Midterm Reviewer - Business Communication PDF

Midterm Reviewer Weeks 7-8 Topics Covered: 1. 7 C's of Business Communication These are principles that enhance the effectiveness of communication in business settings. o Concise Messages should be brief and to the point, avoiding unnecessary words while still del...

Midterm Reviewer Weeks 7-8 Topics Covered: 1. 7 C's of Business Communication These are principles that enhance the effectiveness of communication in business settings. o Concise Messages should be brief and to the point, avoiding unnecessary words while still delivering complete information. o Clear Clarity is essential to avoid misunderstandings. The message should be easy to understand and focus on a single goal. o Correct Ensures that the information provided is accurate and free of errors, helping to build trust and prevent confusion. o Concrete The message should be specific and backed by facts or examples, avoiding vague statements. o Complete A complete message provides all necessary information, allowing the recipient to take the desired action. o Courteous Politeness and respect should be reflected in communication, considering the recipient’s feelings and viewpoints. o Coherent The communication should be logical, with all parts of the message connected and relevant to the main topic. 2. Directions of Communication The flow of communication within an organization can occur in various directions: o Vertical Communication Information moves up or down the hierarchy, typically in formal settings. It can be categorized as:  Downward Communication: From top-level management to subordinates, conveying decisions, policies, or instructions.  Upward Communication: From employees to management, often providing feedback or updates on tasks. o Horizontal Communication Occurs between colleagues or departments at the same level, promoting coordination and collaboration across teams. 3. Business Writing Skills Business writing is crucial for clear and professional communication in the corporate world. It plays a role in various tasks such as writing proposals, letters, emails, and reports. Mastery of these skills ensures that communication is effective, appropriate for the context, and free of ambiguity. 4. Parts of a Business Letter Business letters follow a formal structure to convey professionalism. The key components are: o Letterhead Displays the company's name, address, contact information, and logo, projecting a professional image. o Date Line Indicates when the letter was written, placed below the letterhead. o Inside Address Contains the recipient's name, position, company, and address. o Salutation The greeting of the letter, which varies in formality depending on the relationship with the recipient. o Body The main content of the letter, presenting the message or information in a clear and structured manner. o Complimentary Close A polite phrase to end the letter, such as "Sincerely" or "Respectfully yours."  o Signature Line Includes the writer’s name, title, and signature. o Notations Additional details like attachments (Enclosure), CC (Carbon Copy), or BCC (Blind Carbon Copy). 5. Formats or Styles of Business Letters The layout of business letters can vary based on the level of formality and the purpose. Some common formats include: o Full Block Style All parts of the letter are aligned to the left margin, which is the most commonly used format. o Modified Block Style Similar to the full block style, but the date line and complimentary close are aligned to the center or right. o Semi-Block Style The paragraphs in the body are indented, making this format slightly less formal. o Indented/Traditional Style All paragraphs are indented, commonly used in older formal letters. o Hanging Style The first line of each paragraph is aligned to the left, and subsequent lines are indented. o Memorandum Style A more informal style, often used for internal communications, where the subject and recipient details are prominently placed. Week 9 Topics Covered: 1. Introduction to Business Letters Business letters are formal communications used in the workplace. They serve various purposes and differ from informal letters. Understanding the types of business letters is crucial for effective communication in professional settings. 2. Types of Business Letters Several types of business letters are used depending on the purpose of communication.  Letter of Inquiry Used to request information about products, services, or other specific matters. It typically begins with a summary statement or question and includes details about the information sought. Example: Asking for product availability, pricing, or catalog information from a supplier.  Letter of Reply or Response Written in response to an inquiry, providing the requested information. The tone is cordial, and it includes detailed answers to the questions posed in the inquiry. Example: Responding to an inquiry about product details, confirming availability, and offering promotional discounts.  Letter of Order This letter is used for placing an order for products or services. It includes descriptions of items, quantities, payment details, and delivery instructions. Example: Ordering a specific quantity of fabric or equipment with clear item details and shipping preferences.  Letter of Complaint and Adjustment o Letter of Complaint: Sent when there is a grievance about a product or service. The purpose is to inform the company about the issue and seek a resolution. o Letter of Adjustment: A response to a complaint, offering a solution such as a refund, replacement, or other compensation.  Example: Complaining about damaged goods and requesting replacements; the response offers an apology and outlines steps for resolving the issue.  Letter of Transmittal or Cover Letter Accompanies documents or items sent to a recipient, explaining what is being sent and why. It serves a similar purpose as a preface and often establishes goodwill. Example: A transmittal letter accompanying a project report, explaining its contents and purpose. Key Insights:  The type of business letter depends on the purpose (inquiry, order, complaint, etc.).  Each business letter follows a formal structure and can be formatted using styles such as Full Block, Modified Block, or Semi-Block Week 10 Topics Covered: 1. A Step-by-Step Guide to the Job Application Process This topic provides a detailed guide on how to navigate the job application process effectively, ensuring you present your best self to potential employers.  Get Your Resume Ready Your resume should be well-organized, polished, and tailored to each job application. It must highlight relevant skills and experiences that match the job.  