Employment Communication
Preparing and
Conducting Job Search: Preparing for the job in a sense is a simultaneous
process with the completion of the academic qualification. For example, if you're majoring in Accounts and Finance, this suggests that you are interested in the
field of Account and Finance. However, career interests can change over time. Still, it is better to recognize your own interest as soon as possible. Early
recognition of your interest will help you to carve your career path and find jobs in your areas.
Make a
Thorough Analysis of Yourself: Interests: What interests you? What are you
interested in? Work-related values: The ideas and beliefs that are important to
you and guide your actions. Personality type: Your social traits, motivations,
strengths and weaknesses, and attitudes. Aptitudes: A natural talent or an
ability learned through training and education. Preferred work environments: The
type of workplaces you prefer. For example, indoors or outdoors, office or
factory, and noisy or quiet. Developmental needs: Are you looking those
workplaces that help your professional development with fair salaries and
benefits?
Research the
Job: Job search basically involves researching and knowing about two
things: company/organization and post or positions. By researching the company,
you educate yourself about the company’s culture, values, products, and
services. To research the company, view the employer’s website, read annual
reports, speak with an employee, or visit sites like jobnepal.com, and meorjob.com.
How to Find a Job: Make an Active Online Presence, Employment References, Networking, Magazines,
Newspapers, and Business Journals
- Writing
Résumé: A résumé is a formal document that provides an overview of
your professional qualifications, including your relevant work experience,
skills, education, and notable accomplishments. Usually paired with a
cover letter, a résumé helps you demonstrate your abilities and convince
employers you’re qualified and hirable. A good, professional, effective
résumé may not guarantee the job you are aspiring for. The components of a resume
are:
- Identification:
It consists of the name, address, email, phone numbers, and website, if
any. It is arranged prominently at the top so that it stands out. The complete name should be written in a larger (14-18 points) boldface and other
information in smaller (10-12 font) centered at the top.
- Career
objective: It is a short summary of one’s area of expertise and career
interest. Here, you mention the type of job or position you are looking
for and the industry or profession. Writing/phrasing career objectives is a
sensitive issue. A general or weak objective weakens your position. Do not
write it vague. Make it specific, and personalize.
- Summary
of qualification: It is a list of your skills or experiences relevant
to the post. It tells the probable employers about your strengths as a
worker. Mention the skill as the heading and under the heading, write the
type of position, the name of the company, and the duration of your work.
- Skills
and training: Companies are always in search of people with special
skills, so, if you have key skills and capacities that can be linked to
the job position, mention them. These skills can be IT skills such as
graphic designing, website designing, skills in writing reports, use of
social media like podcasting and blogging.
- Awards
and honors: This is an optional element. You can include special
awards and honors that you have received only if they help you in your job
search. Employers always value academically sound people in the workplace.
So, if you have won special prizes and awards like being dean-listed in
college, winning a fellowship, etc., mention them.
- Hobbies
and interests: This is another optional element in the résumé. Sometimes
hobbies and interests can be included in your résumé. Hobbies like
traveling, adventure, and music can create a positive impact if you are
applying to the field of travel/tourism. However, these elements are now
considered optional.
- References:
A reference is a person who provides information to employers
regarding your skills and experience. Generally, you don’t need to include
it in the résumé. But, if the employers demand it, you can provide at
least two references—one academic and the other work reference. Get prior
permission from them and be selective while choosing the references.
Choose people who you know very well and you are confident that they will
give positive information. Include their complete name, job position, name
of organization, and contact details (phone, email, etc.). References are
also optional. However, many include this segment as it builds their
credibility.
- Types
of Résumés:
The
chronological résumé: The name itself says that a chronological résumé
arranges or organizes one’s experiences by date or chronological order. It is
the most common and traditional type of résumé. This method is suitable for
those who are staying in the same profession and have the same type of work. It
focuses on experience and each job is described in detail such as
responsibilities and achievements. It lists the jobs in reverse chronological
order, with the latest job coming first. It has an objective or career summary for
the readers. It appeals to traditional readers as it highlights growth
and progression.
