UNIT I

Corporate Dressing and Personal Grooming

Corporate dressing refers to sensible dressing at work place which helps an individual to make a mark of his/her own in the first meeting itself. Corporate dressing teaches an individual to dress according to the organization culture. Do not wear something which will make you feel odd one out at the workplace. Dressing sensibly makes you feel confident throughout the day. Believe me; you do not feel like working if you wear a wrinkled shirt or ill-fitting pants to work. No one knows you better than you yourself. It is not necessary that something which looks good on your colleague would also look good on you. Don’t purchase anything just because it is in fashion. Please use your common sense. If a dress is not looking good on you at the showroom, it will look the same even at home. Dress according to your body type, weight and complexion. Remember, appearances are extremely important.

Corporate dressing plays a crucial role in enhancing one’s personality. An individual with a pleasing personality is respected and appreciated by all. He can easily charm anyone and win people over.

You need to feel good about the way you look. Make sure your clothes fit you well. You need to feel comfortable in your dress. Too tight and revealing clothes make you popular at the workplace for all wrong reasons. Nobody bothers to notice you, if you are not sensibly dressed. Formal dressing, if done correctly helps you create the first impression. Remember, you seldom get a second chance.

Personal grooming and corporate dressing actually go hand in hand. Donning an expensive business suit will not help, if you are not neat and clean. Here comes the importance of personal grooming. Personal grooming is defined as the art of cleaning and maintaining one’s body parts. Personal grooming is essential for everyone irrespective of the gender and nature of profession. Personal hygiene, if neglected can ruin your personality. Would you feel like speaking to someone who has bad breath or someone who has sweat stains all over his shirt? I am sure the answer would be a big NO. The same goes with others as well. Flaunt your clean, simple yet elegant look.

Male professionals need to:

Shave Daily/Trim moustache or beard
Comb hair properly
Wear crisp, wrinkle free shirts preferably in subtle colours and well fit trousers in blacks, blues or greys.
Wear a mild perfume
Trim his nails

Female professionals need to:

Tie hair in a neat ponytail or bun.
Wear flats to work.
Wear minimal make up
Get rid of facial hair or hair in any other body part(hands, legs, area around the lip)
Smell good
Clean their hands, feet and take care of finger as well as toe nails. Preferably use a transparent nail paint.

Avoid wearing loud colours to work. Casuals, chunky jewellery, stacks of bangles, multiple chains /bracelets are strict no at workplaces. Corporate dressing along with personal grooming help you create a presence that exudes professionalism, leadership, confidence and elegance.

Importance of Corporate Dressing

Corporate dressing refers to the art of dressing formally and correctly. Corporate dressing helps an individual to dress according to his work profile and organization culture. Formal dressing, if done correctly goes a long way in shaping one’s personality. People take you seriously if you are dressed sensibly. Remember no one likes to speak to an individual who does not know how to carry himself/herself. Going to work in formals helps you create an image of yours. Dressing correctly helps you stand apart from the rest and be a role model for others.

Importance of corporate dressing:

Dressing formally not only reflects your image but also the organization you represent. You need to follow a proper dress code at the workplace. An individual just can’t afford to be casually dressed for important business meetings or presentations. Remember, you are not only presenting yourself but your organization. An individual who looks presentable is liked and appreciated by all. Someone who is formally and sensibly dressed does not have to try too hard to impress a client.

(Example: Paul was a marketing professional who had to deliver a presentation on his organization’s new offerings at one of his client’s office. He never really bothered about his dressing. He wore a worn out jeans teamed with a T Shirt along with chunky bracelets and earrings. He even forgot to polish his shoes.

Paul was denied entry to the office. The lady sitting at the reception refused to let him go inside the board room and meet the senior officials.

Do you think the receptionist was at fault? Absolutely NO)

This is really not how one should be dressed for business meetings. No one will tell you what you have to wear to work daily. Do not step out of home unless you see yourself in the mirror.

Corporate dressing helps you develop a magnetic personality which attracts other individuals. You need to have that charisma and dressing formally helps you in the same.

Corporate dressing helps you inculcate a good and healthy culture at the workplace. Individuals tend to lose interest in their work if they are not formally dressed. Believe me, you really don’t feel like working if you are dressed in T shirt and jeans on a Monday. Avoid wearing T shirts, ripped jeans, sneakers, hats, chunky jewellery to work. (Weekends are an exception!).T shirts, torn jeans, multiple chains are a strict no no in corporate settings as they spoil the decorum of the organization. Female employees should avoid wearing chandelier earrings, stacks of bangles and so on. There is absolutely no need of flaunting your gold jewellery at workplace. Remember, price has nothing to do with corporate dressing. You really don’t need to burn a hole in your pocket to buy designer business suits. Dress sensibly. Corporate dressing helps you flaunt your simple, clean yet elegant look.

Corporate dressing helps you create that first impression. Remember, first impressions are important and they help you throughout your life. If you fail to impress someone in the first meeting, you will never get a second chance.

Formal dressing makes you feel confident at work. You get that energy and confidence, the moment you wear your crisp white shirt along with a black well fit trouser. Dress code makes an individual disciplined and inculcates a sense of team spirit among employees.

Business Dressing Etiquette

It is rightly said that “a man is known by his dress and address”. Donning the right business attire will not only help you make a mark of your own but also climb the success ladder in the shortest possible time span. Do not just pull out anything from your wardrobe and wear it to work. Remember you can’t wear your party outfit to work just because it is expensive and looks good on you. It is not necessary that a shirt which looked good on you five years ago will still look good on you. Know what you are wearing. Do not step out of your home unless you see yourself in a full length mirror.

Do not wear loud colours to work. Blue, Charcoal grey, White, Black, Khaki are essentially some colours which every business wardrobe should have. Colours based on a neutral colour palette look good at the workplace.

Never wear gaudy accessories to work. Avoid wearing big earrings and too many bangles at workplace. The clattering sound of your bangles every time you hit the keyboard will not only disturb you but also others sitting around you. Do not blindly follow others. You need to create a style of your own. Keep your dressing simple yet elegant.

Make sure your clothes are clean and ironed properly. Remember, an individual to a large extent is judged by his clothes. Make sure your shoes are polished. You can keep a shoe shiner handy just in case you travel by bus or any other modes of public transport. Carry a black leather briefcase/bag to keep your laptop and other important files and documents.

One needs to smell good at the workplace. Apply a mild perfume.

Be very careful about the fit of your dress. Do not wear something which is too tight or too loose on you. Females ought to avoid body hugging and revealing tops to work. Dresses with a deep neckline are not meant to be worn at offices. Skirts should not be above the knee. Females should prefer wearing flats to work. Avoid being a make-up box. Females with long hair can tie their hair in a neat bun or a high pony tail.

Men should always tuck their shirts into pants to look professional. Make sure the shirt you are wearing is crisp and clean. Avoid wearing short sleeve shirts to work. Do not roll up your shirt sleeves and never keep the button which holds your collar open. Do not wear embroidered belts or belts with a broad buckle to work. Belts are not meant to hold your cell phone holders.

Do not wear a tie just for the sake of it. Remember your tie needs to complement your overall look. The tip of your tie ideally should touch the upper edge of your belt’s buckle. Wear socks to work.

Price has nothing to do with “smart dressing”. No one will ask you to show the label. Make sure whatever you are wearing goes with your personality and looks good on you. You need to be comfortable in your office attire.

Last but not the least do not forget to flash your trillion dollar smile. No dress would look good on you if you look sad and gloomy.

Corporate Dressing for Men

Most organizations expect their employees to dress well. One needs to dress appropriately as per the work culture for a pleasing personality. It is not necessary that you have to wear your business suits daily to work. A crisp white shirt teamed with a black well fit trouser can give you that desired professional look. Corporate dressing does not mean flaunting designer business suits but to dress appropriately in lines with the organization culture. Never wear casuals to work. Dressing formally helps to create the right professional image.

Here are few tips to dress correctly at work.

Neutral colours such as blue, grey, white, khaki, black are guaranteed hits in a corporate setting. Avoid wearing party shirts to work. Do not wear loud colours or patterns that are too bold. Subtle colours look good in offices. Plain shirts are always in style but you can also go for shirts in stripes, checks or micro-checks. Colours such as red, yellow, orange usually are not preferred to be worn at the workplace.

Polka dots shirts or shirts with sequins are a strict no-no in organizations. Avoid wearing short sleeves to work. Full sleeves shirts look professional. Make sure your sleeves touch the base of your hand. Do not roll up sleeves at work. Take care of the fit of the trouser. Slim fit or flat front trousers in solid colours such as grey, black, blue look best at workplaces. Avoid baggy trousers as one looks lazy and sloppy in the same. Your shirt should not be too tight. You should be able to button your shirt properly without any gaps. Clothing should be clean, wrinkle free and ironed.

Shoes should be polished. Keep a shoe shiner handy. Prefer dark leather shoes (Black or Brown) with black laces. Wear dark coloured socks to work. Do not wear sports shoes or sneakers to work.

Avoid wearing chunky necklaces or too many bracelets to work. Remove all other rings except your wedding ring. Remember, there is a huge difference between your college and professional life. College were the days when nobody told you anything when you wore ripped jeans, T shirts, sneakers, hats and proudly flaunted your tattoos and body piercings. If you wear an earring, remove it immediately. Tattoos and body piercings are not at all acceptable in a professional environment.

If you have a moustache, make sure it is neatly trimmed. Do not attend office with beard unless and until there is an emergency.

Remember, your tie should complement your overall look. Silk ties are always a safe bet. Do not wear ties in loud colours or jazzy patterns. The tip of your tie should touch your belt buckles.

Hair should be neatly combed for a professional look. Short hair looks best in offices.

Avoid wearing strong cologne or perfume. You don’t need to tell others that you have arrived at work.

Avoid chewing gums at work. It looks completely unprofessional.

Do not wear flashy belts with broad buckles. Wear leather belts in dark colours preferably black or brown.

Do not carry a thick wallet or keep your car keys in pocket as it creates an asymmetrical bulge under your clothes.

Corporate Dressing for Women

It is often observed that female professionals do not bother much about the clothes they wear to work. Never overlook your professional attire. Remember clothes help you create the desired “first impression”.

Let us go through some corporate dressing tips for women.

Be careful about the fit of your dress. It is not necessary that a dress which looks good on your colleague will also look good on you. Dress according to your physique, body size, body type, weight, complexion and so on. A dress needs to fit you well. Avoid wearing something which is too tight or too loose. Wearing clothes that fit you well makes you feel confident at the workplace. Do not wear body hugging clothes to work.

It is always wise to dress according to your office culture. Business suits look best in colours like Blue, Black or Charcoal grey.Business suits constitute a crisp shirt teamed with a matching trouser or skirt. Shirt should be preferably in light shade and properly tucked into the trouser. Skirts should touch the knee or below. Be very careful about the overall fit of the trouser. Baggy trousers will make you look lazy and sloppy.

Avoid wearing loud colours to work. Colours such as hot pinks, reds, deep purples look odd at the workplace. They are meant to be worn at parties and get togethers with friends. Animal prints and jazzy designs are not meant for offices.

See through dresses, spaghetti tops, minis, blouses with a deep neckline are a strict no no at the workplace. Such dresses attract people for all the wrong reasons. Remember office is not a place where you can wear your sneakers, jeans, hats, shorts and so on.

Female executives should avoid wearing heavy jewellery to work. Stud earrings look simple yet elegant on female professionals. Do not wear chunky necklaces, large earrings and stacks of bangles at workplace. Flaunting your gold jewellery at office is foolish. Do not wear ring on every finger. Avoid wearing multiple bracelets. An elegant and simple watch looks best on professionals.

Do not wear loud make up to work. A nude look works best in offices. Don’t overdo your make up. Instead of a bright lipstick, a lip-gloss looks better and you can even reapply the same whenever needed. Minimal make up can not only make you look good but also extremely professional. Never apply layers of foundation on your face. Avoid cakey make up at workplace.

It is important to smell good at the workplace. Keep a mild perfume handy.

Your handbag must go with your outfit and complement your overall look.

Make sure your hands are clean and nails properly trimmed and manicured. Avoid applying bright and gaudy nail paints.

Body piercings (eyebrow piercings or lip piercings) and tattoos of any kind should be strictly avoided in organizations. Do not wear more than one earring at the workplace.

Hair should be neatly combed and properly tied. Messy hair is not at all acceptable at workplaces. Do not adopt weird hairstyles at work.

Wear flats or platform heels to work. Your heels should not be more than 2 inches.

Personal Grooming Tips for Men

Personal grooming plays an essential role in enhancing one’s personality. Remember, a lot depends on your first impression. Grooming and hygiene help you make a mark of your own in the first meeting itself. Many men wrongly think that personal grooming is for females only. Every individual irrespective of gender should look clean, fresh and hygienic.

Personal grooming tips for men

Follow a strict skin care regime. Men generally tend to ignore their skin. Believe me, there are men who think that taking care of skin is a girl thing, but they are sadly mistaken. One needs to take care of his skin to keep it glowing and healthy. Wash your face with a good soap or face wash depending on your skin type. Pat dry your face rather than rubbing it with a hard towel. Do not use hard soaps on your face. Pick up a good body wash. Apply a soothing moisturizer to keep it soft, supple and nourished. Avoid excessive smoking as it takes away the glow from your face and makes it look dull. There is no harm in applying a good sunscreen lotion especially those who have to spend maximum part of the day in sun. Use a lip balm to avoid chapped lips.

Use a good quality razor when it comes to shaving. Cheap and local blades can give rise to unwanted cuts on your face. Pick a good aftershave lotion to retain the moisture in your skin after every shave. Nose hair looks disgusting and must be trimmed regularly. Clean hair on your earlobes for a neat look. Trim your moustaches daily. Do not go to work with a beard. Shave regularly for a clean look.

Get an appropriate hair-cut done according to the shape of your face. Keep your hair detangled by combing it regularly. Purchase a good shampoo and conditioner according to your hair type. If you are in doubt, consult your salon professionals.

Keep your hands clean. Cut your nails short and keep it dirt free. Make sure to wash your hands after every meal. Do not wear unnecessary rings, bracelets, multiple chains or earrings. They look completely unprofessional.

Wear a mild perfume. Do not apply a strong deodorant.

