THIRD SEMESTER: Job-oriented Skills

CREDITS:2 30 hrs.

I Different kinds of Interviews

II Letter of Application and CV
III Technical Writing - Circulars, Memos, Agenda and Minutes
IV Group Discussion
V Review
i. Books
ii. Films

UNIT I
Different kinds of Interviews

Interview
Interviewing for a job requires skills which include advance planning and research,
an in-depth knowledge of the company and a comprehensive understanding of the
responsibilities of the role you're seeking. It is wise to know the common types of
interviews.

Types of Interview

There are six common types of job interviews.

1) Traditional one on one job interview: The traditional one on one interview
is where you are interviewed by one representative of the company, usually the
manager.

You may be asked questions about the experience on your resume, what you can
offer to the company or position. This is the most common type of job interviews.

2) Panel interview: In a panel interview, you will be interviewed by a panel of

interviewers. The panel may consist of different representatives of the company
such as human resources, management, and employees. It is time saving as the
collective opinion of the panel regarding the candidate is formed.

3) Behavioral interview: In a behavioral interview, the interviewer will ask

questions based on common situations of the job you are applying for. In a
behavioral interview, the interviewer wants to see how you deal with certain
problems and what you do to solve them.

4) Group interview: Often, companies will conduct a group interview to quickly

prescreen candidates for a job opening. Usually, a group interview will begin
with a short presentation about the company. After that, they may speak to each
candidate individually and ask them a few questions. They may also observe how
one interacts with the other candidates.

5) Phone interview: A phone interview may be for a position where the

candidate is not local or for an initial prescreening call to see if they want to
invite you in for an in-person interview. You may be asked typical questions or
behavioral questions.

Facing Interviews
Interviews are tricky when it comes to a person who is a real fresher in the field
and there may be a possibility that a fresher can end up looking nervous during
their interview.
Some tips to remember while facing interviews

1. Preparation:
One should get prepared well before the interview, check all the certificates and
documents required for interview. Prepare a resume with information just required,
rehearse your introduction and correct yourself if there are mistakes.

2. Attire:
Attire plays a vital role when attending interviews. It creates a good impression in
an interview. Employers observe one’s appearance and it is appropriate to wear a
formal dress to the interview. Groom yourself to present yourself at your best look.
3. The resume should be precise:
The resume is the factual file of you as an individual. It should have all the major
skill sets and experiences that you possess. If there are skills which are helpful and
relevant to the organization, it could help you get a job. Be sure of each and
everything mentioned in the resume, so that you will not be questioned and trouble
yourself.

4. Be punctual:
Do not be late for an interview. Late arrival indicates that the person is
irresponsible. Prepare a day before with all the necessary arrangements to attend so
that you do not get late on the day of the interview. Anticipate the travelling time
to reach the venue, so that you can be on time. Reach the venue early so that you
will have time to comfort yourself in that place. This reduces the tension and
makes you feel at ease.

5. Study about organization before attending interview:

It is very important to know about the company info and what role you are going to
play, how it exactly relates to your qualifications.Know it from a friend if they are
already employee of that organization. Employers may ask questions why do they
chose this field, how relevant the job position to them, so it’s necessary to be
prepared for all the answers.Understand the work culture and try to impress the
interviewers.

6. Overcome fear:
For Freshers this might be a first interview, and maybe this is good opportunity to
prove yourself. So do not get tense and overwhelmed. Be cool and patient. Your
face must have a smile. When you are nervous, you may make mistakes. So, try to
overcome your fear and exhibit confidence.
7. Self confidence:
Answer everything with confidence. Go with a positive attitude and answer
everything with confidence.Your attire, skills, qualifications and preparation are
perfect one can easily face the interview.Maintain eye contact with the interviewer
do not distract, do not shake legs or bite nails just be stiff and professional.
Analyze the question properly and answer them with confidence.

8. Be honest:
Do not provide false information regarding your skills or experience. This may
lead to lose an opportunity.Be honest with your opinions and flexible to the
workplace environment. Ask questions if you have any doubts, since they are the
best person to answer all the queries so that you can be comfortable with the next
hiring process.This also shows your stability to work in that organization.

9. Prove how better you are, than others:

Many applicants will attend the interview and it is advisable to show what is
unique about you. Let them know how good you can fit into the company and how
can you support the growth of the company and also individual growth. Also, let
them know how excited you are working with that organization.

10. Know your strengths and weakness:

Employers may ask about candidate strengths and weakness. So prepare yourself
and know about your abilities and potential. Display all your strengths as they are
favorable to get selected in the interview.

11. Good communication skills:

Good communication skills are usually expected. Do not pause in middle of your
speech. Keep talking with an elegant voice so that all the persons in the hall can
clearly understand your voice. Make it precise without skipping important points.
Allow the interviewer to question, make him complete the sentence then answer it.
12. Leave a thank you note while leaving:
Be polite with the recruiters, before leaving say “thank you for giving this
opportunity” or” nice talking with you“.Whether it is successful or not, you will
learn something new from this opportunity. This may help you to do well at the
next interview.Analyze the mistakes in the interview, and try to rectify them and
present yourself to face the next challenge.

13. Positive attitude towards feedback:

Sometimes after attending an interview a candidate may have a negative
experience. For example, when a fresher attends an interview for a position for
which he / she has prepared confidently but eventually the interview didn’t go well
as he / she expected. It is advisable to have a positive attitude.

UNIT II
Job Application and CV

Job Application

Advancement in the career front is the most desired aspect of an individual’s life.
Writing a job application is the first step towards such goal. A job application is
nothing but a medium to sell your services. So it should show all qualities that are
required by the employer. Normally a job application contains two parts: a
covering letter and a Resume. It is also known as Bio-data or Curriculum Vitae.
We will learn in detail the method of drafting the covering letter and a Resume.

i) Covering Letter: This is the first paper that is read by a Personnel Manager
which suggests to him whether you are fit or not for the requirements of his
company. The covering letter will have the following elements.

