Communication & Interviewing Techniques PDF

## Communication: The word _communication_ has its roots in the latin word "**communicabe**" which means "**to share**" or "**to make common**". ### Definition: Communication is usually understood as a transmission of information. "A message which conveys from a sender to receiver using some medi...

## Communication: The word _communication_ has its roots in the latin word "**communicabe**" which means "**to share**" or "**to make common**". ### Definition: Communication is usually understood as a transmission of information. "A message which conveys from a sender to receiver using some medium, body movement or gestures or electricity". ### What is Business Communication: - Business communication involves the exchange of information within members of an organisation and from the other organisation outside parties. ### Four Main Types Include: 1. Upward Communication 2. Downward Communication 3. Lateral Communication 4. External Communication ### **Upward Communication** Upward communication is the process in which employees provide feedback to their manager and company leadership. Hearing from employees can help managers provide valuable training, key talents, and achieve better results by restructuring processes. It can also help companies cultivate a more inclusive workplace. ### **Downward Communication** It occurs when messages and ideas are sent from the top of an organization down through the lowest levels of organization. ### **Advantages** of downward communication include organisational discipline, same efficiencies, goals, explanation and ease of delegation. ### **Lateral Communication** The exchange or sharing of information, ideas or feelings between people within a community, departments or units of organisation who are at about the same level as each other for the purpose of coordinating activities, efforts, or fulfilling a common purpose. ### **External Communication** It refers to exchanging information between a company and external entities, such as: customers, suppliers, investors, media, and the general public. It involves conveying messages and information about the company, its products or services, and its values to the outside world. ## Interview An interview provides an opportunity to the interviewer and interviewee to interact with each other. It's a two-way process, where both employee and the candidate try to evaluate each other. During an interview, a candidate gets a chance to explain more than what is mentioned in the cover letter or the resume. ## **Business Interview** A business round in an interview requires you to showcase your personality and attitudes towards certain situations and how prepared you are. So, while answering these questions, here are some things you need to prepare for : 1. Research about the company well. 2. Make sure you have relevant experience. ## **Types of Interview** - **Structural interview:** Structured interview is a type of interview in which the interviewer asks the a pre-determined set of questions to each candidate, in order to gather data that can be objectively analyzed. The questions are typically designed to access specific skills or quality that are relevant to the jobs in question. ### Advantages of Structured Interview - It allows for a more objective comparison of candidates, as the same questions are asked of each person. - This can be especially helpful when interviewing a large number of candidates. - A structured interview can help to reduce the potential for bias as the interviewer is less likely to be influenced by personal factors such as appearance or mannerism. - The structured interview can be less time-consuming than unstructured interview as the interview does not need to come up with new questions on the spot - Finally, structured interview can be more reliable than unstructured interview as they are less likely to be affected by interviewer errors of bias. - **Unstructured interview:** Unstructured interview is often constructed with unstructured questions, meaning that they do not have a specific set of pre-determined questions, and are more free, flowing and open-ended. ### Advantages These interviews include increased freedom for all questions and answers, however they see fit. And the ability to conduct interviews in settings that would not be appropriate for structured interviews. ### Disadvantages include difficulty controlling the pace and direction of interview, high cost of training and a huge time. Unstructured interviews are conventional in nature and have more open-ended questions. - **Semi-structured interview:** A semi-structured interview is a method used to gain an in-depth understanding of the respondent's feelings and beliefs for specific topics. As the interviewer prepares the questions at broad level, they can adjust the order or skip any that are irrelevant or create new ones. Additionally, the interviewer should be prepared to follow up with additional questions. ## Semi-structured Interviews: The semi-structured interview is typically 30-60 minutes in length. ### How to Prepare 1. Semi-structured interviews are usually conducted either in person or via a video call 2. Ideally, the interviewer can observe the participant’s verbal and non-verbal cues, and adjust their approach according to the participant’s reaction. 