Brush your teeth regularly. Food stuck in between teeth looks unappealing. Visit your dentist on regular intervals.

Take care of the fit of your shirt and trouser. Make sure your shirt is clean and wrinkle free. Slim fit trousers look best at workplaces. Do not simply pull out clothes from your wardrobe and wear them. Clothes ought to be ironed properly.

Drink at least two litres of water daily to maintain the glow on your face.

Exercising regularly keeps you fit and also enhances your self confidence. Develop a habit of getting up early in the morning and going for a walk. Believe me; it will keep you fresh throughout the day. Maintain an active lifestyle.

Do not blindly copy others. Create a style of your own for others to follow you. Be a role model for others.

Shoes must be polished. Wear leather belts which go with the colour of your trouser.

Personal Grooming Tips for Women

Personal grooming refers to an art which helps individuals to clean and maintain their body parts. Human beings need to wash, clean their body parts to look good and for personal hygiene as well. Personal grooming helps in enhancing an individual’s self esteem and also goes a long way in developing an attractive personality.

Personal grooming does not mean applying loads of makeup and wearing expensive clothes. It refers to cleaning and maintaining each and every body part for a pleasing appearance. No one likes to talk to someone who is dirty and does not take care of personal hygiene and grooming.

Personal Grooming Tips for women

Do not keep long hair if you can’t maintain it. Remember your hairstyle must suit the shape of your face. It is essential to wash your hair at least thrice a week (especially if you are working) with a good shampoo and a mild conditioner. Excessive shampooing can also sometimes damage your hair. Do not forget to apply hair oil to provide the required nourishment to your hair. Comb your hair with a good hair brush which does not break your hair. Never scratch your head in public. If you have medium to long hair, tie it properly in a neat bun or a high pony tail.

Nothing looks better than a glowing and healthy skin. Merely applying layers of makeup will not make you look beautiful unless you are healthy from within. Drink lots of water and do take care of your diet for a flawless skin. Intake of fruits and green vegetables will restore the glow on your face. Sleep well. Wash your face at regular intervals and make sure you do not sleep with your makeup on. Do not apply just any cream on your face. Go for a trusted brand and something which you have used before. Never step out in the sun without applying a good sunscreen with SPF of minimum 25. (Ideal for Indian skin).Choose the right moisturizer to avoid chapped skin in winters. Do not forget that all cosmetics come with an expiry date. Replace your cosmetics within seven to eight months of purchase. It is always advisable to go for a patch test before trying a new product.

Females should regularly remove hair around their lips. Eyebrows should be shaped whenever required. You can also use a good bleach to lighten your facial hair. Excessive bleaching leaves your hair hard and dry. Be very careful!! Unwanted hair on your hands, legs, underarms or any other body part should be regularly removed as they make a women look unpresentable.

Hands should be clean and nails properly trimmed and manicured. Many women tend to ignore their feet and toe nails. Give yourself a pedicure once in fifteen days to keep your feet healthy and clean. Apply a good foot cream to get rid of cracks. Do not apply gaudy nail paints. Coat your nails with a transparent nail shiner. Dirty fingernails not only look disgusting but are harmful for your health as well.

Who says you have to apply layers of make-up to look good? You can make heads turn even with minimal make up. Never apply cakey makeup. Applying excessive foundation will not give you a white complexion but make you look like a clown. Do not overdo colours on lips or eyes. Red patches on face look undesirable. Go for a simple look.

Dress sensibly. Make sure your clothes are clean and properly ironed. There should be no visible sweat stains on your dress. Remember, a female must always smell good. Apply a mild deodorant or talc. Look fresh.

Flash your smile quite often. Visit your dentist once in six months. Make it a habit to brush your teeth twice a day for that beautiful smile.

BUSINESS DINING ETIQUETTE

Meals are a common part of both the job search process and working with clients in the business world. Below is a list of tips to keep in mind when dining for business.

Basic Table Manners

• If you are someone’s guest, wait to sit until you receive a signal.

• If you are a host, point out chairs for your guests.

• Wait for your host to begin to eat. If you are at a table of 8 to 10 being served by waiters, wait to eat until all at the table have been served.

• Offer to the person on your left and pass everything to the right.

• Pass the salt and pepper together. Also, do not season your food before you have tasted it.

• Used silverware should never touch the table; rather, they should rest on your plate.

• Place your napkin on your chair if you leave the table during a meal. Place your dirty napkin to the left of your plate only when everyone has finished and you are ready to leave the table.

• Rise if you are a man and a woman next to you leaves or returns to the table.

• It is inappropriate to ask for a doggy bag when you are a guest. Save the doggy bag for informal dining situations.

• It is best to order food that can be eaten with a knife and fork. Finger foods can be messy and are best left for informal dining.

• Do not order alcoholic beverages. Drinking too much when dining out is one of the most disliked behaviors.

• Do not smoke while dining out.

• Sit up straight at the table.

• When you are not eating, keep your hands on your lap or resting on the table (with wrists on the edge of the table). Elbows on the table are acceptable only between courses, not while you are eating.

• Never chew with your mouth open or make loud noises when you eat. Although it is possible to talk with a small piece of food in your mouth, do not talk with your mouth full.

• Do not slurp soup from a spoon. Spoon the soup away from you when you take it out of the bowl and sip it from the side of the spoon. If your soup is too hot to eat, let it sit until it cools; do not blow on it.

• You should not leave the table during the meal except in an emergency. If you must go to the bathroom or if you suddenly become sick, simply excuse yourself. Later you can apologize to your host by saying that you did not feel well.

• If a piece of your silverware falls onto the floor, pick it up if you can reach it and let the server know you need a clean one. If you cannot reach it, tell the server you dropped a piece of your silverware and ask for a clean one.

• If you or someone you are dining with is left-handed, it is best for the left-handed person to sit at the left end of the table or at the head of the table. This arrangement helps ensure that everyone has adequate elbowroom to eat comfortably. However, if the person you are eating with is not familiar with the fact that you are left-handed, do not mention it.

• Never spit a piece of bad food or tough gristle into your napkin. Remove the food from your mouth using the same utensil it went in with. Place the piece of food on the edge of your plate. If possible, cover it with some other food from your plate.

• Have some general conversation topics ready at all times.

• Say “no thank you” if you don’t like or want something.

• Eat at a moderate speed and don’t make others wait for you to finish. Remember—you’re first priority is the business, not the food. You can always eat more lately if needed.

• Don’t make a big fuss if you spill or break something.

TELEPHONE AND EMAIL ETIQUETTE BASICS

•Know your audience and choose an appropriate tone. It is always best to err on the side of formality until you’re sure you are on more familiar terms. Address individuals in a respectful manner (Professor Jones, Ms. Smith); do not use first names until given permission. Do not shorten first names without permission (use Daniel, rather than Dan, for example.)

•Identify yourself, on the phone and in email, by your first and last names. It’s likely that your contact knows more than one person with your first name

• Use proper grammar and Standard English, orally and in writing

• Remember your manners – always say “please” and “thank‐you” On the phone:

•Listen to your voicemail greeting. Is the content of your message appropriate for all callers? Do you identify yourself clearly? Does your voice convey an acceptable image of yourself to prospective employers or to faculty members?

• When leaving a message for others on voicemail enunciate and speak slowly. If the recipient has to play your message several times to understand your name or to copy down your number, you’ve made an immediate bad impression. Cell phone signals can be unpredictable. If you have left a message for someone, and your call is not returned, call again. Do not assume that the recipient was able to hear your message clearly

• Check messages often and return all phone calls promptly

• Remember, your interview starts the moment you pick up the phone. Many employers’ pre‐screen applicants on the phone before interviewing them in person. Be professional and courteous

When writing email:

• Use your NEU email address or another conservative email address. Reserve clever or personal email addresses for friends and family

• Make sure the subject line relates to the content of your email

• Exercise caution and discretion when using “cc”, “bcc” and “Reply to all”

• Begin the email with a polite salutation, such as Dear Professor Jones, or Hello Ms. Smith

• Make requests or ask questions politely; do not make commands

• Use standard punctuation and capitalization. Spell check every message

• Avoid profanity and slang

• Reread every message before sending, checking for appropriate tone and for clarity. If you have written mail in a state of duress, delays sending the email until you are calm and can review tone and content objectively

• Sign your name with a respectful closing, such as “Thanks” or “Sincerely”

•Remember that company email belongs to the company and is not necessarily private. Do not write anything that you would be ashamed to speak out loud

• Use work email for business purposes only

• Save professional emails for future reference and documentation

A Code of Ethics in the Workplace

Corporate Values Establish Ethical Obligations in the Workplace

In order to develop an effective code of ethics in the workplace one must first identify potential ethical issues to be covered by such a code. Here is the list to the top ten ethical issues from the perspective of top management and employees in the workplace.

· Misreporting the amount or number of hours worked.

· Taking credit for the work of another person.

· Stealing resources (i.e. cash, inventory) or falsifying financial statements.

· Treating others unfairly including employees, customers, and suppliers.

· Accepting gifts or other forms of payment that might cloud one’s objectivity in decision-making.

· Getting too personal with any colleague or superior in a professional setup. Sexual harassment occurs when such actions create a “hostile work environment.”

· Violating one’s confidentiality obligation to the organization by divulging sensitive information.

· Using sensitive company information for personal gain including insider trading.

· Misrepresentation of data, knowingly or unknowingly. It also involves failing to report such misrepresentation by other employees of the organization.

· Failing to disclose all the information the public has a right to know. This would include product safety and financial information.

In developing a code of ethics the preference is to use a values-based approach. They are:

Honesty

· Do not lie or deceive stakeholders in conducting business operations

· Fully disclose all the information that stakeholders have a right to know

Trustworthiness

· Act in a reliable manner by exercising diligence in business decision making

· Be consistent and dependable in word and deed

Fairness

· Judge performance in the workplace in an unbiased manner

· Act in accordance with established standards of behavior (i.e. code of conduct)

Integrity

· Keep promises and carry through decisions with ethical action

· Act to prevent improper behavior or to stop it once it has been detected

Responsibility

· Meet obligations to stakeholders

· Accept the consequences of decisions and act to improve corporate behavior

Civic virtue

· Follow the laws and customs of society

· Act in a socially responsible manner

Unit II

Group

A group, in the context of organizational communication, is defined as a collection of individuals who interact with each other, accept expectations and obligations as members of the group and share a common identity. Group activities have certain advantages and disadvantages.

Discussion

A discussion is understood as an activity of sitting and talking about a specific subject. The word ‘discuss’ has been derived from the latin root ‘discutere’, which means to shake or strike. Thus ‘discussion’ refers to thoroughly shaking up the subject that is, examining it thoroughly to reach a conclusion.

Group Discussion

Group discussion is an important activity in academic, business and administrative spheres. It is a systematic and purposeful interactive oral process. Here the exchange of ideas, thoughts and feelings take place through oral communication. The exchange of ideas takes place in a systematic and structured way. The participants sit facing each other almost in a semi-circle and express their views on the given topic/issue/problem.

Group discussions are unstructured and less formal compared to meetings or conferences wherein specific roles are assigned to the participants. In a group discussion, an individual’s thought process is influenced by the views and opinions of the other members. It also depends on where and in which direction the mood of the discussion moves. In a group discussion, each participant is free to speak his views. A successful discussion involves both listening and speaking.

Characteristics of Group Discussions

Some of the salient features common to all group discussions are as follows:

(i) Interface: A basic feature of group discussions is the interaction among the various members of the group. They see, hear and communicate with each other orally by paying attention to each other.

(ii) Leader and Members: Group discussions are effective only when there is a group of members and a leader. The leader has to summarize facts and information, integrate them, stimulate thinking and agree to a unanimous solution of the problem. The members of the group become actively related to each other in their respective roles.

(iii) Participation: The effectiveness and efficiency of a group discussion depend, to a large extent, upon the active participation of the members.

(iv) Interpersonal Attraction: Another characteristic feature of a group discussion is interpersonal attraction. As long as interaction continues, the likes, dislikes, behavior and temperament of members are known to each other. Among them, empathy develops and as such they share each other’s problems.

(v) Pressure to Conform: In a group discussion, there is always an element of pressure to conform to norms. The pre-defined and established standards are always enforced and followed.

(vi) Conflict: A conflict is a difference or disagreement among the members of the group, which often arise during deliberations and discussions. A conflict is inevitable and usually develops when alternative solutions are present. It can stimulate the members to find new solutions to the problem. Thus, conflict is not necessarily bad. But if it arises due to the political behavior of the members it will have dysfunctional consequences.

Purpose of Group Discussions

Group discussions may serve various purposes. Some of them are:

(i) To reach a solution on an issue of concern

(ii) To generate new ideas or new approaches to solving a problem

(iii) For selecting candidates after the written test for employment or for admission to educational institutes

(iv) To provide us with an avenue to train ourselves in various interpersonal skills

Why is a group discussion an important activity at college level?

As a student, it helps you to train yourself to discuss and argue about the topic given, it helps you to express your views on serious subjects and in formal situations. It improves your thinking, listening and speaking skills. It also promotes your confidence level.

It is an effective tool in problem solving, decision making and personality assessment. GD skills may ensure academic success, popularity and good admission or job offer. Thus it is important to be able to take part in a GD effectively and confidently. Participants should know how to speak with confidence, how to exhibit leadership skills and how to make the group achieve the goals.

The panel which normally comprises of the technical and HR (Human Resource) experts of the company will observe and evaluate the members of the team. The rules of the GD – the time limit, panel’s expectations etc are explained after the initial introduction by the panel, soon after the topic or case to be discussed is given to the group members. The panel does not interfere during the discussion, it only observes. The panel at its discretion may provide some time to think over the topic or may ask them to start immediately. Each candidate is supposed to express their opinion either supporting or against the topic. The discussion carries on till the panel signals termination. It is left to the discretion of the panel to extend or cut short the given time.

Qualities Judged in a Group Discussion (GD)

Following important qualities are judged in a group discussion:-

1. Initiative

Initiative is the ability to take action without being told. The candidate who starts the discussion has this quality.

2. Subject Knowledge

Here, the selectors find out the following points :-

Whether the candidates have understood the meaning of the topic of discussion.
Whether they have proper knowledge about the topic. Here quality is given more importance than quantity.
Whether they have proper general knowledge.
Whether they have original ideas and whether they can develop these ideas logically.

