BUSINESS COMMUNICATION

Unit 4 Employment communication

 EMPLOYMENT COMMUNICATION
Employment communication revolves around written communication and conversation between
the employer and the job-seekers.
Employer- The employer communicates with the job-seeker or prospective talents about the
vacancies, company culture, perks and benefits and security, etc. Employers use creative means
to attract and retain the best talents.
Prospective candidates- The prospective candidates communicate with the employer about their
interest and willingness to work with through different mediums.
 The job-seeker persuades the employer to hire him/her by demonstrating that his/her
knowledge, expertise and skills satisfy the job requirements in the best possible manner.
 Looking for a job is not a single event; it is a process. The job seeker has to invest time
and energy in the job process.
 It is not as difficult as it appears to land on a good job even in the midst of tough
competitions.
 It is not necessary the ‘most talented’ who bags the prize (here, ‘job’), rather someone
who has excellent job search skills and of course, he who performs adequately.
Stages to get the job- An aspirant for a job has to pass through various stages to get the job. The
stages are as follows.
1. 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.
2. 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.
3. Applying for the Job- At this stage the job-seeker needs to be sincere in preparing the
curriculum vitae, resume or bio-data.
4. 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
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.
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.
1. Career Objective- It contains career objective of the employee. An employee must
mention his/her objective in CV.
1. 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.
1. Educational Qualifications- This contains the qualifications in a chronological order with
authentic data.
2. Work Experience- This includes specific applicable experience in relation to the job as
opposed to generalities.
3. 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.
4. Knowledge of Languages- This includes the applicant’s proficiency both spoken and
writing abilities in languages.
5. Interests and Other Activities- The interests and activities include hobbies, interests and
other relevant topics about the applicant pertinent to the context.
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 −
Do’s in Preparing CV or Resume
1) CV should be true and factual.
2) Contain your CV or Resume within a reasonable length.
3) On the first page, enough personal details should be provided for potential employer to
contact you easily.
4) Use good font face like Times New Roman or Arial.
5) Choose a format that highlights key skills, key competencies, key achievements.
6) Your employment background should begin with your current job and work backwards.
7) List all relevant qualifications.
8) Include details of training or skills development events attended.
9) Use a very good quality paper.
10) Use bulleted paragraphs. This will save space and make the CV more effective.
11) Include references if possible in a resume. If giving references, use three to five.
12) Emphasize achievements that are recent, and relevant for the position for which the
candidate is applying.
13) Do explain all significant breaks in your career or education. Recruiters hate unexplained
gaps.
14) While submitting a resume, there should be a cover letter to make the readers aware of
what is being send, and how can it be beneficial to the readers.

Don'ts in Preparing CV or Resume

1. Do not include negative or irrelevant information.
2. Do not use a type size less than 11pt.
3. Do not shrink the font or reduce the margins to get more information in.
4. Don’t do any spelling or grammatical error.
5. Do not include pages of obscure(not well known) testimonials, references, newspaper
cuttings and brochures.
6. Proofread the draft to avoid mistakes and typographic errors.

 RESUME
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.

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.

 BIODATA
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.
 JOB INTERVIEW

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.
A job interview is a challenging experience for the applicant and a time-consuming exercise for
the employer. It plays an important role in determining whether the interviewer (employer) and
the interviewee will make an effective match.
Importance of Job Interview
Job interview is important for many reasons-
1. Interview is where a candidate can make a favorable impression.
2. It provides a great deal of value for the company and the candidates alike.
3. 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.
4. It serves as a two-way medium for the exchange of information.
5. The interviewer learns more about the candidate and the candidate in turn comes to learn
about the organization and the demands of the job.
6. It provides a selling opportunity for the organization as well as the candidate
7. Job interview enables the employer or the organization to weed out unsuitable candidates
and select the most deserving ones for the job in question.
8. The employer can analyze the communication skills of the candidate from the interview.
9. It is the only method of direct contact between the candidate and the employer.
10. 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.
11. 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.
12. 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
1. Face-to-face Interview(Offline Interview) − This is the most common form of job
interview where the interviewers physically meet the interviewees.
2. Telephonic Interview − This takes place on cell phones, land lines.
3. Sequential Interview − This is where the candidate is interviewed on a one-to-one basis by
interviewers separately.
4. Direct Interview − This is where the candidates are obliged to answer a set question paper
assigned to them by the employer.
5. 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.
6. Online Interview- It is done through online mode like interview through google meet,
Skype, zoom etc.
 SOME BASIC QUESTIONS ASKED DURING AN INTERVIEW-
 Tell us about yourself.
 How would you like to describe your strengths and weaknesses?
 Why should you like to work in our organization?
 Why should we hire you?
  What are your career objectives?
 What type of work do you enjoy most?

