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ASSIGNMENT
DRIVE SPRING DRIVE 2015
PROGRAM BACHELOR OF BUSINESSADMINISTRATION (BBA)
SEMESTER I
SUBJECT CODE & NAME BBA101- COMMUNICATIONSKILLS
BK ID B1497
CREDIT 4
MARKS 60
1. The Various barriers to communication are as under:
 The use of jargon:
Over-complicated, unfamiliar and/or technical terms.
 Emotional barriers and taboos:
Some people may find it difficult to express their emotions and some topics
may be completely 'off-limits' or taboo.
 Lack of attention, interest, distractions, or irrelevance to the receiver.
 Differences in perceptionand viewpoint.
 Physical disabilities suchas hearing problems or speech difficulties.
 Physical barriers to non-verbal communication:
Not being able to see the non-verbal cues, gestures, posture and general
body language can make communication less effective.
 Language differences and the difficultyin understanding unfamiliar
accents.
 Expectations and prejudices which may lead to false assumptions or
stereotyping:
People often hear what they expect to hear rather than what is actually said
and jump to incorrect conclusions.
 Cultural differences:
The norms of social interaction vary greatly in different cultures, as do the
way in which emotions are expressed. For example, the concept of personal
space varies between cultures and between different social settings.
To overcome the barriers following steps are worth consideration:
a. Clarify Ideas before Communication:
The person sending the communication should be very clear in his mind about
what he wants to say. He should know the objective of his message and, therefore, he
should arrange his thoughts in a proper order.
b. Communicate According to the Need of the Receiver:
The sender of the communication should prepare the structure of the
message not according to his own level or ability but he should keep in mind the
level, understanding or the environment of the receiver.
c. Consult Others before Communication:
At the time of planning the communication, suggestions should be invited
from all the persons concerned. Its main advantage will be that all those people
who are consulted at the time of preparing the communication plan will contribute
to the success of the communication system.
d. Be Aware of Language, Tone and Content of Message:
The sender should take care of the fact that the message should be framed
in clear and beautiful language. The tone of the message should not injure the
feelings of the receiver. As far as possible the contents of the message should be
brief and excessive use of technical words should be avoided.
e. Convey Things of Help and Value to the Listener:
The subject matter of the message should be helpful to the receiver. The
need and interest of the receiver should specially be kept in mind. Communication
is more effective in such a situation.
f. Ensure Proper Feedback:
The purpose of feedback is to find out whether the receiver has properly
understood the meaning of the information received. In the face-to- face
communication, the reaction on the face of the receiver can be understood. But in
case of written communication or some other sort of communications some proper
method of feedback should be adopted by the sender.
g. Consistency of Message:
The information sent to the receiver should not be self- contradictory. It
should be in accordance with the objectives, policies, programs and techniques of
the organization. When a new message has to be sent in place of the old one, it
should always make a mention of the change otherwise it can create some doubts.
h. Follow up Communication:
In order to make communication effective the management should regularly
try to know the weaknesses of the communication system. In this context effort
can be made to know whether to lay more stress upon the formal or the informal
communication would be appropriate. Similarly, suggestions can be invited in
respect of the medium of communication (oral, written and gestural) to know as to
which medium would be more effective and appropriate.
i. Be a Good Listener:
It is the essence of communication that both the sender and the receiver
should be good listeners. Both should listen to the each other’s point of view with
attention, patience and positive attitude. A sender can receive much relevant
information by being a good listener.
===============================================================
2. Something is said carries more weightage than the words themselves as Non-
verbal communications include facial expressions, the tone and pitch of the voice,
gestures displayed through body language (kinesics) and the physical distance
between the communicators (proxemics). These non-verbal signals can give clues
and additional information and meaning over and above spoken (verbal)
communication. So the said words depend upon how you express the word or
communicate.
Categories of Non-Verbal Communication:
When we communicate, non-verbal cues can be as important, or in some cases
even more important, than what we say. Non-verbal communication can have a great
impact on the listener and the outcome of the communication.
There are many different aspects of non-verbal communication including:
Body Language or Body Movements (Kinesics)
Body movements include gestures, posture, head and hand movements or whole
body movements. Body movements can be used to reinforce or emphasise what a person
is saying and also offer information about the emotions and attitudes of a person.
However, it is also possible for body movements to conflict with what is said. A skilled
observer may be able to detect such discrepancies in behaviour and use them as a clue to
what someone is really feeling.
 Emblems:
Gestures that serve the same function as a word are called emblems. For example,
the signals that mean 'OK', 'Come here!', or the hand movement used when hitch-hiking.
However, be aware that whilst some emblems are internationally recognised, others may
need to be interpreted in their cultural context.
 Illustrators:
Gestures which accompany words to illustrate a verbal message are known as
illustrators. For example, the common circular hand movement which accompanies the
phrase 'over and over again', or nodding the head in a particular direction when saying
'over there'.
 Affect Displays:
These are facial expressions or gestures which show the emotions we feel. These
are often unintentional and can conflict with what is being said. Such expressions give
strong clues as to the true emotional state of a person.
 Regulators:
Gestures used to give feedback when conversing are called regulators, for example
head nods, short sounds such as 'uh-huh', 'mm-mm', and expressions of interest or
boredom. Regulators allow the other person to adapt his or her speech to reflect the level
of interest or agreement. Without receiving feedback, many people find it difficult to
maintain a conversation.
 Adaptors:
Non-verbal behaviors which either satisfy some physical need such as scratching
or adjusting uncomfortable glasses, or represent a psychological need such as biting
fingernails when nervous. Although normally subconscious, adaptors are more likely to
be restrained in public places than in the private world of individuals where they are less
likely to be noticed. Adaptive behaviors often accompany feelings of anxiety or hostility.
Posture
Posture can reflect people's emotions, attitudes and intentions. Research has
identified a wide range of postural signals and their meanings, such as:
Open and Closed Posture:
Two forms of posture have been identified, ‘open’ and ‘closed’, which may reflect
an individual's degree of confidence, status or receptivity to another person. Someone
seated in a closed position might have his/her arms folded, legs crossed or be positioned
at a slight angle from the person with whom they are interacting. In an open posture you
might expect to see someone directly facing you with hands apart on the arms of the
chair. An open posture can be used to communicate openness or interest in someone and
a readiness to listen, whereas the closed posture might imply discomfort or disinterest.