 The position you are applying for. You have to give the references of the
post that you have applied for. It is important to indicate where you came across
the advertisement of the job vacancy. Your opening paragraph should be very
effective to attract the employer’s interest in you.

 Your interest in the job. You should indicate your keenness to get the job.

 Your suitability for the job. Here you can give a brief about your
experience can skills that make you fir for the job. Your most impressive details
from the Resume may be included here.

 A statement of your availability for interview.

 Make sure you use good English and proof read before you send the letter
with the resume.

Structure of the Letter:

1. Address of the applicant and date: This is written on the top of the letter
flush with the right margin. It may also be written on the left margin. The
address is written first and after two line spaces the date is written.
However, some may start with the date and then after two line spaces the
address is written.

2. Salutation: Even if you know the name of the person whom you are
addressing to, it is better to keep the salutation as ‘Dear Sir’ or ‘Dear Sirs’.
If you know that you are writing to a lady, make it ‘Dear Madam’. This is
typed two line spaces after the last line of the address written above.

3. Subject: It is better to write the subject which contains the vacancy you are
applying for. This is written immediately below the salutation. Make it
bold if you are printing it, or you should underline it in the case of written
application.
 4. Body: We have already discussed how to write a covering letter. You may
follow those hints while writing the job application. Leave a two line space
after writing the subject to start the body of the letter.

5. Complimentary Close: You can follow the rules given in the unit ‘structure
of business letter’. Leave four spaces to sign in your name after the
complimentary close.

6. Signature: After you affix your signature, write your full name clearly
below it.

7. Enclosures: This is written two line spaces after writing your name. Write
all the documents that you are enclosing with your covering letter clearly.

Sample of Covering Letter

June 20, 2007

Mr. Ronald Sequeira

Personnel Manager
Pat’s Party Supplies, Inc.
65 Sampige Street
Bangalore – 29
Dear Mr. Sequira:

Sub: Application for the post of Marketing Manager

I saw your listing on The Deccan Herald dated 19 th June 2007, for a marketing
manager. I feel well suited to such a position and am writing this cover letter today
to apply for that opening.
I’m a graduate of Bishop Cotton College with a degree in marketing and a minor in
business ethics. I’ve worked in the entertainment and hospitality industry for the
past ten years, working as a marketing manager for Celebrate, Inc. Now, I am
relocating to your city and would like to join your team at Pat’s Party Supplies.

Well-trained marketing managers are needed in every industry and I’m happy to be
considered one of them. May we meet in person to become acquainted and to see
if we’re a good match?

Please call me at 222-222-2222 anytime of the day to arrange an appointment that

best fits your schedule. Thank you for your time and attention.

Sincerely,

Mita Hema

Enc. Resume

Writing a Resume:

When you apply for a job, you should always remember that your application
should really stand out as a superior candidate. So, even if you face fierce
competition, with a well written resume, you should be able to get invited to an
interview. Such a resume needs conceptualization of your accomplishments and
experiences all into one document. Your focus should be on the requirements of
the employer. Therefore, your resume should contain

 Your aims, goals, work experiences, achievements, qualifications

 Your projects or researches if done.
 Your skill sets
 Your objectives
  References
 Your experience in the previous company
 Your strengths and weaknesses depending on what is the requirement of the
job.
 Your detailed contact information where the employer can reach you.
 Any other information that you feel can be relevant for you to portray
yourself to get the job based on your experience and qualification.\

All these matters that are the requirements of the vacancy you are applying
should be written in a precise and concise manner. Remember that no employer
has enough time to read through extensive and detailed resumes. So your
resume should be easy to read and should impress the employer at the first
glance.

UNIT III
Technical Writing

Importance of Business English

With India emerging as a global player in the world of business and trade and
multinational companies investing heavily in India, we find corporate houses
emerging in great numbers. Thus, we cannot ignore the skills one requires to be
successful in the corporate world, as there are plenty of job opportunities there.
Apart from the other skills -soft skills, interpersonal skills, academic qualification,
and technical skills-, you should definitely be aware of the kind of English used in
this sector. Awareness of Business English will make you a better communicator
in the sense that you can use the kind of English that the (business) situation
demands. A skillful communicator should be aware of how to use language for
different purposes and achieve the desired goal.
WRITTEN COMMUNICATION
Vocabulary
Jargons are special words and phrases which are used by particular groups of
people, especially in their field of work. For example, sue motto, ipso facto, etc.
are legal jargons. Jargons when used in a business report cannot be avoided as they
form an integral part of the report.

The vocabulary used should be simple, concise and easily comprehensible. Use the
word that is most effective to get the desired result. Instead of saying, "The project
may not be completed on due date." "The project may be delayed." is a more
concise expression.

Grammar
At the level of grammar one of the most important things to remember is the voice
of the sentences. Do not use passive voice. You will not be projected as a strong
human being if you avoid active voice. For example, instead of saying, "The
meeting has been cancelled" say, We have cancelled the meeting."
Another aspect of grammar to be remembered is the use of complex sentences. A
better idea will be to use simple and short sentences.
The next point is the use of verbs that indicate actions you want to take and the
actions you expect the receiver (of your message) to take instead of rehashing the
same with long sentences. For example, instead of saying, "As your last date for
bill payment is approaching, you are requested to pay your bill by 28-3-06" you
can say, "We request you to pay your bill by 28-3-06. Your last date for bill
payment is 28.3.06."

Style
The style followed in writing a business letter or report may vary from country to
country. The style may also vary according to the rapport you have with the
recipient of your message. However, adopting a formal style without being
impersonal is a good idea in business communication.

