actions.

Disadvantages of face-to-face conversation

1. Difficult to practice in a large-sized organization: Face-to-face communication is extremely difficult to practice in large-sized organizations, particularly if their various units or departments are situated at different places.
2. Not effective in large gatherings: It is very difficult to get a message across to large gatherings. Even though the speaker is addressing them face-to-face, the vital personal touch is missing. In the absence of a satisfactory feedback, his speech lapse into a monologue.
3. Ineffective if the listener is not attentive: A limitation which the face-to-face communication shares with oral communication is that its effectiveness is closely linked with the listener’s attentiveness. Since human beings can listen to grasp the message faster than the speed at which they are delivered, they will easily get delivered thus making communication ineffective.

Written Communication:

Written communication transmits messages, ideas and thoughts in writing with documentary proof in the form of notices, letters, circulars, hand-outs, manuals etc. In a large organisation, managers interact with various stakeholders, like consumers, suppliers, Government, labour unions, shareholders etc.

These stakeholders are separated by wide geographical distances and, therefore, managers cannot communicate with them orally. They adopt written means of communication for smooth conduct of the organisation.

It needs lot of deliberation, effort and thinking to put a message in writing. Similar to oral communication, written communication can be used in formal and informal channels. Fax, letters, reports, notices, etc. are the usual means for transmitting messages in writing.

Merits of written communication:

1. Documentary evidence:

Written communication is a record on paper. It, therefore, has evidence for future reference. Reference to any point can be made at any point of time if matters are put in writing.

2. Legal evidence:

If disputes arise that require judicial interpretations, written information helps in maintaining legal defence.

3. Better understanding:

Messages in writing can be read as many times as the reader wants to understand the message.

4. Well stated message:

The sender can think, analyse and take time to put the message in writing. The message is more balanced than oral communication.

5. Wider access:

It can reach a much larger audience and geographical coverage than oral communication. In case of mass communication, letters and newspapers can be read by a large number of people.

6. Responsibility:

Responsibility can be fixed in written communication as against oral communication. People can be held liable for mistakes, errors and omissions.

7. Uniformity:

It maintains uniformity of policies and procedures. Oral communication is liable to different interpretations but written facts clearly specify what is expected of whom.

8. Lasting impact:

What one reads is more lasting than what one hears. Reading messages has a lasting impact on readers.

9. Noise free:

It is free from noise. One can write and read at convenience. Internal (fans, people talking to each other) and external (loudspeakers, telephone disconnection) disturbances do not affect the efficiency of written communication.

10. Suitable for lengthy messages:

Lengthy and complex messages can be better encoded and decoded when put in writing.

Limitations of written communication:

1. Writing skills:

Writing is an art. Everybody cannot put messages in writing. If the sender does not have writing skills, written communication will be of little value.

2. Paperwork:

Putting messages in writing requires huge amount of paper work. In many departments, files get misplaced which delays the processing of information.

3. Time:

It is a time-consuming means of communication. It is not suitable where immediate feedback is required.

4. Different interpretations:

Choice of words should be carefully made when messages are put in writing. Receiver’s understanding of the words and language should be same as that of the sender.

5. Costly:

It is a costly means of communication. Lot of time and money are spent on drafting and sending the message. In big organisations, separate mailing departments are maintained. Stationery and administrative costs are huge. The message should be so drafted that benefits outweigh the costs.

6. Lack of personal touch:

It lacks personal touch between the sender and the receiver.

7. Lack of secrecy:

Written messages cannot remain secret as they pass through a number of levels and departments.

8. Non-verbal clues:

Sender cannot read facial expressions and gestures of the receiver. He cannot understand how well the receiver appreciates what he wants to convey.

9. Lack of flexibility:

Written messages lack flexibility as they cannot be easily changed. Lot of time and money have to be spent on changing the message. The above discussion makes it clear that oral or written medium of communication depends upon the situation.

If information is formal that does not require personal link of sender with the receiver, it is lengthy and needs to be preserved for future reference, or is required for legal interpretations, written communication is more appropriate than oral.

If, on the other hand, information has to be given to a small number of people who are centrally located, it is confidential and does not need to be stored for future or legal reference, oral communication is more appropriate than written. Daily, routine and informal matters are generally communicated orally while important, formal and non-routine matters are communicated in writing.

Oral communication:

Oral communication means transmission of messages through spoken words. Most of the communication takes place orally. When people meet each other, they interact face-to- face and share their thoughts. The way we talk reflects our personality, educational background, emotional state and relationship with the listener.