The
functional résumé: A functional résumé organizes one’s experience based on
the type of function s/he performed or by the type of skill developed with
specific examples. It helps the readers see clearly what the candidate can do.
It is suitable for those who are making career changes as actual names of
organizations and positions one holds are in subordinate positions. It is also
suitable for freshers who have very little work experience or people with varied
skills. It is sometimes problematic for your employer to find out quickly what
you did in the job and some employers see it with suspicion and think that you
are trying to hide your gaps in the work.
The
combined résumé: It is called so because it combines the positive aspects
of both chronological and functional résumés and tries to avoid their
weaknesses. It is not favored by most employers as it tends to be very long and
repetitive. It is suitable for people
who are new to the job market and don’t have work experience. It is called so
because it combines the positive aspects of both chronological and functional
résumés and tries to avoid their weaknesses. It is not favored by most
employers as it tends to be very long and repetitive. It is suitable for people
who are new to the job market and don’t have work experience.
- Cover
Letter: A cover letter is a one-page document that you submit with your
Résumé to express your interest in a job opening. The purpose of a cover
letter is to introduce yourself to an employer and provide a brief
overview of your work history, professional skills, and an explanation of why
you’re the best fit for that job. While your Résumé focuses on your
qualifications and achievements, your cover letter expands on those
achievements, showcases your personality, and explains why you’d be a good
fit for the company.
- List
your contact information, Address the hiring manager (ideally by their
name), Address the hiring manager, Write an attention-getting opening
paragraph, Job position, Company name, How you discovered the opening, Intention to apply, and Notable
accomplishments. Explain why you’re qualified for the job, your Professional
achievements, Professional praise, and awards, Relate your experience to the
company’s needs, Finish with a concise closing paragraph, sign off
- Job
Interview: While résumé leads to the door of the interview, the interview
gives you a chance to tell your story. Job seekers typically go to job
interviews expecting the employer to be focused on their experience,
education, and skills. Employers are usually most interested in learning
about you. Therefore, the interview is not only about the assessment of your
qualifications and skills, whether they are true as you reported in the
résumé. Before the Interview Learn about the organization to which you
chose to apply, Prepare the tentative answers in advance, Make friends
with anxiety and smile, and Decide and polish your interview. During the
Interview, Listen actively and carefully, Answer the questions, Maintain
body language, and Remain confident. Follow-up/After the Interview, Remaining
in contact with the prospective employers even after the interview is
advantageous for the candidate. First, it is beneficial to affirm your
interest in the position, second, you can respond to any concerns that
came up during the interview. Following up will help the employers to
remember your name again, and remind them that you are actively waiting
for the decision. There are a few types of message exchanges after the
interview.
Visual Communication
- Visual Messages: In business
contexts, visuals are of tern used to aid written and oral information. Effective and appropriate use of visuals helps the writer to present the data in precise and concise forms, and the
audience to understand the information shared and retain the information
received. Visuals take many forms: photographs, illustrations, doodles,
pie charts, graphs, bar charts, line charts, tables, flow charts, videos, and organizational charts. Conveying the message through such visuals is
known as visual communication. For example, instead of telling a lot of
data (numbers and percentages) in words, it is better to use a table or a line graph.
This will give readers access to information that the speaker/writer is
trying to convey.
Principles of Using Visual Aids:
a. Visibility
b. Clarity
c. Simplicity
d. Relevance
Types of Visual Aids
i.
Sign,
symbols, and signals: Sign,
symbols, and signals, on many occasions, are used interchangeably. However, they
are different. Sign on its own is a language and it is used to communicate
between people. For example, language itself has “signs”. “No Parking” is a
sign that communicates something to its audience. The sign has a fixed and
mandatory meaning for the community in which it is used.
ii.