3. Time Management

Here the best candidate is the one who :-

Expresses all his views within his own time limit.
Gives other candidates time to express their views.
Summarises everyone's views in a few minutes just before the discussion ends.

4. Communication Skills

Communication Skills are the ability to express ideas clearly and concisely.

5. Leadership Skills

The candidate who starts the discussion, fixes time limit for each candidate, maintains discipline during the discussion and summarises the discussion at the end has got leadership qualities.

6. Conflict Handling Skills

Sometimes, two or more candidates have a heated discussion and start shouting at each other during a group discussion. The candidate who steps in and cools them down has conflict handling skills.

7. Ability to work as a Team

The selectors also look for candidates who have the ability to work as a team member.

8. Group Acceptance

Selectors look for the candidate who is accepted by the others in the group. They reject candidates who try to dominate others. They also reject those who speak for a long time, not allowing other to speak. Similarly, those who interrupt other repeatedly are rejected.

9. Persuasiveness

Persuasiveness is the ability to influence others by your ideas. It is the ability to sell your ideas to others. This requires sound reasoning.

10. Open to other ideas

The selectors also look for candidates who have an open mind and accept good ideas from others.

Areas of evaluation in selection GDs

· Subject Knowledge:

Participants must possess a thorough understanding of the topic on which they are supposed to speak. You must prepare yourself to talk on a wide range of subjects. Be abreast of the current events, national and international affairs, burning social and economical topics, scientific and environmental issues, key newspapers’ controversial topics and any experience that may be expected of an educated person. As a member of the group, you are expected to contribute substantially to the discussion. The originality of your ideas, your knowledge and initiative and your approach to the topic or case contribute to your success in the group discussion. The best way to equip yourself is to read daily newspapers, good magazines, national and international journals and also watch new bulletins and informative programmes on the television. Internet is the greatest boon which provides you with everything you are looking for. The World Wide Web is a vast database of current authentic materials that present information in multimedia form and reacts instantly to a user’s input.

The greater your knowledge of the subject, the more enthusiastic and confident you will be during the discussion. Once you have understood the topic or issue, you should be able to generate ideas as well as organize them so that you present it well. You will have the ability to analyze facts or information in a systematic way. A person putting forward new ideas that may work will be accepted as the natural leader of the group. The panel will observe the ideas put forward, their originality, the depth of analysis and their relevance to the topic.

Problem solving skills are essential and do not hesitate to give solutions. Your approach to the case study will be observed keenly by the evaluators.

· Oral Communication Skills:

If subject knowledge is important, communication skills is more important as without expression, the knowledge is of no use. As the exchange of ideas in a group discussion takes place through speech, one of the pre-requisites of success in a GD is the ability to speak confidently and convincingly. Good communication skills include active listening, clarity of though and expression, apt language and proper non verbal clues.

· Listening Skills:

One of the weaknesses of most human beings is that we love to listen to our own voice rather than listen to others. Listening is as important as speaking in a GD, unless you listen, you cannot contribute to the stated purpose of communication. It is extremely important to listen very carefully, only then you will be able to pick up the thread of discussion and continue. Only active participation as a listener in a group makes a person a good leader. A leader is identified by the panel.

· Clarity of thought and expression:

Clarity is the art of making yourself clear to the audience. Only when your expressions are clear, you can convince your team and the panel. More than words, it is the tone in which they are spoken that conveys the message. You should not be too loud or too soft. A lively and cheerful voice with appropriate modulations will attract the audience. Proper articulation of words, achieved through phonetic accuracy is very essential slang, and artificial accents are to be avoided.

· Apt Language:

The flow of language must be smooth. Use simple language and avoid long winding sentences. Appropriateness of language demands that there should be no errors of grammar. Do not use unfamiliar phrases and flowery language. Be precise. Be polite and courteous.

· Proper non verbal clues:

Non verbal clues include eye contact, body movements, gestures and facial expressions. The panel very keenly watches the non verbal behavior of the team. They generally evaluate the body language cues of the team to determine personality factors such as nervousness, co-operation, frustration, weakness, insecurity, self confidence, defensiveness, etc. A candidate who appears professional is more likely to be noticed by the panel. A confident posture, appropriate facial expressions and meaningful eye contact with the team will create a good expression

· Team behavior:

Your group behavior is reflected in your ability to interact with the other members of the group. You must be mature enough to not lose your temper even if you are proved wrong. You must be patient and balanced.

Your success in a GD depends on how well you play the role of initiator, information seeker, information giver, procedure facilitator, opinion seeker, opinion giver, clarifier, summarizer, social-supporter, tension reliever, compromiser, attacker, humorist and dominator.

The selection panel notes the differences in the amount of participation of the members. They observe the silent spectators, the ever dominating but not contributing much, member who participates actively exhibiting his knowledge and the moderate ones. Your ability lies in analyzing the problem well and making others to endorse your view. Finally while appreciating others point of view, you should effectively present yours without contradicting other’s opinions. Your ability in convincing the team is your success.

· Leadership Skills:

The success of any team depends to a larger extent on its leader. The panel evaluates a candidate’s personal skills which allow him to prove himself as a natural leader in the GD. Though there is no appointed leader in a GD, a leader emerges. Assertiveness, emotional stability, objectivity, self-confidence, decision making, discretion, initiative, good communication skills, patience, persuasiveness and adaptability are some of the leadership qualities that are immensely useful in proving oneself as a natural leader in GD.

A good leader should neither be very authoritative nor submissive but must be democratic. Such leaders see to it that all the members in the team participate and when there is a problem, try to deal with it amicably. Leaders should know how to deal with the ‘bull dozers’, who make noise but do not have any logic.

Types of Group Discussion

We will classify group discussions based on the following:

Method of conduct
Nature of topic

Based on the Method of Conduct

Bases on the method of conduct, group discussions can be further classified into the following:

(i) Structured Group Discussion: In this type of group discussion, the topic is given to the participants by the selectors and a time-frame is allotted to complete the discussion. This is the most commonly followed technique for a group discussion.

(ii) Unstructured Group Discussion: In unstructured group discussions, unlike in the case of structured group discussions, the candidates themselves decide the topic with mutual consent. This formal method of group discussions is rarely used.

(iii) Role Play: In this type of group discussion, the candidates are given specific roles to play in the backdrop of a given situation. Within the framework of their role, the participants have to solve the problems inherent in the situation given to them.

(iv) Group Discussion with a Nominated Leader: Generally, no-one is nominated as leader of a group discussion and all participants are treated as equal. But in this type of a group discussion, a person is nominated as a facilitator or a leader of the group. He may summarize the discussion or solutions discussed at the end of the group discussion. Sometimes the leader is nominated by the group members themselves.

Based on Nature of the Topic

Group discussions can also be categorized based on the topic allotted for the discussion to the participants. There are three kinds of topics-controversial topics, abstract topics and case study topics.

(i) Controversial Topics: These are topics which are controversial and which have the potential to generate an argument. Such topics generally make the discussion lively as arguments and counter arguments are presented. This gives the evaluators more opportunities to evaluate the candidates.

Examples of such topics include ‘Should the examination system be scrapped’ or ‘How ethical is cloning?’.

(ii) Abstract Topics: There is a growing trend of assigning abstract topics, that is, topics which are vague or unclear. These topics enable the evaluators to evaluate the creative ability of the candidates. Every candidate can have his own interpretation of the topic. Some such topics are ‘Zero’, ‘One and one make eleven’.

(iii) Case Study Topics: Here, a situation is provided to the participants which may depict a problem faced by the organization or the managers. Participants need to analyze the situation and think of various alternatives to solve the problem. This kind of a group discussion tests the ability of the candidate to think of solutions keeping the situational factors and constraints in mind.

Important Ingredients for Success In Group Discussions

There are certain important traits which are essential for being a successful participant in a group discussion. These include:

(i) Positive Personality: Group discussions are an effective tool for assessing the overall personality of the candidate. Personality includes not only one’s external appearance but also the traits one possesses. Thus, during group discussions the dressing style, speaking style, attitude towards others, presentation style, and so on, are evaluated. During the twenty-five-thirty minutes one has, one needs to create a favorable impression on the evaluators. A pleasing personality makes a favorable impression giving one an edge over the others.

(ii) Communication Skills: The key to an effective group discussion lies in the ability to communicate effectively through both one’s verbal and non-verbal skills. One needs to express the ideas and opinions logically and with clarity. Brilliant ideas and sound knowledge are of little use unless they are expressed properly. One needs to possess good oratory skills with a sound vocabulary. Besides being a good speaker, one needs to be a good listener because in group discussions one needs to speak keeping in mind what has been or is being said by others.

(iii) Sound Knowledge and Awareness Level: The participants’ knowledge and general awareness is another major ingredient for a successful group discussion. The participant needs to have originality in his/her ideas, that is, he should hold his own viewpoint and have considerable depth of knowledge. Lack of knowledge and ideas may lead to repetition and monotony. This is not a desirable and may go against one’s success.

(iv) Ability to Coordinate: The participant’s ability to coordinate the team and work in harmony with others is another ingredient for success in group discussions. Cooperation and positive contribution towards the discussion are vital. One must display the ability to take control of the discussion without operating to be dominating.

How to Start, Lead and Conclude a Group Discussion (GD)?

Starting, leading and concluding a GD are essential techniques to get noticed and earn brownie points in a Group Discussion.

How and Why to Start a GD?

By beginning a Group Discussion, you not only seize an opportunity to speak but also you grab everybody’s attention.
By starting a GD, you will get maximum uninterrupted time to present your views and skills to the examiner as other participants are still busy in understanding the topic.
Try to make an impression through your content and communication skills while beginning a GD.
While initiating a Group Discussion, you should not stammer or quote wrong facts.
You should start a GD only if you have properly understood the topic and have some knowledge about it.
Try to give right direction to a GD by giving logical points.
If you are beginning a GD, try to cover all the relevant points and present them clearly.
Start a GD by giving a quote, definition, question, facts, figures and statistics, shocking statement, short story or general statement.
Do not take much time after beginning a GD as it will give an impression that you started a GD for sake of just starting it.

If you have not started the GD, don’t lose heart. You can still enter the GD and make your presence felt.

How to Enter a GD midway?

Identify a way to enter a Group Discussion, as every GD has its highs and lows. Try to enter a GD during low times.
Try to enter the GD after a participant has made his point but do not take much time.
Try to enter a Group Discussion by making a supportive or appreciating statement in favor of the last point made as people will think you are favoring them and they will let you speak.

It takes great talent to speak sense continuously and hold everyone’s attention. Once you have made a breakthrough in the GD, try to steer the conversation or discussion towards a goal or some sort of conclusion.

How to Lead or Carry on a GD?

Try to bring new ideas in a GD.
You can creatively modify ideas presented by others and develop them during the GD.
Try to gain support from other participants of the Group Discussion through your body language, eye contact and oral etiquette.
Find out if the Group Discussion is on track or not. If a GD is going off track, try to bring it back on the topic.

This is your last chance to win brownie points. Concluding a GD is as important as the beginning as it showcases your potential to assimilate and evaluate before taking any decision, which is a key requisite of a successful manager.

How to Conclude a GD?

You should summaries all points discussed in a Group Discussion in a nutshell.
While concluding a GD, avoid raising new points.
Do not emphasize on your individual viewpoint while summarizing a GD.
Keep the conclusion of a GD concise.
While summarizing a GD, include all important points that came out during the group discussion.
Avoid emphasis on one aspect of the Group Discussion.
If someone has concluded the Group Discussion, do not contradict unless the conclusion has flaws or you have vital point to add.

During a GD, you need to take up different and important task roles to make the Group Discussion more effective and productive. These task roles in a GD can be positive as well as negative. You should avoid taking up negative task roles in a GD.

Positive Task Roles in a GD

Initiator – Starting a GD, giving definitions and suggesting and introducing new ideas.
Information seeker – In a GD, gather and solicit information from others.
Information giver – During GD share information and facts.
Procedure facilitator – Lead a GD by keeping track of the discussion.
Opinion seeker - Ask other participants of a GD for their opinion.
Opinion giver – Give your opinion in a GD on the statement given by the other participant.
Clarifier – Clarifying all the ideas and opinions discussed during a GD.
Social Supporter – Giving support to ideas of all participants of a GD.
Tension Reliever – Presenting and discussing the problem from a broad perspective.
Energizer – Encouraging other participants to explore some new ideas during a GD.
Compromiser – Creating harmony between different opinions by giving a compromising solution.
Gatekeeper – Involving other participants in the GD by asking for their opinion
Summarizer – Summarizing or concluding a GD by including all important points discussed during a GD.

Negative Task Roles in a GD

Disgruntled non-participant – Someone who doesn’t contribute to the GD
Attacker - Someone who aggressively disapproves opinion of other participants of a GD
Dominator – Someone who takes control of the discussion and not letting others speak in a GD.
Clown – Someone who does not take GD seriously and disrupts it through inappropriate humour.

Dos and Don’ts during a Group Discussion

Dos of a Group Discussion:

a. Be alert at all times during the discussion.

b. Listen attentively and keep notes of what the speakers say.

c. Be careful about your body language—the nonverbal communication might expose the inner you.

d. The conclusion should be a logical one and represent the views articulated by the group.

e. Be careful about verbal communication. Speak clearly, correctly and confidently without thinking for words.

f. Be polite. Politeness costs nothing but pays a lot.

g. Consider the other participants as your team members, not adversaries.

h. Maintain eye contact with the other participants even when you are answering a specific question raised by a particular participant.

i. Speak only when you think you have something to contribute. Just speaking for the sake of speaking will be of no use. There are no marks for class participation!

j. Be flexible and open to the ideas of others.

Don’ts of a Group Discussion:

a. Never lose your temper, even at the arrogant behaviour of any participant. You have to gently pull up an arrogant person—without being disrespectful. Remember that handling such participants is also a test for you.

b. Don’t try to monopolize the discussion. Speaking for a long period does not necessarily mean that you are creating a good impression. What matters is if you are making any fruitful contribution which is relevant to the ongoing discussion.

c. Don’t butt in and interrupt while another participant is speaking. Don’t brag about your past experience or academic qualification in course of the discussion.

d. Don’t enter into an unseemly scramble to be the first speaker.

e. Don’t lose your temper if somebody does not agree with your views. It is always better to agree to disagree.

f. Never talk with others when the discussion is going on.

g. Don’t talk loudly to draw the attention of others.

h. Speak one at a time.