Mirroring:
Notice the way a loving couple relate to each other. You might like to observe a
close relationship in person or on television. You will see that the partners' postures will
match, as if one partner is a mirror reflection of the other. For example, if one partner
drapes an arm over the back of a chair this might be replicated in the other person's
position. If one partner frowns, it could be reflected in the other partner's facial
expression. This 'mirroring' indicates interest and approval between people and serves to
reassure others of interest in them and what they are saying.
Eye Contact
Eye contact is an important aspect of non-verbal behaviour. In interpersonal
interaction, it serves three main purposes:
 To give and receive feedback:
Looking at someone lets them know that the receiver is concentrating on the
content of their speech. Not maintaining eye contact can indicate disinterest.
Communication may not be a smooth process if a listener averts their eyes too frequently.
 To let a partner know when it is their 'turn' to speak:
This is related to the above point. Eye contact is more likely to be continuous
when someone is listening, rather than speaking. When a person has finished what they
have to say, they will look directly at the other person and this gives a signal that the
arena is open. If someone does not want to be interrupted, eye contact may be avoided.
 To communicate something about a relationship between people:
When you dislike someone, you tend to avoid eye contact and pupil size is often
reduced. On the other hand, the maintenance of positive eye contact signals interest or
attraction in a partner.
Para-language
Para-language relates to all aspects of the voice which are not strictly part of the
verbal message, including the tone and pitch of the voice, the speed and volume, at which
a message is delivered, and pauses and hesitations between words. These signals can
serve to indicate feelings about what is being said. Emphasizing particular words can
imply whether or not feedback is required.
Closeness and Personal Space (Proxemics)
Every culture has different levels of physical closeness appropriate to different
types of relationship, and individuals learn these distances from the society in which they
grew up. In today's multicultural society, it is important to consider the range of non-
verbal codes as expressed in different ethnic groups. When someone violates an
'appropriate' distance, people may feel uncomfortable or defensive. Their actions may
well be open to misinterpretation. In Western society, four distances have been defined
according to the relationship between the people involved; the study of personal space is
termed proxemics.
The Four main categories of Proxemics:
 Intimate Distance – Touching to 45 cm
 Personal Distance – 45 cm to 1.2 m
 Social Distance – 1.2 m to 3.6 m
 Public Distance – 3.7 m to 4.5 m
These four distances are associated with the four main types of relationship - intimate,
personal, social and public.
Each of the distances are divided into two, giving a close phase and a far phase, thus
making eight divisions in all. It is worth noting that these distances are considered the
norm in Western Society:
 Intimate Distance:
Ranges from close contact (touching) to the 'far' phase of 15-45cm. In British
society, it tends to be seen as an inappropriate distance for public behaviour and, as
mentioned above, entering the intimate space of another person with whom you do not
have a close relationship can be extremely disturbing.
 Personal Distance:
The 'far' phase of personal distance is considered to be the most appropriate for
people holding a conversation. At this distance it is easy to see the other person's
expressions and eye movements, as well as their overall body language. Handshaking can
occur within the bounds of personal distance.
 Social Distance:
This is the normal distance for impersonal business, for example working together
in the same room or during social gatherings. Seating is also important; communication is
far more likely to be considered as a formal relationship if the interaction is carried out
across a desk. In addition, if the seating arrangements are such that one person appears to
look down on another, an effect of domination may be created. At a social distance,
speech needs to be louder and eye contact remains essential to communication, otherwise
feedback will be reduced and the interaction may end.
 Public Distance:
Teachers and public speakers address groups at a public distance. At such
distances exaggerated non-verbal communication is necessary for communication to be
effective. Since subtle facial expressions are lost at this distance so clear hand gestures
are often used as a substitute. Larger head movements are also typical of an experienced
public speaker who is aware of changes in the way body language is perceived at longer
distances.
Understanding these distances allows us to approach others in non-threatening and
appropriate ways. People can begin to understand how others feel about them, how they
view the relationship and, if appropriate, adjust their behavior accordingly.
===============================================================
3. The exchange of information and messages between an organization and other
organizations, groups or individuals outside its formal structure. The goals of external
communication are to facilitate cooperation with groups such as suppliers, investors and
stockholders and to present a favorable image of an organization and its products or
services to potential and actual customers and to society at large. A variety of channels
may be used for external communication, including face to face meetings, print or broad
cast media and electronic communication technologies such as the internet. External
communication includes the fields of PR, media relations, advertising and marketing
management.
The Channels or external communication are as under:
Press Releases
Public relations professionals create external communications about a client’s
product, services, or practices for specific receivers. These receivers, it is hoped, will
share the message with others. In time, as the message is passed along, it
should appear to be independent of the sender, creating the illusion of an independently
generated consumer trend, public opinion, and so on.
The message of a public relations effort may be b2b (business to business), b2c (business
to consumer), or media related. The message can take different forms. Press releases try
to convey a newsworthy message, real or manufactured. It may be constructed like a
news item, inviting editors or reporters to reprint the message in part or as a whole, with
or without acknowledgement of the sender’s identity. Public relations campaigns create
messages over time through contests, special events, trade shows, and media interviews
in addition to press releases.
Ads
Advertising places external business messages before target receivers through
media buys. A media buy is a fee that is paid to a television network, Web site, magazine,
and so on by an advertiser to insert an advertisement. The fee is based on the perceived
value of the audience who watches, reads, listens to, or frequents the space where the ad
will appear.
In recent years, receivers have begun to filter advertiser’s messages. This phenomenon is
perceived to be a result of the large amount of ads the average person sees each day and a
growing level of consumer wariness of paid messaging. Advertisers, in turn, are trying to
create alternative forms of advertising that receivers won’t filter. The advertorial is one
example of an external communication that combines the look of an article with the
focused message of an ad. Product placements in videos, movies, and games are other
ways that advertisers strive to reach receivers with commercial messages.
Web Pages
A Web page’s external communication can combine elements of public relations,
advertising, and editorial content, reaching receivers on multiple levels and in multiple
ways. Banner ads, blogs, and advertiser-driven “click-through” areas are just a few of the
elements that allow a business to deliver a message to a receiver online. The perceived
flexibility of online communications can impart a less formal (and therefore, more
believable) quality to an external communication. A message relayed in a daily blog post,
for example, will reach a receiver differently than if it is delivered in an annual report.
