wat communication is

2. TELEPHONE CONVERSATIONS
TELEPHONE CONVERSATIONS THIS IS THE EXCHANGE OF INFORMATION BY
ELECTRONIC MEANS OVER A SIGNIFICANT DISTANCE.
Most people use the telephone to talk with friends or to make social arrangements.
These calls are usually quiet straight forward and require little planning. Using telephone
for business purposes is very difficult.
Calls for business purposes must be well planned and preparations is important,
planning telephone communication involves considering the following.
• The content of communication
• The accessibility of supporting documents
• The recipient/ audience
• Clarity of speech
• Appropriate language and style

3. TELEPONE ETIQUETTE
Planning telephone calls is simple and takes little time and yet it can save much of the actual
speaking time and therefore it is cost effective.
Before calling
 Choose the right time to call: When one is going to make a call, it is important to consider
costs, urgency and convenience. When calling overseas you must also consider the time
difference.
 Check and confirm the number: a lot of money is wasted in organizations each year on
dialing wrong numbers.
 Planning your call: make a list of points and questions to be raised during your call. It is un
professional to tell person to hold on that you are looking for a pen or book. Give a chance
to the caller to ring back rather than telling him to wait.
 Avoid interruptions: call at a time when you are unlikely to be disrupted

4. DURING THE CALL
 Be courteous and establish a rapport; use pleasant words like how are you? It’s important to
whenever you make a call to first greet the person.
 Put a smile in your voice, remember your caller can’t see you so use a good tone and sound
decisive helpful and interested.
 Establish the person/ name of the person who has called.
 Try to recognize the voice of people should I now use their names when you receive a call
especially if that person has ever called you or made an appointment with you.
 Check your notes to ensure that you have covered everything and quote figures and other
data correctly.
 Obtain feedback and ensure that the caller or receiver understands the message correctly
especially where deadlines a bad action are involved.
 Close / end the conversation with thank you or good day. Be courteous, finish by thanking the
caller or receiver for this time and trouble.

5. AFTER THE CALL
 Make notes: write the notes so that the recipient will be able to read them easily and put them in
an appropriate place where they can be seen easily.
 Take action, if they need to send a letter of confirmation or inform someone in your organization
about any details of the call, do so immediately so that you don not forget important points.

6. TIPS OF EFFECTIVE TELEPHONE CALLS
 Lift the receiver after the 2ND OR 3RD ring
 Announce your name/ company and greet the caller
 Be polite an avoid a barking tone
 Keep the conversation brief and to the point
 If the caller is to be directed make sure the caller is not made to wait on line for un due time.
 If the person is unavailable make a note of the caller’s name telephone number and the
message and communicate to the concerned.
 Find the conversation with thank you or good bye.
 Replace the receiver gently and back in its right place
 Keep the personal talk on the official line to the minimum

7. EXAMPLES OF TELEPHONE COMMUNICATION
1. Casual Conversation:
- *Person A*: "Hey, it's been a while! How have you been?"
- *Person B*: "I've been good, thanks! How about you?"
Explanation: This is a typical friendly exchange where people catch up and inquire about each other's well-
being.
2. Business Call:
- *Caller*: "Hello, I'm calling from XYZ Corporation. I'd like to discuss our upcoming project."
- *Receiver*: "Sure, I'm all ears. What's the agenda?"
Explanation: Business calls are formal and often involve discussing work-related matters or projects.
3. Appointment Scheduling:
- *Caller*: "Hi, I'd like to schedule an appointment with Dr. Smith."
- *Receptionist*: "Of course, when would you like to come in?"
Explanation: This type of call is to arrange a meeting or appointment, common in healthcare, professional
services, or personal meetings.