Write a Cover Letter A cover letter complements your resume, explaining why your skills and experience make you a strong candidate. It should be personalized for each job application.  Job Applications Job applications can be submitted online, via email, or in person. Always follow the company’s specific instructions when filling out an application.  Job Application Screening Many companies use Applicant Tracking Systems (ATS) to screen resumes and applications, matching candidates with the job requirements before inviting them for interviews.  Employment Tests Employers may require tests such as talent assessments, cognitive or personality tests, medical exams, or background checks to further evaluate candidates.  Interview Process If shortlisted, candidates will be invited for interviews, which may occur in-person, over the phone, or in a group. Companies may conduct several rounds before selecting a candidate.  Hiring Process After applying and completing interviews, candidates will go through several steps in the hiring process, which may include further tests or discussions before receiving a job offer.  Job Offers Once a job offer is made, it is essential to evaluate it carefully before deciding to accept, decline, or negotiate the terms. 2. Supporting Documents for Job Applications In addition to your resume and cover letter, employers may request additional documents to support your application.  What Are Supporting Documents? Supporting documents include resumes, cover letters, references, transcripts, portfolios, certificates, and letters of recommendation. These documents provide further details about your qualifications.  Why Do Employers Request Supporting Documentation? Employers use supporting documents to verify your qualifications and to ensure candidates follow instructions correctly. For instance, transcripts confirm academic achievements.   List of Supporting Documents Common documents required for job applications include resumes, cover letters, reference lists, letters of recommendation, educational transcripts, portfolios, and certifications.  How to Submit Supporting Documentation Supporting documents can be submitted during the application process or after an interview, as specified by the employer. Proper submission cuts down on follow-up requests. 3. Do’s and Don’ts in Job Application A list of essential guidelines for completing job applications correctly and professionally.  Do’s o Be prepared with all necessary documents (resume, references, ID, etc.). o Follow all instructions carefully. o Complete the application thoroughly and neatly. o Be truthful while maintaining a positive tone.  Don’ts o Avoid leaving blank spaces or being vague. o Do not use cursive writing. o Minimize the use of correction fluid. Weeks 11-12 Topics Covered: Resume Writing and Job Applications 1. What is a Resume? A resume is an advertisement for yourself, showcasing your skills, experiences, and attributes. It serves as your first impression on potential employers and is the first step toward employment. 2. Basic Concepts Developing employability skills is essential for success in the job market. Employers look for candidates with a variety of skills, and developing these will increase your chances of getting hired.  Top 10 Skills Employers Seek in College Graduates 1. Leadership 2. Ability to work in a team 3. Written communication skills 4. Problem-solving skills 5. Analytical skills 6. Oral communication skills 7. Flexibility/adaptability 8. Strong work ethic 9. Technical skills 10. Initiative  Top 10 Skills for Business Administration Jobs 1. Financial Management 2. Marketing, Sales, and Customer Service 3. Oral Communication and Negotiation 4. Leadership 5. Project Management 6. Delegation 7. Writing Skills 8. Problem-solving 9. Time Management 10. Networking  Soft Skills vs. Hard Skills o Soft Skills are personal attributes and social abilities, often developed through experience and interactions.  o Hard Skills are more tangible and technical, like computer skills, needed for specific jobs. 3. Types of Resumes Different resume formats serve different purposes based on your work experience and the job you're applying for.  Chronological Resume Highlights your education and work experience in order, ideal for candidates with consistent job histories.  Functional Resume Focuses on relevant skills and accomplishments, suitable for candidates with varied experience.  Combo/Hybrid Resume Combines elements of both functional and chronological formats, balancing skills and experience, and is the most commonly used format. 4. Sections of a Resume Each section of a resume serves a distinct purpose, providing a complete overview of your qualifications.  Header: Your name, contact information, and email.  Objective: Introduces you to the employer and states your goals and what you offer to the company.  Summary of Qualifications: Lists the top skills that make you the best fit for the job.  Skills and Attributes: Highlights both technical and soft skills relevant to the job.  Education and Certification: Details your educational background, starting with the most recent qualifications.  Employment/Volunteer/Work Experience: Describes any paid or unpaid work experience, internships, or volunteer work.  Accomplishment Statements: Provides measurable achievements that demonstrate your value to a company. o Hard Accomplishment Statements use numbers, percentages, or facts (e.g., “Increased sales by 25%”). o Soft Accomplishment Statements use descriptive language (e.g., “Improved employee morale”).  References: Provides contact information for 3-4 professional or academic references. 5. Writing Job-Application Letters A job-application letter (or cover letter) introduces you to the employer, explaining how your qualifications match the position. It also demonstrates your writing skills and professionalism.  Parts of an Application Letter: 1. Sender's Information: Your address and contact information. 2. Inside/Letter Address: The recipient’s name, position, and company. 3. Salutation: A formal greeting (e.g., “Dear Hiring Manager”). 4. Body:  Paragraph 1: States the purpose of your letter and the job you’re applying for.  Paragraph 2: Highlights your professional and academic qualifications relevant to the position.  Paragraph 3: Emphasizes what you can contribute to the company.  Request Action: Requests an interview or further communication. 5. Closing: Ends with a formal closing and your signature. Final Note Your resume is your most important job search tool. It should be clear, concise, and tailored to highlight your strengths and achievements. Writing an effective resume and cover letter is essential to securing an interview and ultimately landing the job.