The popularity and power of blogs is growing, with 11% of Fortune 500 companies
having official blogs (up from 4% in 2005). In fact, blogs have become so important to
companies such as Coca-Cola Company, Eastman Kodak Company, and Marriott
International Inc. that they have created official positions within their organizations titled
“chief blogging officer.” The “real-time” quality of Web communications may appeal to
receivers who might filter out traditional ads and public relations messages because of
their “prefab” quality. Despite a “spontaneous” feel, many online pages can be revisited
many times in a single day. For this reason, clear and accurate external communications
are as vital for online use as they are in traditional media.
Customer Communications
Customer communications can include letters, catalogs, direct mail, e-mails, text
messages, and telemarketing messages. Some receivers automatically filter these types of
bulk messages. Others will be receptive. The key to a successful external communication
to customers is to convey a business message in a personally compelling way—dramatic
news, a money-saving coupon, and so forth.
===============================================================
4. Preparation is the single most important part of making a successful presentation. This is the
crucial foundation and you should dedicate as much time to it as possible avoiding short-cuts.
Not only will good preparation ensure that you have thought carefully about the messages that
you want (or need) to communicate in you presentation but it will also help boost your
confidence. The steps in preparing a presentation are as under:
Step 1: Analyze your audience
The first step in preparing a presentation is to learn more about the audience to
whom you'll be speaking. It's a good idea to obtain some information on the backgrounds,
values, and interests of your audience so that you understand what the audience members
might expect from your presentation.
Step 2: Select a topic
Next, if possible select a topic that is of interest to the audience and to you. It will
be much easier to deliver a presentation that the audience finds relevant, and more
enjoyable to research a topic that is of interest to you.
Step 3: Define the objective of the presentation
Once you have selected a topic, write the objective of the presentation in a single
concise statement. The objective needs to specify exactly what you want your audience to
learn from your presentation. Base the objective and the level of the content on the
amount of time you have for the presentation and the background knowledge of the
audience. Use this statement to help keep you focused as you research and develop the
presentation.
Preparing the Content of Your Presentation
Step 4: Prepare the body of the presentation
After defining the objective of your presentation, determine how much
information you can present in the amount of time allowed. Also, use your knowledge
about the audience to prepare a presentation with the right level of detail. You don't want
to plan a presentation that is too basic or too advanced.
The body of the presentation is where you present your ideas. To present your ideas
convincingly, you will need to illustrate and support them. Strategies to help you do this
include the following:
 Present data and facts
 Read quotes from experts
 Relate personal experiences
 Provide vivid descriptions
And remember, as you plan the body of your presentation it's important to provide
variety. Listeners may quickly become bored by lots of facts or they may tire of hearing
story after story.
Step 5: Prepare the introduction and conclusion
Once you've prepared the body of the presentation, decide how you will begin and
end the talk. Make sure the introduction captures the attention of your audience and the
conclusion summarizes and reiterates your important points. In other words, "Tell them
what you're going to tell them. Tell them. Then, tell them what you told them."
During the opening of your presentation, it's important to attract the audience's attention
and build their interest. If you don't, listeners will turn their attention elsewhere and you'll
have a difficult time getting it back. Strategies that you can use include the following:
 Make the introduction relevant to the listeners' goals, values, and needs
 Ask questions to stimulate thinking
 Share a personal experience
 Begin with a joke or humorous story
 Project a cartoon or colorful visual
 Make a stimulating or inspirational statement
 Give a unique demonstration
It is also during the opening that you want to clearly present your topic and the purpose
of your presentation. Clearly articulating the topic and purpose will help the listeners
focus on and easily follow your main ideas.
During the conclusion of your presentation, reinforce the main ideas you communicated.
Remember that listeners won't remember your entire presentation, only the main ideas.
By reinforcing and reviewing the main ideas, you help the audience remember them.
Practicing and Delivering
Step 6: Practice delivering the presentation
Most people spend hours preparing a presentation but very little time practicing it.
When you practice your presentation, you can reduce the number of times you utter
words and phrases like, "um," "well," and "you know." These habits can easily diminish a
speaker's credibility. You can also fine-tune your content to be sure you make your most
important points in the time allotted.
In addition to planning the content of your presentation, you need to give
advanced thought to how you want to deliver it. Do you want to commit your
presentation to memory, use cards to guide you, or read from a script? Or, you might
want to use a combination of methods. To help you decide, read the advantages and
disadvantages of the four delivery methods described below.
Speaking from Memory
A distinct advantage of speaking from memory is your ability to speak to the
audience without relying on notes or a script. This allows you the flexibility to move
away from the podium and to maintain eye contact with the audience. However, speaking
from memory has disadvantages, too. Presentations from memory often sound rehearsed
and the possibility exists that you’ll forget an important point, present information that’s
inaccurate, or completely loses your train of thought. If you decide to deliver your
presentation from memory, have notes handy to jog your memory just in case!
Speaking from Notes
Many people like to speak from notes. Typically these notes are either on cards or
paper in outline form and contain key ideas and information. The benefit of delivering a
presentation from notes is that you sound natural rather than rehearsed and you can still
maintain relatively good eye contact with the audience. The down side is that you might
not express your key ideas and thoughts as well as you may have liked had you planned
your exact words in advance.
Speaking from Text
Speaking from text involves writing your speech out, word for word, then
basically reading from the text. As with speaking from memory, an advantage of this
method is that you plan, in advance, exactly what you're going to say and how you're
going to say it. A disadvantage is that you might appear to the audience to be stiff or
rehearsed. You will need to make frequent eye contact and speak with expression to
maintain the audience's interest.
Using a Combination of Methods
You may find the best method to be a combination of all three. For instance,
experts suggest you memorize the first and last ten minutes of your talk so that you can
speak flawlessly and without notes. Notes may be suitable for segments of your
presentation that you know very well, for example, relating a personal story. Finally,
speaking from a text might be appropriate when you have quotes or other important
points that you want to make sure you communicate accurately and completely. You can
make a smooth segue to written text by saying something like: "I want to read this quote
to you verbatim, to ensure that I don't distort the original intent."