What’s the difference between Debate and Discussion?

Debate and discussion – these two words would be favorites of extroverts like me. We love to participate in such stuff and we love expressing ourselves. But are these important just for the extroverts like me?

No. Each one of us must be aware of the fact that a ‘discussion’ is considered as one of the key stages while judging the job aspirants. Most of the companies that visit college campuses for recruitment purposes have a discussion round so as to judge the students on the basis of their performance in a discussion. And this is why ‘discussions’ are so important for college students.

Do you think you’re quite good with your communication skills and you would be able to express your point amongst other people out there very efficiently? May be you are right. May be you can easily express your point and become an active participant in a discussion but that doesn’t really mean that you would be considered as ‘good’ in a discussion.

Why is that so? Even after performing well (read as: being active in discussion and expressing relevant points), you might lose your chance to get appreciated? How can that be possible? Is it possible? Yes.

Such kind of experiences is very common these days and the biggest reason behind that is: One doesn’t know the difference between a debate and a discussion.

Debate and discussion- both are slightly different, actually very different from each other. And most of the students who sit for group discussion round during the recruitment procedure of the companies are not able to understand the difference between debate and discussion and fail to abide by the rules of having a discussion.

Are there any rules? No, but there’s a code of conduct which should govern your behavior while having a discussion. And to understand that what type of conduct you must have, you must know what the difference between debate and discussion is.

· Purpose: The purpose of both of them is different. While debate quests to impart knowledge and persuade through arguments between the selected speakers, a discussion intends to extract the ideas from the audience and express those ideas in a speech. In a debate, the chief function of the audience is to listen while it is opposite in case of discussion.

Also, the debates are of destructive nature for they present only one-sided opinions and tend to demolish others’ opinions but in a discussion, all opinions are considered making it a constructive practice where the expression of opinion is greatly encouraged.

· Procedure: As the purpose of both debate and discussion is antithetic, the procedure is also quite different. In a debate, the speakers are concerned to answer each other and try to express the relevance of their own points. The period after their speech is just an opportunity for them to prepare for the closing remarks and audience just discuss under guidance of the chairman.

In a discussion, speakers try to present a reasoned case for or against the motion and thus, help the audience to reach the conclusion on the basis of points raised during the discussion. The co-operation of audience is greatly required which isn’t needed in a debate. In fact, a discussion is a modern method of self-education and is designed to ensure a clear grasp of current issues and possible solutions in a particular situation or organization.

· Environment: In what kind of environment or under what conditions does debate or discussion takes place? A discussion is in fact an important part of agenda in official meetings, company meetings etc whereas a debate is always avoided in such cases. A debate happens when you want to oppose certain points regarding a particular topic.

Mostly, a debate is held as a competition to judge a person’s communicative skills whereas a discussion is done to present some constructive solutions to a particular problem.

· Code of Conduct: A discussion is a sort of detailed conversation only. Debate, apart from being destructive often involves arguments but such is not the case with a discussion. It’s actually a healthy exchange of ideas. There’s no winning or losing in a discussion so, you don’t actually need to argue or fight over your own view-point. In fact, you must be open to the new ideas and ponder over them as well.

Therefore, you must try to keep in mind what type of conduct you need to have while participating in any of them. And when your performance in a discussion can shape your career, you must put some of your attention towards this.

UNIT III

CREATING THE EFFECTIVE RESUME

What is a Resume? A resume is a one page summary of your skills, education, and experience. The resume acts much like an advertisement for a company trying to sell something. The resume is your advertisement. Just as a sneaker company spends countless hours (and millions of dollars) designing their latest advertising campaign, you too must spend a good deal of time creating, proofreading, editing, and perfecting your resume. A resume is one of the most important pieces of writing you will ever create. A solid resume is the key that will open the door to good jobs. Don’t cheat yourself...work hard on it.

How long do employers typically look at a resume?

A. Less than 30 seconds

B. 3 Minutes

C. 1 Minute

If you answered “A”, you are correct. Employers often receive hundreds of resumes for a single position. They do not have time to pour over every word on each one. This increases the importance of the smallest details.

What should be included in a resume? Not all resumes are the same, but there are some common elements that they all should include. The necessary elements are:

Heading - Your heading should include the essential personal information. Your formal name (not nickname) should appear at the top and it should stand out above all else on the paper. You want them to remember who you are in less than 30 seconds. Also include your address (both permanent and temporary) and phone number. If you use email, include your email address.

Objective - (Also called “Career Objective”) Employers often say this is the most important part of a resume. It is generally a one sentence explanation of the type of job you are seeking. Your objective should be fairly specific. If you are applying for different types of jobs, change your objective to match each type of job. If you are uncertain about the specific positions available, note your areas of interest.

Education - As students, this should be your next section of information. If you are in college, you only need to include college because it is assumed that you have graduated from high school. For the same reason, high school students should not include information from junior high/middle school. You should specify the dates of attendance or graduation (or expected graduation). As a college student, include your major and the degree you expect to receive. Some people include education-related honors in this section. If your education is particularly relevant to a job, you may want to include a section titled “Relevant Courses.” In this category, you can list classes that might contribute to your employability.

Experience - (Also called “Work Experience” or “Employment Experience”) In this section, you should include previous employers, their locations, your dates of employment, and your job title. You may have to create a job title if you did not have one. You should include at least two one-line descriptions of what your job duties and responsibilities were. You can not assume that the job title explains what you did to all readers. Use action verbs to start each of these descriptions. Do not use “I” in descriptions.

Activities - Employers like to see people who have been involved in school or community activities. In this section, list special activities you participated in (prom committee) and organizations you joined (drama club, baseball team, etc.). Include the years in which you participated. Be aware, however, that some employers may eventually view this information as irrelevant. As high school students, this should not be a concern.

Summary of Skills - Some people use this section to include special skills or talents that are not included elsewhere on the resume, but would be relevant to the employer. Some possibilities are:

• Type 60 words per minute

• Fluent in French

References – Although it is common practice to put “References Available Upon Request” at the bottom of a resume, most career advisors say it is unnecessary. However, there is nothing wrong with taking a nicely printed list of personal references with you to an interview. You should have 2 – 3 people who have observed your work habits (employers, teachers, coaches, etc.) and 2 - 3 people who can speak about your character. Make sure you have asked their permission to include them as references. Only ask people who will speak well of you. Create a separate list of references including their names, addresses, employers, job titles, and phone numbers. It is best to list work numbers since some people don’t appreciate calls at home. You know an employer is interested when they request a list of references.

How do I set up a resume?

Your resume should be divided into distinct sections. The italicized words above are typical section headings. Do not label the heading section. Headings should stand out as boldfaced, larger text. Employers tend to have certain headings that interest them most. Make it easy for them to find them. Here are some suggested headers:

Major Headers (to be used in almost all resumes): Objective, Education, Employment History/Work Experience, School Activities.

Minor Headers (to be used if appropriate): Computer Experience, Associations, Certifications, Community Activities, Highlights of Qualifications, Honors/Awards, Interests and Hobbies, Projects, Relevant Courses, Summary of Qualifications, Volunteer Experience.

Should items be arranged in any particular order? Yes! You want your resume to be coherently organized. There are two distinct types of resumes. Most young people utilize a Chronological Format. The chronological style is exactly what it sounds like: It follows your work history backward from your current job, listing employers, dates, and job responsibilities. This is the format that you would most likely use if you are new to the workforce and have limited experience. Frequent job changes and work instability show up dramatically with this format. For someone who has held many jobs, the Functional Format is more useful. A functional resume is created without employment dates or company names. This format concentrates on skills and responsibilities and is more likely to be used after you have developed your career skills and have accomplishments to your credit.

Should I place Education above Experience or vice versa? Most high school and college students include the Education section directly after the objective. However, if you have experience that relates directly to the job you are applying for, you should place the Experience section above Education.

How important is the format? The importance of the format lies in its consistency. There is no one best resume format. Remember to stick to one format. It shows off your organizational abilities.

Should I use complete sentences when describing jobs? Not usually. Use action phrases instead. Leave out unnecessary words. Try to match your skills and experience with the employer's needs

Do the looks of a resume matter? Absolutely! When sending a resume to an employer or college, don’t skimp. Use white or off-white professional weight paper and black ink. Avoid using colored paper or fancy graphics in your resume unless the job you are applying for is in a career area that might stress this type of formatting (art, graphic design, advertising, etc.) Always print resumes using a quality laser printer.

RESUME TIPS AND SUGGESTIONS

1. Final hiring decisions are rarely based solely upon the resume. The resume is your advertisement (just like the Nike swoosh or McDonald’s arches) that will get you an interview. The resume should be a concise, factual, and positive listing of your education, employment history, and accomplishments.

2. Make sure your resume is PERFECT! It only takes one error in spelling, punctuation, or grammar to cause an employer to stop reading. Ask people to proofread your resume. Go over it with a fine tooth comb.

3. Limit your resume to one page. Only people with a great deal of related experience should have resumes longer than one page.

4. One inch margins around the page and blank lines between sections will make all the information easier to read. Use a 10-point font size minimum and avoid overuse of italics, bold, and underlining.

5. Since you probably have little work experience, you will want to emphasize your accomplishments in and out of the classroom. Volunteer activities, hobbies, sports, honor roll, and student organizations are things that help define who you are and should be highlighted. List only recent honors and awards unless they are specifically relevant to the position for which you are applying.

6. Present your job objective in a manner that relates both to the company and the job description.

7. Sell yourself! Create a good first impression by highlighting skills and abilities appropriate to the position. If you don’t sell yourself, your resume will stay in the pile with all of the others. Separate yourself!

8. Tell the truth and nothing but the truth! Employers will pick up on “little” white lies when they interview you.

9 Choose your words carefully. In a resume, you need to sound positive and confident, neither too aggressive nor overly modest. Do not use “I.” Each description of your responsibilities should begin with a verb. The following words and phrases are intended as suggestions for thinking about your experience and abilities:

accomplish; achieve; analyze; adapt; balance; collaborate; coordinate; communicate; compile; conduct; contribute; complete; create; delegate direct; establish; expand; improve; implement; invent; increase; initiate; instruct; lead; organize; participate; perform; present; propose; reorganize; research; set up; supervise; support; train; travel; work (effectively, with others)

COVER LETTERS

A cover letter is a tool that is used to introduce yourself to potential employers, showing how your skills meet their job needs. A well-written cover letter connects your qualifications to a specific job with a prospective employer. Keep in mind that your cover letter will be looked upon as a sample of the quality of your work. NOTE: You CANNOT write a generic cover letter to send to all companies. They must be written specifically addressing the employer’s job description. There are certain characteristics that are common to all types of cover letters. Each effective cover letter:

1) is personalized and written to serve a specific purpose

2) directs the reader's attention to the depth of your experiences as they relate to the organization and the job at hand

3) open lines of communication between the writer and the recipient

4) has a positive tone

FORMAT: They should be concise, one page, with relatively short paragraphs. This letter includes the format you have used for most papers meaning, introduction, body and conclusion.

Intro: This shows how excited you are about this position and working for this particular organization. Indicate that you know something specific about their organization. Mention how you found the job and if you happen to have a connection to the organization, such as an alum or recent grad who works there. Then indicate what you’ll be talking about in the body of the letter, meaning your specific skills that meet their needs.

Body: The body is 2 or 3 small paragraphs addressing qualifications found in their job description. Each body paragraph addresses a specific job qualification. You’ll give examples of where you developed the skills that meet their needs. For example, if they are looking for someone with excellent quantitative skills write about where you developed your quant skills in class and on a job or doing research. You are showing them that you have what it takes to do their job.

Conclusion: Reiterate how your education and experience are a fit for the job. Tell them you look forward to discussing the job and your background further and thank them for their time and consideration.

Letters should be addressed to an individual using the correct title or full name: Dear Senator Gray, DearDr. Black, Dear Ms. White, or Dear Amber Green.

(Your address followed by the date) (Your address followed by the date)

Ms. Amber Green, District Attorney Mr. John Black, Vice President of Marketing

District Attorney's Office DLJ Marketing Consultants

City of Philadelphia One Plaza Place

Philadelphia, PA 19013 New York, NY 10090

Dear Ms. Green: Dear John Black:

Writing Style and Focus: Effective cover letters utilize business language, the hallmarks of which are concreteness, clarity, and conciseness. Some specific points to remember are:

1) Demonstrate your interest in their organization. Rather than saying “I am interested in the legal field because I think it is intellectually stimulating,” explain why you want to work specifically for that organization.

2) Keep your sentences short.

3) Use the active voice.

4) Use descriptive and strong words. "As a consulting intern with ------, I developed effective research and analytical skills as well as the ability to meet deadlines under pressure."

5) Use short paragraphs, especially at the beginning and end of the letters. Generally a cover letter will have no more than three or four paragraphs with three to seven sentences in each. Usually the first and last paragraphs are shorter than those in the middle.

6) Give specific, concrete examples that relate to their job requirements.

I have had a long-standing interest in creative writing, and have written several plays that have been produced by theater groups here at Swarthmore. I am both proud and pleased that they received rave reviews from the campus newspaper. One play, "Swarthmore Vice," was deemed the most innovative, irreverent review of campus life this decade! In addition, I have gained broad exposure to film-making from working as a Production Assistant for PennVisions, a local company that produces promotional videos for area businesses.

7) Focus on how you meet their needs rather than on what the employer has to offer you.

What’s the difference between a resume and curriculum vitae?

Curriculum vitae (often called a ‘CV’) is a special type of resume traditionally used within the academic community, and sometimes in the medical and legal communities. It is useful not only for a job search, but also for tenure review, grant applications, fellowships or consulting. Academic hiring is frequently a long process done by a committee. Thus, the CV may be reviewed by many individuals. The CV need not be confined to one page, like the typical business resume, nor does it has to be any longer than necessary to highlight your strengths and achievements. It generally includes degrees, teaching and research experience, publications, presentations and related activities. When applying for positions outside of academia, a resume will represent you better than a CV. The details of your teaching and research will probably be of less interest to the reader. Converting your CV to a resume will usually require major revisions. Like your resume, your CV is a work in progress. Instead of merely keeping your CV current, you should delete items that no longer relate to your objective, create new categories to show your achievements, and reorganize sections to emphasize strengths related to the job you seek.

