• Session : 4• Vidya Panicker• 11/9/2011

VERBAL / ORAL COMMUNICATION

INTERVIEWS

FUNDAMENTALS OF COMMUNICATION (NOISE)

Guidelines for effective oral / verbal communication :

1. Audience : know the audience and accordingly put the ideas across.

2. Ideas : The transmitter should have clear information to be communicated. Clear ideas about ideas, opinions and facts .

3. Ambiguity : Using words in current use is important and to avoid words which convey vague meaning.

4. Conditions : Necessary physical conditions , facilities and environment are to be provided to both the speakers and listeners.

5. Talk only as much required : sufficient to convey the central idea of the subject matter.

6. Gestures and Tone : style is as important as the central idea of the message . Proper integration between facial expression, voice, gestures and mood.

7. Communicator should not try to conceal, intimidate or impress .

8. Feedback : The communicator has to obtain feedback from the receiver.

9. Emphasis on purpose : subject matter and its theme should be greatly emphasized to draw the attention of the listener.

10. Avoid extremes : some subject matters are too good or too bad. Desirable – not to get carried away.

11. Cultivate listening – listening and understanding requires lot of reasoning and attitude.

12. Clarify ideas – The communicator should be himself clear about the ideas to be conveyed so as to ensure effective communication.

13. Physical and human setting : An atmosphere of mutual trust is to be created in the process of communication. Informal relation is the best weapon to promote physical and human setting in the organisation.

Interview “It is a formal meeting and discussion with someone on a particular subject.”

Interviewer : person who puts questions to the interviewee

Interviewee : a person who gives information and facts to the questions put forward by an interviewer.

It is a face to face interaction and the purpose is obtaining information from the interviewee.

It is the best opportunity to assess correctly on a particular matter for which the interview is proposed.

A good interview is based on proper planning.

Why Interviewing as an art has become more important incurrent times ?

• Current times are very competitive (both w.r.t. domestic as well as global markets.)

• All factors of production can be obtained at a cost and as per the exact specifications mentioned.

• If human element in business is disregarded, there is going to be trouble ahead.

• The interviewer keeping sympathy and bias aside, should be right in his decision whether to hire or not – for the good of the company and for the good of the man.

Types of interviews :

1. Information giving interview2. Information collecting interview3. Employment interview4. Appraisal interview5. Counseling interview6. Complaint or Grievance interview7. Disciplinary interview8. Discussion interview9. Correction interview10. Evaluation Interview

11. Exit interview12. Goal setting interview13. Persuading interview14. Telephone interview15. Preliminary interview16. Formal interview17. Informal interview18. Research interview19. Dummy interview

Techniques of an interview :

1. Questioning2. Observation and Listening3. Evaluating4. Controlling

Interview styles :5. Direct interview (planned) 6. Indirect interview – Interviewee is allowed to talk on a

particular topic and the interviewer only observes.7. Patterned interview – questions to interviewee are

standardised in advance.

4. Stress interview – The interviewee is put into a state of stress or anxiety deliberately by the interviewer (who studies the applicants response to anger, silence, criticism).

5. Depth interview – a number of questions on a particular area are put to the interviewee

6. Board interview – group of people interview respondents – called ‘panel’ or ‘board’ or ‘interview committee’

7. Group interview - a group of respondents or interviewees are allowed together to interact with each other. Interviewer observes and listens to appraise the qualities of each respondent. (sometimes respondents and interviewers live together for few days to know individual and personal habits, conduct and behaviour of the interviewees).

Qualities of the Interviewer :

• Good intellectual abilities, communication skills and psychological traits.

• He should be a man of integrity, honesty, confidence and skills of logical thinking.

• He should have thorough knowledge of the subject.• He should allow the interviewee to express himself and allow

for freedom of expression.• He should have full background information about the

interviewee before the interview.

The points interviewer should keep in mind while conductinginterview :• The place of the interview should be appropriate (no

disturbances or interruptions). • To keep interviewee at ease – no annoying and

psychologically disturbing questions. • The interviewer must be a patient listener. He should not look

bored or inattentive.• He should raise or come down in his level depending upon

the level of the interviewee. • He should not offend the interviewee.• He has to have control over the interview• Knowledge of background in advanced• Knowledge of subject and object of interview.