The impact of verbal, vocal and visual components on presentation are:
1) Appearance and body actions:
While giving the presentation, our audiences not only hear our words but they are
also looking at us. Therefore, our appearance and body movements have a real effect on
the success of our speech. Audience forms impressions from the six factors:
 Communication environment
 Personal appearance
 Posture
 Walking
 Facial expression
 Gestures
2) Use of voice:
Good voice is a requirement of good presentation. The proper use of voice can
attract the concentration of the listeners. Four factors affect the voice:
 Lack of pitch variation
 Lack of variation in speaking speed
 Lack of vocal emphasis
 Unpleasant voice quality
3) Use of visual aids:
As spoken words have limitations, sometimes visual aids can enhance the
communication effort. Thus, to make communication/presentation more effective,
speeches often need strong visual support- chats, tables, videos etc.
 Proper use of design
 Types to consider
 Techniques for using visual aids
===============================================================
5.Types ofreading are asunder:
1. Scanning
This islooking over atextquickly toget aspecificpieceofinformation.
2. Skimming
Looking over the text quickly to get a general idea of the content. Your eyesmove quite fast,
taking intitlesofchapters,theirbeginnings and ends, and thefirstsentencesofparagraphs.
3. Sub-vocalization
This is reading very slowly and methodically, either saying the words out loud orat least with a
‘voice’ in your head. It is painstaking but very slow. We tend to use it when trying out a recipe for the
firsttime,orcarrying outinstructionsas tohow toassemble something we’ve bought.
4. Light Reading
This is reading fairly quickly without concentrating too hard or worrying about every single
word. We oftenuseitwhen reading an enjoyable novel.
5. Study Reading
Study reading involves thinking about what is being read so that it is understood and can be
recalled. It needs to be workedat, with time for reflection, thought, analysis, criticism, comparison, notes
made, points highlighted and emphasized, arguments followed and evaluated, the whole summarized.
Differenttechniques foreffectivereading are as follows:
Skimming
Skimming is sometimes referred to as gist reading. Skimming may help in order to
know what the text is about at its most basic level. You might typically do this with a
magazine or newspaper and would help you mentally and quickly shortlist those articles
which you might consider for a deeper read. You might typically skim to search for a
name in a telephone directory.
You can reach a speed count of even 700 words per minute if you train yourself well in
this particular method. Comprehension is of course very low and understanding of overall
content very superficial.
Scanning
Picture yourself visiting a historical city, guide book in hand. You would most
probably just scan the guide book to see which site you might want to visit. Scanning
involves getting your eyes to quickly scuttle across sentence and is used to get just a
simple piece of information. Interestingly, research has concluded that reading off a
computer screen actually inhibits the pathways to effective scanning and thus, reading of
paper is far more conducive to speedy comprehension of texts.
Something students sometimes do not give enough importance to is illustrations. These
should be included in your scanning. Special attention to the introduction and the
conclusion should also be paid.
Intensive Reading
You need to have your aims clear in mind when undertaking intensive reading.
Remember this is going to be far more time consuming than scanning or skimming. If
you need to list the chronology of events in a long passage, you will need to read it
intensively. This type of reading has indeed beneficial to language learners as it helps
them understand vocabulary by deducing the meaning of words in context. It moreover,
helps with retention of information for long periods of time and knowledge resulting
from intensive reading persists in your long term memory.
This is one reason why reading huge amounts of information just before an exam does
not work very well. When students do this, they undertake neither type of reading process
effectively, especially neglecting intensive reading. They may remember the answers in
an exam but will likely forget everything soon afterwards.
Extensive reading
Extensive reading involves reading for pleasure. Because there is an element of
enjoyment in extensive reading it is unlikely that students will undertake extensive
reading of a text they do not like. It also requires a fluid decoding and assimilation of the
text and content in front of you. If the text is difficult and you stop every few minutes to
figure out what is being said or to look up new words in the dictionary, you are breaking
your concentration and diverting your thoughts.
===============================================================
6. An effective communication network set up for employees can bring about several
benefits, including an increase in morale. Do not overestimate the importance of
employee communication in the growth and success of your company. The importance
of employment communication are as under:
Customer Service
When employees have an efficient way to interact with each other and get
information from one point to the next, the company can have an effective customer
support network in place. Customer service relies on the availability of current
information and the ongoing training of your customer support associates, the Go 2 HR
website notes. Proper training can show employees how to use the resources available to
them, and an efficient communication network can help them access those resources at all
times.
Morale
Effective communication between employees and their managers, and between
employees themselves, has a positive effect on employee morale, according to Linda
Keefe writing for the CPA Journal website. Managers who offer instant feedback on
employee requests and actions can help to keep employees informed on their professional
development. Effective communication can help managers to follow up on
developmental plans for employee progress as outlined in employee performance
reviews. Employees who have clear lines of communication with each other can get daily
work tasks done more efficiently, making their jobs easier.
Input
Your employees have input that they believe can help the company run better, gain
more clients or become more cost-efficient. Allowing employees the ability to directly
communicate their ideas to management is an important aspect of employee
communication. Employees can offer a perspective of company problems that comes
from the day-to-day performance of their job duties. When you allow employees a better
communication network, you are opening your company up to input that can be used to
the company's benefit.
Efficiency
Empowering employees with the ability to make decisions that affect their day-to-
day job functions can help to make the company more efficient. But when you add an
open communication network to employee empowerment, you create an efficient and
productive company. Encourage employees to develop communication networks with
each other that can increase the exchange of information and also create a communication
network with management that allows employees to get fast answers to questions.
The guidelines for writing a resume are:
Step 1: Find a Job for Your Resume
Learn why this step is important to writing a good resume. Don't make the mistake
so many make by doing this step after they write their resumes.
Step 2: List of Keywords for Your Resume
Recruiters and employers search for keywords, so you need to put them in your
resume if you want to be found.
Step 3: Choose a Resume Format
One size doesn't fit all when it comes to resume format. Learn which of these three
resume formats will make your job search a success.
Chronological Resume Template
Functional Resume Template
Combination Resume Template
Step 4: Your Resume Heading
Believe it or not, there's a right way and a wrong way to do this easy step. Be sure
you do it the right way!
Step 5: Your Resume Job Objective
Learn the pros and cons of having a job objective statement, how to write a good
one and some good options for not having one. For example, here's a Sample of a
Professional Title on a Resume.
Step 6: Your Summary of Qualifications
If the employer reads only this part of your resume, does she get the very best of
what you have to offer? Find out how to make your Summary shine!