Oral communication is used:

1. By choice:

Managers transmit messages orally when they want speedy transmission of ideas.

2. Nature of information:

Highly confidential information where evidence in writing is not to be retained is generally transmitted orally.

3. Situation:

When receiver of information does not want to read long notices, managers transmit information orally. Oral communication can be formal and informal. Formal oral communication takes place through formal presentations, group discussions, meetings, interviews etc. Informal oral communication takes place through face-to-face conversation or telephone. Informal communication helps in maintaining healthy interpersonal relationships.

Merits of oral communication:

1. Speed:

It is a fast medium of communication. It takes long to write, despatch and receive a letter while orally, messages can be transmitted and received simultaneously. Messages can be instantly encoded, transmitted and decoded.

2. Feedback:

The sender can receive immediate feedback from the receiver. Doubts and clarifications can be sought at the point of discussion, thus, enhancing efficiency of the message. Message can be reframed for better understanding and action. While feedback is more apparent in two-way communication, in one-way communication, feedback can be provided through gestures.

3. Synergy:

Two brains can think faster and better than one. ‘One plus one makes eleven.’ When people discuss matters orally, they arrive at better proposals and solutions than can be thought of by one man alone.

4. Economical:

It is an economical means of communication. It saves time and money on stationery and administrative staff. People at distant places can be immediately connected and actions can be initiated without delay.

5. Flexible:

If the message is not clear, sender can change his voice, words or tone to make it clear to the audience. Written words cannot be easily changed.

6. Personal touch:

It adds personal touch to communication. When managers personally talk to subordinates, it carries more meaning than transmitting the same message in writing.

7. Secrecy:

Secrecy can be maintained in oral communication. Confidential information is transmitted orally so that no evidence is maintained in writing.

8. Non-verbal clues:

Actions speak louder than words. The speaker can make out through actions of the receiver whether or not he has understood the message.

9. Inter-personal relations:

It is an effective medium of communication to develop healthy inter-personal relations amongst superiors and subordinates. Personal meetings and discussions create healthy climate in business organisations.

Limitations of oral communication:

1. Lack of evidence:

Oral communication has no proof as nothing is evidenced in writing. Matters discussed cannot be used for future reference. Thus, where references are required for decision-making, this is not a suitable medium of communication.

1. Limited time:

Though immediate feedback is a positive feature of oral communication, receiver has very little time to think. He may immediately say ‘yes’ to the proposal while actually it may not be possible for him to act upon it.

2. Costly:

Sometimes, meetings run for hours and end up without conclusions. This results in waste of time, money and energy. People deviate from the agenda and discuss issues not relevant to the frame of decided subject matter. It wastes time and energy to come to the point and take relevant decisions.

3. Lengthy messages:

When messages are lengthy, it is not a suitable medium of communication. Human memory cannot retain things for long. Both sender and receiver may not be able to recall the message, it is always better to write lengthy messages.

4. Geographical locations:

It is not a suitable form of communication where sender and receiver are separated by geographical distances. Talking on phone is costly and noisy. Travelling long distances for personal meetings may be costlier.

5. Attitudinal problems:

If sender and receiver have personal biases and prejudices against each other, oral communication becomes ineffective. They tend to find faults with others’ suggestions rather than arrive at consensus.

6. Misunderstanding:

Fraction of inattentiveness can result in loss of important information. This results in misunderstanding and varying perception about the message conveyed.

7. Noise:

Oral communication is prone to noise. Disturbance in telephone lines, mike connections, faxes, interference by the third person etc. reduces the effectiveness of oral communication.

9. Assigning responsibility:

It is difficult to assign responsibility and hold people accountable for mistakes and inaccuracies in carrying out the messages as they are not recorded for reference.

‘Actions speak louder than words.’ Our gestures and facial expressions can express what words cannot. We do not communicate through words alone. A pat on the back or a word of praise can motivate workers to do things that oral or written instructions cannot. In fact, body movements, gestures, voice, tones etc. account for about ninety three per cent of our communication. Only above seven per cent of communication is done through words.

Nonverbal communication takes place without use of words. It conveys messages through body movements and audio-visual signals. It helps to understand the mental and emotional state of the sender and receiver, form impressions about attitudes and behaviour of people and, thus, helps to improve the communication. It is a less deliberate and conscious form of communication. Gestures and expressions come on their own and reflect the effectiveness of communication.