INTERVIEW SKILLS
1. Communication- Your answers should demonstrate your ability to deliver information clearly
and concisely. Talk about verbal and nonverbal communication skills relevant to the role,
including writing, active listening, and presentation skills.

2. Industry knowledge- Show your knowledge of the industry and understanding of the
organization’s mission and vision, the markets it serves, the competition, and the strategies for
generating revenue.

3. Teamwork- Most roles require regular work with fellow contributors. Emphasize your ability

to build and maintain positive working relationships for the benefit of the organization.

4. Adaptability- Employers value highly-adaptable employees, and they succeed in a wide range

of roles and instinctively pivot to find solutions when situations call for them. In fast-changing

business environments, flexible workers help their organizations turn roadblocks(problems) into

opportunities.

5. Problem solving- Companies value employees who can solve problems because they can

identify potential opportunities before others.

6. Positive attitude- Optimistic employees are assets to their companies because they learn from

setbacks and use challenges to grow and support their peers and organization.

7. Organization- An organized employee can prioritize effectively, work efficiently, and meet

deadlines. Interview skills answers about organization should highlight how you manage

time and prioritize projects.

8. Leadership- Whether you are applying for an entry, middle, or senior role, employers love

employees who can lead others. Leadership skills include the ability to delegate, assign tasks, set

deadlines, motivate and support, and provide constructive feedback to colleagues and team

members.
9. Negotiation- Negotiation and persuasion skills are essential in roles related to sales and

customer service.

10. Confidence- When talking about confidence, it is important to be assertive without sounding

arrogant. Emphasize(focus) your ability to make decisions and own them.

11. Self-motivation- People who are self-motivated rarely quit before they get results. Self-

motivators require less of their managers’ attention to finish projects.

12. Ability to work under pressure- The ability to work under pressure shows you can deliver

in less-than-ideal situations, and you won’t lose your focus or become overwhelmed.

13. IT skills- Most jobs require at least basic IT skills, including the ability to use and trouble-

shoot documents, spreadsheet software, and social media tools. Explain how you used IT skills

and tools in previous roles, using real-life examples to support your answer.

 GROUP DISCUSSIONS

Group Discussion(GD) normally comprises 10 to 15 participants at a time. The Group

Discussion process starts by the declaration of the topic to the group, which is followed by
giving preparation time of 3 to 5 minutes to everyone. Sometimes, more than 5 minutes’
preparation time may be given only in the case that the topic is based on a case-study and
requires longer statements.

As the preparation time comes to an end, the selection panel indicates the group to start off the
discussion, and from then on plays the role of a silent observer, which means that they will not
moderate or mediate the discussion. The group members have the liberty to discuss the topic as
they view appropriate without any kind of suggestion from the panel. The panel does not specify
the number of speakers and anybody can start or end the discussion.

The average duration of most Group Discussions is about 15 minutes (minus the preparation
time). In some special cases the discussion may continue for more than 30 to 45 minutes.

It can end in either of the two ways:

 First, the panel may end the GD round

 Second, they may ask a participant to summarize the GD.

If a participant is asked to summarise the Group Discussion, they need to be aware of what
summary means. Summary cannot be outside the discussion and they will have to stick to the
points discussed. The summary must be impartial.
Do’s for GD

1. Rich Content with good subject knowledge - Having good subject knowledge and rich
content is necessary the Group Discussion Round. A candidate should have subject
knowledge and awareness of the latest happenings around you, not just in India but
around the world as well.
2. Be a Leader- Be a leader to begin the Group Discussion. Gather your thoughts in a few
seconds and start the Group discussion with positive impact and be a leader. It is not
necessary to speak first but it is necessary that when you speak you are heard and are able
to make your point well. If you are able to speak out the name of your previous speaker
and then present your views, it will mark a good impact.
3. Be relevant- When you speak you should speak to the point without any
ambiguity(confusion) of thought. If you simply follow the other speaker or his ideas,
remember you will be eliminated. Wherever possible, emphasize your point with facts
and figures
4. Be a good Listener- Learn to be a good listener. Listening Skills are Essential for GD
round, so carefully listen to what others have to say. Just speaking throughout the
discussion doesn’t make you better. You should learn to give others a chance to speak.
Try and listen to others. Unless you listen well, it will not be possible for you to add
value to your content and communication. Listening offers you the opportunity to
summarise the Group Discussion on each and every aspect.
5. Improve your Communication Skills- You should have a good vocabulary and a decent
command over English. Much before your actual group discussion, rehearse well. In case
you are not sure about something, you can use phrases such as: “I think” or
“Probably/Approximately” or “If I remember correctly”
6. Body gestures- The panelists observe the way you sit and react in the course of the
discussion. Body gestures are very important, because your body language says a lot
about you. In a GD, sit straight, avoid leaning back on to the chair or knocking the table
with pen or your fingers.