Step 7: Your Work Experience
Know how to write your work history on your resume to make the best of it, even
if you have tough problems. In this step, you'll learn:
How to Explain Unemployment on Your Resume
How to Overcome Age Discrimination With Dates on a Resume
Step 8: Your Resume Achievement Statements
Achievement statements tell the employer you're worth hiring, or at least
interviewing for the job. Spend time on this part so you use your resume real estate
wisely.
Step 9: Listing Education on Your Resume
Where to put your Education section, what to list in it, and how to deal with many
college degrees or no degree at all.
Step 10: Community Service and Other Lists on Your Resume
Where and how to put all those lists of community service, skills, and other things
that need a place of their own on your resume.

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Communication skills

  • 1. ASSIGNMENT DRIVE SPRING DRIVE 2015 PROGRAM BACHELOR OF BUSINESSADMINISTRATION (BBA) SEMESTER I SUBJECT CODE & NAME BBA101- COMMUNICATIONSKILLS BK ID B1497 CREDIT 4 MARKS 60 1. The Various barriers to communication are as under:  The use of jargon: Over-complicated, unfamiliar and/or technical terms.  Emotional barriers and taboos: Some people may find it difficult to express their emotions and some topics may be completely 'off-limits' or taboo.  Lack of attention, interest, distractions, or irrelevance to the receiver.  Differences in perceptionand viewpoint.  Physical disabilities suchas hearing problems or speech difficulties.  Physical barriers to non-verbal communication: Not being able to see the non-verbal cues, gestures, posture and general body language can make communication less effective.  Language differences and the difficultyin understanding unfamiliar accents.  Expectations and prejudices which may lead to false assumptions or stereotyping: People often hear what they expect to hear rather than what is actually said and jump to incorrect conclusions.  Cultural differences:
  • 2. The norms of social interaction vary greatly in different cultures, as do the way in which emotions are expressed. For example, the concept of personal space varies between cultures and between different social settings. To overcome the barriers following steps are worth consideration: a. Clarify Ideas before Communication: The person sending the communication should be very clear in his mind about what he wants to say. He should know the objective of his message and, therefore, he should arrange his thoughts in a proper order. b. Communicate According to the Need of the Receiver: The sender of the communication should prepare the structure of the message not according to his own level or ability but he should keep in mind the level, understanding or the environment of the receiver. c. Consult Others before Communication: At the time of planning the communication, suggestions should be invited from all the persons concerned. Its main advantage will be that all those people who are consulted at the time of preparing the communication plan will contribute to the success of the communication system. d. Be Aware of Language, Tone and Content of Message: The sender should take care of the fact that the message should be framed in clear and beautiful language. The tone of the message should not injure the feelings of the receiver. As far as possible the contents of the message should be brief and excessive use of technical words should be avoided. e. Convey Things of Help and Value to the Listener: The subject matter of the message should be helpful to the receiver. The need and interest of the receiver should specially be kept in mind. Communication is more effective in such a situation.
  • 3. f. Ensure Proper Feedback: The purpose of feedback is to find out whether the receiver has properly understood the meaning of the information received. In the face-to- face communication, the reaction on the face of the receiver can be understood. But in case of written communication or some other sort of communications some proper method of feedback should be adopted by the sender. g. Consistency of Message: The information sent to the receiver should not be self- contradictory. It should be in accordance with the objectives, policies, programs and techniques of the organization. When a new message has to be sent in place of the old one, it should always make a mention of the change otherwise it can create some doubts. h. Follow up Communication: In order to make communication effective the management should regularly try to know the weaknesses of the communication system. In this context effort can be made to know whether to lay more stress upon the formal or the informal communication would be appropriate. Similarly, suggestions can be invited in respect of the medium of communication (oral, written and gestural) to know as to which medium would be more effective and appropriate. i. Be a Good Listener: It is the essence of communication that both the sender and the receiver should be good listeners. Both should listen to the each other’s point of view with attention, patience and positive attitude. A sender can receive much relevant information by being a good listener. ===============================================================
  • 4. 2. Something is said carries more weightage than the words themselves as Non- verbal communications include facial expressions, the tone and pitch of the voice, gestures displayed through body language (kinesics) and the physical distance between the communicators (proxemics). These non-verbal signals can give clues and additional information and meaning over and above spoken (verbal) communication. So the said words depend upon how you express the word or communicate. Categories of Non-Verbal Communication: When we communicate, non-verbal cues can be as important, or in some cases even more important, than what we say. Non-verbal communication can have a great impact on the listener and the outcome of the communication. There are many different aspects of non-verbal communication including: Body Language or Body Movements (Kinesics) Body movements include gestures, posture, head and hand movements or whole body movements. Body movements can be used to reinforce or emphasise what a person is saying and also offer information about the emotions and attitudes of a person. However, it is also possible for body movements to conflict with what is said. A skilled observer may be able to detect such discrepancies in behaviour and use them as a clue to what someone is really feeling.  Emblems: Gestures that serve the same function as a word are called emblems. For example, the signals that mean 'OK', 'Come here!', or the hand movement used when hitch-hiking. However, be aware that whilst some emblems are internationally recognised, others may need to be interpreted in their cultural context.
