BIODATA, RESUME AND CURRICULUM VITAE

BIODATA, RESUME AND CURRICULUM VITAE

(1) Bio-data
Bio-data is a paragraph summary of who a person is and can be written for any purpose whatsoever.

(2) Resume
Resume is a statement containing specific information relating to education, training and experience. It is usually a single page and is used for applying for job.

(3) Curriculum Vitae
Curriculum Vitae is like a resume but it may be much longer spreading in to 3 to 4 pages.
The above definitions bring out the subtle differences among the various terms used. However, in India they are being used almost interchangeably. In this Unit, the term resume has been used.

The word resume has two popular connotations:

(i) Resume as a noun
It is even pronounced differently. It stands for a detailed bio-data, personal record sheet or curriculum vitae.

(ii) Resume as a verb
It means restart. Job hunting or job change should be thought of as a process of giving a restart to ones‟ life and working career. The concerned person must remember that the resume is not about his past job. It is about writing all about self so that he can give a fresh start to his working life. It must talk about the person and his accomplishments as would fit the requirements of job he is applying. It should highlight his personality and focus on how well he was equipped to perform the future job.
Resume is the most important document a person creates for himself. It should be available with him all the time. It must be revised and updated from time to time – perhaps once in six months in the prime years of his working life. It is everybody‟s duty to plan his career in such a way that he can add something more exciting and more topical to his resume in line with the contemporary needs of business and industry.

When resumes are mailed unsolicited to possible employers, these are also scanned quickly by the persons concerned – they skim through the resume in 1 – 2 minutes. It means that resume should be as brief as possible so that it can attract the attention of the quick readers. One of the most difficult tasks is to secure an appointment for an interview - that is the first and very important step in getting recruited. Good resumes pave the way for the interview.

Someone has compared resume with a bouquet of flowers. Every blossom should be chosen with a lot of care and every flower should be set in a way that adds to the beauty of the bouquet.
Thus learning to write resume is a very skillful job. Each job one applies for may require fine-tuning of the resume to suit. Experience has proved that although considerable effort is required for turning out a brief but attractive resume, it is very rewarding to individuals. It can propel applicants on faster trajectory of career progression.

WRITING BUSINESS REPORTS

WRITING BUSINESS REPORTS

Business reports carry information from those who have it, to them who need it and have emerged as integral part of modern management tools for decision-making and action-taking in large corporations. They contribute significantly to better decision-making and carrying business forward on the path of growth and expansion.

Reports may be oral or written, informal or formal, statutory and non-statutory, routine or special, informative or interpretive, problem-solving or fact-finding, performance or technical and may be prepared by individuals, teams or committees.

Business reports should aim for accuracy of facts, brevity and clarity; they should be free of grammatical mistakes and have objectivity in recommendations. They should have unity, cohesion, precision, reader-orientation, relevance and be couched in simple language.

Written business reports provide record for senders, receivers and other users; they are thought out well before they are written and submitted. Receivers can go through them several times and construct better response(s). Limitations of written business reports are that there is no immediate feedback to senders, no personal contact with readers who are not able to ask questions for clarifications and once submitted, their contents cannot be adjusted.

For preparing better business reports, writers must know the purpose, visualize the readers, choose ideas, collects facts to back them, organize ideas in the most effective sequence and finally writing, rewriting and rewriting …… to improve their readability and salability.

Organizations should standardize the formats of their business reports incorporating the title page, acknowledgement, executive summary, table of contents with page numbers in the beginning and appendices, bibliography at the end of the reports. The format of the main body of the business reports may be varied to suit the type of the report and other specific needs of business.

WRITTEN REPORT

WRITTEN REPORT

Written reports have emerged as very useful tools in decision-making in large organizations. Usually some vital decisions are taken and if companies have to survive and grow in competitive environments, quality and reliability of decisions must be world class. This requires great care while preparing the written reports. Six important steps are:

 Knowing the purpose of the report
 Visualizing the reader(s)
 Choosing the ideas
 Collecting all facts and data backing the ideas
 Organizing ideas in the most effective manner
 Writing, rewriting and rewriting


(1) Knowing the purpose of the report
Reports are generally investigative in nature. The senior management while appointing the task force or team to look in to the issue(s) must indicate the purpose. Sometimes, the purpose is vague in the beginning and after some initial exploration, the real purpose becomes clearer.
However, in all events, readers, even before they begin to go through the reports, should know the purpose of the writer. It is always difficult to grasp the ideas if the purpose of the report is not clear.
This highlights the importance of crafting a good title for the report. The wordings of the title of the report should cover the purpose in a precise, concise and specific manner.

