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Note for English Communication Skills - ECS by Snigdha Tripathy

  • English Communication Skills - ECS
  • Note
  • Biju Patnaik University of Technology Rourkela Odisha - BPUT
  • Computer Science Engineering
  • B.Tech
  • 16 Topics
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Syllabus Introduction to Managerial Communication 1.1 Communication challenges in today’s work place: Advances in technology; Culturally diverse workforce; Team-based organizational Settings. 1.2 Effective Business Presentations: Importance in managerial communication; Planning, Preparing, Organizing, Rehearsing, and Delivering Oral presentations, Handling Questions; Power Point Presentation Introduction to Managerial writing 2.1 Business letters: routine and persuasive letters, bad news letters, sales letters, job application letters. 2.2 Writing CVs. 2.3 Memos, notices, circulars, emails. 2.4 Business reports and proposals. Soft Skills 4.1 Communication skills and Soft Skills. 4.2 Mastering the art of giving interviews, Types of interviews, Planning and Preparing for a Job Interview; Frequently Asked Questions in a Job Interview; Stages of an Interview; Important Non-verbal Aspects; Strategies for success in Job Interviews. 4.3 Business and social etiquettes. 2|Page

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Chapter 1 Introduction to Managerial Communication Managerial communication is a function which helps managers communicate with each other as well as with employees within an organization. Communication helps in the transfer of information from one party (the sender) to the other party (the receiver). Managerial Communication helps in the smooth flow of information among managers, working towards a common goal. A clear and easy-to-understand message is required for effective communication among Managers of an organisation. This, in turn, helps the team members to know what their manager or team leader intends to communicate. Effective Managerial Communication enables the information to flow in its desired form among managers, team leaders and their respective teams. Ways of Managerial Communication A successful Manager is one who communicates effectively with his/her subordinates. It is really essential for Managers to express their views clearly for the team members to understand what exactly is expected out of them. Usually there are two ways Managers communicate amongst themselves and with their subordinates: 1. Oral Communication Communication done with the help of words and audio is called as oral communication. No written records are available in verbal communication. In oral communication, individuals need to be very careful about their speech. What they speak and how they speak matter a lot. Managers must choose the right words to address their team members, so that they are not confused. One has to be loud, clear and precise while interacting with employees at the workplace. 2. Written Communication Communication is also done through emails, letters, manuals, notices and so on. Such mode of communication where written records are available is called as written communication. Managers inculcate a practice of communicating through e-mails with their juniors as it is the one of the most reliable modes of communication. It is essential for the Managers to master the art of writing e-mails. Using capitals, bright colours, designer font styles in official mails should be avoided. The sender’s signature must be correct. Body Language Apart from verbal communication, non-verbal communication also plays an important role in Managerial Communication. Managers must also take special care of their body language, facial expressions, and gestures for effective communication. A manager who always has a frown on his face is generally not liked and respected by people. Being a Boss does not mean he/she needs to shout at people to get the work done. Be warm and friendly with your team members. 3|Page

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Chapter 2 CoMMuniCation ChallengeS in today’S workplace: 1. Advances in technology Technology has changed our lives to the point where we hardly seem to notice it any more. It is all around us and in everything we do, from the electricity powering our homes to the broadband and wireless we use on our computers. Recent technological developments have led to our devices becoming smaller, faster and more mobile. We can now call someone on the other side of the world and talk with them via a video link on the screen of a smart phone. But as much as technology has changed the way we communicate personally, it has truly revolutionised business communications. Technology has facilitated Business communication by making it organised, clear and easy to handle. New business communication tools Where once we would have stored business information in papers, files and cabinets, now the same information is referred to as ‘data’ and 99% of it is stored in digital form. What this means is that if someone in another city needs to see a file, instead of having to courier it to them overnight we simply attach it to an email and send it to them instantly. The medium that has made this possible is the Internet. This revolutionary medium has allowed business communications to become faster, more efficient and completely free from geographical limitations. The Internet has made possible a wide range of new business communication tools including: ✓ Email – This has become the main form of communication for many businesses, as it is relatively fast and very cheap and can be used to forward and receive additional files attached to each message. ✓ Instant messaging (IM) – IMing is faster and more convenient than email or telephone, and is an excellent way for employees to communicate with one another in real time. ✓ Social media – Social media has allowed businesses to communicate on a much more personal level with their customers. ✓ Targeted advertising – Using tools such as Adwords, businesses can now target potential customers much more accurately. ✓ Cloud computing – This allows employees to maintain communications with the company and retrieve and send information from remote locations. ✓ Video conferencing – Video conferencing allows participants to attend virtual meetings with colleagues and clients via a video link on their tablets or smart phones. ✓ WebRTC – This is new technology being developed right now, which will allow businesses to communicate directly with customers via their websites using embedded audio and video applications. 4|Page

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New business communication apps Along with improving business communications through tools that use the power of the Internet, technology has also seen the development of many new applications that enhance communication power even further through integration. These include: ✓ Google Chat – This app brings all of Google’s tools such as Google Search, Google Apps, Gmail and Google+ together on one platform, allowing users to make voice and video calls right from Gmail. It also keeps logs of every communication. ✓ Yammer – Much like Twitter, this application allows employees to log in using their company email addresses and chat, collaborate on projects and send messages to each other in their own private communication space. ✓ Teambox – This business collaboration app is a fully integrated project and task manager, providing a range of features including chat, text, planning tools, notes, file storage and even time tracking. ✓ GoToWebinar – This presentation application allows users to create webinars (web seminars) and address up to 1,000 people live online. The app includes practice sessions, Q&A sessions and the ability to share additional documents. The Implications for Business The development of these new communication tools and applications has not only made business communication faster and more efficient, but also changed the way we do business in a number of areas. ✓ Mobility – Mobile communications that allow employees to access the office from anywhere has led to many businesses becoming more mobile. The head office with massive overheads has become less necessary, and downsizing and workspace sharing are becoming a more costefficient option. ✓ Outsourcing – Because employees can communicate from anywhere, housing them under one roof is no longer a necessity. This means that businesses can outsource many core processes such as accounts and IT and can also recruit further afield for employees. ✓ Globalisation – The ability to communicate with anyone, anywhere, anytime has also meant that businesses are no longer restricted to local markets, so are now free to trade with international businesses and develop new customer bases all over the world. ✓ Remote workforce – New communication tools also allow more employees to work from home, which saves a business money through not having to house employees in an office and also improves employees’ work/life balance. This in turn improves productivity. ✓ Reduced travel – Ironically, as the world is opened up through better communication, the need to physically travel overseas is reduced. Video conferencing can save a business a great 5|Page

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