  • 5.  Illustrators: Gestures which accompany words to illustrate a verbal message are known as illustrators. For example, the common circular hand movement which accompanies the phrase 'over and over again', or nodding the head in a particular direction when saying 'over there'.  Affect Displays: These are facial expressions or gestures which show the emotions we feel. These are often unintentional and can conflict with what is being said. Such expressions give strong clues as to the true emotional state of a person.  Regulators: Gestures used to give feedback when conversing are called regulators, for example head nods, short sounds such as 'uh-huh', 'mm-mm', and expressions of interest or boredom. Regulators allow the other person to adapt his or her speech to reflect the level of interest or agreement. Without receiving feedback, many people find it difficult to maintain a conversation.  Adaptors: Non-verbal behaviors which either satisfy some physical need such as scratching or adjusting uncomfortable glasses, or represent a psychological need such as biting fingernails when nervous. Although normally subconscious, adaptors are more likely to be restrained in public places than in the private world of individuals where they are less likely to be noticed. Adaptive behaviors often accompany feelings of anxiety or hostility. Posture Posture can reflect people's emotions, attitudes and intentions. Research has identified a wide range of postural signals and their meanings, such as: Open and Closed Posture: Two forms of posture have been identified, ‘open’ and ‘closed’, which may reflect an individual's degree of confidence, status or receptivity to another person. Someone seated in a closed position might have his/her arms folded, legs crossed or be positioned at a slight angle from the person with whom they are interacting. In an open posture you
  • 6. might expect to see someone directly facing you with hands apart on the arms of the chair. An open posture can be used to communicate openness or interest in someone and a readiness to listen, whereas the closed posture might imply discomfort or disinterest. Mirroring: Notice the way a loving couple relate to each other. You might like to observe a close relationship in person or on television. You will see that the partners' postures will match, as if one partner is a mirror reflection of the other. For example, if one partner drapes an arm over the back of a chair this might be replicated in the other person's position. If one partner frowns, it could be reflected in the other partner's facial expression. This 'mirroring' indicates interest and approval between people and serves to reassure others of interest in them and what they are saying. Eye Contact Eye contact is an important aspect of non-verbal behaviour. In interpersonal interaction, it serves three main purposes:  To give and receive feedback: Looking at someone lets them know that the receiver is concentrating on the content of their speech. Not maintaining eye contact can indicate disinterest. Communication may not be a smooth process if a listener averts their eyes too frequently.  To let a partner know when it is their 'turn' to speak: This is related to the above point. Eye contact is more likely to be continuous when someone is listening, rather than speaking. When a person has finished what they have to say, they will look directly at the other person and this gives a signal that the arena is open. If someone does not want to be interrupted, eye contact may be avoided.  To communicate something about a relationship between people: When you dislike someone, you tend to avoid eye contact and pupil size is often reduced. On the other hand, the maintenance of positive eye contact signals interest or attraction in a partner. Para-language
  • 7. Para-language relates to all aspects of the voice which are not strictly part of the verbal message, including the tone and pitch of the voice, the speed and volume, at which a message is delivered, and pauses and hesitations between words. These signals can serve to indicate feelings about what is being said. Emphasizing particular words can imply whether or not feedback is required. Closeness and Personal Space (Proxemics) Every culture has different levels of physical closeness appropriate to different types of relationship, and individuals learn these distances from the society in which they grew up. In today's multicultural society, it is important to consider the range of non- verbal codes as expressed in different ethnic groups. When someone violates an 'appropriate' distance, people may feel uncomfortable or defensive. Their actions may well be open to misinterpretation. In Western society, four distances have been defined according to the relationship between the people involved; the study of personal space is termed proxemics. The Four main categories of Proxemics:  Intimate Distance – Touching to 45 cm  Personal Distance – 45 cm to 1.2 m  Social Distance – 1.2 m to 3.6 m  Public Distance – 3.7 m to 4.5 m These four distances are associated with the four main types of relationship - intimate, personal, social and public. Each of the distances are divided into two, giving a close phase and a far phase, thus making eight divisions in all. It is worth noting that these distances are considered the norm in Western Society:  Intimate Distance:
  • 8. Ranges from close contact (touching) to the 'far' phase of 15-45cm. In British society, it tends to be seen as an inappropriate distance for public behaviour and, as mentioned above, entering the intimate space of another person with whom you do not have a close relationship can be extremely disturbing.  Personal Distance: The 'far' phase of personal distance is considered to be the most appropriate for people holding a conversation. At this distance it is easy to see the other person's expressions and eye movements, as well as their overall body language. Handshaking can occur within the bounds of personal distance.  Social Distance: This is the normal distance for impersonal business, for example working together in the same room or during social gatherings. Seating is also important; communication is far more likely to be considered as a formal relationship if the interaction is carried out across a desk. In addition, if the seating arrangements are such that one person appears to look down on another, an effect of domination may be created. At a social distance, speech needs to be louder and eye contact remains essential to communication, otherwise feedback will be reduced and the interaction may end.  Public Distance: Teachers and public speakers address groups at a public distance. At such distances exaggerated non-verbal communication is necessary for communication to be effective. Since subtle facial expressions are lost at this distance so clear hand gestures are often used as a substitute. Larger head movements are also typical of an experienced public speaker who is aware of changes in the way body language is perceived at longer distances. Understanding these distances allows us to approach others in non-threatening and appropriate ways. People can begin to understand how others feel about them, how they view the relationship and, if appropriate, adjust their behavior accordingly. ===============================================================
  • 9. 3. The exchange of information and messages between an organization and other organizations, groups or individuals outside its formal structure. The goals of external communication are to facilitate cooperation with groups such as suppliers, investors and stockholders and to present a favorable image of an organization and its products or services to potential and actual customers and to society at large. A variety of channels may be used for external communication, including face to face meetings, print or broad cast media and electronic communication technologies such as the internet. External communication includes the fields of PR, media relations, advertising and marketing management. The Channels or external communication are as under: Press Releases Public relations professionals create external communications about a client’s product, services, or practices for specific receivers. These receivers, it is hoped, will share the message with others. In time, as the message is passed along, it should appear to be independent of the sender, creating the illusion of an independently generated consumer trend, public opinion, and so on. The message of a public relations effort may be b2b (business to business), b2c (business to consumer), or media related. The message can take different forms. Press releases try to convey a newsworthy message, real or manufactured. It may be constructed like a news item, inviting editors or reporters to reprint the message in part or as a whole, with or without acknowledgement of the sender’s identity. Public relations campaigns create messages over time through contests, special events, trade shows, and media interviews in addition to press releases. Ads Advertising places external business messages before target receivers through media buys. A media buy is a fee that is paid to a television network, Web site, magazine, and so on by an advertiser to insert an advertisement. The fee is based on the perceived value of the audience who watches, reads, listens to, or frequents the space where the ad will appear.