(2) Visualizing the reader(s)
Reports should adapt to the mental frame of the readers. Since business reports have limited circulation, it is easier to visualize the possible readers and identify their business and professional background:
 Bosses, peers or subordinates
 Gender – man or woman
 Age – young, middle-aged or old
 Length of service with the firm – new or old associate
If report is meant for a larger group, the typical characteristics of the receivers must be visualized and borne in mind while writing the report. In short, writers must have a healthy love and respect for their readers – report has to attract and sustain their attention!

(3) Choosing the ideas
After knowing the purpose, the various ideas that come to mind must be written succinctly. Here effort should be made to jot down all the possible key words of the ideas that flash in the mind of the writer. After writing down the ideas, next step is to sequence them in some logical and systematic way for making it easier for the readers to understand and grasp the ideas.

(4) Collecting all facts and data backing the ideas
The writers must remember that the written report has to be a very compelling document supporting the ideas you want to sell to your superiors, peers and subordinates. Here writers should make a list of the ideas in the left half of the paper and then on the corresponding right half, write the data / facts that must be collected in support of those ideas. This draft action plan would save time and effort of the team who would collect the relevant data required for the subject.
Having collected all the relevant data, writers must edit in terms of the most suitable sequencing of the ideas for influencing the receivers. For ease of readability, all the data may not have to be put in the main body of the report – detailed tables, charts etc may be put in the appendices at the end of the report. Only the summary of the data may be put in the main body to ensure the write up moves forward with every paragraph.

(5) Organizing ideas in the most effective manner
The order in which the ideas will be presented is as important as the ideas themselves. The discipline of translating your thoughts in to appropriate words and organizing these thoughts and words logically has no equal in the intellectual training. This process of „wordsmithy‟ is very invigorating and satisfying to the writers of any communication, especially the business reports.

(6) Writing, rewriting and rewriting …..
It is well known secret of the industry that good authors, journalists and correspondents write, rewrite and rewrite…….. To be able to do it, contents have to be rewritten repeatedly with a view to improving them; it also requires an innate respect and love for the readers.
To revise any draft effectively, it should be read objectively and with a fresh mind from the viewpoint of the readers. Writers must read paragraph by paragraph and check the continuity of the ideas. Every word, figure and image must be checked thoroughly.
Wherever possible, consider suggestions from knowledgeable colleagues and subordinates.

ADVANTAGES & LIMITATIONS OF WRITTEN REPORTS

ADVANTAGES & LIMITATIONS OF WRITTEN REPORTS

Among other merits, following could be enumerated:
1. Provide record for both the parties – sender and receiver
2. Provide a reference that can be distributed to all concerned
3. Writers have time to think and ponder before writing
4. Writers can change and chop the text several times before its submission
5. Receivers can go over the reports several times
6. Receivers can construct better response as they too have time to think and ponder

A few major limitations are:
1. No immediate feedback is available.
2. Lack of personal contact with the readers
3. Readers cannot ask questions by way of clarification
4. Text of the reports is not adjustable as is possible with oral reports

CHARACTERISTICS OF GOOD REPORT

CHARACTERISTICS OF GOOD REPORT

Following features stand out:

(1) Accuracy of facts
Since reports are used for decision-making, inaccurate and unverified facts can lead to disastrous results. It is said, „What is worse than no information is wrong information‟.

(2) Brevity
Difficult to define, it is also not possible to state it as a rule to be followed for writing reports. Good reports are brief but brevity should not be achieved at the cost of clarity nor should it be at the expense of completeness. Thus the reports should include everything that is relevant yet be brief!

(3) Clarity
Clarity comes from orderly, systematic and clear thinking. Reports should be skillfully divided in to short paragraphs, giving headings and inserting signposts to attract attention and securing sustained interest of the readers who are indeed customers.