8. 4. Customer Support:
- *Customer*: "I'm experiencing an issue with my internet connection."
- *Support Agent*: "I'm sorry to hear that. Let's troubleshoot the problem together."
Explanation: Customer support calls involve addressing customer concerns and providing
solutions or assistance.
5. Interview Call:
- *Company HR*: "We're impressed with your resume and would like to schedule an interview."
- *Job Applicant*: "Thank you! I'm available next week. What time works for you?"
Explanation: This type of call is part of the job application process, where candidates are contacted
for interviews.
6. Emergency Call:
- *Caller*: "There's been an accident at the corner of Main Street and Elm Avenue. Send help
quickly!"
- *Emergency Operator*: "Help is on the way. Stay on the line and provide as much detail as you
can."
Explanation: Emergency calls are made in urgent situations to request assistance from the
appropriate authorities.

10. A job interview is a conversation which occurs between a potential employer and a job applicant.
During the job interviews, the employer has the opportunity to appraise applicants qualification
,appearance and general fitness for the job opening.
DEFINATION

11. PROCESS UNDERTAKEN BEFORE OF JOB INTERVIEWS
. **Research the Company**:
- Understand the company’s mission, values, culture, and products or services.
- Familiarize yourself with recent news, developments, and any industry trends related to the company.
2. **Understand the Job Role**:
- Review the job description thoroughly to understand the responsibilities and qualifications required.
- Identify how your skills and experience align with the role.
3. **Prepare Your Résumé**:
- Update your résumé to include your most recent experiences and achievements.
- Be ready to discuss your work history and accomplishments in detail.
4. **Practice Your Elevator Pitch**:
- Develop a concise summary of your skills, experience, and career goals to introduce yourself confidently.
5. **Compile a List of Questions**:
- Prepare thoughtful questions to ask the interviewer about the company, team, and role.
- Avoid asking questions that can easily be answered through research.
6. **Plan Your Attire**:
- Choose appropriate attire that aligns with the company’s dress code and industry standards.
- Ensure your clothing is clean, well-fitting, and professional.

12. 7. **Gather Interview Materials**:
- Prepare multiple copies of your résumé and any other relevant documents, such as references or a portfolio.
- Place them in a neat folder or portfolio for easy access.
8. **Practice Interview Questions**:
- Rehearse common interview questions and prepare concise, compelling answers.
- Focus on showcasing your skills, accomplishments, and how you can contribute to the company.
9. **Mock Interviews**:
- Conduct mock interviews with a friend, family member, or career coach to practice your responses and receive feedback.
10. **Review Your Digital Presence**:
- Clean up your social media profiles and ensure they present a professional image.
- Update your LinkedIn profile to reflect your latest achievements.
11. **Plan Your Route**:
- Determine the interview location and calculate the time needed to get there.
- Aim to arrive at least 10-15 minutes early to account for any unexpected delays.
12. **Prepare Your References**:
- Contact your references in advance, inform them about the interview, and provide them with relevant information about
the job and company.

13. 13. **Organize Logistics**:
- Confirm the interview date, time, and location with the company’s HR or the recruiter.
- Get contact information in case you need to communicate on the day of the interview.
14. **Relax and Rest**:
- The night before the interview, ensure you get a good night’s sleep to be well-rested and alert.
- Avoid last-minute cramming or stressing over details.
15. **Pack Essentials**:
- Have a checklist for items you need to bring, such as identification, interview materials, and a notepad and pen.
16. **Plan Your Responses to Common Questions**:
- Anticipate behavioral questions and have examples ready that demonstrate your skills and abilities.
17. Mindset and Confidence**:
- Maintain a positive mindset, believe in your abilities, and visualize a successful interview.
- Confidence in your skills and preparation will boost your performance.

14. PREPARATION OF INTERVIEW QUESTIONS
 Know your candidates.
As an interviewer, one should look through candidates' resumes; to find out any strange or interesting past experiences to
explore during the interview.
To find out any work experiences and to clarify what they claim in their resumes.
This also helps to avoid asking for information they already provided.
 Be ready to answer questions;
Candidates usually ask questions to find out if the job can fulfil their aspirations and if the company is a comfortable place to
work in. As an interviewer, he or she should prepare to answer these questions and can talk about the team goals ,
strategies, missions ,perks and benefits tied to the position one is hiring for.
 Purpose of the interview: Understand the goal of the interview and what information needs to be gathered.
 Structure: Decide on a structured format for the interview, such as open, closed or mixed-ended questions.
 Setting: Pick a suitable location for conducting the interview, which is comfortable to both the interviewer and the
interviewee.

