Employment Communication

Know Your Potentials

The job-seeker must know his/her potential or resources and assess them thoroughly. In this way, he/she can plan the strategy for going through the process of job searching.

Recognize Potential Employer

The job-seekers need to choose the field(s) to perform and excel in. If he has the required competence for banking sector, he may choose the employer (any of the existing banks) who can meet his expectations as a job holder.

Applying for the Job

At this stage the job-seeker needs to be sincere in preparing the curriculum vitae, resume or bio-data.

Interviewing; participating in Group Discussion

At this stage, the job-seeker reaches the final round of his job search. Successful completion of this stage, lands him/her in the job.

Curriculum Vitae Resume & Biodata

In this section, we will learn about curriculum vitae, resume and biodata and the differences (if any) exists between them.

Curriculum vitae, resume or bio-data are authentic and brief account of a person’s education, qualifications, previous engagements, other skills typically sent with a job application.

Curriculum Vitae (CV)

The phrase ‘curriculum vitae’, of Latin origin, means ‘course of life’. It provides a detailed account of the applicant covering every skill, all the jobs and positions held, degrees, professional affiliations he/she has acquired, in proper sequence.

The CV is an in-depth and structured information about professional experience and qualification of a person. It is more elaborate than a Resume.

Like Resume, a CV is a list of relevant information of a person seeking employment. Considering the length of the subject-matter, the CV may extend to three-four pages depending on the age, experience and achievements of a person.

Components of a Good CV

As the CV acts as an identity card for an applicant’s entry into his/her chosen job, it should have the following details.

Personal Details

Personal details contain address, email, phone number, marital status, nationality, date and place of birth and also addition of social media account if it is used in a professional way

Educational Qualifications

This contains the qualifications in a chronological order with authentic data.

Work Experience

This includes specific applicable experience in relation to the job as opposed to generalities.

Skill Summary

This includes a brief bulleted list of the relevant skills and experience that the applicant possesses. Adding this section can capture the attention of the recruiter who spends a few seconds to read the CV. Here, computer skills should be prioritized.

Knowledge of Languages

This includes the applicant’s proficiency (both spoken and writing abilities) in languages.

Interests and Other Activities

The interests and activities include hobbies, interests and other relevant topics about the applicant pertinent to the context.

Following is an image of a sample CV −

A Case Study

While applying for the post of a professor in Jawaharlal University, Rahul remembered that it was necessary to attach the application letter with a CV containing summarized educational details, academic history, details about teaching experiences at different places and at different positions, a detailed list of publications i.e. books, articles, research papers etc.; academic honors and awards. Details of training, workshops, seminar, short-term courses and conferences needed to be included.

He prepared the CV with required care and caution and sent it to the destination. He got the interview letter within two weeks and did well in the interview. He finally got through.

How Does A Resume Work?

Resume, a French word, means ‘summary’. In fact, a Resume contains a summary of the applicant’s education, professional skills, previous jobs and personal interests.

However, a Resume doesn’t usually list out all the education and professional qualification, but only highlights specific skills.

It aims at presenting a personalized document that must be fully groomed using applicant’s effective writing skill.
It should be precise and factual where each sentence needs to be authentic and not blown up beyond the value.

Following is an image of a sample Resume −

Advantages of A Well-written Resume

Following are the advantages of a well-written resume −

It is the first tangible contact with the applicant’s prospective employer; hence, it is essential to keep up the ‘first impression last long’ feeling. Here, the employer carries out a preliminary examination about whether the applicant qualifies for the job or not.
Though Resume or CV may not be sole basis for hiring deserving candidate, it could be a reason for their early rejection. An unattractive Resume eliminates the applicant’s chance of applying the job in question.
The Resume or CV should be designed and drafted in ways that attract the fleeting eyes of the employer who usually spends a little time on each resume. A recruiter screens hundreds of job application for even a few vacancies.
It provides the opportunity to highlight unique skills.