Don’ts for GD

1. No Aggressive Move- Being aggressive, shouting and not allowing others in the group
to speak, is not appreciated.
2. Don’t Crisscross on your Ideas- The topics given in Group Discussion are debatable,
you might like to speak for or against the topic and while speaking don’t forget that you
may be crossing your own lines. It gives a bad impact and you are judged a person who
has no stand for his own thought.
3. Don’t be a part of fish market- As a team player, your ability to lead and play in team is
measured in the GD. During the Group Discussion there are many instances where you
will find every one is saying something and no one is heard. It is better to be quiet for a
while and then after gathering your thoughts, raise your voice initially and make your
point.
4. Don’t give up: Make multiple entries- Don’t be content with one round of one minute
or half a minute speaking in the group. Focus on key points, form the ideas and opinions
 to enter again based on the views presented by others to further strengthen your view
point.

Purpose of Group Discussion

1. To test the applicants’ communication skills,

2. Topic knowledge
3. Thought process
4. Leadership impact on the audience before finalizing their merit lists and offering admission.
5. Personality
6. Confidence
7. Candidate’s interactive skills

Tips to prepare for Group Discussion-

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

Process of Group Discussion

Step 1:- The very first stage of any GD is the announcement of the topic. The topic will be
declared by the panelist.

Step 2:- It's a preparation time where all the candidates will be given a time of 3 to 5 minutes
for getting their content ready

Step 3:- Now the discussion is started by one candidate and it can be anyone among the all
participants. After that, each participant gets a chance to speak and present their views in front of
the group.

Step 4: - Participants kept on speaking until the panelist ask them to summarize the whole
discussion. Sometimes panelists are just asked to summarize the topic and anyone among all
participants can summarize the discussion. But sometimes they ask the specific candidate to
summarize mostly the quiet person in the discussion so everyone can get an equal chance. If they
choose you then you make sure that you have heard all the participants properly and deliver all
the relevant points that summarize the topic.
Step 5:- this is the final step in this panelist declare the scores of discussion for each candidates
based on their performance.

Types of Group Discussion (GD)- There are 3 types-

1. Topical Group Discussions- The matter for these types of Group discussion is based on
current affairs or static matters. Students are advised to be thorough with these and read
newspapers daily to be up to date. Also, these discussions are not time bound.

2. Case-studies- In this student are given situations especially out of a business and will be
judged on how they reach a solution to the problem. They will be required to analyse the
situation and give their views.

3. Abstract Group Discussions- This kind of discussion gives no outline of the topic, which
means no one knows which direction to take. The participants must use innovative strategies
and ideas to steer the discussion. The topic could be one word or a sentence, but no one
usually knows what to say on that or what the panel might like.

EVALUATION CRITERIA FOR GD

The evaluation of participants is based on two kinds:

