SESSION OBJECTIVES

• Understand the professional communication

through agenda, memorandums, minutes,
notices and circulars.
• Discuss Resume writing and Interviews.
• To get the tips on improving written
communication.
NOTICES AND CIRCULARS

NOTICE
• An announcement containing information about
an event; "you didn't give me enough notice"; "an
obituary notice"; "a notice of sale
• The act of observing; perception; A written or
printed announcement; Formal notification or
warning; A published critical review of a play
etc...
NOTICE OF MEETING
• It is a form of communication to summon
or call persons who are entitled to attend
the meeting.
• Notification of the meeting should be sent
well in advance of meeting date.
• Only the chairperson is authorized to call
for a meeting.
The notice should mention the name and
address of the organization, and the date
on which it is issued besides indicating
the day, date, time and venue of the
meeting. The business to be transacted
should be mentioned in the notice if the
number of items is small; otherwise it
should be indicated in a separate sheet
and enclosed with the notice as
annexure.
The notice of a meeting
must specify:
 

• The date, time and place of the meeting.

• The name of the company.
• The type of meeting.
• The authority by which notice is issued
• The name and signature of the person issuing
the notice.
• The matters to be discussed at the meeting.
• In the case of special business, an explanatory
statement.
• The exact wording of any proposed resolution.
• The date of issue of the notice.
• Any enclosures required to be sent with the notice.
 IMPORTANCE OF
NOTICES & CIRCULARS :
• Notice or circulars are circulated in advance
to the members participating in a meeting.
• They help the members to come prepared
for the meeting.
•  Notice can also be circulated to inform the
members of the organization of some
important information or event .
• It ensures that only matters relevant to the
topic are informed and suggestive
measures are invited by the members.

• It ensures that every point is properly taken up

for discussion
• It ensures that the meeting is organized in a
cordial and formal manner.
 FORMAT OF NOTICE
NOTICE

NAME OF THE INSTITUTION

date
place

body of the notice -must include what, where, when, who and how

sign
(name)
designation
 DIFFERENCE BETWEEN :
NOTICE CIRCULAR

1) Is an official document The official document is

which announces an prepared to get the
important event. consensus of the people.

2) The notice is prepared and The circular is circulated

is put up on the notice board among the people in order to
for everyone to view it. get the response.
A notice or a circular is a formal document that aids
in initiating any new activity or announcement in
the corporate organisation. It helps the
management to reach out to the members of the
organization within the short span of time and
acquiring their suitable suggestions that would
indeed prove to be beneficial in the growth of the
organization.
AGENDA OF MEETING
• It is a list of items to be dealt at a meeting
and should be prepared before the
meeting
• It ensures all items are dealt with and
considered in proper order
• It serves to focus the meeting’s direction,
as a tool for organization, preparation, time
management, and continuity.
 AN EFFECTIVE AGENDA
An effective agenda helps you (the
chairperson) plan the meeting :

• to plan the time required for a meeting

• to identify the attendees
• to control the total amount of
time spent on each topic
Meeting
Meeting is a focused conversation that
has a specific purpose mentioned in its
agenda Meetings are held for:
• Sharing info or comparing notes.
• Solving certain problem.
• Performing certain rituals or social
activities convening certain meeting is
compulsory as per company.
MINUTES OF MEETING
Minutes are the official records of
what happens at a meeting:
• It consists of information shared in
discussions and the suggestions made
during the meeting.
• It serves as an information source – as a
reference
• It keeps track of who is doing what and
how projects are being undertaken.
The purpose of minutes

• An accurate record of a group's meetings, and

record decisions taken.
• They are useful because people can forget what
was decided at a meeting if there is no written
record of the proceedings.
• Minutes can also inform people who were not at
the meeting about what took place.
“My aim is to put down on
paper what I see and what I
feel in the best and simplest
way.”
Ernest
Hemingway
 What is Memo ?
• A memo also known as a memorandum is a
document typically used for communication
within a company. memos can be as formal as a
business letter and used to present a report.
• However, the heading and overall tone make a
memo different from a business letter. Because
you generally send memos to co-workers and
colleagues, you do not have to include a formal
salutation or closing remark.
 Memos and letters are the two most
common types of business
communication. 
Memos resemble letters in that they
communicate information and are
commonly used in the world of
business writing. 
 