  • 10. In recent years, receivers have begun to filter advertiser’s messages. This phenomenon is perceived to be a result of the large amount of ads the average person sees each day and a growing level of consumer wariness of paid messaging. Advertisers, in turn, are trying to create alternative forms of advertising that receivers won’t filter. The advertorial is one example of an external communication that combines the look of an article with the focused message of an ad. Product placements in videos, movies, and games are other ways that advertisers strive to reach receivers with commercial messages. Web Pages A Web page’s external communication can combine elements of public relations, advertising, and editorial content, reaching receivers on multiple levels and in multiple ways. Banner ads, blogs, and advertiser-driven “click-through” areas are just a few of the elements that allow a business to deliver a message to a receiver online. The perceived flexibility of online communications can impart a less formal (and therefore, more believable) quality to an external communication. A message relayed in a daily blog post, for example, will reach a receiver differently than if it is delivered in an annual report. The popularity and power of blogs is growing, with 11% of Fortune 500 companies having official blogs (up from 4% in 2005). In fact, blogs have become so important to companies such as Coca-Cola Company, Eastman Kodak Company, and Marriott International Inc. that they have created official positions within their organizations titled “chief blogging officer.” The “real-time” quality of Web communications may appeal to receivers who might filter out traditional ads and public relations messages because of their “prefab” quality. Despite a “spontaneous” feel, many online pages can be revisited many times in a single day. For this reason, clear and accurate external communications are as vital for online use as they are in traditional media. Customer Communications Customer communications can include letters, catalogs, direct mail, e-mails, text messages, and telemarketing messages. Some receivers automatically filter these types of bulk messages. Others will be receptive. The key to a successful external communication
  • 11. to customers is to convey a business message in a personally compelling way—dramatic news, a money-saving coupon, and so forth. =============================================================== 4. Preparation is the single most important part of making a successful presentation. This is the crucial foundation and you should dedicate as much time to it as possible avoiding short-cuts. Not only will good preparation ensure that you have thought carefully about the messages that you want (or need) to communicate in you presentation but it will also help boost your confidence. The steps in preparing a presentation are as under: Step 1: Analyze your audience The first step in preparing a presentation is to learn more about the audience to whom you'll be speaking. It's a good idea to obtain some information on the backgrounds, values, and interests of your audience so that you understand what the audience members might expect from your presentation. Step 2: Select a topic Next, if possible select a topic that is of interest to the audience and to you. It will be much easier to deliver a presentation that the audience finds relevant, and more enjoyable to research a topic that is of interest to you. Step 3: Define the objective of the presentation Once you have selected a topic, write the objective of the presentation in a single concise statement. The objective needs to specify exactly what you want your audience to learn from your presentation. Base the objective and the level of the content on the amount of time you have for the presentation and the background knowledge of the audience. Use this statement to help keep you focused as you research and develop the presentation.
  • 12. Preparing the Content of Your Presentation Step 4: Prepare the body of the presentation After defining the objective of your presentation, determine how much information you can present in the amount of time allowed. Also, use your knowledge about the audience to prepare a presentation with the right level of detail. You don't want to plan a presentation that is too basic or too advanced. The body of the presentation is where you present your ideas. To present your ideas convincingly, you will need to illustrate and support them. Strategies to help you do this include the following:  Present data and facts  Read quotes from experts  Relate personal experiences  Provide vivid descriptions And remember, as you plan the body of your presentation it's important to provide variety. Listeners may quickly become bored by lots of facts or they may tire of hearing story after story. Step 5: Prepare the introduction and conclusion Once you've prepared the body of the presentation, decide how you will begin and end the talk. Make sure the introduction captures the attention of your audience and the conclusion summarizes and reiterates your important points. In other words, "Tell them what you're going to tell them. Tell them. Then, tell them what you told them." During the opening of your presentation, it's important to attract the audience's attention and build their interest. If you don't, listeners will turn their attention elsewhere and you'll have a difficult time getting it back. Strategies that you can use include the following:  Make the introduction relevant to the listeners' goals, values, and needs  Ask questions to stimulate thinking  Share a personal experience
  • 13.  Begin with a joke or humorous story  Project a cartoon or colorful visual  Make a stimulating or inspirational statement  Give a unique demonstration It is also during the opening that you want to clearly present your topic and the purpose of your presentation. Clearly articulating the topic and purpose will help the listeners focus on and easily follow your main ideas. During the conclusion of your presentation, reinforce the main ideas you communicated. Remember that listeners won't remember your entire presentation, only the main ideas. By reinforcing and reviewing the main ideas, you help the audience remember them. Practicing and Delivering Step 6: Practice delivering the presentation Most people spend hours preparing a presentation but very little time practicing it. When you practice your presentation, you can reduce the number of times you utter words and phrases like, "um," "well," and "you know." These habits can easily diminish a speaker's credibility. You can also fine-tune your content to be sure you make your most important points in the time allotted. In addition to planning the content of your presentation, you need to give advanced thought to how you want to deliver it. Do you want to commit your presentation to memory, use cards to guide you, or read from a script? Or, you might want to use a combination of methods. To help you decide, read the advantages and disadvantages of the four delivery methods described below. Speaking from Memory A distinct advantage of speaking from memory is your ability to speak to the audience without relying on notes or a script. This allows you the flexibility to move away from the podium and to maintain eye contact with the audience. However, speaking from memory has disadvantages, too. Presentations from memory often sound rehearsed
  • 14. and the possibility exists that you’ll forget an important point, present information that’s inaccurate, or completely loses your train of thought. If you decide to deliver your presentation from memory, have notes handy to jog your memory just in case! Speaking from Notes Many people like to speak from notes. Typically these notes are either on cards or paper in outline form and contain key ideas and information. The benefit of delivering a presentation from notes is that you sound natural rather than rehearsed and you can still maintain relatively good eye contact with the audience. The down side is that you might not express your key ideas and thoughts as well as you may have liked had you planned your exact words in advance. Speaking from Text Speaking from text involves writing your speech out, word for word, then basically reading from the text. As with speaking from memory, an advantage of this method is that you plan, in advance, exactly what you're going to say and how you're going to say it. A disadvantage is that you might appear to the audience to be stiff or rehearsed. You will need to make frequent eye contact and speak with expression to maintain the audience's interest. Using a Combination of Methods You may find the best method to be a combination of all three. For instance, experts suggest you memorize the first and last ten minutes of your talk so that you can speak flawlessly and without notes. Notes may be suitable for segments of your presentation that you know very well, for example, relating a personal story. Finally, speaking from a text might be appropriate when you have quotes or other important points that you want to make sure you communicate accurately and completely. You can make a smooth segue to written text by saying something like: "I want to read this quote to you verbatim, to ensure that I don't distort the original intent."