How Does A Biodata Work?

Bio-data is the short form for biographical data. It mainly contains personal facts about a person. Personal facts include −

Date of birth
Person’s height, weight
Father’s name
Mother’s name
Gender
Complexion
Religion
Marital Status
Nationality
Permanent Address

It includes educational background, professional background, skills, hobbies, interest, strengths, potential and achievements. It is the traditional document for applying for a job. Biodata also helps in marital communications.

Do’s And Don’ts in Preparing CV or Resume

In this section, we will learn about the Do’s and Don’ts that need to be considered while preparing a CV or Resume −

Contain your CV or Resume within a reasonable length.
CV should be true and factual.
On the first page, enough personal details should be provided for potential employer to contact you easily.
Choose a format that highlights key skills, key competencies, key achievements or key attributes.
Your employment background should begin with your current job and work backwards.
List all relevant qualifications.
Do not include negative or irrelevant information.
Include details of training or skills development events attended.
Use a very good quality paper.
Do not use a type size less than 11pt.
Do not be tempted to shrink the font or reduce the margins to get more information in.
Use good font face like Times New Roman or Arial
Don’t allow any spelling or grammatical error in any way
Use bulleted paragraphs. This will save space and make the CV more effective.
Emphasize achievements that are recent, and are most relevant for the position for which the candidate is applying.
Do explain all significant breaks in your career or education. Recruiters hate unexplained gaps.
While submitting a resume, it must be accompanied with a cover letter to make the readers aware of what is being send, and how can it be beneficial to the readers.
Include references if possible in a resume. If giving references, use three to five.
Include at least one lecturer, and at least one employer.
To stress upon the key points in a resume, put them in appropriate headings, list them vertically, and provide details.
Do not include pages of obscure testimonials, references, newspaper cuttings and brochures.
Proofread the draft to avoid mistakes and typographic errors.

What Is a Job Application Letter?

A job application letter, also known as Covering letter, is sent attached with the applicant’s Resume or CV.

The letter represents the documents attached with the application.

It provides a brief account of the applicant’s interest in the job in question. Effective application letter explains well the reasons for the applicant’s interest in the specific organization and the job he/she is applying for.

The application letter communicates to the employer about the position the applicant is applying for, and what makes him/her the most suitable candidate, why he/should be selected for an interview etc.

Tips for Effective Job Application Letter

Always attach a covering letter, even if, it is not asked for.
Use formal letter format
Provide concrete evidence of your proven skills with recent instances to make you a preferred candidate for the job
Be concise and stick to most essential points
Be sincere and honest in expressing yourself
Edit thoroughly before you send the document

Components of a Good Job Application Letter

Following are the different components of a job application letter −

Applicant’s present address
Date
Employer’s address
Salutation: Begin the letter with ‘Dear Mr. / Mrs. Lastname’; in case, the last name is not known, simply, write ‘Dear HR Manager’
Body of the letter
- First Paragraph that explains the reasons for writing and job the applicant is applying for.
- Second Paragraph, where the applicant mentions his/her skills and experiences that are good fit for the job. It also explains what the applicant has to offer the employer.
- Last paragraph contains thank you to the addressee and a couple of line as to how the applicant will follow up
Signature − End the letter with a polite closing, such as ‘Sincerely’ or ‘Regards’ and your signature.

Job Interview

The lexical meaning of Job Interview is a formal meeting at which someone is asked questions in order to find out if they are suitable for a post of employment.

It is one of the most globally recognized and popularly used devices for employee selection.

Even if, a job interview is a challenging experience for the applicant and a time-consuming exercise for the employer, it plays a pivotal role in determining whether the interviewer (employer) and the interviewee will make an effective match.

However, a candidate appearing for an interview is suggested to get through the screening test based upon his/her job application letter and CV.

Importance of Job Interview

Apart from being one of the most popular devices for employee selection, job interview is important for many reasons.