• To win confidence of the applicant so that the interviewee can give information fully, freely and frankly.

• The interviewer should undergo training if he does not possess the necessary skills to interview.

• Content of the interview should be relevant and interviewer should not wander around with questions.

• No jumping to conclusion and no discrimination.• Appreciation of the interviewee will give him confidence and

he will provide full and correct information.• He should know how and when to close the interview. • He should record facts and observations made during the

process of the interview as well as his impression and judgment.

Interview shortcomings :

1. Using untrained interviewers2. Lack of interviewer preparation3. Inappropriate content4. Unwillingness to confront5. Guiding Answers6. Doing all talk7. Jumping to conclusions8. Poor listening9. Inadequate setting10. Recording and reporting

The process of the interview : (the steps)1. The opening : introduction , exchange of

greetings2. Object of the interview : interviewer should

explain the object, nature and in clear terms as to what is expected.

3. Beginning of the interview : at commencement, the atmosphere should be easy and non-stressful.

4. Free conversation atmosphere : candidate should be allowed to express his ideas freely without any fear.

5. Recalling time : if the candidate gets confused or ceases to speak, the interviewer can give him a clue or hint .

6. Objective questions : sometimes the interviewer strays from the objective and asks irrelevant questions.

7. Encouragement : The interviewee should be encouraged in order to maintain sustained interest in the interview.

8. Directions : Sometimes the talk may get diverted into other topics. The interviewer has to give a proper direction to the talk.

9. Note taking : it is not desirable to rely upon memory, writing notes will be simultaneous when the interview is in progress.

10. Conclusion : As far as possible, the object of the interview must be completed in one sitting.

11. Report : after conclusion of the interview , immediately a report should be put in writing

Source of Noise :

1. Source : There may be noise at the source when the sender is unable to describe what he needs to say or frames the message inaccurately.

2. Encoding : Mental perception is encoded into signals or symbols. The process of translating the message into symbols may contain noise - if the exact meaning is not effectively represented by symbols.

3. Channel : A channel is a link that connects the source and the receiver. A channel may contain static or other noises that obstruct the message from getting through accurately.

4. Decoding : The receiver may decode the message wrongly or understand the message in quite a different sense.

Types of Noise :

1. Static, Tone or Buzz : Anything that is present in the perceived signal which was not present in the original message.

2. Cultural Differences : Noise may also result from cultural differences, physical sounds, non verbal distortions, physical defects etc.

3. Different outlooks : There is noise problem with two persons of different outlooks.

4. Technical noise : Poor telephone connections, mudged transcripts , bad handwriting.

5. Visual noise : can be experienced when a student arrives late for a class and disturbs the whole class.

6. Social noise : Internal distractions experienced by people such as headaches, worries, lack of confidence, defensiveness, lack of motivation and inadequate training are all examples of noise in human communication.

Transformation of words : Change of verbs to nouns

Do BreatheFeed ConferGo ReferWrite PreferAssemble DeceiveAbound ReceiveAbide ExpelChoose DenyCommit RelyOmit DecidePermit Divide

Transformation of words : Change of adjectives to nouns :

Strong MoistPalatial CruelEnigmatic AccurateImperial LongIndustrious GracefulTheoretical FamousDeep YoungNational LinearVictorious RemedialTypical RegularMerry Fictitious

Correct the following sentences

1. Kripa has gone on six months’ holidays.2. He picked up the broken chair’s legs.3. I hope you had a good travel.4. I have left my books at my home.5. There is no place for any more passengers in this compartment.6. We rested in the shadow of the tree.7. They were on horsebacks.8. He bought three dozens mangoes.9. A five years old girl was with him.10.A disappointment feeling is most harmful.11.Look at the page’s top.12.This is the car of my sister.13.We went to a factory of bicycles.14.Today we shall see a war’s film.15. This is between you and I.

Q. Write a clear and effective business message of about 100 words for the situation given below :

The Vice President of a business firm is impressed by the report submitted by her sales manager. Hence, she sends an e-mail message appreciating the efforts of the manager

Thanks