Pictorials
a. Picture/Image: Some ideas are too abstract (unclear) to
explain in words. Such abstract and complicated ideas get more complex
when we try to describe them in words. In such situations, pictures are of
great help in sharing information.
b. Business cartoons: Cartoons are simple drawings that show the
content in a humorously exaggerated way. Cartoons are satirical and usually
published about current issues in newspapers or magazines. Business cartoons
can explain or illuminate the gaps and inconsistencies taking place in
particular situations of business.
c. Maps: Maps show geographic relationships. Generally, used when the receiver is
not familiar with the geography. Similarly, maps are useful graphics to locate situations and give directions.
d. Infographics: An infographic is a visual representation of information. Infographic examples include a variety of elements, such as images, icons, text, charts,
and diagrams to convey messages at a glance. An infographic is a collection of
imagery, data visualizations like pie charts and bar graphs, and minimal text that
gives an easy-to-understand overview of a topic.
iii.
Diagrams,
Pictures, Charts, Graphs
a. Table: Probably the most frequently used graphics, both in oral presentations and written reports are the tables. A table presents data in columns and rows,
which aid in clarifying large quantities of data in a small space. Because a
table presents quantitative or verbal information in systematic columns and
rows, it can clarify large quantities of data in small spaces. Because a table
presents quantitative or verbal information in systematic columns and rows, it
can clarify large quantities of data in small spaces.
b. Bar graph: While the table is useful to clearly present the data, a bar graph is useful
for effective comparison. Bar graphs can be constructed horizontally or vertically with varying lengths. Bar charts are useful for comparing related items,
illustrating changes in data over time, and showing segments as a part of the
whole. It is positioned chronologically or in some other logical data. Colors
or shading can be used to represent different data.
c. Line chart: The major advantage of line charts is that
they show changes over time, thus indicating trends over time. The vertical axis
is used for amount and the horizontal axis for time.
d. Pictograph: A Pictograph is a way of showing data using
images. In Statistics, pictographs are charts that are used to represent data
using icons and images relevant to the data. It helps to make abstract details
concrete. A key is often included in a pictograph that indicates what each icon
or image represents. All icons in the pictogram must be of the same size, but
we can fraction of an icon to show the respective fraction of the amount.
Pie chart, flow chart, Organizational
chart, schematics,
Guidelines for Using Visuals:
evaluate the audience, use restraint, be accurate and ethical, introduce the graph
meaningfully, choose the best caption,
Ethics in Visual Communication:
Visuals are powerful, and you have
the responsibility to use them ethically. You can take many steps to emphasize
or de-emphasize specific elements in your visuals, but make sure you don’t
unintentionally commit an ethical lapse while doing so. Visuals can’t always
speak for themselves; make sure your audience has enough context to interpret
your visuals correctly. Consider all possible interpretations- and
misinterpretations; will audience biases, beliefs, or backgrounds lead them to
different conclusions than you intend? Provide enough background information to
help audiences interpret the visual information correctly. Don’t hide or
minimize visual information that runs counter to your argument- and don’t
exaggerate visual information that supports your argument. Don’t imply
cause-and-effect relationships without providing proof that they exist.
Don’t oversimplify complex
situations by hiding complications that are important to the audience’s
understanding of the situation. Avoid emotional manipulation or other forms of
coercion. Be careful with the way you aggregate, or group, data. For example,
aggregating daily sales data by weeks or months can obscure daily fluctuations
that could be meaningful to your audience. Use visuals only if you have
permission from the original artist or if you are using free images or those
you have created yourself from your data. Try to find the visuals under the
license of Creative Commons or under any other websites that give full
permission to use. Such websites include Pexels.com, unsplash.com,
bursh.shopity.com, pixabay.com, etc. Similarly, do not use pictures that show
biasedness, or prejudice to a certain group of people. Also, be extremely aware of
racist, sexist, and discriminatory visuals.