PREPARE FOR YOUR INTERVIEW

What was in your CV or application form which interested the employer? Those being interviewed probably have similar skills and achievements, so you need to show that you are the right match. You need to check the company website and look at any company literature (if there is any) to find out as much as you can about the organisation.

Remind yourself what you put on your application form/CV.

A valuable tool you need to prepare is a statement about yourself so you can answer the key question which is often asked – ‘Why are you applying for this job?’ So practice talking about yourself by preparing a ‘Career Statement’. Can you list two or three things you are good at? Can you list two or three skills and combine them all into a sentence or two?

Make sure you know exactly where the interview is taking place. The building may have several floors so you need to allow time to get to the right floor. Plan your route – how long will it take to get there? You need to allow time for problems with transport, parking, bad weather etc.

Do you know who will be interviewing you? This is not essential but it may give you some idea about their focus. If, however, you will require appropriate adjustments to be made during your interview e.g. the services of an interpreter or someone to meet you at the entrance, then you must inform the employer of this beforehand.

DRESS FOR SUCCESS

You also need to prepare what you are going to wear in advance. What you wear does not have to be new, but it does have to be clean and neat. Dress smartly in an outfit which is comfortable to wear and fits. It is probably preferable to wear a suit of a dark, plain colour and men should wear a tie. Women can wear a skirt or smart trousers with a coordinating jacket. Your shoes should comfortable and clean. Your hair should be neat and remember to keep any jewellery to a minimum. Your visual appearance is very important and you want to make the right impression. Looking good will also boost your confidence.

Interview Skills

There are some easy steps that you can take that will increase your chances of success at interviews.

First, remember that job interviews should be a process of two-way communication. Not only are they a tool for employers to use to evaluate you, but they are also an opportunity for you to assess the job, the organization, and to see if there is a "fit."

The keys to a successful interview are preparation and practice. The following suggestions will help you prepare for an interview:

Self-evaluation It is important for you to think about yourself and your past experiences in order to be ready to articulate what you have to offer an employer. Consider the following topics:

• How your present and past experience relate to the position

• Your current and future career goals

• What skills and expertise you have to offer

• The skills that you would like to develop or improve

• Location, salary, and lifestyle priorities

• Kinds of people and environments you prefer

• Past experiences you want to highlight such as volunteer work, hobbies, travel

Before the Interview

Research the Company - A company's website is an excellent place to begin. It usually gives you information on whether it is international or domestic, what its revenues are, how many locations it has, and the nature of its major products. Most companies are very proud of their websites. Don't be surprised if one of the first questions interviewers ask when you arrive is, "Have you have had a chance to look at our website?"

Practice interviews - Write down a list of possible questions that you think may be asked, then have a friend act as an interviewer and direct them to you in a practice interview situation. Don't stop until you feel comfortable answering each question. Practicing beforehand will make you feel more comfortable and relaxed during the interview.

Dress Professionally - In today's environment, wearing a suit isn't always necessary. Contact the HR Manager of the company or your recruiter, and find out what the dress code is for the company at which you are going to interview. Then dress one level above. For instance, if it is business casual, men can wear dress pants, dress shirt, and sport coat. Women can wear a pantsuit, dress, or a skirt and blouse. Visual impressions are very important. Therefore, if in doubt, always dress on the conservative side.

Arrival - Try to arrive at the interview location a little early. This gives you time to determine where you need to go, and will give you a few minutes to collect your thoughts. DO NOT arrive late. Nothing destroys your chance at impressing an employer more than arriving late and offering no explanation.

If you learn at the last minute that you are going to be arriving late at the interview, call and let the interviewer know. Interviewers understand that things can come up suddenly. You are never considered late if you call and make them aware of the fact.

During the Interview

First impressions - First impressions take only thirty seconds. Establishing rapport, direct and sustained eye contact, a firm handshake, a warm smile, good posture, and introducing yourself in a confident manner are important ingredients. A well-groomed, professional appearance is critical. Greet the interviewer with a firm handshake, whether it is a woman or a man. (No one likes a weak handshake.) Always maintain eye contact while shaking hands.

Smile - A smile denotes confidence in a candidate. Try to smile often. Also, don't be afraid to use some hand animation while answering questions. This suggests enthusiasm in a candidate.

Body Language - Use good posture, and look the interviewer right in the eye. Sit up straight. Never slouch.

Speak Clearly - Don't mumble. It portrays a lack of confidence. Speak with assurance. This indicates confidence.

Listen Before Answering - Allow the employer to begin the interview, but be prepared with some opening statements or questions such as, "I understand that this position involves…," or "What are you looking for in a job candidate?" Make sure you understand the question. If not, ask the interviewer to clarify it. Don't be afraid to take some time to think before answering. Interviewers are impressed with someone who thinks out an answer before speaking.

Give Brief Answers - Make your answer concise and to the point. Rambling tends to suggest that you really don't have the answer to the question(s) asked.

Previous Employers - Never, ever say anything negative about your present or previous employers. No matter how much you may have disliked someone, find a way to give your experiences a positive spin.

Be Truthful - Don't lie when asked about something you haven't done. The next question will be "tell us about it."

Know Your Resume - Be prepared to talk about every fact that is on your resume. Many people embellish their accomplishments on their resumes. Avoid this, since the only point of reference an interviewer has about you is the resume you provide to him/her beforehand.

Keep things at a professional level - Sometimes near the end of an interview, the two parties start feeling comfortable with each other. Don't let this comfortable feeling lead you to telling them something about yourself that they really shouldn't know. Always keep things at a professional level.

Look for Something in Common - This is something that has given us an edge in the past. Try to find a common bond between yourself and your interviewer. If you are being interviewed in an office, look at how the office is decorated. Look for something you can identify with. Is his/her college diploma hanging on the wall? Did you attend a nearby school, or perhaps one in the same Division? If so, make a quick comment about it: "Did you attend Penn State? I attended the University of Michigan. What a great football conference."

Interviewers sometimes feel more comfortable with people with whom they have something in common. This approach has helped several candidates obtain a position over other qualified candidates. Above all, be sincere.

After the Interview

Back in Touch - Ask the interviewer when s/he expects to get back to you on her/his decision.

Get Everyone's Business Card - Before you leave, be sure to get the business cards of all of the people with whom you visited. If you cannot do that, ask a secretary for their names and e-mail addresses.

Thank the Interviewer - Verbally thank the interviewer for taking the time to interview you, before leaving. Within a day, send thank-you letters to all of the interviewers with whom you spoke. This does not need to consist of a written letter sent via snail mail; an e-mailed thank-you works just as well.

Do not give up - Sometimes, within ten minutes of the start of an interview, you will know that the job is not one you want to pursue. If you begin to feel this way, don't give up on the interview. Continue to interview as if the job was the most important thing in the world. This provides you with practice for your next interview, which may be for your dream job! Not all interviews will lead to offers of employment, but, if you approach every interview as if it's the most important interview you ever had, you will come out a winner!

Types of Interviews

Individual Interview

The most common interview format is one interviewer interviewing one candidate, either by phone, via video, or in person.

Interview with Two or More People

It is also common to be interviewed by a panel of people. Although it is important to have good eye contact with the person who asks you a question, also look at the other interviewers frequently to include them in the discussion. Try to remember each person's name and use his or her name during the interview.

General/Group Interview or Information Session

This approach is intended to provide applicants with a large amount of information about the organization and the job. The format is used to save time and ensure that everyone understands the basic facts. This process is usually followed by an individual interview. A well-timed and intelligent question may help the employer remember you positively.

Competitive Group Interview

In this interview format, one or more people interview many candidates at the same time. This type of interview is sometimes used when a position involves teamwork and the interviewers want to see how you interact in a group setting, when the company wants to see who emerges as a leader within the group, or when people are being interviewed for several similar roles within the company. It is important to thoughtfully and intelligently contribute, be attentive to the contributions of others, and not to monopolize the conversation.

Telephone Interview

Telephone interviews are an effective way to quickly and cost-effectively screen or hire candidates. If there will be more than one interview, the first may be conducted by phone. Candidates being seriously considered may be invited to a subsequent on-site interview.

If you are not ready for an interview when called, politely request that the interviewer call back at another, mutually convenient, time. This request will allow you to refresh your memory on the organization and consider what points you want to make.

All of the advice about interview skills still applies. Your attire is your choice, but you may find that dressing professionally increases your confidence and allows you to perform better. Keep your resume, company research, points that you want to highlight, and list of questions handy; in fact, keep these in front of you during the interview for easy reference. (Don't shuffle your papers though!) Have a pen and paper available to note any comments or questions that may occur to you during the interview.

Choose your words carefully and be succinct. It is also important to vary your voice tone, tempo, and pitch to keep the employer's attention. Ensure that you are in a private setting to eliminate distractions and background noise.

Video Conferencing

In this type of interview, recruiters use video technology to conduct interviews at a distance. Use the same strategies you would if you were meeting in person; clothing, body language, and dialogue are important. Depending on the sophistication of the technology, you may experience short transmission delays.

Make eye contact with the camera, which, to the employer, appears as direct "eye contact." Remember to check the monitor periodically to observe the interviewer's body language.

If speaking on camera makes you nervous, try to practice in front of a video camera or mirror before your interview.

Second Interview

When interviewing you for a long-term position, a prospective employer may invite you and other finalists to visit the organization. The visit can take from one hour to an entire day. One purpose is to allow you to meet other staff. The second is to give more people an opportunity to interview you in greater depth to determine whether a good match is developing.

Do not assume that a second interview will lead to a job offer; ensure you actively listen, ask relevant questions, and collect specific information about the company so you can elaborate on how your strengths match the organization's requirements. Use the opportunity to observe the work environment (physical space, relations between employees, work pace) to determine if the setting matches what you are seeking.

When an organization offers to pay your expenses to travel to the interview, be prudent in submitting costs. Your choice of moderate rather than luxurious accommodation, food, and transportation will reflect your good judgment.

Interviewing Approaches

Structured Interview

The goal of this approach is to reduce bias and assist the employer in making an objective decision. Typically, each candidate is asked the same set of questions, responses are recorded, and ratings are assigned to each response.

Unstructured Interview

In this format of interview, questions are based on the applicant's resume, so different questions will be posed to each applicant. Without structured guidelines, the conversation can be free flowing, thus making this method of interviewing the most prone to bias.

Although this type of interview may seem more casual, you must still be well prepared and know the points you want to make. Be careful not to provide information you would not have communicated if the interview was more structured.

TYPICAL INTERVIEW QUESTIONS

· Tell me about yourself

· Why have you applied for this job?

· Why have you applied to this company?

· What evidence can you offer that demonstrates you have the skills we are seeking?

· Can you give me an example of a problem you have solved?

· Why did you choose your particular degree?

· What are your strengths and weaknesses?

· Where do you see yourself in five years time?

· What do you do in your leisure time?

You do not have to rush an answer – take a second to think about what you are going to say. If you are asked something about which you have no knowledge, be honest and say so.

You should also prepare some questions you want to ask the interviewer. This will demonstrate that you are interested in working for them and that you have been actively listening throughout the interview process. Here are some examples:

· In what ways will the duties of the post change or develop in the next two to three years?

· Who will I be responsible to?

· What is the training philosophy of the company?

· How will my success be measured?

· What happens next?

AFTER THE INTERVIEW

· Thank the interviewer and shake hands

· Remember that the interview does not finish until you have left the building

· If you have not heard from the company after the agreed time, contact them to find out if they have had time to make a decision.

INTERVIEW CHECKLIST

· Remember that first appearances count – how you dress and act

· Smile, make eye contact and acknowledge all members of an interview panel

· Shake hands in a firm but gentle way, not crushingly strong

· Wait to be asked to sit down

· Make sure you sit correctly and comfortably before starting

· Show interest

· Answer the question asked

· Keep positive at all times

DO NOT

· Be late

· Fidget or look at your watch

· Argue

· Put anything on the interviewer’s desk

· Say anything negative

· Appear indifferent

· Appear aggressive or act in a superior way – nobody likes this!

· Show too much interest in money and holidays

Five Common Interview Mistakes and How to Avoid Them

If you have ever left a job interview saying, “I could have answered that question better than I did,” you are not alone. Even those with a strong skill set and years of experience do not always know how to sell their qualifications effectively to hiring managers.

If you are looking for a new position or plan to do so in the future, it is important to carefully consider your interviewing techniques. Following are five common mistakes candidates make when meeting with potential employers and advice on how to avoid these stumbling blocks:

1. Failing to research a company

You will put yourself at a disadvantage before you even walk into an interviewer’s office if you fail to prepare for the discussion in advance. Primarily, this means learning as much as possible about a prospective employer.

Hiring managers will assume that you have, at minimum, investigated their organization’s website, so expand the scope of your research efforts. Use your professional network and industry publications to determine the company’s business priorities, competitors and market position. This will help you translate your expertise into concrete examples of how you can make a difference at the firm.

2. Saying too little/too much

As you respond to interview questions, you do not want to gloss over vital information but you also do not want to go into too much detail. Both extremes can create a negative impression with hiring managers. If your responses are too brief, interviewers may wonder if you are hiding something; if they are too lengthy, people may tune you out.

Here again, the key to achieving the right balance is advance preparation –– and practice. Before the interview, think about your answers to questions an interviewer is likely to ask about your background. Be prepared to support broader statements with specific examples that showcase your accounting and leadership skills.

Consider practicing your responses with friends, family and trusted colleagues. They can provide candid feedback that can help you refine your answers and ensure they are the appropriate length.

3. Ignoring cues from the interviewer

One of the most valuable, and underrated, interviewing skills is the ability to listen, pay attention to, understand and absorb what the other person is saying. If you concentrate too intently on forming your responses, you can miss critical information offered by the hiring manager.

Throughout the discussion, interviewers may provide useful clues as to what they are looking for in candidates, allowing you to tailor your answers to their requirements. For example, a chief financial officer might mention that the company is undergoing rapid growth –– which can indicate a need for employees who adapt easily to a fast-paced environment and assume challenging demands.