PRINCIPLES OF A WRITING A BUSINESS LETTER

You will have to develop the art of writing good business letters to communicate
effectively at the written level. In today's age of technology, e-mail, a kind of letter
sent via the electronic machine also comes under the purview of letter writing. We
will discuss some principles that are essential for writing a good business letter.
Let us start with a quick look at the layout of a business letter.

Layout
There is no fixed layout for writing a business letter as different organizations may
have their own prescribed layouts to be used in business letters sent from their
organization. However, we can discuss a common layout that is generally followed
while writing a business letter.
The following things are to be included in a business letter:
Letterhead
The company's name and full address should be included in this section.
Date
The date is written before the inside address of the recipient.
Inside Address
This includes the address of the recipient. The address should include the
name and the full address of the recipient.
Salutation or Greeting
The way you write the salutation depends on the relationship you share with
the recipient. If you do not know the gender and name of the recipient it is
best to use a neutral, "Dear Sir/ Madam."
Body of the Letter
 The body of your letter should be clearly written with not more than three
paragraphs. The purpose of every paragraph should be clear.
Closing
The closing comes after the last paragraph of the letter. The closing again
depends on the relationship you share with the recipient and hence the
degree of formality.
Signature
This comes after the closing. You will have to include your signature,
printed name and position (strictly in that order) here.
Here are some principles you should remember while writing a business
letter:

1. Figure out the purpose. Try to find out the goal you want to achieve through
the letter.
2. Make a list of the things you have to say and allot a paragraph each to the
main points. Add an introductory paragraph and a concluding paragraph.
3. Get to the point early. Do not beat around the bush!
4. Be logical and coherent in your approach. This will reflect in the way you
write the letter.
5. Identify the reader and your relationship with him or her. You may address
the reader with a simple Dear Mr./Ms/ Miss X (the First and last name) if you are
familiar with the person. However, if you are not familiar with him or her, Dear
Sir/ Madam will be all right. You are also supposed to write Dear Sir/Madam if
you do not know the gender or name of the reader.
6. Avoid repetitions.
Avoid camouflaged verbs. For example, "Announcement of the decision made
him relieved" is using the noun form of the verb and lacks power. Instead, use "He
was relieved to announce his decision."
7. Use familiar words.
 Avoid using vague and abstract words. Always be precise and concrete. Instead
of 'immense benefit in all respects' or 'significant gain', it would help if you use
'25% gain' or 'benefit in terms of cost, production, performance'.
8. Use adverbs and adjectives sparingly. Do not be too judgemental or
passionate in your use of words. Words like 'breathtaking', 'absolutely', and
'fantastic' are best avoided.
9. Avoid jargons and clichéd sentences. That will make your letter natural.
10. Use adjectives appropriately. Do not use them too much neither should you
be too stingy in using them. Strike a balance.
11. Use active voice as much as possible.
12. Use simple and short sentences.
13. End it with what should be the action taken by the reader or you.
14. Try to be friendly. You should not appear rude in an attempt to be too
straightforward. You can be straightforward and friendly at the same time.
15. Close with a simple and plain closing phrase. "Yours sincerely" or
"Sincerely" and your signature can be a good closing phrase.

Always end it with an action step if required. Do not leave it vague or leave the
reader wondering what you expect from him or her.

E-mails

Formatting Business Email

E-mails are more common nowadays than a letter sent by post. The principles to be
followed here would remain the same as the ones for a regular business letter.
However, you should keep in mind the following things while writing business e-
mails:
1. Use a simple subject line but one that stands out in the pile of incoming mails
in the recipient's email box.
2. If you are sending a status report, mention it in the subject line.
3. If you are discussing a point, mention the point in the subject line.
Do’s of Business English

1. If possible, mark the urgency of the email so that the reader knows the
urgency and responds accordingly.
2. Always check your spelling before sending the email.
3. When attaching a document, always mention the document name in the body
of the letter so that the reader knows what to expect.
4. Repeat the subject line in the body of the e-mail as it may be lost if the
recipient takes out a printout of your e-mail.
5. Avoid using hyperlinks within the body of the text as it distracts the reader. You
may provide links at the end of the letter.
6. Your typed name should come in place of your signature.

Communication in an organization

The organization is made up of people who interact with each other. In the
absence of communication, everything would grind to a halt. For e.g.: When we
consider an organization, effective communication should be the primary focus to
run it effectively. If the subordinates are not communicated their duties by the
supervisors or managers, they would not strive to achieve their objectives, to create
a productive ambience.

As communication is a two way process, it is interactive by its very nature. Hence,

this concept of communication demands participation. It is through
communication that members of a team work together influencing each other and
reacting to each other, all for achieving the desired goals.

Types of Communication
Organization cannot operate without communication. Communication takes
various forms; but all forms involve the transfer of information from one party to
the other. In order for the transfer of information to qualify as communication, the
recipient must understand the meaning of the information transferred to him. If the
recipient does not understand the meaning of the information conveyed to him,
communication has not taken place. Depending upon the channels,
‘communication’ can be categorized as,

1. Internal or organizational Communication

2. External communication
3. Formal communication
4. Informal communication
Internal / Organizational Communication: The communication that takes place
between the members of an organization – within themselves, is internal
communication. It takes place across the organization. In addition to the usual
face-to-face, telephone, fax to mail, modern organizations may use technology to
communicate internally. Internal communication system may be lined with the
help of technology, such as the intranet – which is an internet system designed
solely for use by those working for the organization.