(4) Free from grammatical errors
Good reports are a good piece of composition presented attractively and free of any grammatical error. If choice of words is faulty, construction of sentences is confusing and design of paragraphs is dull, reports would find few readers. If reports require too much of sorting out of data and sifting out the meanings before taking decisions, it would always leave a lurking doubt in the decision makers‟ mind. And if decisions do not reflect the conviction of management, they are unlikely to be implemented properly.

(5) Objectivity of recommendations
Recommendations should be objective and impartial. These must be based on logical conclusions of the investigation, analysis and findings. Self-interest of the individuals should not creep in directly or indirectly.

(6) Unity and Cohesion
If the writers are clear about the main purpose of the report, it gives unity and cohesion to the report

(7) Precision
Reports avoid extraneous issues and are precise and incisive. Precision adds value to the report.

(8) Reader-orientation
Reader orientation is customer orientation. Writers must always keep the person(s) going to read the report in mind. Contents of reports to laypersons will be different from the reports prepared and submitted to experts and specialists.

(9) Relevance
The facts and data should have a direct bearing on the main purpose of the message intended. Nothing relevant should be skipped nor any irrelevant data be added to
make the report confusing. Exclusion of facts may make the report incomplete and is likely to mislead.

(10) Simple language
Reports using simple, familiar words and direct construction of sentences call for a greater understanding of the subject. Only a deep knowledge enables persons to throw up and use simple words and phrases for expressions. Reports should be free of trite expressions, clichés and figures of speech.

WRITNG REPORTS

WRITNG  REPORTS

A report is a method of giving information about something seen or investigated. It is a formal presentation and is written complete with conclusions reached and recommendations made. It provides background material and relevant information in decision-making and action-taking.
It is rightly said that reports carry information from those who have it to those who need it. They reflect flow of information and have become integral part of modern information management for decision-making.

Reports have become, over time, basic management tools for decision-making. These are extremely important for firms that have grown in size. All the facts and figures cannot be masterminded by one individual like a proprietor / entrepreneur does in a small enterprise.
For larger firms, reports are indispensable. They have emerged as a very good way of ensuring participative management for better decision-making and carrying the business forward faster on the path of growth and expansion.

Reports can be classified in several ways as under:

(1) Classifying on the basis of form of communication
 Oral reports
 Written reports

(2) Classifying on the basis of legality
 Informal (short) reports
 Formal (long) reports

Formal reports can be further subdivided:
 Statutory reports
 Non-statutory reports

(3) Classifying on the basis of frequency of issue
 Periodic reports (also called Routine reports)
 Special reports

(4) Classifying on the basis of functions
 Informative reports
 Interpretive reports (also called Analytical or Investigative reports)

(5) Classifying on the basis of nature of subject
 Problem determining reports
 Fact-finding reports
 Performance reports
 Technical reports

(6) Classifying on the basis of number of persons entrusted to draft reports
 Reports by individuals
 Reports by team
 Reports by committee or sub-committee

ELECTRONIC IMPACT ON WRITTEN COMMUNICATION

ELECTRONIC IMPACT ON WRITTEN COMMUNICATION

As a rule, factories process materials, offices process words and data are processed in both factories and offices. When IBM introduced its first electronic typewriter – „Selectric‟, in 1964, little did they realize that it would become the precursor of revolutionary changes in communication capability of the organizations, groups and individuals. Personal Computers (PCs) were introduced in 1970s and were initially thought to be good toys that companies were giving away to managers to play around but, with the advent of technology of building networks of PCs and integrating them with communication technology around mid-1980s, it is changing the way of doing business in the twenty-first century. The vast strides in business electronics has had a profound impact on the way people communicate and send / receive information across companies, countries and continents.

The advancement in computer-centric technologies has made communication travel faster, safer and almost free from distortions during transmission. Possibilities of misrepresentation are negligible although there are still some unresolved issues of security, hacking etc. Electronic communication has brought in revolutionary changes in written communication. More important tools and techniques of electronic communication that have impacted on written communication, they are;

1. Word Processing
2. Electronic Mail and SMS from Mobile Phones
3. Electronic Meeting System (EMS)
4. Fascimile Transmission or Fax Machines
5. Teletext and Videotext
6. Imaging
7. Optical Scanning
8. Desktop Publishing (DTP)
9. Electronic Data Interchange (EDI)
10. Blogs

STYLE IN WRITING BUSINESS LETTERS

STYLE IN WRITING BUSINESS LETTERS

There is nothing like the commercial style of English language. Commercial correspondence differs from ordinary correspondence in the nature of content and construction and not in style.
A suitable style reflecting the personality of the writer is always more wholesome and refreshing. It makes a good impression on the customers.