3. The interviewer plans for conversational flow that helps the participant talk openly, while engaging in a more relaxed and research-oriented approach to the interview, and use research to gain insights. 4. Once the interview is over, the researcher analyzes the data in detail to draw meaningful results. This involves sorting the data into categories and looking for trends and patterns. 5. Semi-structured interview approach, as it is an open-ended approach, provides an ideal framework for appearing in a formal and professional setting. ## **Steps for Preparing for Interview** - Research the company. - Understand the Role. - Practice common questions. - Prepare questions to ask. - Review your resume. - Prepared for document. - Dress properly. - Mock interview. - Know your skills and weakness. ## **Steps for Useful Follow Communication** 1. **Send a Thank You Email:** - Tailor the follow-up based on the interview. - Clarify any unanswered questions. - Connect to LinkedIn. - Respect the timeline given. - Send a follow-up if you don't hear back. - Stay positive and professional. ## **Formal Letters** A formal letter follows a specific structure and is typically used in professional settings when communicating with someone in an official capacity ### How to Write a Formal Letter? It has three parts: 1. **Opening paragraph:** - In the opening paragraph, you introduce the reason for writing. Be clear and concise, stating the purpose of the issues at hand. 2. **Middle paragraph:** - In the middle paragraph, you provide details, explain the situation or request, and support your case with any necessary effects or arguments. Keep your tone professional and respectful. 3. **Closing paragraph:** - In the closing paragraph, summarize your request or action needed, politely express gratitude for their time and consideration, and provide contact information if further communication is required. ## **Business Request** A business request typically refers to a formal or informal proposal made in a professional setting, where one party asks another to provide services, products, or engage in a business collaboration. Business requests can take various forms, such as: 1. **Proposal or Pitch:** - Requesting a partnership, investment, or collaboration in a business venture. 2. **Purchase Request:** - Asking for a quote or placing an order for goods or services. 3. **Service Request:** - Requesting specific services, like consulting, marketing, legal advice, etc. 4. **Meeting Request:** - Asking for a meeting to discuss potential, business opportunity, or ongoing projects. 5. **Contract Request:** - Proposing a formal contract for business dealings. 5. **Information Request:** - Asking for business-related information such as prices, services, offers, or expertise. ## **Example Business Letter** 804, Main Street Attack, Pakistan, 4700 [email protected] 0333-000-999 September 26, 2024 Mr. Saqib Khan HR Manager Meczan Bank 672, Pakistan Limited Attock, Pakistan, 57213 Subject: Application for Job in the Bank. I am writing to express my interest in the Loan Officer role at Bank-Allahabib, with 7 years of experience in the banking industry and a strong educational background in Loan Officer field. I am confident in my ability to contribute to the success of your team. I completed my graduation from NUST University in Banking. Thank you for considering my application. I would appreciate the opportunity to discuss how my skills align with your needs. Yours sincerely, Hamach Umer ## **Letter of Invitation** A letter of invitation is a formal document sent to someone inviting them to attend a specific event or business function. These letters can be for business purposes, conferences, interviews, or even social occasions. ## **Replying to a Business Letter or Request** When you're replying to a business letter or request, your response should be professional, polite, and address the specific points raised in the original message. Here is the general guide for replying to different types of business letters or requests: 1. **Reply to an invitation (accepting)** 2. **Reply to an invitation (declining)** 3. **Reply to a request for invitation** 4. **Reply to a business proposal** 5. **Reply to a request for a meeting** ## **Effective Communication** Effective communication in a business team is crucial for achieving goals, maintaining productivity, and ensuring that all team members are aligned. Here are key aspects of communication in a business team: - **Clarity and Consciseness**  - **Active Listening** - **Open and Transparent Communication** ## **Essential Elements of Effective Communication** 1. **Receiving Feedback.** 2. **Choosing the Right Medium.** 3. **Respectful Tone and Empathy.** 4. **Collaboration Tools.** 5. **Cultural Sensitivity.** 6. **Conflict Resolution.** 7. **Setting Expectations.** By fostering an environment where open, clear and respectful communication norms, business teams can work more constructively towards shared objectives.