15.  Time: Allocate sufficient time for the interview and be punctual.
 Communication: Pay attention to the interviewee's non-verbal cues as well as their words to understand
their response, and use active listening.
 Objectivity: Being unbiased is critical, which means not judging the candidate based on their age, gender,
race, religion, or education.
 Record keeping: Take notes during the interview and keep them confidential.
 Follow-up: After the interview, follow-up with the candidate and provide feedback irrespective of the
outcome.
 Compliance: Adhering to all relevant regulations and laws, such as equal opportunity employment laws, is
essential.

16. WHAT HAPPENS DURING THE INTERVIEW
It depends on what company You are dealing with.
So let's say that we are going to an interior and landscape design company for an interview.
Before the interview is given to you, that means you have already handed in your portfolio and your curriculum vitae and have
been talking to the interview or hiring manager.
When you reach the company, you approach the reception and tell them what you have come in for and what position they will
tell you to sit in the waiting area and while in the waiting area don't put a lot of concentration onto your phone it will seem as though
you are disinterested in the job.
The hiring manager will greet you and engage in small talk with you and you should be active and attentive and listen to
everything they say and later they will provide you with details about the job you applied for and the qualities of the candidate they
are hoping to fit the role.
Be ready to answer questions regarding your experience, skills and achievements.
Once the interviewer gives you an idea about the position and what it entails, they will want to hear how you are qualified for the job.
They will ask a series of general , behavioral, situational and in depth questions as they pertain to urn industry.
There is a possibility they will ask you about employment gaps and your preferred salary range.
Not all questions are the same in every interview but below are some of the common questions to be asked in an interview.
• Can you tell me a little bit about yourself?
• Why did you leave your last job?
• What are you looking for in a job ?
• How did you hear about this position?

17. • What do you know about the company?
• Why do you want to work for our company?
• What do you expect from your manager and team?
• Where do you think you'll be in five years?
• Why should we hire you?
After a round of questions the hiring manager might ask if you have questions about the position
or company this is urn time to get clarity about anything, express your interest in the role and show
that you’ve done your research on the company.
For the essence, this is a great time to show the hiring manager how interested you are in working for
them.
After the interview the hiring manager might give you a sense of what the workplace environment
is like by giving you a tour of the workplace.
There is also a chance that they will introduce you to your future colleagues.
Be sure to thank the interviewer for their time and for the opportunity to interview for the position
before leaving.

18. WHAT HAPPENS AFTER THE INTERVIEW
Let's say you just had your job interview with an interior designing and landscaping company.
• Send a thank you note, send a personalized thank-you note to the hiring manager. This is a chance to reiterate your
interest in the position and express your gratitude for their time.
• Follow up. If you haven't heard back from the hiring manager within the timeline they gave you, you can follow up
with a polite email or phone call.
• Continue your job search. Continue your job search and interviewing with other companies until you receive a job
offer.
Tips for Following Up After a Job Interview
• Keep your follow-up brief and polite. The hiring manager is likely busy, so don't send them a long email or leave a
voicemail longer than a minute.
• Reiterate your interest in the position. Remind the hiring manager why you're interested in the job and why you're a
good fit.
• Thank them for their time. Express your gratitude for the hiring manager's time and consideration.
• Ask about next steps. If you haven't heard back about next steps, politely ask the hiring manager when you can
expect to hear back.

19. How Long Does it Take to Hear Back After a Job Interview?
The amount of time it takes to hear back after a job interview varies depending on the company and the
hiring process. Some companies may make a decision within a few days, while others may take weeks or
even months.
If you haven't heard back from the hiring manager within a week, you can send a follow-up email. If you
haven't heard back after two weeks, you can send another follow-up email or make a phone call.
What to Do While You Wait to Hear Back
While you wait to hear back from the hiring manager, continue your job search and prepare for interviews.
You may also want to reflect on your interview performance and identify any areas where you can
improve

21. WHAT IS YOUR MISSION ? THANK YOU