It is not difficult to acquire skills in writing effective business letters provided one has:

 Good knowledge of the language
 Constant habit of reading
 Persistence with writing letters

A business letter is much like a conversation – it is a piece of conversation in writing and delivered by post. Alexander Pope emphasized the point:

„True ease in writing comes from art, not chance,
As those move easiest who have learn‟d to dance.‟

Business letters differ from personal letters in the sense that the goal or purpose is paramount. A few useful tips to serve as a checklist are:
 Will it irritate or annoy?
 Is it a kind of letter everyone would like to receive?
 Will it persuade one to do what is asked?

WRITING SENTENCES WITH STYLE

WRITING SENTENCES WITH STYLE

Writing good sentences is the key to improving one‟s style of writing. It requires concentration, patience and a lot of practice. It is much more than stringing words together as they tumble out of writers‟ mind! Everyone can learn to write better sentences and improve sentences already written if writers observe the following five rules meticulously:

 Creating interest
 Making meaning clear
 Keeping sentences brief
 Making every word count
 Varying sentence pattern


(1) Creating interest
If one goes by the formal, academic styles that are commonplace in most writings, there is a strong tendency to „impress‟ rather to „express‟. Writings can be made more interesting by writing in an informal, conversational style. Since this style is used in everyday life, readers can understand easily. One must always remember that readers are customers and they should become receptive to writers‟ thoughts and ideas.
After all, the core purpose of the process of communication including written one, is to influence them to achieve some common objectives!

(2) Making meaning clear
Knowledge and application of various rules of grammar help us to focus the readers on the meanings we wish to convey. Once writers have clarity about an issue, grammar would take care of the conveyance of correct meanings. This involves the followings:
(i) Emphasizing the main idea
This can be ensured by:
(a) Using devices like capital letters, italics or blocking in word processing and printing. Using headings, inverted commas and other punctuations is also be helpful.
(b) Placing the idea effectively in a sentence. The most emphatic place is in the beginning of a sentence; next best is placing it at the end and the least important place is putting it anywhere in the middle of a sentence.
(ii) Avoiding wandering sentences
All parts of a sentence should contribute to one clear idea or impression. Long, winding and straggling sentences usually contain hodge-podge of unrelated ideas. Such long sentences should be broken up in to smaller ones or at the least, should move subordinate ideas in a subordinate form.
(iii) Avoiding ambiguity
Always remember that if a sentence can be misunderstood, it will be.
(iv) Making sure your modifiers say what you mean
Every modification to a sentence should improve the conveyance of clearer thought or idea.

(3) Keeping sentences brief
One can achieve brevity by dividing complex sentences in to small, bite-size ones. Writers must avoid unnecessary words and phrases. Needless repetition and elaborations must be deleted. A few suggestions are:
(i) Using strong verbs
Words are strongest in the verb form. Strong verbs liven up and electrify the sentence. The strong verbs add action to thoughts.
(ii) Using active forms
Active form is always preferable to a passive form of a sentence. It gives ones‟ writing a sense of energy, vitality and motion. In passive form, actor in the
sentence is not allowed to act and the verbs are made weak and feeble. Before using a passive form, make sure that there is a strong justification for it.
(iii) Changing long modifiers to shorter ones
It enhances readability and comprehension of the thought process.

(4) Making every word count
Writers must always be sincere to their readers. One should never cheat them. When readers read the message, they are really looking for ideas, thoughts and meanings. A few tips are:
(i) Making each word advance your thoughts
Following example
Look for every superfluous word and eliminate it. It will save customers‟ effort.
(ii) Consolidating thoughts
Writers can do several things to pack a sentence by combining, summarizing and consolidating thoughts succinctly.