 Why do we write
memos?
• Usually we write memos to inform
readers of specific information. We
might also write a memo to persuade
others to take action, give feedback on
an issue, or react to a situation.

However, most memos communicate

basic information, such as meeting
times or due dates.
• While memos are a convenient channel to
communicate, it is always necessary to
determine if a meeting is more
appropriate. For example, pretend your
team needs to make a very important
financial decision. A memo can ask for
that information from team members and
request a response by a specific date.
• By meeting with everyone, however, we not only
get to hear final decisions but the rationale
behind them. In fact, new ideas may stem from
face-to-face discussions. By writing a memo in
this scenario, we may never invent alternative
ways of solving the problem.
• Before writing a memo, outline what our
purpose is for doing so, and decide if the memo
is the best communication channel.
 General Format
• When we write a memo, we will follow a general
format. Our instructor or company may have
specific requirements that we must use. For
instance, a company might have a particular way
of presenting a heading or may even use a specific
type of letterhead or logo.
• However, usually a memo has a "to," "from,"
"subject," and "date" entry.
• Heading
• Message
• Tone
• Length
• Format Guidelines
 Heading
A memo's heading provides information
about who will receive the memo, who is
sending the memo, the date, and the
memo's subject. This information may be
bolded or highlighted in some way. For
example:

• TO:
• FROM:
• DATE:
• SUBJECT:
• Additionally, we might also initial our name in the
"FROM" line to indicate that you gave the memo a
final approval.
• Sometimes organizations specify how to fill out
the headings. If we are unsure, it may be a good
idea to include our job title and our reader's. The
memo will then be informative to someone new to
the situation, or someone who received the memo
after it was passed on from the original reader.
 Message
• Memos are reproduced and exchanged
rather freely, and it is common for a reader
to receive a memo that is only marginally
relevant to him or her.
• This is why it is important that the first
sentence of the memo should answer that
question with a purpose statement. The best
purpose statements are concise and direct.
• Our memo's message should also provide a
context for readers. In other words, always
tell your readers why we are writing.
Consider the following questions:
• Is our memo a result of a situation? For instance,
"As a result of yesterday's meeting..."
• Is our memo a reminder? For example, "The
Proposal is due July 2."
• By providing context for our readers, we avoid
being asked to provide that information later. Also,
we should always include our contact information at
the bottom of our message. This can be our phone
number or e-mail address.
• Finally, consider how our memo looks. If we
have nothing but paragraph after paragraph of
text, we might use lists to draw attention to
specific information. Lists represent an effective
way to present information.
• Not only do they breakdown large amounts of
text, but they also provide text in a way that is
visually pleasing.
• Lists are especially useful for conveying steps,
phases, years, procedures, or decisions.
• By avoiding full sentences in a list, your information is concise
and more likely to engage your readers. For example:
• "To receive a degree in engineering, you must complete the
following:"
• Core Courses
• Elective Courses
• Senior Design
• Lists can be bulleted, as in the example, or numbered. Typically,
we should use a numbered list when we need to stress the order
of the listed items.
 Tone
• Since we typically send memos to those
working within our company, we can use
a more informal tone than we would if we
were writing a business letter.
• For example, we might refer to our
colleagues by their first names or use
humour. However, always keep in mind
that we still need to be professional. Ask
ourselves how the company's president
would react to your memo. If we would
be embarrassed to have the president
read our memo, consider changing or
eliminating information.
 Length

• Memos are generally short, concise documents.