External Communication: External communication is communication between

the organization and those outside the organization. Modern organizations may
design technological systems so that they can communicate with customers and
undertake e-Commerce. Alternatively, they communicate with other businesses
through the internet or similar systems and undertake e-Business. The
communication is carried out through Letters, fax, direct mail, internet, video,
telephone, advertising and websites.
Formal Communication: Formal communication is defined as communication,
which occurs through the official channels. It is undertaken by an employee to do
his job. Official meetings, letters, circular, memos and a manager asking an
employee to carry out a particular task, are considered as formal communication.

Informal Communication: Informal communication is that which occurs outside

the recognized communication networks such as talking in the canteens or
hallways between employees. Informal communication can be productive or
negative. Since the employees are in the relaxed atmosphere, the informal
communication has the potential to build teams, improve working relationships and
generate innovative ideas. Too much of informal communication in the work
space may lead to negligence of work or disobedience.

Meetings

In any organization, meeting is an important vehicle for human communication. In

a meeting, two or more people come together for the purpose of discussing a
(usually) predetermined topic, often in a formalized setting. In addition to coming
together physically (in real life, face to face), communication lines and equipment
can also be set up to have a discussion between people at different locations, e.g. a
conference call, teleconference or an e-meeting. Meetings are so common and
pervasive in organizations or institution, however, that many take them for granted.

Styles of Meetings

Formal Meetings: These are the meetings that are governed by a set of rules or
standing orders, which are agreed earlier. These rules determine how the
meetings should be conducted. These rules which are formulated may vary
from one organization to another. To conduct a formal meeting, only requisites
are ‘chairperson’, ‘secretary’ and a standard period of notice. The notice of the
meeting also contains the ‘agenda’ of the meeting determining the sequence of
items to be discussed. The formal meeting may also require the attendance of a
minimum number of members, so that any valid agreements can be reached.
This group of members, who attend a meeting, is called as a ‘quorum’ and the
meeting is termed as ‘quorate’.

Semi formal meetings: Not all meetings require a formal setting.Nevertheless,

even semiformal meeting benefits from well chosen surroundings and a basic
structure or protocol. Small semiformal meetings are ideal for problem solving,
brainstorming, discussion of local issues, giving feedback and appraisal
workshops. They include mealtime meetings, such as breakfast, lunch or dinner
meetings. The semi formal meetings are usually held due to time constraints of
the participants, if no other time can be found for a meeting.

Informal meetings: Informal meetings are the meetings which mark the
immediacy of the problem. These types of meetings are useful for resolving
issues or problems quickly and easily. Informal meetings can take a range of
difficult forms and can serve a variety of purposes like,

i) Impromptu Meetings, such as in the corridor, by the water cooler or in

the canteen. They can be held without any preparation to provide
immediate resolution of minor problems.

ii) Virtual meetings are a type of informal meeting which can take place
via Video Conferencing, E-mail discussion groups or Chat rooms. A
face to face meeting might not be always necessary or possible because
of the restraints of time and distance. Thanks to the new media
technology, a virtual meeting can go on either in real time for an agreed
time period as a digital version of a face to face meeting. It can also go
 on over several days or weeks where people can join in at any time to
‘chat’ to each other about agreed topics. It also allows them to leave
messages on a bulletin board and gather opinion from across a range of
participants. However, the limitations of this type of meeting are that it
depends on restrictions of access.

Agenda of a Meeting

The word ‘agenda’ is derived for Latin, meaning the ‘actions to be taken’.
Every meeting should have an Agenda. It is a document, which refers to a list
of points that needs to be discussed at a meeting. In business meetings, the
agenda may also be known as the ’orders of the day’,

An agenda helps the chairperson to structure the meeting and the secretary /
minute taker to keep track of what is being discussed. It includes the most
important items and is sent out in advance. This allows the participants to
research agenda items before the meeting.

Planning an agenda: It is very important to plan and design an agenda before a

meeting. It should list not only the topics to be discussed during the meeting,
but also the proposed goals of the meeting.

The following are guidelines to follow, when preparing an agenda for a formal
meeting.

1. Make the agenda specific

2. Keep the number of items within reasonable limits so that enough time is
allotted for discussion.
 3. Avoid topics best handled by individuals or subgroups. These topics can
be discussed in other informal meetings or discussions.

4. Separate the information exchange and problem analysis from problem

solving. The ‘real’ problem solving would need more time or a different
atmosphere.

5. Specify start and finish time.

6. Circulate the agenda to the members, who have to attend the meeting, and
supply any relevant background information before the meeting – but keep it
brief.

8. Consider the approach you will take as a meeting leader, any opening
remarks you will make and how you will introduce each topic on the agenda.

9. Gather any materials that will be needed (handouts, visual aids etc).

Form of Agenda – Just as you write a business letter, the agenda also has a
specific format. It consists of a ‘Heading’ and a ‘Body’.

a)Heading: The heading of the agenda usually contains the date, time and
location of the meeting.

b) Body: The body of the agenda comprises of a series of points outlining

the order of the meeting. They are the items that would be discussed in the
meeting.

Points on a typical agenda may include:

i) Welcome /open meeting
ii) Support for absence
 iii) Approval of the minutes of the previous meeting (reading the
minutes of the previous meeting which gives the link to the
matter to be discussed).
iv) Matters arising from the previous meeting
v) A list of specific points to be discussed – This is the crux of the
meeting. Usually the bulk of the discussion in the meeting
takes place in this section.
vi) Any other business (AOB) – Here a participant is allowed to
raise another point for discussion.
vii) Arrange / announce details of next meeting
viii) Close meeting.
Sample of an agenda

Agenda
Meeting to be held in the Conference Room
Tuesday, 6th January 2007
2.30 pm – 4.00 pm
Chairperson: Mr. Rajesh Negi
1. Apologies
2. Present (5 min)
3. Confirmation of Minutes previous meeting (5 min)
4. Business arising from Meeting previous meeting (5 min)
5. Agenda Items
a. (2 min)
b. (2 min)
2. Reports
a. (2 min)
b. (2 min)
 c. (3 min)
3. Other Business
4. Forward Agenda Items (items that were not able to be covered in this
meeting and will be moved to the next)
5. Next Meeting

Minutes of Meeting

The minutes of a meeting are the official record of the key points of a meeting.
They are recorded instantly at the moment of hearing the discussions.