Interview is where a candidate can make a favorable impression.
It provides a great deal of value for the company and the candidates alike.
It provides a chance to the employer to assess the candidate’s personality and expertise to determine if he/she would be a befitting person for the post for which the interview is being conducted.
It serves as a two-way medium for the exchange of information.
The interviewer learns more about the candidate and the candidate in turn comes to learn about the organization and the demands of the job.
It provides a selling opportunity for the organization as well as the candidate.
Job interview enables the employer or the organization to weed out unsuitable candidates and select the most deserving ones for the job in question.
The employer can analyze the communication skills of the candidate from the interview.
It is the only method of direct contact between the candidate and the employer.
It gives the interviewer an opportunity to verify the information provided in the Resume or the CV and explore and clarify any issue raised by the resume.
It also enables the employer to obtain some information about the candidate which might not be available otherwise like his/her future plans, perceptions about some burning issues, etc.
It provides the platform where the organization gives information about itself, its policies and its culture and work environment and also the job of the candidate.

Types of Interview

Face-to-face Interview − This is the most common form of job interview where the interviewers physically meet the interviewees.
Telephonic Interview − This takes place on cell phones, land lines.
Sequential Interview − This is where the candidate is interviewed on a one-to-one basis by interviewers separately.
Direct Interview − This is where the candidates are obliged to answer a set question paper assigned to them by the employer.
Panel Interview − This is where three or more members of the hiring organization sit and question the interviewee on current issues and other critical topics.

Before attending an interview, the candidate should know about the organization and prepare some general questions often asked during the interview.

How to Crack the Interview?

Interview is the stage where there is invisible battle fought between the interviewer(s) and the interviewee where one tries best to eliminate the other. The interviewer(s) tries to eliminate some candidates as they have to choose a few best ones among the many. The interviewee wants to obtain the job of his/her choice.

It is not as tough as it appears to successfully go through the interview. One can play skillfully in the interview if he/she is well-aware of his/her actions and behaviors before and during the interview.

Useful Tips for Success in the Interview

Thank You Note

Thank You Note or Thank You Letter is a letter of thanks sent to the interviewer(s) after you return from your job interview. It is a follow-up communication to be sent to the interviewer(s) immediately or much before the evaluation of interviewed candidates by is over.

It has a positive impact on your chance of being selected for the job in question.
It provides an opportunity to distinguish yourself as a candidate, and give you an edge in the hiring process.

According to surveys, most recruiters consider a Thank You Note influential while evaluating the candidates.
It is important to note that many applicants don’t think it necessary to send a Thank You Note after the interview.
As the timing of the Thank You Letter is important, email is the best medium to send it through.
Send a Thank You Note to each interviewer if you have been interviewed by a panel of interviewers.

Contents of the Thank You Note

The note should be concise and powerful.
It should be written error-free.
It reminds the interviewer(s) about specific points made by them in brief.
It compensates for the mistakes, if any, you have made during the interview.
Reinforce your dedication to the company if you are selected
Open the door for future communication

Sample Thank You Note

Your Name

Your Address

Your City, State, Zip Code

Your Phone Number

Your Email

Date

Name

Title

Organization

Address

City, State, Zip Code

Dear Mr./Ms. Last Name:

It was very enjoyable to speak with you about the assistant account executive position at the Smith Agency. The job, as you presented it, seems to be a very good match for my skills and interests. The creative approach to account management that you described confirmed my desire to work with you.

In addition to my enthusiasm, I will bring to the position strong writing skills, assertiveness and the ability to encourage others to work cooperatively with the department.

My artistic background will help me to work with artists on staff and provide me with an understanding of the visual aspects of our work.

I understand your need for administrative support. My detail orientation and organizational skills will help to free you to deal with larger issues. I neglected to mention during my interview that I had worked for two summers as a temporary office worker. This experience helped me to develop my secretarial and clerical skills.

I appreciate the time you took to interview me. I am very interested in working for you and look forward to hearing from you about this position.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

What are Etiquettes?