However, we may have to write longer memos,
depending on your topic. For example, a memo
might present the new guidelines for a specific
office task.
• Obviously, if we have over forty guidelines, the
memo will be more than a page. Some memos
might even introduce a short report. In this
case, we might include the report in the memo,
or the memo might be a separate document,
introducing the report.
 Format Guidelines
• Regardless of the style, memos generally have
similar format characteristics, unless otherwise
specified by your professor or company. Listed
below are some basic guidelines that can help
you create a memo:
• Memos have one-inch margins around the page
and are on plain paper
• All lines of the memo begin at the left margin
• The text begins two spaces after the subject line
• The body of the memo is single-spaced, with
two spaces between paragraphs
• Second-page headings are used, as in
business letters
• The second page includes who the Memo is
to, the page number, and the date
• The sender usually signs the Memo using
initials, first name, or complete name
 Common Types of Memos
• Each memo is written for a specific purpose
to a specific audience. The purpose and
audience for your memo will help guide what
type of memo we will write.
• Even though no two memos are identical,
four common broad categories exist. If we
are unsure about how to format your memo,
ask our instructor or review memos our co-
workers have written.
• Directive
• Response to an Inquiry
• Trip Report
 Directive Memo
• A directive memo states a policy or
procedure you want the reader or co-
worker to follow. The length of the
memo depends on how much space is
required to properly explain the
procedure.
• The body of the memo should begin
with a clear, concise sentence that
states the purpose of the memo.
• For example:
• "The purpose of this memo is to let
all members of the ABC department
know that doughnuts will be provided
every Friday morning at 8 a.m."
• You then provide statements that
explain the rationale for such a
decision or procedure.
 Example Directive
Memo
• MEMORANDUM
• TO: Design Team #362
• FROM: W.B. Working
• DATE: May 27, 1997
• SUBJECT: Project Schedule As a result of
yesterday's meeting, I suggest we follow the
project schedule listed below. Remember, we
must submit a Proposal by noon on July 2.
• Schedule
• Task Completion Date -Divide research
into groups
and compile information June 6 Review
designs from Kiran. June11 Write Proposal
June 23 Review Proposal June 26 Submit
Proposal for printing June 27.  
 Response Memo
• The purpose of this memo is to
provide the audience with desired
information. It usually has four parts:
• purpose statement
• summary
• discussion
• action
• Begin this memo with a short paragraph stating the purpose,
which is always to respond to a request for information. Next,
summarize the information requested.
• Third, in a discussion section, point out to the reader any
important information that you feel should be highlighted or
stressed.
• Finally, in the action section, state any additional action you
are going to take or feel should be taken to properly address
the original request for information.
Example Response Memo
• MEMORANDUM
• TO: Design Team #362
• FROM: W.B. Working
• DATE: May 27, 1997
• SUBJECT: Project Schedule
• Purpose: This memo responds to our
request that the weekly meeting be
moved from 9am to 10am.
• Summary: 1. This request is satisfactory as long as
it is approved by management.
• Discussion: 1. Management usually has no problem
with the individual time changes in meetings, as
long as meeting minutes are turned in by noon to
Riya.
• Action: I have asked Riya if she thinks this would be
a problem and she said no, so all we need to do
now is get approval from Sandeep.
 Trip Report Memo
• A trip report memo is usually sent to a
supervisor after an employee returns
from a business venture. The structure
is listed below:
• purpose statement
• summary
• discussion
• action
• Begin this memo with a short paragraph
stating the purpose, which is always to
provide information on your trip.
• Next, summarize the trip. Remember, the
reader is usually not interested in a detailed
minute by minute account of what happened.
Instead, take the time to write a clear and
concise outline of your trip.
• Third, in a discussion section, point out to the
reader any important information that you
feel should be highlighted or stressed.
• Finally, in the action section, state any
additional relevant information you have
come across since returning from the trip or
any recommendations you might have for the
reader.
Example Trip Report Memo
• MEMORANDUM
• TO: Design Team #362
• FROM: W.B. Working
• DATE: June 27, 1997
• SUBJECT: Weekly Meeting
• Purpose: This memo presents my impressions of the
meeting last week.
• Summary: In general, I felt that the meeting went well and
much progress was made.
• Discussion: Shweta and Neha were able to make progress
on the graphics and should have them finished next week.
Kiran and Sandeep are on Chapter 2 of the user manual.
• Recommendation: Kiran will meet with Jiya to see how
they want the graphics integrated into the text.
RESUME WRITING
What is a Resume?
• A resume is a personal
summary of your
professional history and
qualifications. It includes
information about your
career goals, education,
work experience, activities,
honors, and any special
skills you might have.
Resume Workshop
 General Guidelines  Organizational
 Preliminary Research Styles
 Heading  Reverse
 Objective Statement Chronological
 Education Style
 Employment
 Experience
 Functional Style
 References  Skills Style
General Guidelines
Length: It is best to limit an entry-level
resume to one typed page. Be as concise
as possible in stating information in each
section of your resume.