The minutes taker of the team takes responsibility for the writing up of the
minutes. The minutes may be first taken down and then typed. The copies of the
minutes should be either sent or given to all participants of the meeting.
Alternatively, the proceedings of the meeting may be audio-recorded, later typed,
and then issued to the participants.

Generally, minutes begin with the organization name, place, date, list of people
present, and the time that the meeting was called to order, Minutes then record
what actually happens at a meeting, in the order that it actually happens, regardless
of whether the meeting follows (or ignores) any written agenda.

Since the primary function of minutes is to record the decisions made, any and all
official decisions must be included. If a formal motion is made, seconded, passes,
or not, then this action and the vote tally must be included. If a decision is made by
calling votes, then all of the individual votes must be recorded by name. If it is
made by a unanimous agreement, without a formal vote, then this fact is recorded.
Minutes in businesses and other private organizations are normally submitted by
and over the name of an officer of the organization (usually the Secretary, and
never the typist, even if the typist actually drafted the document) at a subsequent
meeting for review. The traditional closing phrase is “Respectfully submitted,”
(although that phrase is slowly falling out of use) followed by the officer’s
signature, his or her typed (or printed) name, and his or her title.

The minutes are approved only if the participants of the meeting agree the written
minutes reflect what happened at the meeting. Their approval is recorded in the
minutes of the current meeting. If there are errors or omissions, then the minutes
will be re-drafted and submitted again at a later date. It is not appropriate for you to
approve the minutes if you have not attended the meeting or if you have not read
the minutes of the meeting that you have attended.

Preparing minutes

Your note taking skills come handy here. Practise note taking exercises well to
master the skill. When writing minutes, keep the following key points in mind:
 They are key points only
 They are a summary except motions, which are verbatim
 They must be entirely accurate – what was said, not how you interpreted what
was said or what you would have preferred was said. Your point of view should
not be given here, whether you agree/do not with the speaker’s statement.
 Keep a record of every motion and vote; who said what and who moved and
passed motions.
 Use simple, short words and use simple sentence construction
 Use consistent grammar and use past tense eg. It was concluded, the matter was
 If something is important and you are unsure what was said or who said it,
don’t hesitate to ask for clarification.
As soon as the meeting has concluded, begin to work on the minutes. The notes
taken during the meeting act as a memory prompt and will be more reliable if the
meeting is fresh in the secretary / minutes taker’s mind.

There are three basic styles for minutes.

a. Report – this is a full record of all discussions that includes the names of all
speakers, movers and seconders of any motions, written in a narrative style.

b. Minutes of narration – these include some of the discussions that took place
and important details. This style of minutes is considered a legal document.

c. Minutes of resolution – these are limited to the recording of the actual words
of all resolutions that were passed. Movers and seconders are not recorded.
Each resolution that is made commences with the phrase, ‘RESOLVED
THAT.’ This style of minutes is also considered a legal document.

Contents of the minutes: The minutes of any meeting should contain the
following items. They may not be in the order that is given below.

i) The name of the unit. E.g.: Finance Committee, Food Committee, Board
of Governors.

ii) The date, time and place of the meeting

iii) The number of the meeting if it is in a series. E.G.: Second Fortnightly

meeting.

iv) Name of the chairperson of the meeting

v) Names of members present, of those who could not attend, and those who
attended by special invitation.
 vi) Record of transactions

vii) Signature of the secretary and the chairman. The following example
will show you how to draw the minutes of a meeting.

Sample of Minutes

Department of Soil and Water Science, Sikkim Manipal University

Minutes of the Regional Meeting of the Board

Of Directors held at the University Campus
(22, Tiger Circle, Manipal) at
11.00 am. On Friday 9th December, 2006

11.01: Dr. Sibal welcomed the group to Manipal.

11.03: Ms Nisha Raman, Secretary, confirmed the minutes of the last meeting
which was held on
October 28, 2006 which were approved by the Board and signed by the
Chairman
11.05: Dr. N.K. Bhattacharya, Administrative Advisor, presented an overview of
the Sikkim
Manipal database. It has been completely updated and should serve Multi-
State Research
Projects much later.
Annual reports to Sikkim Manipal have to be submitted within 60 days of
the meeting. Our
report is due 60 days after our fail meeting.

11.15: General discussion about the sanction of budget for the projects.
  Current project, new business (web page)
 John sanjana will continue to maintain the web page and keep it updated.
 Each participant agreed to select one site from which a sample would be
obtained. The attached template is to be used to record site and sample
information. John sanjana agreed to provide the template.
 Procedures should be distributed by july 1, 2007 samples obtained by
September 15 and data by September 30, 2007, if possible.

11.35: Center Reports were given by: Ahmedabad, Bombay, Calcutta, New
Delhi and Mangalore.