Non-verbal communication can take the following forms:

1. Body language (kinesics)
2. Para language
3. Sign language
4. Space language, time language and surroundings.

A. Body Language (kinesics):

Body language is the language of body. It is the way our body communicates through its parts. Our face, eyes, posture, gesture etc. reflect our attitudes, emotions, mood, feelings (positive or negative) etc. A nod of head, blinking of eyes, waving of hands can indicate lot about our reflexes without actually speaking anything. ‘Face is the index of mind.’ Face can tell what we are thinking without actually saying the same.

While words speak consciously, body speaks sub-consciously. It always tells the truth. We can jumble with words but not with our body. Body also reflects our status. In a conversation of two persons, one of whom is sitting erect and tensed and the other relaxed and strong, it can be inferred that former is the subordinate and latter the superior.

“We talk with our vocal cords, but we communicate with our facial expressions, our tone of voice, our whole body.”

Study of messages conveyed by our body is known as ‘Kinesics’.

Our body speaks through its parts as follows:

1. Facial expression:

Face expresses what is going on inside us. Face speaks what words cannot. Fear, anger, surprise, sadness, happiness etc. are reflected through our facial expressions. The forehead, eyebrows, cheeks, lips etc. reflect our inner emotions. Though not very often, facial expressions give wrong signals also. A person may be frowning because of acute headache while his co-workers may take it as a sign of resentment.

2. Eyes:

Eyes, as part of the face, express how deeply we are involved in the discussion. When two persons are talking, direct eye contact is the most effective way of expressing oneself to the other. Raised eyebrows and eyelids express surprise or excitement.

Closed eyelids may express pain or deep concentration. Fixed eyes express concentration. Long eye contact reflects interest in the subject while brief eye contact reflects disinterest. Sometimes, eyes may send wrong signals also. Red eyes reflect anger but if a person has not slept the whole night, red eyes reflect lack of sleep and not anger.

3. Head:

Head position reflects confidence in the subject being discussed. Nodding of head shows that listener is understanding the speaker. Head held high is a sign of honour and self-confidence. A head bent low is a sign of modesty and politeness. In negative cases, it may even reflect shame and a sorry figure. Head posture is, thus, an important indication of non-verbal communication.

4. Gestures:

Gestures are the physical movements of arms, legs, hands and head. They reflect meanings which are usually understood by everyone. Tapping foot reflects impatience, tapping finger reflects thinking, pounding fist on the table reflects anger, ‘V is a sign of victory, a blink of eyes shows acceptance and twisting of lips shows disagreement.

5. Body shape:

Our body can take three shapes:

(a) Ectomorph: thin and tall,

(b) Mexomorph: strong, muscular and bony,

(c) Endomorph: fat, round and soft.

The shape of our body reflects our physical appearance, confidence level and character. Tall and erect body is seemingly more confident than stout and stooping body.

6. Posture:

Posture is the way we carry ourselves. An erect posture reflects confidence, a bent posture reflects thinking, relaxed posture reflects balanced state of mind, sitting backwards with legs apart is a sign of disinterest. The way we sit and stand reflects our attitude towards job and the person whom we are talking to.

7. Appearance:

Physical appearance, that is, the way we dress, do our hair style, wear make up, wear our shoes etc. greatly reflect our attitude towards our job and peers. Appearance is a strong form of non-verbal communication. Pleasant appearance attracts the listeners and non-pleasant appearance does not.

B. Para Language:

Para means ‘like’ and para language means ‘like language’. It is use of non-verbal communication, which is similar to language. It is closest in meaning to verbal communication. Words convey meaning through para language.

It indicates how a speaker speaks. ‘Thanks’ said with a sad face and ‘sorry’ said with a happy face do not convey the right meaning. Sarcasm, criticism, nervousness, calmness, joy, anger etc. are reflected through tone and pitch of the voice.

Para language facilitates non-verbal communication in the following ways:

1. Voice:

Voice is an important indicator of our personality. A soft voice indicates calmness and hard voice indicates harshness or strictness. A clear voice indicates clarity of subject and stammering voice indicates nervousness. Clarity of voice affects effectiveness of communication.

Voice takes care of the following aspects:

(a) Pitch variation:

Pitch of the voice means tone of the voice. Voice can have a high or low pitch. A person speaking at the same pitch becomes boring for listeners, howsoever interesting his subject may be. Voice modulation makes the speaker interesting. Some words also need extra stress to convey the right meaning.

High or low pitch indicates the following:

(i) Authority:

People having high authority tend to speak in high tone and those subordinate to them tend to speak in low tone or pitch. High authority people who are humble by nature, however, speak in low pitch.