Font: Avoid fonts smaller than 10 point

and larger than 12 point.

Paper: Use 8 1/2” x 11” 20 lb paper.

Print your resume with a laser or high
quality ink-jet printer.
Preliminary Research
Check with
* Placement office
Find out files
* General job * World Wide Web
* Trade journals,
information magazines, and
newsletters
* Desired * Directories
qualifications * Professors
* Company literature
and skills
* Key values
and words
Identifying Information
Put your name,
•
permanent and
campus addresses,
permanent and
campus phone
numbers, and email
RAJESH TIWARI address prominently
at the top of your
1305 Govardhan Street resume.
New Delhi, INDIA
• Consider including
tiwarir@amity.edu your URL address or
(91) 011- 555-1706
fax number if you
have one.
Objective Statement
One to three sentence summary of your area
of expertise and career interest.

Write as complete sentences or as descriptive

phrases with minimal punctuation.

Relate your existing skills directly to the job

you are seeking. Demonstrate what you can
do for the company rather than what they can
do for you.
Objective Statement
Avoid over generalized
statements:
A position allowing me to
utilize my knowledge and
expertise in different areas.
Avoid statements that focus
only on what a company can
do for you:
A position where I gain
experience in working on
biological problems.
Make the statement as
specific as possible:
A position which
allows me to apply
my background in
engineering and high
performance
computing to
biological problems.
Summary of Qualifications
Statement
This statement can Use a summary of
replace or be used in qualifications
addition to the statement to
objective statement. emphasize skills
you possess that
Write one short aren’t obvious from
paragraph or a your past work
bulleted list of experiences.
qualifications.
 Summary of Qualifications
Statement
Summary of Qualifications like:
A Junior Mechanical Engineering Major with
expertise in the following areas:
* Using CAD programs to support projects
* Communicating with customers in project
environments
* Developing projects in conjunction with peers
Education
This is an important section for recent
college graduates or students seeking
internships or summer jobs.

Beginning with the highest level of

educational achievement, include
information such as university attended,
degrees earned, major, minors, grade
point average, date of program
completion, and so forth.
Education
Amity University, Uttar Pradesh, India
Graduation May 2007
Bachelor of Science in Computer Engineering
GPA: 7.2/10.0
Major GPA: 8.5/10.0

 You do not have to include your GPA on the resume,

but if it isn’t included, employers may assume that it is
lower than it really is.

 Always state the grade point scale your school is using.

Relevant Courses
 List relevant courses
that: Spanish (4 semesters)
 Help you stand out Computer Science
from the crowd Business Writing
 Have provided you Business Law
with specific skills
or knowledge Ethics
 Consider including this  Only include courses
information in the taken in addition to
education section of your major or minor.
the resume.
 Refer to the course by
name rather than by
number.
Employment Experience
Include positions you have held which
are related, in some way, to the job
you are seeking. These might be
both paid and volunteer positions.

Be creative with this section of your

resume by describing and
emphasizing your experiences in the
most relevant way possible.
Action Phrases  Action phrases will
help you avoid being
 Hospitality Intern
 (May 2004-August 2004)
too brief and from
 Mountain Jacks, Lafayette, IN understating your
 Oversaw the planning, production,
preparation and prompt delivery of food qualifications.
 Assisted in training and retaining new
and experienced employees  Think about your
 Created a positive and healthy
atmosphere in the restaurant qualifications as a
professional would.
Parallel Phrases
 Hospitality Intern
 (May 2004-August 2005)
 Oversaw the planning,  Make your descriptions
production, preparation and
prompt delivery of food
easy to read through
 Assisted in training and retaining
parallel structure.
new and experienced employees
 Set up a pattern and
 Created a positive and healthy
atmosphere in the restaurant stick with it.
 In the example, all the
verbs are parallel:
“oversaw,” “assisted,”
and “created” are all
past tense verbs.
Activities and Honors
Include relevant
activities and honors
that you could discuss
with your prospective
employer or that have
given you valuable
experience or skills.
Specialized Skills
 Include skills that make you
unique, such as computer
skills, foreign language skills,
or military service.

 Be specific in describing your

special skills; name computer
programs you know, how long
you studied a foreign
language, or your dates of
military service.
References
In general, do not include the names and addresses
of your references on your resume.

It is enough to state that references are available

upon request.