Those attending the meeting:

Dr. T.J. Sibal, Chairman
Dr. N.K. Bhattacharya, Adminstrative Advisor
Mr. Anil Bisht, Soil Survey Laboratory
Mr. John Sanjana
Dr. Suresh Bhat
Dr. Salma Taj
Ms. Nisha Raman, Secretary

Absent: Mr. Gulzar Hussain

Mr. Clint D’Cruz

11.45: The secretary was directed to call the next meeting of the Board on 25 th
February 2007
 T.J. Sibal
Nisha Raman
Chairman Secretary
Participating in meetings

It is very important that one attend meetings. There is a mixed feeling about
attending meetings among people. Unequal participation reduces the outcomes of
the meeting and can be frustrating for all the participants. The success or failure of
a meeting can be attributed to the way it is conducted as well as the way how
people have participated in its proceedings. If people make the effort to attend a
meeting, it is in everyone’s interest to have thoughtful contributions from all. For
the success of a meeting, the participants should follow certain regimen. They are

 Arrive on time
 Be prepared to discuss the agenda items
 Keep their contributions relevant to the subject under discussion
 Present their ideas clearly
 Listen carefully and with an open mind to points raised by others
 Encourage good ideas from others
 Keep their interests in check
MEMO

The term ‘memo’ (Latin word ‘memorandum’) means “a thing which must be
remembered.” The document that you use to communicate within the organization
is called as memorandum. It has to stay within the organization and also called
‘inter office memorandum.’ When you need to convey information and decisions
or to make short requests with the members of your department, upper
management, employees at another branch in another city, etc, the best way to do
is to write a memo. The exception to this is if you are preparing a document for a
reader several levels above you or for a formal situation. One colleague can write a
memo to another, except for memos which concern disciplinary action. Only
officers authorized to issue them can issue memos concerning disciplinary action.

Language of a Memo

Before you learn the format of the memo, it is very important that you learn the
correct language that you should use in a memo to achieve its purpose.

1. Concise: A memo is always short. It is apt for a memo to be of two pages. Keep
the paragraphs short; limit each paragraph to five lines or less.

2. Personal: Use words like I, you, and we. It’s a lot more human to say, “I would
like you to do this.” Use active voice (not passive) to get the action done.

3. Simple language: Let your language be lucid, and easy to understand. Plain and
direct statements of facts are made to achieve all that is required. Avoid scholarly
words and technical jargon if you can convey the message in simple English. E.g.
“Our research people need your answer today.”

4. Avoid confusing words: while writing a memo, try to use the right words at the
right place. When you have to use simple root words, don’t complicate them by
using fancy suffixes like ‘tion’, ‘ance’, ‘ent’, ‘ment’, ‘ize’, and ‘ility’.

 E.G.: “The continuation of our issuance of increments is dependent upon the

prioritization of institutional objectives.” Translated to simple language it
reads, “If you want to get increments, meet institutional goals.”

5. Don’t be trite: Try to avoid statements that are out of date and do not mean
anything in the present context. One commonplace expression that you can avoid is
“Please don’t hesitate to call.” Normally this phrase gets no results and turns
people off. A more sincere ending could be, “If you need help, I’m available. Give
me a call.”

6. Don’t give too many ‘whys’. Though it is important to explain why you want
something done, don’t overdo it. If you must cite more whys, put them on a
separate sheet of paper, and staple the sheets together. This way, the basic memo
message doesn’t get lost in a sea of details.

7. Check before you send the memo. It is a human tendency to commit mistakes
especially in names, dates, or numbers. But such mistakes may cost you dearly.
You should remember that memo establishes accountability. It is a record of facts
and decisions, which can be referred in future.

8. Close with a call to action. Many memos don’t close with anything, leaving the
reader hanging. If you want a response by Friday at 3 p.m., say so.

Components of a memo

The following are the components that make up a memo.

1. Header: This should appear at the top of a memo. This compact block of
information contains.

a) Date – Remember to write the date in words (12th December 2006)

b) Name of the receiver(s) – In general, the title such as professor of Mr. is

omitted. However, it is left to your discretion to follow the style that your
organization prefers. Do not use a salutation (Dear …..) or a closing
(Sincerely…..)
 c) Name of the sender(s) – write your initials after your name on the “From”
line.

d) Subject of the memo – be specific when you write the subject. You should
not be too vague (e.g. purchase). This example is unclear because it could be
a purchase of anything. Take another example, ‘Purchase of specimen jars for
the month of January 2007’.

e) C.c. -It is the abbreviation for Carbon Copy. Though it is an obsolete term, it
is still used to mean that the copy of the memo will go to the person
mentioned.

f) Bcc – It means blind carbon copy. This copy goes to a person, who may not
be directly involved. (may be an office assistant or a secretary), but who
should know what is going on. The people mentioned in the cc list will not
see the names mentioned in the bcc list.

2. Purpose: This states the reason for writing the memo. If you answer the
questions who, what, when, where, and why, then your purpose is fulfilled.
E.g.: The purpose of this memo is to request the purchase of specimen jars for
our lab at M.G. Road for the month of January 2007.

3. Summary: This is the miniature version of a memo. The summary should not
be limited to the contents of the memo alone, all important information have to
be mentioned here.

4. Action: Unless the purpose of the memo is simply to inform, you should finish
with a clear call for action. Who should do what, and how long do they have to
do it? Include alternatives, in the event that your readers disagree with you. Be
 polite when you ask others to do work for you, especially when they are not
under you supervision.

Format of the memo

Whenever you type the memo or write one, see that the space in between two lines
is single (single spaced). In between two paragraphs, you have to give double
space. Use of charts, graphs and pictures to explain the content of a memo is
permitted. Usually the right side margin of text in a memo is not justified (all lines
need not be equal in length.). In a memo, the paragraphs are not indented. The
example given below will be able to help you to write a memo.

Sample Memo

To: All Employees

From: Maya James, President, Provincial University
Date: September 21, 2012
Subject: Future Expenditure Guidelines

After careful deliberation, I have determined it is necessary to begin the initial

steps of a financial stewardship program that carries Provincial University
through what appears to be a two-year cycle of a severe provincial shortfall in
revenue and subsequent necessary legislative budget reductions.

Beginning September 24, 2012, the following actions are being implemented for
the General Fund, Auxiliary Fund, and Capital Fund in order to address the
projected reductions in our provincial aid for the remainder of this year 2012-
 2013 and for the next year 2013-2014.