 Individual Qualities
 Group Skills

1. Content- Your content matters. What you must present during the ongoing discussion is
being noted and reveals your comprehension skills. It is not necessary to talk a lot,
sometimes quality matters rather than quantity. Even if you speak for like 2 minutes, make
sure you present your ideas clearly and confidently.
2. Analytical skills- Every discussion is based on facts, so get your facts straight. The panel
would like you dive into the ‘how’ and ‘why’ of the question. Your analytical skills are
tested on a higher level.
3. Reasoning skills- The panel is interested in understanding how efficiently you reveal your
reasoning skills. Not just with your argument but also how you take someone else argument
and turn it into yours. It is more like directing a conversation.
4. Organization skills- Your argument should be organized. No amount of details or facts
would matter if you are not able to present them in an organized manner.
5. Communication skills- How well do you communicate? Ask yourself this question. Are
you able to speak in a simple term which others can understand? Or are you self-proclaimed
Shashi Tharoor?
6. Creativity- Think way outside the box. If everyone is thinking that way, think inside the
box.
7. Listening skill- It would be best if you listen to others and then and there form your opinion.
The panel is quite nosy, they will not bother you but be rest assured they are looking at you.
When you're lost in your own thoughts, your facial expression changes, and they can catch
it.
8. Leadership quality- It is quite normal in Group Discussion that someone will be made a
leader, not exactly that they are going to get extra points for that but it’s just so they can
begin the discussion and steer it in the right direction. Try to grab that chance. It showcases
your leadership skills and how well you will be in a practical world.
9. Body language- Body language is one of the most important factors because in tense
situations our body does not agree with us. It is natural to be nervous or anxious before the
discussion, remain calm and composed or at least pretend to. Walk in the room straight and
confident. Sit straight. Maintain eye contact, speak clearly. Use your hands wisely.
10. Group behaviour- Mutual respect is everything. Sure, your point might be better than the
other or you think you are more knowledgeable but still does not give you the liberty to
insult them in an ongoing discussion. Give everyone a chance to speak, listen to them, do
not cut them off, do not be dominating and do not get personal.

 IMPACT OF TECHNOLOGICAL ADVANCEMENT ON BUSINESS

COMMUNICATION NETWORKS

1. Communications Technology Is More Efficient- Networking and computer

advancements allow individuals to communicate through Internet connections.
2. Efficient Business Practices Saves Money
A. Moving to a Paperless System- Email receipts, digital signatures and document
sharing through the Internet helps to develop a business model that is sustainable
without using consumable products. This saves money in terms of ink, paper, hardware
and time while providing digital backup and recovery of important documents.
B. Moving to Virtualization- Virtualized save businesses tens of thousands of dollars
annually by integrating Internet access with applications and operating systems. Instead
of purchasing servers, network storage devices, software and protective hardware, many
businesses operate by streaming information directly from a data center.

3. Online Business and Sales Continue to Increase

A. Retail e-Commerce Sales Could Double by 2020- According to Statistics, it’s possible
that online purchases of retail goods will reach as high as $649.5 billion by 2020. This is
almost double of the $325 billion in sales for 2015. As more organizations realize the
importance of online commerce, the market continues to expand.
B. Social Media Marketing Proves to Be Effective- Social media and SEO marketing
sites offer possibilities for targeting specific individuals. In some situations, you can
target users by his or her biometric when developing advertising. This may greatly
increase the sale. These metrics include age, gender, location etc.

 INTERNET

The Internet is a vast network that connects computers all over the world. Through the Internet,
people can share information and communicate from anywhere with an Internet connection.

The Internet consists of technologies developed by different individuals and organizations.

Robert W. Taylor development of the ARPANET and Vinton Cerf and Robert Kahn developed
the Transmission Control Protocol/Internet Protocol (TCP/IP) technologies.

Internet, a system architecture that has revolutionized communications and methods of

commerce by allowing various computer networks around the world to interconnect. Sometimes
referred to as a “network of networks” the Internet emerged in the United States in the 1970s but
did not become visible to the general public until the early 1990s

Uses of the internet

a) Social media and content sharing;

b) E-mail and other forms of communication, such as Internet Relay Chat (IRC), Internet
telephony, instant messaging, video conferencing
c) education and self-improvement through access to online degree programs, courses and
workshops and
d) searching for jobs -- both the employer and applicant use the Internet to post open positions,
apply for jobs and recruit individuals found on social networking sites like LinkedIn.
e) Online discussion groups and forums
f) Online dating
g) Online gaming
h) Research
i) Reading electronic newspapers and magazines
j) Online shopping, or e-commerce.

Benefits of the Internet

1. Access to endless information, knowledge and education.

2. An increased ability to communicate, connect and share.
3. The ability to work from home, collaborate and access a global workforce.
4. The chance to sell and make money as a business or individual.
5. Access to an unlimited supply of entertainment sources, movies,music,videos,games.
6. Access to the internet of things (IoT), which allows home appliances and devices to
connect and be controlled from a computer or smartphone.
7. The ability to save data and easily share files with cloud storage.
8. The ability to monitor and control personal accounts

 INTRANET

“Intra” means “internal” or “within” or “inter” or “between” or “among”. We can say that
intranet is an internal communications tool that is used between employees.