4. Not being yourself

Even though you want to customize your answers based on what you learn from the interviewer to emphasize skills most applicable to the position, be careful not to overstate your case. Not only do you want to avoid stretching the truth, but the hiring manager may not reveal every aspect that is important for the winning candidate to possess. In other words, don’t get so focused on saying the “right thing” that you do not give an accurate portrayal of your skills and interests.

For instance, you might exaggerate your role in analyzing operating metrics because you think that is what the job calls for, while failing to place emphasis on your proven ability to identify cost-savings opportunities –– a competency the firm may actually value more. Remember, it behooves both you and the hiring manager if you present an accurate picture of your qualifications so an appropriate match can be made to the position.

5. Failing to take the opportunity to ask questions

Interviews are a two-way street, so be ready with your own questions at the end of the discussion. Prepare a few before you arrive and write down any additional issues that arise as the conversation progresses.

Make certain you ask specific questions about a company’s mission and business practices and expectations to determine whether they are realistic and in line with your own preferences. Also find out about the organization’s long-term priorities and how your contributions would impact those plans.

How to impress your interviewer

Once you master the small talk, here are some tips that will help you impress your interviewer.

Work on your handshake: Don‘t offer up a flimsy or sweaty hand. Instead, when you meet with prospective employers or interviews, offer a firm handshake, with one or two pumps from the elbow to the hand. It‘s a good way to illustrate your confidence and start the interview off on the right note.
Get serious: If you take a casual approach to the initial interview with a company, especially with a screening interviewer from the human resources department, you may be sealing your fate. Job seekers should treat every interview as if it‘s their one and only chance to sell themselves to the recruiter.
Get the practice: If you find yourself being offered an interview for a job you are not really interested in, go on the interview anyway; you can make contacts for future job opportunities and get valuable interview practice.
Be enthusiastic: Bring a positive attitude to your interview. Most interviewers won‘t even give a second thought to someone who has a negative presence or seems like they almost need to be talked into the job. “You‘re selling yourself, and part of you is the positive approach you‘ll bring to the office every morning,” says Alison Richardson, a recruiter for several New York financial firms. “That smile and friendly demeanor go a long way.”
Ask questions: When interviewing for a new position, it‘s essential to have a handful of questions to ask your potential employer. Some questions could include: What do you consider to be the ideal background for the position? What are some of the significant challenges? What‘s the most important thing I can do to help within the first 90 days of my employment? Do you have any concerns that I need to clear up in order to be the top candidate?
Tell a story: Your interviewer wants to know about your skills and experiences, but he or she also wants to know about you. Don‘t fire off routine answers to questions. Instead, work your answers into stories or anecdotes about yourself. People remember the people who are interesting. Prove your value by tailoring stories that address the main concern an interviewer may have: What can you do for us?
Show restraint: During an interview, what you don‘t say may be as important as what you do say. As a rule, don‘t talk about money or benefits, especially during the first interview. You should already know if you fit the parameters. Don‘t badmouth about any of your past employers. Organizations don‘t hire complainers. Don‘t mention outside career aspirations or part-time jobs. Employers are looking for people who want to be part of their organization for the next decade and beyond.

Whatever you do, don‘t mention the need for an immediate vacation. First of all, you‘re making an assumption that the recruiter wants to hire you. Second, you‘re essentially removing yourself from the list of potential candidates. A job candidate we once interviewed was quick to announce that she needed time off immediately for a two-week honeymoon. We hadn‘t even offered her the job. Needless to say, we didn‘t. Certainly, there are scenarios in which you‘ll need to discuss pending scheduling conflicts, but the interview isn‘t one of them.

Be memorable: Considering the number of job seekers interviewing for positions today, it‘s fair to suggest that many HR workers can hardly keep track of the differences. That‘s why it‘s important to do or say something that will allow you to stand out in the mind of your interviewer. It will strike a personal note and also provide a point of reference when it‘s time to recall the top candidates. Sure, the job candidate with “American Idol” experience we mentioned in the introduction had no real usable background for the job we were looking for, but he was memorable.

Ask for the job: “Tell your interviewer you want the job — period,” says Dana Fulbright, and IT recruiter for Universal Studios in Orlando, Fla. “So many people leave without ever saying they want to be hired. It sounds so simple, but it‘s true. Let your employer know that you want to work there.”

UNIT IV

Presentations

Presentations and reports are ways of communicating ideas and information to a group. But unlike a report, a presentation carries the speaker's personality better and allows immediate interaction between all the participants.

A report is the orderly presentation of the results of a research that seeks truth and interprets facts into constructive ideas and suggestions (Gwinn, 2007). It is normally built on research that finds, develops, or substantiates knowledge. Once all the facts are collected, they are organized and presented in a report designed to meet a need for specific information.

A presentation is created in the same manner as a report; however, it adds one additional element — The Human Element.

A good presentation contains at least four elements:

Content — It contains information that people need. But unlike reports, which are read at the reader's own pace, presentations must account for how much information the audience can absorb in one sitting.
Structure — It has a logical beginning, middle, and end. It must be sequenced and paced so that the audience can understand it. Where as reports have appendices and footnotes to guide the reader, the speaker must be careful not to loose the audience when wandering from the main point of the presentation.
Packaging — It must be well prepared. A report can be reread and portions skipped over, but with a presentation, the audience is at the mercy of a presenter.
Human Element — A good presentation will be remembered much more than a good report because it has a person attached to it. However, you must still analyze the audience's needs to determine if they would be better met if a report was sent instead.

Guidelines for Designing the Presentation

The design and the layout of the presentation have an impact on how the audience receives it. Therefore, you need to focus more on the clarity of your presentation and the content.

Following are some points you should consider when designing your presentation.

Derive the top three goals that you want to accomplish through your presentation. The entire presentation should focus on achieving these three goals. If you are not clear about what you want to achieve, your audience can easily miss the point of your presentation.
Understand what your audience is. Think why they are there to see your presentation and their expectations. Study the background of the audience in advance if possible. When you do the presentation, make sure that you communicate to them that they are 'selected' for this presentation.
Have a list of points that you want to communicate to your audience, prioritize them accordingly. See whether there is any point that is difficult to understand by the audience. If there are such points, chunk them further.
Decide on the tone you want to use in the presentation. It could be motivational, informational, celebration, etc.
Prepare an opening speech for the presentation. Do not spend much time on it though.
Point out all contents in brief and explain them as you've planned.
Have a Q&A (questions and answers) session at the end of the presentation.

Choosing the Presentation Materials

When your presentation is supported by additional material, you can make more impact on the audience. Reports, articles and flyers are just a few examples.

If your presentation is informative and a lot of data is presented, handing out a soft or hard copy of your presentation is a good idea.

Following are some guidelines on presentation materials:

Make sure that you check the computer, projector and network connectivity in advance to the presentation. I'm sure you do not want to spend the first half of your presentation fixing those in front of your audience.
Use a simple, but consistent layout. Do not overload the presentation with images and animations.
When it comes to time allocation, spend 3-5 minutes for each slide. Each slide should ideally have about 5-8 bullet lines. This way, the audience can stay focused and grab your points.
Do not distribute the supplementary material before the presentation. They may read the material during the presentation and miss what you say. Therefore, distribute the material after the presentation.

Presentation Delivery

Delivering the presentation is the most important step of the process. This is where you make the primary contact with your audience. Consider the following points in order to deliver an effective presentation.

Be prepared for your presentation. Complete the designing phase of the presentation and practice it a few times before you actually do it. This is the most important part of your presentation. Know the content of your presentation in and out. When you know your presentation, you can recover if something goes wrong.
Use true examples to explain your points. If these examples are common to you and the audience, it will have a great impact. Use your personal experiences to show them the practical point of view.
Relax! Stay relaxed and calm during the presentation. Your body language is quite important for the audience. If they see you tensed, they may not receive what you say. They may even judge you!
Use humour in the presentation. Use it naturally to make your point. Do not try to crack jokes when you are not supposed to do it.
Pay attention to details. Remember the old saying; devil is in details. Choose the place, people and materials wisely.

Conclusion

Presenting your idea to convince an audience is always a challenge.

Every presentation is a new experience for all of us. Therefore, you should plan your presentations way in advance.

Pay close attention to the points we discussed above and adhere to them in your next presentation.

STAGES IN PLANNING A PRESENTATION/ MAKING EFFECTIVE PRESENTATIONS

An effective presentation makes the best use of the relationship between the presenter and the audience. It takes full consideration of the audience’s needs in order to capture their interest, develop their understanding, inspire their confidence and achieve the presenter’s objectives.

Careful planning is essential.

Seven stages in planning a presentation

1. Preparation

Many factors affect the design of your presentation. A powerful presenter will acknowledge and address each of the following:

· objectives;

· audience;

· venue;

· remit.

Objectives

Why you are making your presentation? Bear in mind what you want to achieve and what you want your audience to take away with them. Once you have decided upon your objectives, you are in a much better position to make strategic decisions about the design and tone of your presentation. For example, a presentation to a seminar group might require a balanced
argument, whereas a charity appeal might require a more creative approach. Ask yourself:

· what do you want your audience to have understood?

· what action do you want your audience to take following your presentation?

· how can you best design your presentation to meet your objectives?

Audience

Your audience will have a variety of different experiences, interests and levels of knowledge. A powerful presenter will need to acknowledge these and prepare for and respond to them accordingly. Ask yourself:

· how much will your audience already know about your topic?

· how can you link new material to things they might already understand?

· will you need to win them over to a particular point of view?

You may not be able to answer these questions for each member of your audience but you should have enough information to ensure that you have targeted your material at the right level for their needs. This might involve avoiding technical jargon or explaining abstract concepts with clear practical examples. If you fail to consider your audience’s needs, you will fail to appeal to their interest and imagination.

Venue

Where will you be making your presentation? What will the room be like? What
atmosphere will the physical conditions create? A large lecture theatre might create a formal atmosphere. Similarly, a seminar room might create a less formal tone. Ask yourself:

· what kind of atmosphere do you wish to create?

· how might the room arrangement affect your relationship with the audience?

· can you do anything to change the arrangement of the room to suit your
objectives?

· what audio-visual aids can you use?

Remit

You may well have been given a remit for your presentation; you will need to stick to this. For example, you may have been asked to present a paper at a conference in a certain style or meet certain assessment criteria on your course. Ask yourself:

· how much time have you been allocated?

· are you required to stick to a common format or style?

· have any guidelines been set regarding the content of your presentation (i.e. a predetermined title, or a fixed number of overhead transparencies)?

2. Choosing your main points

Once you have thought about the design of your presentation, you can define your main points. Try presenting no more than three main points in a ten minute presentation. Always allow time for an adequate introduction and conclusion. It is difficult for an audience to follow a more complex argument without significant help from the presenter. A powerful presentationdelivers information in a logical, structured manner, building on the previous point and avoiding large jumps in sequence. Ask yourself:

· what are the main points you wish to make?

· are these points structured in a logical, coherent way?

· do these main points reflect your own objectives and take account of the needs of your audience?

3. Choosing your supporting information

The supporting information helps your audience understand, believe in and agree with your main points. This evidence might take the form of factual data, points of detail or an explanation of process. It might be presented in imaginative ways using diagrams, pictures or video segments. Think about:

· what will add clarity to your argument (explaining complex terms, reminding your audience of any supporting theories)?

· what will add authority to your argument (making connections with other
people's work, quoting experts, offering evidence from your own research)?

· what will add colour to your argument (showing a video clip or a slide, using a
practical example or a vibrant analogy)?

4. Establishing linking statements

The next stage is to develop the linear flow of your presentation. This can be achieved by using linking statements to show clearly how your main points fit together. Common linking statements include:

· “The next stage in our project was to …”;

· “Another important issue of consideration was …”;

· “By following this argument we can now see that …”.

Linking statements send signals to your audience, highlighting the next point in your argument, linking to earlier ideas or clarifying the stage you have reached in your argument overall. This may be of particular importance in a lengthy presentation where even the most effective presenter has to work hard to keep an audience involved.

5. Developing an opening

The introduction to your presentation is crucial. It is your first point of contact with your audience; you can either capture or lose your audience’s interest in a matter of seconds. Use your introduction to lay a clear foundation for the presentation to follow. Try using the following structure:

· introduce yourself;

· state what you will be talking about (a title or subject area);

· state how you will be talking about it (e.g. by comparing test results or reviewing the supporting literature);

· state what you intend to be the outcome of your presentation (an informed
group, a lively discussion);

· state what you expect your audience to do (listen, take notes, read a handout, ask questions before/during/after).

Always give your audience a moment to absorb this information before moving into your first main point.

6. Developing a conclusion

Your conclusion is another important stage in your presentation. You can use it to remind your audience of your main points, draw these points to a stimulating conclusion and leave your audience with a lasting impression of the quality of your presentation. The following structure provides a powerful conclusion:

· a review of your title or subject area
“In this presentation I wanted to explore the relationship between X and Y.”;

· a summary of your main points
“We have discussed the following points…”;

· a summary of the process you have been through
“By looking at X we have found that Y …”;

· a conclusion clearly drawn from your main points (this must be supported by the detail of your presentation)
“It is clear that there can be no substantive relationship between X and Y”;

· a parting statement to stimulate your audience’s thoughts (this might be a
question or a bold comment).

7. Reviewing your presentation

Once you have written your presentation make sure that you review its content. Ask yourself:

· does the presentation meet your objectives?

· is it logically structured?

· have you targeted the material at the right level for your audience?

· is the presentation too long or too short?

Voice Modulation Tips in giving Presentations

Voice modulation means the fine-tuning of the pitch or tone of voice that helps the audience clearly hear and understand the lecture, presentation, and speech delivered by a speaker. It is very important especially in public speaking. If you want to become an efficient speaker, you must master the art of voice modulation. By mastering the art of voice modulation, you can make your oral presentation or speech more interesting, understandable and memorable to your audience. Those who have acquired sweet and melodious voice naturally also need to exercise their voice for modulation, variation and professional success.

The most important three speech organs of a human being are lips, jaws and tongue. You have to exercise these three speech organs like other parts of your body. What you need most for this purpose is to read aloud everyday for a few minutes. You can make it a habit. If you do so regularly, you will soon discover the variety, power, ability as well as faults of your vocal organs. Such a regular practice will certainly help you to correct and improve your voice modulation.