(ii) State of mind:

People in excitement or anger speak in high tone and those in balanced mental state speak in low or soft tone. “Don’t raise your voice. I’ll not be convinced by your shouting” reflects high tone of a person in angry mood.

(b) Volume variation:

Volume means loudness. Voice should be loud enough for audience to hear.

Volume of voice is affected by the following:

(i) Mode of communication:

If the speaker is talking on phone, his volume has to be low but if he is addressing a seminar or conference, the volume is comparatively high.

(ii) Size of audience:

A large audience or gathering requires high volume of the speaker and a small gathering requires low volume.

(iii) Emphasis on words:

Certain words or sentences that need special attention are spoken at a higher volume than the rest.

(c) Speed and pause:

Speed is a great contributor to voice. Speed has to vary with the subject matter being conveyed. Important matters should be discussed at a low speed so that no part of the information is skipped out. Routine and general information may, however, be communicated at a fast speed. Use of grammatical pauses (comma, full stop, question mark, exclamation mark etc.) increases the efficiency of speed. Punctuation marks break the speed and add powerful influences to it.

Note the change in this conversation:

A: “How are you I have not seen you for long I hope everything is fine.”

B: “How are you? I have not seen you for long. I hope everything is fine.”

B’s communication is more powerful than that of A. Pauses make the speech powerful provided they are used at the right places.

(d) Non-fluencies:

Non-fluencies are the pauses that are scattered at intervals over the speech to make it more interesting and understandable. Use of words like ‘ok’, ‘all-right’, ‘Is it clear’, ‘oh’, ‘uh’, ‘um’ etc. make communication effective. They add fluency to the speech. They give breathing time to both speaker and the listener. Nevertheless, their use should be made judiciously. Using too much of these words can make communication boring.

2. Proper stress on words:

Proper stress on words clarify the meaning of the sentence.

(a) I am going with you:

The stress is on ‘I’. It means I and nobody else is going with you.

(b) I am going with you:

The stress is on ‘you’. It means I am going with none other than you.

Stress changes the meaning of sentences and conveys what the sender intends to convey.

3. Mixed signals:

What one wants to say and how he says must correspond with each other.

A says to B: “Please switch off the light. It’s been on for hours.”

B gets irritated and replies: “I switched it on just half an hour ago. How do you say it’s been ON for hours?”

Though A wanted to say that the light was on for quite some time, use of the word ‘hours’ miscommunicated the message.

‘What’ and ‘How’ of the message should go together to make communication effective.

Language can be improved by listening to good speakers and news channels on Television and Radio.

Para language is an important supplement to verbal communication. It makes verbal communication complete and effective. It tells about the personality, position, educational background and mental state of the speaker.

However, different signals convey different meanings in different cultures. Pauses in speech are considered good by Japanese but Americans prefer fluency in speech. Receivers or listeners must, therefore, be open-minded and patient when they are listening to people of different cultures.

C. Sign Language:

Signs are the symbols that convey almost 50 per cent of what we want to say. Sign language is a non-verbal form of communication where sender conveys message through symbols.

Sign language can be of the following types:

1. Visual signs:

Visual signs convey messages through pictures and drawings. Ancient civilisation speaks about itself through carvings and engravings on walls.

Use of posters, pictures, paintings, maps, diagrams, colours etc. is very common to convey the intended messages. Mathematical symbols like ‘<‘, ‘>’, ‘=’ are commonly used in solving mathematical problems. Geography and history books contain maps and charts.

Pamphlets used by tourism industry contain pictures of famous places to give a bird’s eye view to the tourist. Colours are also an important indication of messages. Red generally denotes anger, white denotes peace and green denotes progress. Pictures speak what thousand words together cannot. They make communication effective by attracting attention of the listener.

Presentations in seminars and conferences make ample use of visual signs through slides and graphs. Pictures make communication interesting and also reflect cultural background of the communicator. In the business world, posters and pictures are extensively used for advertising.

However, symbols must be used cautiously when people of different cultural backgrounds are conversing with each other as different symbols could convey different meanings in different cultures. Interpretation of symbols depends upon mindset of the speaker and the listener.

2. Audio signs:

Use of audio signals is an effective tool that supports non-verbal communication. Alarm clocks, siren, bells, ambulance, fire brigades and police vans have peculiar sound which convey standard meanings. The moment one hears the sound of an ambulance, one leaves way even if it is not carrying any patient. (Sound of a police van signals theft somewhere). If we have to take a 3.00 p.m. flight for which we want to get up at 12 midnight, phone alarm or alarm clock serves the purpose best.