§ Nonverbal communication is the process of
conveying meaning without the use of words wither written or spoken. In other
words, any communication made between two or more persons through the use of
facial expressions, hand movements, body language, postures, and gestures, is
called nonverbal communication. People use nonverbal to express emotions and
feelings interpersonal attitudes, and tactics.
§ Oral communications are almost incomplete
without nonverbal cues. It supplements whatever is said in words, such as
people nodding to acknowledge and moving their hands to give directions. The right
use of eye contact, gestures, postures, voice modulation, and touch can add
value to your presentation and slight misuse/ignorance of NVC can create
controversy and failure of communication.
Types of Nonverbal
Communication
1. Personal appearance: Every society, more or
less, pays attention to physical appearance for making a good impression. Our
face is the most expressive body part that can express different emotions like
happiness, anger, sorrow, disbelief, etc. In oral communication situations, one
should pay attention to these facial expressions and learn to maintain cheerful
expressions that reflect confidence and interest.
2. Eye contact: Eyes are often described as the
windows of the inner self as they are the most effective means of communicating
nonverbal messages. However, there are significant cultural differences in the
meanings of eye contact.
3. Movement and posture: Body posture (placement
of arms and legs) also sends cues. In oral communication situations, people
often observe how you sit, move from one place to another, and your movement
while speaking. The general rule is “Sit properly without cross-legged or
folded arms, walk at normal speed with an upright posture and with proper
poise.”
4.
Gesture:
Gesture refers to the
movement of body parts such as hands, arms, fingers, head, and shoulders to convey
and reinforce meaning. Use gestures sensibly because they may differ from
culture to culture and may create misunderstanding. Although gestures generally
accompany speech, they may be used independently to convey meaning. For
example, nodding of head to say ‘yes’ or ‘no’. As gestures are only complementary
to speech, don’t overuse them. Use them sensibly keeping both the occasion and
the audience in mind.
5.
Paralinguistic
cues: In successful
communication, how you say is more important than what you say. Paralinguistic
cues tell us how we say something as it is the study of vocal cues that
accompany the delivery of speech. Voice is closely connected with the personality
of a person, which is why we easily recognize people by listening to their
voices over the phone or on the TV.
6.
Space
and distance: Space plays an
important role in oral communication, and on top of that, it shows our
personality as it is the indicator of power and status. For example, in
corporate meetings and daily interactions, senior executives pat and touch the
staff who work under them. This behavior may be interpreted by some as intimacy
and domination or aggression by others.
According to Edward T. Hall,
space has been classified into the following four categories:
a. Intimate zone: This zone extends from personal touch to one
and a half where close relatives and family members participate. In the business
world, intimate space is used for discussion of confidential matters.
b. Personal zone: It extends from one and a half feet to four
feet where close friends and colleagues participate. In business, personal
space is used for personal interviews and small group meetings.
c. Social zone: It extends from four feet to twelve feet and
is suitable for large meetings and interactions. Due to the presence of many
people, the discussion becomes formal.
d. Public zone: It extends from twelve feet to as far as the
eye can see and the ear can hear. Unlike in other zones, due to the large space and
many people, the participants are less involved, and the speaker can’t have command
over the audience and their feedback.
e. Time and setting: “Time and tide wait for no man.” This
ancient saying highlights the importance of time in human life. In the business/corporate world, time is precious so one needs to value others’ time.
The importance given to time differs from culture to culture. For example, in
Japan and Germany, punctuality is a must in meetings and formal situations
whereas in Nepal and India, late arrival in meetings and offices is considered
normal.
Setting refers to the time place, and circumstance in which something
occurs. The physical environment of the place where interaction takes place
will have an effect on our communication. The ambiance (layout and design of
the room, furniture, etc.), the temperature of the venue, and the decoration have
direct and indirect impacts on our communication.