1. Only purchases needed to operate the university should be made so that we

can begin saving to reduce the impact of the 2013-2014 budget reductions.
2. Requests for out-of-province travel will require approval from the Executive
Committee to ensure that only necessary institutional travel occurs.
3. Purchases, including in province travel and budget transfers, will require the
appropriate vice president's approval.

Please understand that we are taking these prudent steps to create savings that
will allow ProvU to reduce the impact of projected cuts in expected 2013-2014
legislative reductions. Thank you for your cooperation, and please direct any
questions to my office.

Circulars and Notices

A circular is also a document that is circulated within an organization. It is usually

an announcement sheet that is sent to specific groups of people. For instance, if a
manager wants to call a meeting of heads of department, he will send a circular to
only heads of department requesting them to attend the meeting.

On the other hand a notice, depending on the information that is to be conveyed,

could be for employees alone or for the general public. A notice is a legal
document, which has to be put up on an official notice board. However, some types
of notice are addressed to individual employees also.

A notice and circular both have similar functions but are used differently
depending on the nature of announcement or information that needs to be passed
on. A circular is meant for distribution to a small group while a notice is meant for
a large group of people. A circular may also be sent when an immediate feedback
is expected.

Sample circular:

To: Departmental Heads

CIRCULAR

Aspects of Safety in Science Laboratories

The purpose of this circular letter is to indicate the importance of safety in

research labs. The supervisiors have a duty of care to research scientists in their
charge. Fulfilment of this duty includes drawing their attention to any hazard that
pertains to a particular activity. In this context supervisors should be familiar
with relevant guidelines on laboratory safety and they should be careful at all
times to observe standard safety procedures when practical activities are being
conducted in the laboratory.

Please bring this circular to the notice of the supervisors concerned, and to the
notice of representatives as appropriate, for transmission to individual research
scientists.

Ravi KASHYAP,
General Manager (HR)\
March 2007
Sample notice:

BANK OF BOMBAY,
December 5, 1999
Tiger Circle, Manipal
 Ref: ADM/N/44-99
NOTICE

Sub: Temporary suspension of operations

We regret to inform you that due to unexpected problems with our computer
network we are unable to carry out routine operations till December 7. However
the bank will function during the weekend. We are making special arrangements
to meet your emergency needs. You may contact the undersigned for help.
Kindly excuse the inconvenience caused due to this unforeseen emergency.

Manager
Manipal Branch

Copy to:

Head Office, Bombay

All Branches in Karnataka

Please note that copies of notices may be sent to other offices, which may be
affected by the content of the notice or simply for giving information.

Circulars and notices generally cover one subject. But a single notice may cover
several different issues related to one subject. For example Staff may be informed
that a particular holiday is declared. Then the same notice may mention a
compensatory day off for those who work on the holiday. A notice or circular can
be issued only by officers designated for the purpose.

UNIT IV
Group Discussion
Group Discussion-A group discussion is defined as a process where ideas and
opinions are exchanged and spoken about. The different kinds of group discussions
include topic based and case study based where you are expected to learn about a
certain topic, whereas there are other group discussion topics for discussion such as
opinion seeking and controversial topics, abstract and knowledge based topics.

Effective group discussions are tough but if you keep these points in mind, you are
going to sail through them like a pro!
1. Maintain eye contact when you are talking:

When you are speaking in group full of people, always remember to keep your
eyes open. In fact, you should look directly at the evaluators. Remember to
maintain some sort of eye contact with every member of the team when you are
talking. So in order to show that you are awesome and definitely worth getting
noticed, stay alert, keep your eyes open and maintain eye contact!
2. Don’t forget to initiate:

One of the best ways in which you can shine in a GD is by initiating the
conversation. But you should always keep in mind that initiating a conversation
only makes sense when you have understood the topic properly and have enough
knowledge to speak about it. You must also have a good idea about what you are
speaking otherwise you will end up making a bad impression.
3. Give others the chance to talk:

There is no need to interrupt others when you are speaking. You will be given the
turn of speak. So use it wisely and make the right choice. You could actually jot
some notes down when someone else is speaking so that you are able to make
better points when your chance comes.
4. Speak with some clarity:

When you are in a group discussion interview, always remember to speak with
some clarity. What you say should be loud and clear to the other people. The words
you speak should be simple enough to understand and even if you are disagreeing
with someone, let them know. Express your feelings in a way that is calming. You
should also remember to be polite. There is a way to get your feelings out and the
better you express yourself, the bigger chances you have of getting noticed.
5. Always remember to keep the discussion on track:
If you feel like the topic is not making much sense at this point and needs someone
to bring it on track, you should be the first person to do it. Bringing the discussion
on track is very important. Not only does it make things simple for you but also to
the people around you. It makes a good impression on you as a candidate.
6. Maintain a positive attitude:

When you are speaking in an interview, always remember to maintain a positive

attitude. In that way, you will be able to show how confident you are as a person
and that you deserve to be a part of the discussion. Not just that, by doing this you
will boost your chances of getting noticed a lot more.
7. Speak in a very sensible manner:

You don’t have to keep speaking just to increase the time of your speaking. There
is no need to worry even if you are speaking very little. Your thoughts should
always be very sensible and relevant and even if you are speaking very little, there
is no need to worry too much about it as far as you are making sense in what you
are saying.
8. Listen to what others have to tell:

It is a great thing to speak but it is a greater thing to listen. You should always
learn to pay attention when you are speaking to others. This will make the
discussion coherent and you will be more involved in the group in a positive
manner. You will also make more people like you and agree with you. This could
also be a great chance for you to make friends.
9. Dress up properly:

How you dress among the judges could really make or break the situation. You
have to dress formally. Make sure your shoes are clean and clothes well ironed.
Your body language should be good and make sure to smell fresh that day.
10. There is no need to go into details:

Keep things short and simple! Always remember that you don’t have all the time in
the world so you don’t have to be all that analytic. Just keep things simple and to
the point.