(5) Varying sentence patterns
Varying sentence patterns imparts variety and makes the sentence reading interesting and invites attention of the readers. A few rules worthy of emulation are:
(i) Varying length of sentences
Readability experts are of the opinion that length of a sentence should not exceed 20 words (average being16 to 18 words) for the most effective communication. It is a good rule of thumb. Experienced communicators suggest that length of sentence should vary. An occasional long sentence is acceptable if it is followed by a shorter one.
(ii) Varying construction of sentences
There are four types of sentences:
 Simple
 Compound
 Complex
 Compound-complex

(a) If two or more sentences have the same idea, combine them in to one simple sentence with compound verb.
(b) If two thoughts are of equal or parallel weight, write them as two clauses in a compound sentence.
(c) If one thought is more important than the other, put it in the main clause of a complex sentence.

WRITING STYLE

WRITING STYLE

Many good ideas are lost because they are expressed in dull, wordy and involved way. No two people write exactly alike. Even writing about the same thing such as writing an essay in a school classroom, two persons will invariably say it differently.
“To write well is at once to think well, to feel rightly and to render properly. It is to have, at the same time, mind, soul and taste”.
There is seldom only one best way of writing – there are usually several equally good ways of writing.

Ben Johnson has said, “For a man to write well, there are required three necessaries: to read the best authors, observe the best speakers and much exercise to your own style”.

However, everyone must remember following four axiomatic truths about writing style:
(1) Style cannot be taught
(2) Each person‟s style is his / her own personality
(3) Style is unique to him / her
(4) Each one of us can improve our style

Hard skills & soft skills.

Hard skills & soft skills.

In the world of work, “hard skills” are technical or administrative procedures related to an organization’score business. Examples include machine operation,computer protocols, safety standards, financial procedures and sales administration. These skills are typically easy to observe, quantify and measure. They’re also easy to train, because most of the time the skill sets are brand new to the learner and no unlearning is involved.

By contrast, “soft skills” (also called “people skills”) are typically hard to observe, quantify and measure.People skills are needed for everyday life as much as they’re needed for work. They have to do with how people relate to each other: communicating, listening, engaging in dialogue, giving feedback, cooperating as a team member, solving problems, contributing in meetings and resolving conflict. Leaders at all levels rely heavily on people skills, too: setting an example, team building, facilitating meetings, encouraging innovation, solving problems, making decisions, planning, delegating, observing, instructing, coaching, encouraging and motivating.

Obviously, people come to organizations with interpersonal behavior patterns already thoroughly ingrained, and they weren’t learned in a classroom. Instead, individuals learn how to deal with relationships and other life challenges “on the street” at a very early age. They observe how the people around them do things, they experiment, and they stick with what works for them. So everyone ends up with a unique portfolio of people skills; some behaviors may be effective, but others cause problems. By the time employees get to a training room, they’ve already worked hard for decades to reinforce the way they deal with people.

Like all behavior patterns, interpersonal skills are “hard-wired” in the neuronal pathways of the cerebral cortex. This means that at some point a behavior was repeated often enough that neurons grew dendrites that reached out to other neurons to make the connections needed to make behavior pattern automatic. A myelin sheath coated the cells like electric wire insulation, making the connection extremely efficient. The end result: these ways of behaving now feel natural, easy and comfortable.

IMPORTANCE OF WRITING

IMPORTANCE OF WRITING 

Writing is a skill that can be acquired. Perfecting the art of writing, however, requires a lot of hard work. It is a skill that can distinguishes a person from the group. A successful executive, while sharing the reasons for his quick promotions in the first five years‟ of his career admitted that it was largely because he could write better than others. The verbal edge is the winning edge - a competitive edge over rivals.

There is a famous saying, “reading makes a full man, conference a ready man and writing an exact man”. It must be understood that whatever is written or said is the real self of the persons doing so. A good writer feels from the heart and then writes

Written communication is a very critical recipe for success of budding students. Following famous statement also underpins the importance of writing skills:

“Beneath the rule of men entirely great,
The pen is mightier than the sword!”

Written communication has the following unique features:

(1) Creativity

Written communication is the product of a well thought out process: It is not a spontaneous response as is the case with oral communication. Message written in the form of letters (and even emails) are deliberate and creative.

(2) Delayed response

Since crafting a written communication takes some time, the response to the sender is not as prompt as it is for the oral communication.