You can also develop some other habits to improve your voice for modulation. For instance, you can at times record your speech on a device, and listen to it later for any flaws. Besides, whenever you attend a meeting, event, lecture, or seminar, you should mark carefully how effective speakers vary the pitch of their voice to match the thoughts, ideas, and feelings they convey. Also, you should make it a habit to consult a dictionary not only for the meaning of a word but also for the pronunciation of the word.

However, try to use every opportunity to speak; practice and experience will give you the confidence and power, and you will gradually be able to correct and improve your voice for modulation. On every occasion whenever you speak or deliver lecture, you should bear in mind the following points:

Ø Always convey your message with the variation in the pitch and tempo. Never deliver your speech in a monotone as it will not only bore but also send your audience to sleep.

Ø Speak at a rate so that your audience can understand you because fast delivery betrays a lack of confidence.

Ø Speak normally at about 125 to 150 words per minute. Check your speed and try to bring it within this range.

Ø Pronounce words properly, putting stresses at the right syllables.

Ø Speak loud enough so that everyone in the audience can hear you clearly.

Ø Pause for a moment in between sentences to control your speed and approach better.

Ø Refrain from vocalized pauses and nasalization such as 'er', 'ah', 'unh', 'umm', etc.

Ø Take care that you do not repeatedly use such phrases as 'you see', 'I mean', 'What I meant,' 'Understand?, 'Have you understood,' 'Clear?', 'Is it clear?', 'Was it clear?', etc.

Body Language – Voice

How to sound your best when speaking in public

Your voice is your main means of communicating the content of your message. The way you say something can have a great impact on the audience. Yet, people rarely think about how their voice sounds or how it can be improved. They think, mistakenly, that they are stuck with the voice they are born with. However, there is much you can do to learn how to use your voice confidently and clearly, and to develop a strong vocal image and identity.

Qualities of voice include three main elements: intonation, pitch, and pacing. Intonation refers to the rise and fall of your voice, which has the potential to engage and hold the listener or tune him out. This quality may vary greatly in different cultures. Pitch, on the other hand, means how high or low your voice sounds. Many presenters use a thin, high-pitched voice which could sound harsh and lacking in authority. If this happens to you, try consciously lowering the pitch of your voice a little at a time. Pace refers to the speed and tempo of our speech. Varying the pace for emphasis will make your presentation more energetic.

Public speaking is not the same as speaking to your friend on the street. Paying attention to the factors below will improve the tone and quality of your voice.

Speak Up

Your voice should be loud enough that no one in the audience should have to strain to hear you. Project your voice to the back of the room, but don’t shout either. If necessary, arrange to have a microphone available. If the members of your audience cannot hear you, all your preparation is useless.

Breathe Normally

In ordinary conversation, your sentences are short and you can complete them without running out of breath. Do the same with your presentation. It’s not a race; it’s a presentation. Take ownership of the time, however short or long it may be. Remember that you don’t have to fill every single second with the sound of your voice. One of the most obvious signs of an inexperienced speaker is one who keeps running out of breath during a presentation. Pause between sentences. Pause between sections. Pause between slides. Doing this will not just give you time to breathe, but also provide a nice break for the audience to digest what you have been saying.

If you have trouble with your breathing, you may want to work with a voice coach who can suggest a number of useful exercises to overcome this difficulty.

Use Good Diction

Pronounce your words clearly so that the audience can understand you easily. Don’t mumble or speak too fast. A common problem of native English speakers, even at international conferences, is that they presume everyone can understand them. In today’s multicultural world, you should expect members of your audience to be from different national, racial, and linguistic backgrounds. English may not be their first language. Take this into account and enunciate clearly. The effort will be greatly appreciated by non-native English speakers, especially if you speak after a number of others who mumble along or speak as if they were on home ground.

Speak With Variety & Enthusiasm

Use a well-modulated and varied tone of voice, as you would in normal conversation, so that you don’t sound monotonous. Vary the volume, speed and rhythm of your voice to keep your listeners engaged. Use emphasis when necessary to draw attention to key information and differentiate it from the rest. Otherwise, use a pleasing tone and speech rhythm. To practice speaking with variety, you could try reading poems or proverbs aloud, with different tones of voice.

If your voice sounds enthusiastic, your listeners are more likely to stay tuned in to your message. If you sound indifferent, tired, or monotonous, it will be difficult to capture or retain your audience’s attention.

Emphasize Appropriately

To help your audience receive the correct message, make sure you place emphasis on the correct words in your sentence. It can change the implied meaning drastically. Look at the example below:

I work on the weekend. (I work then, but you don’t.)
I work on the weekend. (I don’t sit around or relax — I WORK!)
I work on the weekend. (Emphasizing when I work, and that I am not free at that time.)

Sound Calm & Friendly

Voices not only convey information, but also attitudes. Your voice can reveal how you feel about many things –- yourself, your audience, your product, your job, and even your life. Your voice can make you appear approachable, so people are more likely to interact with you or ask questions. A calm, friendly-sounding voice can invite people to make contact with you, in order to clarify, understand, or buy from you or your company. If you sound annoyed or condescending, you may turn off your listeners. Be especially careful when answering questions from the audience, as a particular question may catch you off guard, even if your presentation has gone over well.

Don’t Rush

Maintain a moderate to slow pace. The speed and rhythm of your speech is important, as clear communication demands appropriate pauses to support your words. This is especially important if you are speaking in a language that is not your native language and in which you have an accent. People need time to adjust to your accent and understand what you are saying. Give them this opportunity by speaking much more slowly than you think is necessary.

If you have a lot of material to cover in your presentation, the answer is not to hurry through your presentation. Think of other ways to provide the information to the audience. You could give handouts, which elaborate on your key points. You could arrange in advance to have more time to speak. You could cut down the length of your speech. Plan to cover your main messages at a reasonable pace, rather than rushing through.

Avoid Crutch Words

Some people have the habit of using filler sounds — such as uh, eh, or ahhh — while they are thinking about what to say next. Other people overuse crutch words, such as you know, basically, or actually. Aside from sounding unprofessional, this can be annoying for the listener. To discover whether you have this tendency, record yourself on a tape recorder or videotape your presentation. While listening or watching, jot down any sounds, words or expressions you use repeatedly. Work on consciously minimizing their usage over the next few days, with family members, friends or fellow employees.

If you tend to use these words when you are nervous or forgetful, remember that you don’t have to speak all the time, especially if you are trying to fill the empty spaces. Simply pause, keep quiet and carry on when you are ready. If you are pausing too often to reorient yourself, it may be an indication that you don’t know your material well enough and need to review or rehearse more often.

Straightforward Language

Simple, natural, and sincere speech is best. Avoid complex sentence structures, unusual vocabulary, or confusing jargon. Be especially cautious if you are speaking from prewritten materials. Written English is much more formal than spoken English. What works in writing will be difficult to deliver in speech. Your listener should not have to sift through your words and sentences to understand your message.

Eat & Drink Consciously

Speaking for any length of time makes the mouth go dry. Anticipate this in advance and make sure you always have a bottle or glass of water during your presentations. Make sure to have a small sip of room-temperature water before your mouth feels dry. You could also drink plain warm water with a squeeze of lemon.

Avoid hot beverages like coffee, tea, or hot chocolate as they can lead to congestion and force you to have to clear your throat more often. Also avoid cold soft drinks just before you speak as they make your vocal chords contract. Avoid dairy products such as milk, cheese, chocolate or ice cream or butter, which can coat your vocal cords and affect the clarity of your voice. In general, stay away from very hot or very cold foods.

Exercise Your Vocal Cords

To strengthen your vocal cords, try doing the following humming exercise. Start by inhaling normally. Then exhale slowly and say the word hum. If your voice flutters or makes extra sounds, it indicates that you are tense and need to relax. Repeat the exercise for a few minutes and try to hum without fluctuations and interruptions.

You can do a similar exercise, using the word ‘sigh’. Start by inhaling normally; exhale and say the word ‘sigh’. Make the sound softer and softer as you exhale.

Avoid shouting, screaming, or straining your voice, which can damage and weaken your vocal folds.

Body Language – Body

How to enhance the most critical aspect of your presentation

Body language is a vital form of communication, which can make or break your presentation. It is an essential part of emotional intelligence, which can help you bond with another person, a small group or a large audience. When your body language is deliberate, it shows that you are in control and that you are happy to be where you are, doing what you are doing. Non-verbal communication is so powerful it can reinforce your verbal message or contradict it. By following the body language guidelines below, you will be able to strengthen the effectiveness of your oral presentation.In addition, you can watch and pick up cues from other presenters.

Posture

Our posture conveys a lot about our level of confidence. Good posture gives the impression of authority and confidence. A natural, straight open-body position is best. If you are not accustomed to standing straight, you can practice by pressing your spine against a wall. Let your arms rest in a relaxed way at your sides, so you don’t appear stiff or rigid. Remember, the audience members want you to behave normally; they don’t want to see you uncomfortable or suffering, as it makes them uncomfortable too.

Avoid the following:

arms folded across your chest, which may make you slouch, and makes you appear closed, disconnected from the audience
arms clasped behind the back military style, which makes you appear too aloof
hands on hips, which makes you appear too matronly, like you are about to scold someone;
arms down in front, folded below the waist, which makes you seem too ‘goody-goody”
rocking back and forth, which makes you appear restless or nervous

The main idea is to avoid any actions that distract the listener’s attention away from what you are saying.

Gestures

From an open body position, your arms will be free to gesture as they would in normal conversation in order to support your words and emphasize certain points. In most professional presentations, you can add movement by simply pointing to the important features of your presentation. At the same time, avoid using the same gesture over and over.

Avoid the following:

Putting your hands in your pockets, which makes people trust you less. Research has found that we trust others more when we can see their hands.
Jiggling your keys or other items in your pocket. If you tend to fidget, empty your pockets beforehand.
Playing with your jewelry, your hair, or your clothing, which signals that you are nervous.
Pushing your glasses back constantly.
Pushing your hair aside frequently with your hand or shaking your head to push aside your hair.
Sporting a hairstyle that covers your eyes.
Clicking your ballpoint pen.
Taking the caps on and off your pen or marker.
Scratching your face, head, or any other part of your body.
Checking your watch. If there is a wall clock across from where you are standing, keep an eye on the time there, without appearing to do so. If not, take off your watch and place it on the lectern so no one can see you are checking the time.
Drumming your fingers on the lectern or table. This just comes across as a distracting, annoying nervous gesture.
Tapping your feet or bouncing your legs. Check your legs and feet every once in a while to make sure they are still.
Facing away from the audience. If you write information on flip charts or boards, make sure to finish writing before turning around the speak. Or else your voice will be projected into the flip chart instead of out to the audience.

Walking Patterns

Controlled walking can add to the effectiveness of your message. If you stay glued to one spot, you might appear rigid, inexperienced or terrified. Your movement forces the audience to refocus its attention on you and creates interest. However, make sure you move about in a relaxed, natural way. Don’t pace. Like any repetitive action on stage, pacing will annoy and distract your listeners.

Using a Podium/Lectern

If you’re using a lectern, it’s a good idea to hold the sides so your hands can be seen. Many presidents and prime ministers do the same when they are speaking on television, at press conferences, or at international summits. Hold the sides of the lectern, but do not grasp them tightly as if you are scared. Feel free to gesture naturally, even from the podium. Step away from the lectern at times if you don’t need your notes or your microphone. This will give a more relaxed feel to your presentation, as you will come across as more informal, open, and accessible to your audience. Since you are only visible from the chest up, avoid low necklines, unusual ties or frumpy collars as they can distract your viewers or listeners.

Tips on Preparing Visual Aids

Start with at least a rough outline of the goal and major points of the presentation before selecting the visual aid(s). For example, a particular scene or slides may trigger ideas for the presentation, providing the power of images. Do not proceed too far without first determining what you want to accomplish, what your audience wants to gain, and what the physical setting requires.
Each element of an audio-visual product - a single slide or a page of a flip chart presentation, for example, - must be simple and contain only one message. Placing more than one message on a single image confuses the audience and diminishes the potential impact of visual media. Keep visual aids BRIEF.
Determine the difference between what you will say and what the visual aid will show. Do not read straight from your visuals.
Ask the audience to read or listen, not both; visual aids should not provide reading material while you talk. Rather, use them to illustrate or highlight your points.
Give participants paper copies of various graphic aids used in your presentation. They will be able to write on the paper copies and have them for future reference.
Assess your cost constraints. An overhead transparency presentation can always be used in a formal environment if 35 mm slides are too expensive.
Account for production time in your planning and selection process. Slides must be developed, videotape edited - you do not want to back yourself against a wall because the visuals are not ready. You can often get production work done in 24-48 hours, but it is much more expensive than work that is done on an extended schedule.
Use local photographs and examples when discussing general problems and issues. While a general problem concerning welding safety, for example, may elude someone, illustrating with a system in use at the site can bring the issue home.
Use charts and graphs to support the presentation of numerical information.
Develop sketches and drawings to convey various designs and plans.
When preparing graphics, make sure they are not too crowded in detail. Do no over-use color. See that line detail, letters, and symbols are bold enough to be seen from the back of the room.
Do not use visual aids for persuasive statements, qualifying remarks, emotional appeals, or any type of rhetorical statement.
If you have handouts, don't let them become a distraction during the presentation. They should provide reinforcement following your address. Consider giving them out after the presentation, unless the audience will use them during the presentation or will need to review them in advance of the presentation.
Practice presenting the full program using graphic materials so you are familiar with their use and order. If you use audio-visual materials, practice working with them and the equipment to get the timing down right.
Seek feedback on the clarity of your visuals and do so early enough to allow yourself time to make needed adjustments.

The question of what to use and how to choose is an excellent one. The next several pages will help you answer this question by identifying the advantages and limitations of each type of visual, as well as the development techniques required in preparing each. By looking at these pros and cons, you can more easily decide what will work best for your presentation.

Flip Charts

Flip charts are quick, inexpensive visual aids for briefing small groups. The charts, felt-tip markers and graphic materials are readily available, and with a modest ability at lettering, the presenters can compose the desired visual aid in-house.