Business houses make use of different audio signals to announce emergency, lunch break, starting of the day, end of the day, call a peon etc.

Audio signals make communication faster and effective. They are useful in time management and streamline working of the organisation. However, wrong use of such signals should be avoided, otherwise they become ineffective communicators.

Sign language, thus, cannot be a complete substitute for verbal communication in all cases. It is only an important supplement to verbal communication.

D. Space Language, Time Language and Surroundings:

The space around us, time and physical surroundings are as important non-verbal forms of communication as verbal communication.

Their importance is discussed below:

1. Space language:

Study of communication through space around us is known as space language or ‘proxemics’. Say, we are standing four feet away from our boss and communicating with him. Whether we can reduce this distance or not depends upon how close and intimate we are with him.

If we want to communicate with our friends and relatives, space language can specify the distance we would like to maintain with them and whom we would tolerate in that space. How close we are to the person with whom we are communicating, what is his status, what is our relationship with him, are reflected through the space or distance we maintain with him.

Edward T. Hall presents the space language through the following distances:

(a) Intimate space language:

This indicates a space of 18 inches between the communicators. Within this space, body language is more effective than spoken language. This space is occupied by those who are very close and intimate, like friends, relatives or official contacts. Communication in this space is usually done through eye contacts, whispers, handshakes etc. In the official context, confidential and sensitive matters are generally discussed in intimate space.

(b) Personal space language:

This space varies between 18 inches and 4 feet. Within this space, people talk to personal friends and visitors who may not necessarily be in very close proximity with each other. Normal conversation is carried within this space which is personal but not confidential. In official context, it may relate to important business decisions.

(c) Social space language:

This space varies between 4 feet and 12 feet. This is used for formal business communication. It is not affected by personal relationships, expressions and feelings. Communication is planned and dominated by reason.

(d) Public space language:

It is the space beyond 12 feet. It is used to convey formal messages. Speaking in large seminar halls or addressing public gatherings during elections are examples of public space language. Emotions and personal biases find no place in this form of space language.

Use of space also indicates the way people wish to interact with others. People who sit in the front are active communicators while those who sit at the back are generally listeners. They are not much interested in communication.

Though space or distance between communicators largely tells about the relationships between them, it may not always be so. A doctor and a patient, a lawyer and his client sit very close to each other while communicating but their relationship cannot be described as informal.

2. Time language:

‘Time is money’. Work done in time speaks a lot about the worth of the candidate. An employee who always reaches on time reflects his loyalty and interest in the job. People who value the time high are also valued high by others. Directors and secretaries of government organisations often give appointments to people to indicate value of time for them. Time taken to complete a task indicates worth of the task and the person performing that task.

Time management is a widely practiced field of management today.

3. Surroundings:

Surroundings represent the physical environment in which we work. A well-furnished, carpeted, softly coloured office with a well-designed layout and beautiful paintings on the walls, speaks a lot more than an office with ordinary layout and furniture. The way we decorate our homes also speaks about our taste, status and background.

Architects and structural engineers are widely consulted to give size and decoration to the rooms that can attract business clients and also provide a positive environment to people to work. Environment or physical surrounding is an important non-financial incentive that promotes organisational productivity and profitability.

Kinesic communication is the technical term for body language, i.e., communicating by body movement. We call the study of kinesic communication kinesics. Kinesic communication is a non-verbal form of communication. However, it is not the only non-verbal way of communicating with other people.

When we communicate with others, we can speak, i.e., utter words. We can use body movements such as gestures and facial expressions. We can also write letters, texts, and emails to other people.

People in one ship can communicate with those in another ship using Morse code or flags.

Kinesic communication is one of the many ways we can communicate non-verbally. Non-verbal communication is one of the processes of conveying messages without writing or uttering words.

Kinesics or kinesic communication is all about communication through body movements, such as gestures and facial expressions. It is all about non-verbal behavior using any part of the body. It also includes communicating using the body as a whole.

In popular culture, we call this ‘body language’. In fact, the founder of kinesics, American anthropologist Ray Birdwhistell (1918-1994), never used the term ‘body language’.

He did not like the term, insisting that our bodies do not convey what linguists define as ‘language.’

“Facial expression, gestures, posture and gait, and visible arm and body movements.”

Birdwhistell filmed people in social situations and analyzed them. He showed how humans communicate in ways we had not clearly seen before.

He argued that all body movements convey meaning. In fact, he believed that non-verbal behavior had a grammar. A grammar that we could analyze in similar terms to spoken or written language.