An intranet can be defined as a private network used by an organization. Its primary purpose is to
help employees securely communicate with each other, to store information, and to collaborate
each other.

Use of intranet software in organizations

1) Share organizational updates

2) Store files
3) Connect employees
4) Collaborate with teams across borders
5) Increase productivity
6) Give employees a voice in the organization

Benefits of intranet
a) Access to organizational data and files anytime, anywhere
b) Increases internal communication
c) Connects employees
d) Increases employee productivity
e) Drives employee engagement
f) Enhances collaboration
g) Integrates with third-party tools
h) Stores securely document
i) Boosts employee recognition and rewards
j) Encourages knowledge sharing

Purpose of an intranet

a) Increase productivity.
b) Connect employees,
c) To enable collaboration
d) Enhance internal communication
e) Overcoming social barriers.

Difference between internet and intranet

Internet Intranet
1 The internet is a globally-connected The intranet is a local or restricted network and
network of computers and publicly only accessible to people within an
accessible by anybody. organization.
2 The internet is not owned by a single An intranet is a software as a service (SaaS)
person or organization but companies or that can be bought or licensed by an
governments can own certain bits. organization.

Difference between intranet and extranet

Intranet Extranet
1 The intranet is only accessible to people in An extranet is accessible to people in your
your organization. organization, and selected people outside of it.
An extranet is useful if you have resellers;
people that are involved more deeply in your
organization than customers are.

Can intranet work without Internet?

No, because the Internet is the underlying technology that enables an intranets connectivity. To
access the intranet, employee’s computers need to be connected to your organization's local area
network (LAN). These computers need to have web browser software for example: Safari,
Firefox or Internet Explorer. Firewalls are put up as gatekeepers and to provide security.

 E-MAIL
E-mail means electronic mail. We can send or receive e-mail directly on our computer. We can
write and send letters through e-mail. E-mail may not be as personal as a handwritten note, but
it’s the quickest and most convenient way to communicate written information.
To send or receive e-mail, you must have a modem or your computer has to be on a network .
Your company or organization may have its own e-mail system with its own software-in which
case you’ll run a version of that software on your machine.
With e-mail, we can send the mail anytime we want and they can pick it up anytime they want.
Advantages of using email
1. Increase efficiency- I helps to increase efficiency of employee.
2. Increase productivity- I helps to increase productivity of organization.
3. Cheap- It is free for everyone to use email. You will need only internet.
4. Fast- an email reaches its recipient in minutes.
5. Convenient- Message will be stored until the recipient is ready to read it, and you can easily
send the same message to a large number of people.
6. Permanent- You can keep a record of messages and replies, including details of when a
message was received
7. Send electronic files- Such as text documents, photos and data sheets to several contacts
simultaneously by attaching the file to an email.
8. Respond to incoming emails automatically

Disadvantages of using email

1. Spam
2. Viruses
3. Data storage issues
4. Data protection issues

Difference between CC and BCC

1. Carbon Copy (CC) :

CC stands for Carbon Copy. It is mainly used to send E mail’s carbon copy to the recipients
and each recipient will able to see the list of all other recipients. When we want to send an
email to someone without addressing them personally, then CC is used.

2. Blind Carbon Copy (BCC) :

BCC stands for Blind Carbon Copy. It is mainly used to send E mail’s carbon copy to the
multiple recipients but each recipient will not be able to see the list of all other recipients.
When we want to send email to large number of recipients, BCC is used. BCC provides
privacy of each recipients as they will not be able to see each others mail address. It is mostly
used in large organizations for sharing companies newsletter etc.

 SMS (SHORT MESSAGE/MESSAGING SERVICE)

SMS means Short Message/Messaging Service.

1. It is a text messaging service component of most telephone, Internet and mobile
device systems.
2. It uses standardized communication protocols that let mobile devices exchange short text
messages.
3. SMS technology originated from radio telegraphy in radio memo pagers that used
standardized phone protocols. These were defined in 1986 as part of the Global System for
Mobile Communications (GSM) series of standards. The first SMS message was sent on 3
December 1992, when Neil Papworth, a test engineer for Sema Group, sent "Merry
Christmas" to the Orbitel 901 phone of colleague Richard Jarvis.
4. SMS rolled out commercially on many cellular networks that decade and became hugely
popular worldwide as a method of text communication.
5. By the end of 2010, SMS was the most widely used data application, with an estimated 3.5
billion active users, or about 80% of all mobile phone subscribers.
6. Mobile marketing, a type of direct marketing, uses SMS.
7. The global SMS messaging business was estimated to be worth over US$240 billion in
2013, accounting for almost half of all revenue generated by mobile messaging.