Etiquette refers to a set of rules or customs that control accepted behavior in particular social group or situation.

In business etiquettes are of considerable significance, especially in modern times where competition rules the roost. An organization with a track record of showing etiquettes all around has a wide public reach irrespective of its size and turnover.

In business communication, etiquettes counts a lot for its establishing its effectiveness.

What is Etiquettes in Business?

Business etiquette refers to building enduring relationship with other people. Etiquette brings in a cohesive social environment in an organization where every stakeholder finds comfort and contentment in whatever he/she carries out.

Etiquettes are like binding forces that bind together the human constituents of the organization.
Etiquettes help in building sustainable interpersonal relationships and effective communication across the organization.

Common Business Etiquettes

In this section, we will learn about some common business etiquettes.

Maintain professionalism.
Introduce yourself humbly and introduce people to others whenever opportunity arises.
Put on dress befitting to the occasion.
Mind your body language and be polite.
Show good manners at any case.
Make a cordial handshake.
Don’t interrupt while someone is speaking.
Watch your language and vocabulary.
Double check before you deliver any communication.
Don’t walk into others’ office rooms or cabins unannounced.
Don’t eavesdrop.
Respect and acknowledge others.
Be Punctual.

Phone Etiquette

Avoid speaking loudly and maintain a balanced tone while speaking.
Put the phone on silent mode while you are in an important meeting and do not answer your phone during the meeting.
Avoid placing your phone on the table when meeting others.
Let the other person know when you have them on speaker phone.

Email Etiquette

Make sure to indicate the subject in the field of ‘Subject’.
Start the email with formal salutation; Mr. /Mrs. Joe/Trump.
Use Bcc when you mail to a group of people and respect the privacy of the other IDs.
Write concisely and focus on the main idea of the email.
Give a keen eye to the sentence structure and the punctuations in your content.
Respond to business email as soon as possible.

Face to Face Communication

Maintain a standard level of professionalism.
Address the person with his proper name once introduction is over.
Remember the name and do not ask for it repeatedly.
Avoid being emotional.
Do not be garrulous and always limit the conversation to professional topics.
Be an honest and sincere listener to the one speaking with you.
Do not gesture wildly when you talk or laugh.
Maintain a pleasant body language.
Do not be personal during the conversation.

Meeting Etiquettes

Professional Appearance
Positive body language
Effective and Active Contribution
Handle Conflict or Disagreement professionally
Provide constructive criticism and avoid destructive criticism
Turn taking when speaking in a Meeting
Arrive prepared and on time for meeting

Summary

Employment communication revolves around written communication and conversation between the employer and the job-seekers.
The stages for an aspirant to finally secure a job are −
- Know Your Potentials
- Recognize Potential Employer
- Applying for the Job
- Interviewing; participating in Group Discussion
Curriculum vitae, resume or bio-data are authentic and brief account of a person’s education, qualifications, previous engagements, other skills typically sent with a job application.
Resume contains a summary of the applicant’s education, professional skills, previous jobs and personal interests.
Bio-data mainly contains personal facts about a person.
Effective job application letter explains well the reasons for the applicant’s interest in the specific organization and the job he/she is applying for.
Job Interview is a formal meeting at which someone is asked questions in order to find out if they are suitable for a post of employment.
Thank You Note or Thank You Letter is a letter of thanks sent to the interviewer(s) after you return from your job interview.
Etiquette refers to a set of rules or customs that control accepted behavior in particular social group or situation.

Epilogue

Communication being a vast subject of study is not possible to be confined within a few pages. However, in this Tutorial we have discussed relevant chapters on communication in a simple and concise format. In modern business world, communication is essential for the effective functioning of an organization. Without effective communication, business falters and even falls apart. Every business therefore makes it mandatory for all to observe common business etiquettes and keep up successful communication wherever necessary. That, communication sustains business will not be an exaggeration of the term.

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