Choose professional references rather than

character references. Employers and professors
who know you and your work are the best
references.
Reference Sheet
 Include the names,
Dr. Ramneik Kumar addresses, and phone
E1 BLOCK, Room 226 numbers of your references.
Amity University  Always ask permission
Uttar Pradesh before you include any
information on your
reference sheet.
Dr. Ramneik is my current  Consider giving your
academic advisor in the references a copy of your
resume so they will be
Creative Writing and
prepared to talk to
Science Fiction Program. employers.
Organizing Your Resume
 Organize your  The most common
resume to resume styles are:
highlight your
unique skills and
strengths.  reverse
 Use whatever chronological
combination of  functional
organizational  skills
styles you think
best highlight your  imaginative
individual
qualifications.
Reverse Chronological
Resume Style
Present your education and work
experience in chronological order,
beginning with your most recent
experiences.
This style is best for people whose job
experiences closely parallel the positions
for which they are applying or for those
who have not had periods of unemployment
time between jobs.
Reverse Chronological
Resume Style
Work Experience:
2006-Present Indian Postal Service, Delhi. Worked as a
Station Manager, delivering mail, overseeing retail
sales, planning delivery to new routes
2004-2005 All Right Parking, Inc., Uttar Pradesh. Worked as a
Manager, handling customer relations, overseeing
accounts, supervising twenty-five employees
2003-2004 Uttar Pradesh Star, Uttar Pradesh. Worked as a
District Sales Manager recruiting and training new
employees, managing crews of twenty-five carriers

within nine counties, designing routes

Functional Resume Style

• Organize • Ignore experiences

experience by type that do not relate to
of function the job for which you
performed. Under are applying.
each, give specific • Place things in order
examples. of importance rather
• Highlight than chronological
experiences that order.
directly relate to
the job you are
seeking.
Functional Resume Style
Experience:
Research Assistant (August 2004-August 2005)—
Amity U.
Assisted Professor Rajesh Kumar in:
* updating statistical tables and charts
* answering research questions via the
Internet, library, and by establishing resources
to provide the needed information

President, Sociology Club (January-May 2004)

* Raised over 50,000/- for club expenses and
scholarships
* Organized 10 activities for over 200 students
* Designed and maintained club website
Skills Resume Style
 Emphasize what  This style is ideal
you can do rather for people who
than where you have gained
have worked. valuable skills
from a variety of
 Try to match your unrelated
experiences.
skills to the
position for which
you are applying.
“If you don't know where
you're going, you'll
probably
end up somewhere else,”
INTERVIEW
Objective of the interview :
• Is for the employer to get to know you
as well as possible.
• Not only your education and
experiences, but your personality and
beliefs as well.
• The goal of an employer is to find
candidates who are a good "fit" within
their organization.
 TYPES OF INTERVIEWS
• One-on-One Interview: One-on-one interviews are
conducted solely between the hiring manager and the
candidate.

• Group Interview: In a group interview situation,

there are usually several job candidates who are
there are usually several job candidates who are
interviewed at the same time as a group . This format
of interviewing can be useful for employers to screen
candidates into the next round of interviewing by
observing which candidates stand out.
·
• Panel Interviews: A panel interview is where the
candidate is interviewed by a hiring panel (usually
five or six people) simultaneously.

• Series Interviews: A series interview is where

candidates typically participate in a series of 2 or
more interviews with different people or groups
throughout the day. The interviews can be either
one-on-one, group, panel formats, or a combination
of the three. Sometimes each person or small group
can be in charge of a different kind of interview
(informational, behavioral, etc.)

• Phone Interviews: A phone interview should be

treated the same as a face-to-face interview.
PREPARATION
• Practice answering questions you
may be asked in the interview. It
helps you in effective articulation of
important information.
• Write down interview time,
location, interviewer's name
and title, and get good directions.
• Ask the format of interview and
whom you will be meeting, so you
may plan ahead.
• Check in 10 minutes early.
• Bring extra copies of the resume and have
the papers arranged for easy reference.
• Greet the receptionist politely and let
him/her know why you are there.
• Provide a firm handshake coupled with a
smile and good eye contact.
• Pay attention to your appearance; appear
professional.
Do’s of Interview