(3) Limited cycles of exchange

In oral communication whether face-to-face or otherwise, in a short span of time, it can complete several cycles of communication and all doubts get cleared quickly. In written communication, ideally responses should be complete and clear in the first instance but in case, some clarification is needed, one has to make do with one or two cycles of communication only.

(4) Feedback from the receiver

There may be considerable time lag in receiving the response from the receiver. A fax message (telex of old days), may be answered quickly, possibly within a few hours. If it is a letter, receiver may take a day before it is read and responded, if at all. Similarly, a written report (including soft copy sent on line) may be read in a few days. Thus time lag is longer. In many cases, it may not happen at all. Lack of feedback / response can arise from lack of concern, forgetfulness or even contempt!

TAKING NOTES WHILE LISTENING

TAKING NOTES WHILE LISTENING

Good listeners take down notes. However, this note taking should not be done at the cost of listening. If too much of time is spent taking down notes, listeners may miss the heart of the message! A few good tips for taking down notes are:

1 Have adequate paper, a good pen and a pencil or two
2 Use uncluttered backup for support while you take down notes
3 Label your notes for easy identification later
4 Listen to list of cues such as „first‟, „second‟ and „finally‟ or „in summary‟ so as to catch these details and take down notes accordingly.
5 Flag / mark important parts of notes by using brackets, underscore, arrows etc
6 Listen for special instructions
7 After the speech, go over notes promptly to fix major points more firmly in mind.

USING SPARE TIME

USING SPARE TIME

Good listeners use their spare time to thought processes that are closely related to what the speaker is saying. Such listening results in increased understanding and longer remembering of the message being received.

A few tips for using the spare time wisely are:

(a) Taking notes
Usually speakers share notes that contain the major points of their speech. Good listeners grasp those main points and write them down.

(b) Rephrasing and reviewing the message
Good listeners try to retain the message by rephrasing mentally and silently. It is like taking mental notes. By repeated practice of rephrasing, individuals can become better listeners. Similarly, listeners review the main points of the speaker. By using both the methods viz., rephrasing and reviewing, they reinforce their understanding of the subject and remember the main points of the message.

(c) Detecting bias and determining motives
A biased and prejudiced view is a partial viewpoint. In a firm, sales persons are usually determined to sell and secure the maximum share of the market. This can bring in bias among them. Good listeners should detect this bias and recognize the motive behind it. A good principle for the buyers is to be aware of such trappings in the speakers‟ messages.

Basic rules for listening

Basic rules for  listening

(i) Listening with understanding
Receivers have to listen to the speaker completely and carefully to grasp the ideas. If necessary, they should ask questions for clarifications. They should be sure they understand the message fully.

(ii) Listening with an open mind
Mind is like an umbrella – it works only when it is open. Listeners have to forget their biases and prejudices and grasp new ideas even though they may conflict with theirs. The new ideas may change us a bit. Accept the change for it may be for the better.

(iii) Listening with attention
Listening means a lot of hard work by them because it implies three things:
(a) Concentrating
It means focus should be on what speaker says by cutting out noises and distraction from other sources. It takes both will power and energy.
(b) Relating with what is already known
By relating what people listen to with what they already know, they lay the foundation for bringing in the change. Until people learn, they do not change.
(c) Reading between the lines
Good listening means reading between the lines i.e., sensing the implications of the message. Good listeners analyze speakers‟ choice of words and phrases, observe their postures, facial expressions, tone and pitch of voice, manners, general appearances etc

(iv) Listening with empathy
Good listeners put themselves in speakers‟ place. It is making extra effort to understand speakers‟ viewpoint. It calls for imagination. Good listeners have to be attentive which is flattering to the speakers. It helps to draw out speakers from their shyness, hostility or suspicion they might have about the audience.

(v) Listening intently
Listening intently is a part of good listening. While listening, audience evaluates not only what the speaker says but also how he says it. They listen to the main idea and all the supporting details. They review all the points made and anticipate what speaker is going to say next! They analyze the evidence and finally accept or reject speakers‟ conclusions.

Good listeners are able not only to listen intently but also reflect on words said in the spare time available (people listen 2 to 3 times faster than the rate at which they speak). Half-hearted listeners or disinterested listeners use the spare time to daydream or turn their attention elsewhere.

Good listeners use their spare time to thought processes that are closely related to what the speaker is saying. Such listening results in increased understanding and longer remembering of the message being received.