Use of SMS in business-

1. Customer service communications- Having a conversation by text is more direct and

personal than replying back and forth to an email. Communicating by text is often quicker for

customer service agents too.

2. Order and delivery confirmations- An e-commerce business and need to send out order

confirmations and delivery updates.

3. Appointment reminders- For the beauty and healthcare sectors, missed appointments are a

real problem. Sending a reminder a few days before your customer or client needs to turn up can

help reduce cancellations.

4. Emergency alerts- SMS is the perfect option for crisis communications because the

transmission of texts relies on a cellular connection. SMS is also delivered more or less instantly

too, making it a good solution when you need to send time-sensitive information.

5. Internal communications- Emails can often get ignored, while an intranet requires a login.

Using SMS for things like meeting reminders, shift scheduling, and security alerts can work

brilliantly.
6. SMS marketing- One of the most popular uses of SMS for business communication is for

sending text marketing blasts to many subscribers simultaneously. There’s probably no faster

way to send a flash sale notification, special offer, new product launch or review request than

SMS.

Benefits of Using SMS for business communication-

1) Enhanced communication between your business and customers – and your staff.

2) Better response rates compared to email.

3) Easy integration with CRM tools and other business applications.

4) The ability to automate certain types of messages – which saves time.

5) Being a cost-effective approach for SMS marketing – you pay only for the texts you send.

 TELECONFERENCING

Teleconferencing means meeting through a telecommunications medium. It is a generic

term for linking people between two or more locations by electronics.

Factors of teleconferencing

1. Use a telecommunications channel

2. Link people at multiple locations
3. Interactive to provide two-way communications
4. Dynamic to require users' active participation
5. Interactive Technologies

Types of Teleconferences

1. Audio Teleconference: Voice-only; sometimes called conference calling. Interactively

links people in remote locations via telephone lines. Audio bridges tie all lines together.
Meetings can be conducted via audio conference. Pre-planning is necessary which
includes naming a chair, setting an agenda, and providing printed materials to participants
ahead of time so that they can be reviewed.
2. Audio graphics Teleconference: Uses narrowband telecommunications channels to
transmit visual information such as graphics, alpha-numeric, documents, and video
pictures as an adjunct to voice communication. Other terms are desk-top computer
conferencing and enhanced audio. Devices include electronic tablets/boards, freeze-frame
video terminals, integrated graphics systems, Fax, remote-access and slide projectors,
optical graphic scanners, and voice/data terminals.
3. Computer Teleconference: Uses telephone lines to connect two or more computers
and modems. Anything that can be done on a computer can be sent over the lines. It can
be synchronous or asynchronous. .
4. Video Teleconference: Combines audio and video to provide voice communications
and video images. Can be one-way video/two-way audio, or two-way video/two-way
audio. It can display anything that can be captured by a TV camera. The advantage is the
capability to display moving images. Graphics are used to enhance understanding.

Benefits of Teleconference

1. Move Information - Not People- Electronic delivery is more efficient than physically
moving people to a site, whether it is a faculty member or administrator.

2. Save Time: Content presented by one or many sources is received in many places
simultaneously and instantly. Travel is reduced resulting in more productive time.
Communication is improved and meetings are more efficient.
3. Lower Costs: Costs (travel, meals, lodging) are reduced by keeping employees in the
office, speeding up product development cycles, improving performance through
frequent meetings with timely information.
4. Accessible: Through any origination site in the world. Larger Audiences: More people
can attend. The larger the audience, the lower the cost per person.
5. Larger Audiences: More people can attend. The larger the audience, the lower cost
per person.
6. Adaptable: Useful for business, associations, hospitals, and institutions to discuss,
inform, train, educate or present.
7. Flexible: With a remote receive or transmit truck, a transmit or receive site can be
located anywhere.
8. Security: Signals can be encrypted (scrambled) when it is necessary. Encryption
prevents outside viewers.
9. Unity: Provides a shared sense of identity. People feel more a part of the group...more
often. Individuals or groups at multiple locations can be linked frequently.
10. Timely: For time-critical information, sites can be linked quickly. An audio or point-
to-point teleconference can be convened in three minutes.
11. Interactive: Dynamic; requires the user's active participation. It enhances personal
communication. When used well for learning, the interactivity will enhance the learning
and the teaching experience.