Flip Charts:

Help the speaker proceed through the material
Convey information
Provide the audience with something to look at in addition to the speaker
Can be prepared prior to, as well as during, the presentation
Demonstrate that the speaker has given thought to his or her remarks
Can be used to record audience questions and comments
Can be converted to slides

Limitations:

May require the use of graphics talent
Are not suitable for use in a large audience setting
May be difficult to transport

When Developing Flip Charts:

Each sheet of paper should contain one idea, sketch, or theme.
Words, charts, diagrams, and other symbols must be penned in a large enough size to be seen by people farthest from the speaker.
In general, make each letter at least 1/32" high for each foot of distance from the material. For example, a 1-inch letter is legible from 32 feet, and a 2-inch letter from 64 feet. Divide the distance from the back of the room to the visual by 32 to determine the minimum size of letters.
Use block lettering, since it is easiest to read. Use all capital letters, and do not slant or italicize letters.

Use and vary the color. Also, check from a distance to make sure the color works well and is not distracting.

Overhead Transparencies

Overhead transparencies are useful for audience settings of 20 to 50 people and can be produced quickly, easily, and inexpensively. Any camera-ready artwork, whether word charts, illustrations, or diagrams can be made into transparencies using standard office paper copiers.

Most manufacturers of paper copiers offer clear and colored acetate sheets that run through copying machines like paper, but transfer a black image into acetate for use as overhead transparencies.
The standard transparency size is 8=" x 11''. The only piece of hardware required is anoverhead transparency projector.
Overlay transparencies provide a good cumulative presentation.
Speaker can use an overhead projector with significant light in the room, thereby enabling the speaker to maintain eye contact with the audience.

Limitations:

The projected image size is sometimes too small to be seen from the back of a large room.
Often, the image does not sit square on the screen, as the head of the projector is tilted to increase the size of the image.
It is difficult to write on the transparency while it is on the projector.
Sometimes the projector head gets in the audience's way.
Some speakers feel captive to the machine, because they must change each transparency by hand.

When Developing Overhead Transparencies:

To add color, simply cut a piece of colored acetate gel, available at art stores, to the shape and dimensions needed to highlight a particular part of a transparency. The second (or third) color is taped to the edges of the transparency with clear tape, or glued over an area with clear invisible adhesive such as spray adhesive.
Permanent and/or water-soluble ink color marker pens are available for use in hand-coloring parts of an overhead transparency.
Overhead transparencies can be developed during a presentation by marking on acetate sheets with water-soluble or permanent transparency pens. The same approach can be used to add information to existing transparencies. In both cases, a damp tissue can be used to wipe information off a transparency that has been marked with water-soluble ink.
When removing a transparency from the machine during the presentation, slide the next immediately underneath it to achieve a smooth transition. Don't leave the screen blank with the light on.
A 45-degree angle to the audience is the most effective location for an overhead projector and screen. This provides for the least obstructed view. Ideally, set the projector on a table lower than the surrounding tables or platforms to make it less imposing.
Transparencies with too much information - especially typed pages designed for a printed piece and transferred to acetate - are confusing. Keep transparencies simple.
When typing words for transparencies, use bold typing elements such as HELVETICA and capitalize.

Consider making use of a laser printer that can produce good quality transparencies in a variety of bold type styles. These printers, coupled with desktop or portable personal computers are widely available, and prices have dropped significantly. The quality of type and variety of type styles make this a superior option when compared with transparencies done on an office typewriter. If resources permit, color printers are also available.

Posters

Posters are prepared graphic devices that can be made of a variety of materials and media - photographs, diagrams, graphs, word messages, or a combination of these. Posters work best in smaller audience sizes.

Posters are permanent and portable.
Posters can be simple or very elaborate.
Posters can be used alone or in a series to tell a story.

Limitations:

Posters tend to contain too much detail.
Transporting them can be difficult.
The more elaborate posters require extensive preparation and can be quite costly.

When preparing posters:

Each poster should contain one message or theme.

Words, charts, diagrams, and other symbols must be penned in a large enough size to be seen by everyone in the room.

Use all capital letters, and do not slant or italicize letters.

Use and vary the color. Also, check from a distance to make sure the color works well and is not distracting.

35 Millimeter Slides

35 mm slides enliven a presentation for virtually any size audience. They can project a professional image, are relatively inexpensive to produce, and if necessary, can be produced quickly.

Slides have high credibility with audiences because viewers looking at photographic slides taken in the field often feel that seeing is believing.
The only hardware required is a slide projector and a screen. Slide programs are easy to package in slide trays.
Changes in slides or in their sequencing can be done rapidly to meet changing conditions or audiences.

Limitations:

Slides cannot be made using a photocopying machine. Therefore, they require more time and money to produce than overhead transparencies.
The lights must be dimmed more for slides than for overhead transparencies.
Slides require a great deal of preparation and rehearsal.

When Developing a Slide Presentation:

Use the outline or text of your talk to note places for appropriate visuals.
The best slide programs often mix field photographs with slides of charts, graphs, and other supporting images.
Catalog and categorize slides, and place a date, location, and other relevant information on each slide.

Vendors can make word slides and illustrations by computer, though they tend to be costly.

Audio-Slide Show

Audio-slide shows are self-contained programs having pre-recorded sound tracks that are coordinated with slides by use of electronic synchronizers. The recording tape includes electronic signals that activate a connected slide projector so that an image appears simultaneously with the appropriate voice message, music or sound effects. Audio-slide programs can serve audiences ranging from a handful to a couple of hundred people.

For a fraction of the cost of films, audio-slide programs can achieve many of the same program needs.
They can impart considerable information because color and a wide array of audio-techniques and visual images can be used.
If multiple projectors are used with dissolve units that allow images to "fold" into one another, even a sense of movement can be created.
They usually can be produces in-house, equipment is accessible, and they offer a presenter the flexibility of changing slides to meet the needs of specific audiences.

Limitations:

Time must be allotted for developing script, sound-track, title and credit slides, visuals, and for production.
Each presentation requires securing and assembling proper equipment synchronizer, tape recorder, projector(s), screen(s).
Good maintenance must be given to slides so that a warped slide doesn't malfunction and throw off an entire presentation.

When Developing a Program:

Identify all components to the program and possible resources to assist in developing these components (e.g., photo lab, recording studio, slide library, graphic artists, a person who has prepared similar programs).
Make an initial contact with resource personnel to see what services they can provide, time frames and their scheduling requirements.
Develop a tentative production schedule.
Prepare a script or a story board and carry this script with you.
Photograph or borrow slides of scenes that emphasize your points. Also, gather charts, drawings, books, or other resource materials pertinent to the subject which may be photographed or reproduced graphically as slides.
Keep images to one message per frame.
Test-run the slide-tape show with enough time to replace slides that are unclear.
Secure permission to use commercial or otherwise copyrighted music or material.

Keep credit slides to a minimum and use simple design for clarity.

Videotape

Videotape electronically carries both a picture and a sound track. Its features of sound, movement, vivid image, color, and variety hold an audience's attention the way film does. Videotape can be used to program an entire presentation, or to support a speaker's remarks by highlighting certain topics.

Limitations:

Videotape productions can be expensive to create and require experienced production teams.
In large meetings, the audience may not be able to see the monitor. (If resources permit, video projectors are available.)

When Developing Videotape:

Practicing with the equipment by filming, as well as showing, is the best way to overcome hesitancies about its use.
To cover the basics if you are brand new to video use, budget yourself a one hour session with an experienced video producer, whether amateur or professional. University extension programs and the local cable T.V. station are good places to check for a no-cost session. Discuss your ideas. Your budget will determine whether you should tape on your own or have a professional make the videotape.
Composing and editing a 15-minute video production can easily consume dozens of hours whether you do all of the work or contract to have part of it done. In order for this kind of investment to pay off, it usually means that the final product should be viewed by a large audience or multiple audiences. Consider the facilities available before choosing to use videotape.

TESTING THE DESIGN OF YOUR PRESENTATION

When you have prepared the visuals you want to use in your presentation, you must practice using them. Do a practice run in full, preferably with someone you know well and with someone you do not know well. Alternatively, use a video or audio tape recorder, or a mirror.

If you are making a group presentation, do a complete practice run in full. A practice run will ensure that each presentation builds on the previous one and that all the points are covered. These colleagues can also provide valuable feedback. The tips below will help you make the most out of your practice runs:

Seek feedback at the point when you have your material well organized but not committed to memory. This will enable any needed changes to be incorporated easily.
This feedback should include an evaluation of the presentation's length, logic, clarity, and interest level; the speaker's rate of delivery, voice level, and conversational pattern; and the usefulness of the visual aids.

Once you are satisfied with the content of your presentation, make sure that the technical supports are in place or lined up:

Check with the meeting organizer to make sure the equipment you need will be there.
If at all possible, arrive at the location of your presentation an hour early to check your equipment and room arrangements. Practice using your visuals with the equipment provided. Make sure that you know where the on/off switch is and make arrangements to have the lights dimmed, if necessary.

Rehearsal is a fundamental step in developing and refining effective presentations. Practicing your presentation and working closely with the meeting organizer to secure the necessary technical supports will assist you in making a smooth performance.

Audience Management during Presentations

Focus on Your Audience

It’s tempting to polish your message to your own satisfaction—but your goal is to persuade your audience.

• Who are they? Not all audiences are the same. Be sure to know your audience. What do they know? Why will they care? Ask yourself what your audience needs to know (versus what you want to tell them). Respect your audience. Do not talk down to them, do not overwhelm them with information, get to the point, and do not bore them. We often think about people’s expectations of us, but what are your expectations of your audience? If you expect hostility, you are likely to come across as defensive. If you expect they will not respect you, you are likely to be tentative or overly aggressive.

• What do you want them to do? Before you deliver your message, know exactly how you want your audience to respond. Do you want them to be informed, persuaded, mobilized, or empowered? Your ultimate goal is dialogue. You should strive to have your audience become participants who actively listen and offer ideas.

• What specific message will make them act? Consider what message will move this specific audience to act. Remember that expectations can get in the way of an effective dialogue. How we hear a message (does it seem hostile or friendly?) and what we hear are influenced by perceptions and expectations.

Dealing with Difficult Audiences

Oftentimes in speeches or presentations, there will be that person in the audience. You know, that person who seems to just like to cause trouble or hear himself talk. If you have that person in your audience, you don't have to call on him. As the speaker, you have to control the audience, and one of the best ways to deal with a pain-in-the-neck question-asker is simply to avoid calling on him.

I once attended a business meeting where a speaker poorly handled that person. Several times during the presentation, that person raised his hand to ask the speaker a question. Each time the speaker called on that person, he asked a long-winded, difficult, or inappropriate question. In fact, one time he simply made a statement. Though the audience was clearly uncomfortable and annoyed when that person was called on, and the speaker was noticeably losing her composure, she continued to call on that person and stumble though strained answers to his awful questions.

This is an example of a speaker giving up control to an audience member unnecessarily. The speaker should have avoided calling on that person after his first inappropriate question. There is no rule that says the speaker has to acknowledge an audience member with a raised hand. The speaker has control of who is called on and should not give up that control to difficult audience members.

The speaker had several options for controlling this audience member:

Ignore

The speaker could have simply chosen not to call on that person ("Just ignore him, Kirstin," my mother would say when I was younger and the boys were teasing me. Hmmm… another one of those lessons we learn as children that we should remember to use as adults.)

Set Limits

The speaker could have said, "For the sake of time and to make sure that everyone has at least one opportunity to ask a question, please limit your questions to one per person."

Write Down Questions

The speaker could have said, "I notice that some of you have a lot of questions, but I will be unable to finish my presentation if we answer all of them. Please write down your questions on the back of your business card. Mary, could you please collect those questions and bring them to me? I will answer as many questions as I can at the end of the presentation if we have time left over."

Directly Address

The speaker could have said, "What is your name, sir? John? Well, John, I appreciate your enthusiasm and your comments, but since we only have a short period of time today to go though the scheduled material, would you mind holding the rest of your comments until the end of the presentation?" Or, "John, your interest in this subject is wonderful, although your comments are too detailed for this presentation. Could we address your concerns afterwards?" While asking that person these questions, be sure to nod your head up and down to encourage that person to also nod in agreement.

The bottom line is: you are the speaker and therefore the person in control. Don't let one audience member ruin it for everyone else. Do not handle that person rudely, but keep in mind that the rest of the audience probably recognizes that person is being that person and will have more respect for you if you handle the situation firmly and effectively.

Question Bank

Unit I

1. Write a note on how to dress up for corporate environment. Also explain the various Do’s and Don’ts for men and women in dressing for corporate.

2. Differentiate between:

(a) Dressing and Grooming (b) Resume, C.V. and Bio-data

3. Write an explanatory note on etiquettes and mannerism used while conversing with the clients through Telephone and E-mail in corporate.

4. What are the dinning etiquettes and basic table manners that must be kept in mind as a professional in the corporate set up?

5. Explain the role of Values and Ethics as a part of code of conduct in the Workplace?

Unit II

6. Define Group Discussion. What are its various types?

7. Explain the key techniques to succeed in a GD.

8. What are the various Do’s and Don’ts that must be considered while conducting a GD?

9. What are the essentials that must be considered for opening and concluding a group discussion?

10. Differentiate between a GD and Debate.

Unit III

11. Emanate the usual contents of resume. What are the key steps followed in preparation of Resume. Make a draft resume for the post of marketing manager.

12. Write a note on the common mistakes that are committed by an interviewer during the interview process.

13. What are the common interview mistakes and how we can avoid them?

14. What are the techniques to impress the interviewer during the interview process?

15. What are the various Do’s and Don’ts that must be considered while appearing for a interview?

Unit IV

16. Write a note on the tips for preparing presentations using audio-visual aids?

17. What is a effective presentation? What are the stages in planning a presentation?

18. What is the importance of Body language and Voice modulation during Presentation?

19. Explain the various elements and state the Guidelines for Designing the Presentation?

20. What are the techniques to manage the audience during and after the presentation?

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School of Business Management

MBA 303 PSD Notes and Question Bank

UNIT I

Corporate Dressing and Personal Grooming

Importance of Corporate Dressing

Business Dressing Etiquette

Corporate Dressing for Men

Corporate Dressing for Women

Personal Grooming Tips for Men

Personal Grooming Tips for Women

Five Common Interview Mistakes and How to Avoid Them

UNIT IV

Seven stages in planning a presentation

1. Preparation

Objectives

Audience

Venue

Remit

2. Choosing your main points

3. Choosing your supporting information

4. Establishing linking statements

5. Developing an opening

6. Developing a conclusion

7. Reviewing your presentation

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