• Approach with a positive

attitude and sincere interest.
• Be friendly, relaxed, and more
importantly be yourself.
• Let the interviewer initiate
conversation.
• Be an attentive listener.
• Respond to questions with more
than a yes or no, incorporate
specific results to highlight
qualifications and
accomplishments.
• Accentuate the positives, be
optimistic.
• Answer negative questions
positively.
• Emphasize what you can do for the
organization.
• To close, thank each interviewer,
shake their hands, & re-state your
interest in the position
Dont’s

• Do not be afraid of pauses in the

conversation; take time to think, it
aids in reflection and thought.
• Do not monopolize the
conversation, but be an active
participant.
• Do not apologize or offer excuses
for shortcomings.
• Never criticize a former employer,
colleague, teacher, or institution.
• Avoid debating the interviewer.
• Arguing with the interviewer will
shorten your chances.
• Do not discuss salary until you
have an offer, or if the employer
brings it up first.
STARR Technique - Prove by
Example!
• An increasing number of employers use
behavioral-based interviewing, which rests on
the premise that past performance predicts
future performance.
• Past performance examples may come from
work experience, internships, activities,
hobbies, volunteer work, family life, etc.
• Prepare for the interview by having several
different "STARR's" in mind
• S-Situation
• T-Task
• A-Action
• R-Result
• R-Relate
Example:
"Please tell me about your ability to work as
part of a team."

• Situation - I have a great deal of experience

working in teams. In particular, during my
senior year, I took a marketing research class.

• Task - For the class, we had to complete a

group project where we conducted research,
analyzing the marketing techniques and
identifying problematic marketing within local
organizations. Our group chose to investigate
why students did not utilize Career Services
on campus.
• Action - To do this, our team decided to
survey students as they entered and left the
campus library, asking them questions
addressing their use of Career Services. We
had to work well together to develop the
survey as well as coordinate times that we
stood outside the library. In particular, I was
in charge of creating the schedule for the
library and contacting the library staff to
inform them of our research.
• Result - As a result, our group gained a better
understanding of why students under-utilized
Career Services. We also shared our data with
Career Services allowing them to create effective
marketing strategies.

• Relate - I understand that this job requires

someone who is detailed-oriented and able to work
well with others. I believe my education and work
experience have prepared me well, as I have been
required to work with a variety of groups in each of
my courses and jobs.
Inside the Interviewer’s
head
Commonly asked questions in following
domains:

Initial hiccups (hic hic!)

• Tell me about yourself....
• What are your future career plans?
Communication
• Cite examples of accomplishments where
you have been an excellent
communicator.
Culture/Work Environment
• What are your expectations for a
new job and a new company?

Behavior/Accomplishments
• We are looking at several
candidates. What makes you unique?
• Tell me about a time you failed and
the impact it had on you.
Interpersonal
• Tell me why you would be a good team player.
Management/Leadership
• Describe your personal style, work style,
management style.
• How do you motivate team members?
Problem Solving
• Give some instances where you anticipated
problems or influenced new directions
Questions for the
Interviewer
Employers expect that candidates will arrive at an
interview with
several questions for them. It is very rare for an
interview to end
without the interviewer asking, "Do you have any
questions for me?"

Some common questions that could be asked are:

Human Resources:
• Describe the organization's structure.
• How would you describe the culture?
Colleagues/Peers:
• Describe how work gets done here. As a team? As
independent contributors?
 What type of
questions?
• Tell me about yourself

• What do you know about this

organization?

• What are your greatest strengths ?

• What are your greatest weaknesses ?

• Tell me about something you did – or

failed to do – that you now feel a
little ashamed of ?
Contd..
• Why should I hire you?

• Where do you see yourself five years from now?

• Describe your ideal company, location and job.

• Why do you want to work at our company?

Specific Questions

• Why do you feel that you are suitable for this position?

• How will you remain motivated?

• What is performance appraisal?

• What do you understand by the term team building?

 Contd…

• What is leadership without position?

• Suppose I am a coke retailer and you

are from Pepsi, now sell pepsi to me.
•“The words you choose to say
something are just as
important as the decision to
speak.” 

Author Unknown
 THANK YOU
Prof. Dr. Madhulika Jha
Director
Amity Institute Of English & Business
Communication
Contact: 9810362914
E-mail: madhulikaj@amity.edu