 VIDEO CONFERENCING

Video conferencing is an online technology that allows users in different locations to hold face-
to-face meetings without having to move to a single location together. This technology is
particularly convenient for business users in different cities or even different countries. It saves
time, expenses, and hassles associated with business travel. Uses for video conferencing include
holding routine meetings, negotiating business deals, and interviewing job candidates.

Uses of Video Conferencing

1. Video conferencing is used as a medium for conducting training, with the instructor teaching
a remote class from almost anywhere.
2. This can be done in a corporate context, especially for getting workers the knowledge they
need to better perform their jobs.
3. The academic world can also make use of video conferencing to connect a traditional
classroom setting with students who are located a considerable distance from the school.
4. A video conference is also used to conduct regular meetings with company staff or to confer
with shareholders about the latest activities at the business.
5. It may be used to announce significant changes at a company, such as introducing a
new CEO, or to present information in an interactive way that allows all participants to engage
in discussion about what they see on screen.
6. Hotels and conference centers sometimes make video conferencing services available to
guests who require such services. This may be offered in suites or conference rooms that have
been equipped for this purpose.

Benefits of video conferencing

1. Improves communication-“62 percent of executives agree that video conferencing

significantly improves the quality of communication. 50 percent of those surveyed believe video
conferencing also improves the degree of understanding.”
2. Helps build relationships- While there may be critical connections that you’ll need to travel
for, video conferencing can help bridge the gap for all other meetings, while still helping you
connect on a personal level with customers, teammates, and remote workers alike.
3. Saves money- Video conferencing saves expense of travel.
4. Saves time- Video conferencing technology allows us to save travel time and arrangement
time for the meeting.
5. Improves efficiency- Screen sharing, real-time collaboration, and ability to join from virtually
anywhere makes video conferencing a more efficient use of everyone’s time.
6. Increases productivity- Because video conferencing makes it easy to collaborate on
documents in real-time, you won’t have to contend with long email chains, lost messages, in-
document comments, and version control issues—all of which can cause confusion,
misunderstandings, and delays.
7. Makes scheduling meetings easier- If members of your team travel regularly, scheduling
meetings can be a challenge. But with video conferencing, they can join in from practically
anywhere, including taxis, hotel rooms, airports, their home offices, and more.
8. Creates consistent, accurate records- When you host an in-person meeting or an audio-only
call, taking notes usually falls to someone on your team. Video conferencing technology helps
you securely record and transcribe , you can keep all the details intact.
9. Enables live events- Whether you want to connect with your entire team, your complete client
roster, or the public, video conferencing tools can help.
10. Humanized Conversations- Communicators are able to see each other, in the video
conferencing solution this visual aspect helps in improving the video conferencing experience
and has become one of the most engaging forms for exchange of conversation. It helps in
building body language and facial expressions and does not need a face to face interaction.
11. Superior Communication- In a video conference the participants have better understanding
and information retained is also comparatively better to a telephonic call or a teleconference. At
the same time, visual communication ensures that all participants are alert and there is focus on
the discussion points.
12. Well-Structured Meetings- It is identified that video conferencing are scheduled and follow
strict start and end time. The participants have time bound discussions and conversation and the
primary focus on their gender is updated consistently.

Disadvantages Of Video Conferencing:

1. No Personal(physical) Interaction- While video conferencing is a good solution, it fails in

the one aspect of perception – that of personal interaction.

2. Technical Issues- The most important factor of video conferencing is the difficulties of

technical glitches. Whenever there is a failure in hardware or software on a network there

are no smooth transitions available. This results in failure of remote connections and

hampers the change in the settings of the video calls.

3. Expensive to Set Up- Video conferencing solutions are very expensive to set up. The

simple features available on a tight budget will be insufficient to support advanced features

that require substantial expenditure in the process.

4. Different Time Zones- Fundamental issues with video conferencing are the different time

zones in which year the communicators are attending.

Types Of Video Conferencing

1. Point-To-Point Conferencing- A point-to-point video conference is a type of video conference

that is limited to two locations or two participants.

2. Multi-point Conferencing- In this method of video conferencing 3 or more participants are

involved in interaction creating the essence of group video conferencing. This is essentially a

feature that is different from the traditional three-way calling that is typical of business phone

systems. In multi-point conferencing the host will provide links for participants to join meetings

in larger groups.