Different Types of Group Discussions:

Here are some of the different kinds of group discussions

Factual topics:

Factual topics for group discussion are those where you are expected to talk about
facts, pros and cons etc. Some of the topics that fall under this category include
slavery, hazards of drinking and smoking etc.
Controversial group discussion:

This kind of discussion includes talking about those gd topics that are
controversial. Some topics that fall under this category include life imprisonment,
online dating, marijuana and its medical value, direct mail etc.
Case study group discussions:

Case study group discussions mean you are given a problem and it is your duty to
come up with a solution that is satisfying. Under this category there could be topics
like leadership, work ethics, recycling, dropouts etc.

UNIT IV

Book Review

A book review allows students to illustrate the author's intentions of writing the
piece, as well as create a criticism of the book — as a whole.Book reviews are
assigned to allow students to present their own opinion regarding the author’s ideas
included in the book or passage. They are a form of literary criticism that analyzes
the author’s ideas, writing techniques, and quality.

Book Review Template

The book review format includes an introduction, body, and conclusion.

Introduction

 Describe the book cover and title.

 Include any subtitles at this stage.

 Include the Author’s Name.

Thesis
  Write a brief description of the novel.

 Briefly introduce the main points of the body in your book review.

 Avoid mentioning any opinions at this time.

Body

 Use about 3 quotations from the author’s novel.

 Summarize the quotations in your own words.

 Mention your own point-of-view of the quotation.

 Remember to keep every point included in its own paragraph.

Conclusion

 In brief, summarize the quotations.

 In brief, summarize the explanations.

 Finish with a concluding sentence.

 This can include your final opinion of the book.

 Star-Rating (Optional).

Writing a Book Review

Step 1: Planning

Create an essay outline which includes all of the main points you wish to
summarize in your book analysis. Include information about the characters, details
of the plot, and some other important parts of your chosen novel. Reserve a body
paragraph for each point you wish to talk about.

Consider these points before writing:

 What is the plot of the book?

  Did you enjoy the plot?

 Are the writing techniques used by the author effective?

 Are the characters believable and logical?

 Would you recommend the book to anyone?

 What could be better? Criticize the writer.

Step 2: Introduction

Presumably, you have chosen your book. To begin, mention the book title and
author’s name. Talk about the cover of the book. Write a thesis statement regarding
the fictitious story or non-fictional novel, which briefly describes the quoted
material in the book review.

Step 3: Body

Choose a specific chapter or scenario to summarize. Include about 3 quotes in the

body. Create summaries of each quote in your own words. It is also encouraged to
include your own point-of-view and the way you interpret the quote. It is highly
important to have one quote per paragraph.

Step 4: Conclusion

Write a summary of the summarized quotations and explanations, included in the

body paragraphs. After doing so, finish the book analysis with a concluding
sentence to show the bigger picture of the book. Think to yourself, “Is it worth
reading?”, and answer the question in black and white.

Step 5: Rate the Book (Optional)

After writing a book review, you may want to include a rating. Including a star-
rating provides further insight into the quality of the book, to your readers. Book
reviews with star-ratings can be more effective, compared to those which don’t.
Though, this is entirely optional.
Writing a Movie Review
Writing a movie review can be a fun exercise that can also let other people know
your opinion of the movie.
Write Down Initial Thoughts
Before writing your review you should write down your initial reaction to the
movie. This can cover everything from the performances to the story and visual
effects. This way you have your ideas on paper in case there is a significant
amount of time between when you watch the movie and when you write the
review.

Outlining the review will help you decide what order the information will be
presented in.

 First, include a brief synopsis of the movie, hitting key points without
giving any spoilers.
 Second, write about the actor's performances in the play and what stuck out
to you.
 Third, write about the plot, specifically its strengths and weaknesses and
whether it was well-paced or not.
 Fourth, write about the content of the movie including topics such as
violence and swearing as well as whether it was family-friendly or not.
 Finally, write a conclusion with your overall thoughts of the movie including
whether or not you would recommend it to anyone.

Writing the Review

1. Write a Title for the Review

The (Not Quite) Magnificent Seven

The title should be catchy and can either play off a quote from the movie or the
title of the movie. Make sure the title makes it clear what movie is being reviewed
for the benefit of the audience.

2. Write the Synopsis

The synopsis of the movie should be brief and include at least the basic setup of
the movie. Be sure to include the main character's names. A synopsis should be no
longer than 3-4 sentences.

3. The Characters

Write about the performances by the actors, specifically talking about the main
characters. Include what stood out to you, both good and bad, devoting a brief
description to each actor. Another option is to list each actor then allot a sentence
to discussing their contribution to the movie. A length of 3-4 sentences is adequate,
though it can be longer depending on the number of actors discussed.

4. The Story

Write about the film's story. Talk about what worked and what didn't, as well as
whether it held up as a feature length movie or not. This should act as a follow up
to the movie synopsis that started the review. Depending on the quality of the
movie’s plot, this section can be anywhere from four sentences to two paragraphs.

5. The Film's Content

Write about the type of content the film contained. Discuss whether there was a lot
of violence, nudity or swearing without giving exact numbers or details. Also state
whether the movie is family-friendly or not. The length of this section depends on
the amount of content you want to talk about, though it is best to keep it to one 4-5
sentence paragraph.

6. Conclusion
Give your opinion on the movie, citing examples from previous sections in the
review. End the review by stating whether or not you would recommend it to
anyone. This section should be no longer than a paragraph. One sentence
summarizing each section is enough.