  • 15. The impact of verbal, vocal and visual components on presentation are: 1) Appearance and body actions: While giving the presentation, our audiences not only hear our words but they are also looking at us. Therefore, our appearance and body movements have a real effect on the success of our speech. Audience forms impressions from the six factors:  Communication environment  Personal appearance  Posture  Walking  Facial expression  Gestures 2) Use of voice: Good voice is a requirement of good presentation. The proper use of voice can attract the concentration of the listeners. Four factors affect the voice:  Lack of pitch variation  Lack of variation in speaking speed  Lack of vocal emphasis  Unpleasant voice quality 3) Use of visual aids: As spoken words have limitations, sometimes visual aids can enhance the communication effort. Thus, to make communication/presentation more effective, speeches often need strong visual support- chats, tables, videos etc.  Proper use of design  Types to consider  Techniques for using visual aids ===============================================================
  • 16. 5.Types ofreading are asunder: 1. Scanning This islooking over atextquickly toget aspecificpieceofinformation. 2. Skimming Looking over the text quickly to get a general idea of the content. Your eyesmove quite fast, taking intitlesofchapters,theirbeginnings and ends, and thefirstsentencesofparagraphs. 3. Sub-vocalization This is reading very slowly and methodically, either saying the words out loud orat least with a ‘voice’ in your head. It is painstaking but very slow. We tend to use it when trying out a recipe for the firsttime,orcarrying outinstructionsas tohow toassemble something we’ve bought. 4. Light Reading This is reading fairly quickly without concentrating too hard or worrying about every single word. We oftenuseitwhen reading an enjoyable novel. 5. Study Reading Study reading involves thinking about what is being read so that it is understood and can be recalled. It needs to be workedat, with time for reflection, thought, analysis, criticism, comparison, notes made, points highlighted and emphasized, arguments followed and evaluated, the whole summarized. Differenttechniques foreffectivereading are as follows: Skimming Skimming is sometimes referred to as gist reading. Skimming may help in order to know what the text is about at its most basic level. You might typically do this with a magazine or newspaper and would help you mentally and quickly shortlist those articles which you might consider for a deeper read. You might typically skim to search for a name in a telephone directory.
  • 17. You can reach a speed count of even 700 words per minute if you train yourself well in this particular method. Comprehension is of course very low and understanding of overall content very superficial. Scanning Picture yourself visiting a historical city, guide book in hand. You would most probably just scan the guide book to see which site you might want to visit. Scanning involves getting your eyes to quickly scuttle across sentence and is used to get just a simple piece of information. Interestingly, research has concluded that reading off a computer screen actually inhibits the pathways to effective scanning and thus, reading of paper is far more conducive to speedy comprehension of texts. Something students sometimes do not give enough importance to is illustrations. These should be included in your scanning. Special attention to the introduction and the conclusion should also be paid. Intensive Reading You need to have your aims clear in mind when undertaking intensive reading. Remember this is going to be far more time consuming than scanning or skimming. If you need to list the chronology of events in a long passage, you will need to read it intensively. This type of reading has indeed beneficial to language learners as it helps them understand vocabulary by deducing the meaning of words in context. It moreover, helps with retention of information for long periods of time and knowledge resulting from intensive reading persists in your long term memory. This is one reason why reading huge amounts of information just before an exam does not work very well. When students do this, they undertake neither type of reading process effectively, especially neglecting intensive reading. They may remember the answers in an exam but will likely forget everything soon afterwards. Extensive reading Extensive reading involves reading for pleasure. Because there is an element of enjoyment in extensive reading it is unlikely that students will undertake extensive reading of a text they do not like. It also requires a fluid decoding and assimilation of the text and content in front of you. If the text is difficult and you stop every few minutes to figure out what is being said or to look up new words in the dictionary, you are breaking your concentration and diverting your thoughts. ===============================================================
  • 18. 6. An effective communication network set up for employees can bring about several benefits, including an increase in morale. Do not overestimate the importance of employee communication in the growth and success of your company. The importance of employment communication are as under: Customer Service When employees have an efficient way to interact with each other and get information from one point to the next, the company can have an effective customer support network in place. Customer service relies on the availability of current information and the ongoing training of your customer support associates, the Go 2 HR website notes. Proper training can show employees how to use the resources available to them, and an efficient communication network can help them access those resources at all times. Morale Effective communication between employees and their managers, and between employees themselves, has a positive effect on employee morale, according to Linda Keefe writing for the CPA Journal website. Managers who offer instant feedback on employee requests and actions can help to keep employees informed on their professional development. Effective communication can help managers to follow up on developmental plans for employee progress as outlined in employee performance reviews. Employees who have clear lines of communication with each other can get daily work tasks done more efficiently, making their jobs easier. Input Your employees have input that they believe can help the company run better, gain more clients or become more cost-efficient. Allowing employees the ability to directly communicate their ideas to management is an important aspect of employee communication. Employees can offer a perspective of company problems that comes from the day-to-day performance of their job duties. When you allow employees a better
  • 19. communication network, you are opening your company up to input that can be used to the company's benefit. Efficiency Empowering employees with the ability to make decisions that affect their day-to- day job functions can help to make the company more efficient. But when you add an open communication network to employee empowerment, you create an efficient and productive company. Encourage employees to develop communication networks with each other that can increase the exchange of information and also create a communication network with management that allows employees to get fast answers to questions. The guidelines for writing a resume are: Step 1: Find a Job for Your Resume Learn why this step is important to writing a good resume. Don't make the mistake so many make by doing this step after they write their resumes. Step 2: List of Keywords for Your Resume Recruiters and employers search for keywords, so you need to put them in your resume if you want to be found. Step 3: Choose a Resume Format One size doesn't fit all when it comes to resume format. Learn which of these three resume formats will make your job search a success. Chronological Resume Template Functional Resume Template Combination Resume Template Step 4: Your Resume Heading Believe it or not, there's a right way and a wrong way to do this easy step. Be sure you do it the right way! Step 5: Your Resume Job Objective Learn the pros and cons of having a job objective statement, how to write a good
  • 20. one and some good options for not having one. For example, here's a Sample of a Professional Title on a Resume. Step 6: Your Summary of Qualifications If the employer reads only this part of your resume, does she get the very best of what you have to offer? Find out how to make your Summary shine! Step 7: Your Work Experience Know how to write your work history on your resume to make the best of it, even if you have tough problems. In this step, you'll learn: How to Explain Unemployment on Your Resume How to Overcome Age Discrimination With Dates on a Resume Step 8: Your Resume Achievement Statements Achievement statements tell the employer you're worth hiring, or at least interviewing for the job. Spend time on this part so you use your resume real estate wisely. Step 9: Listing Education on Your Resume Where to put your Education section, what to list in it, and how to deal with many college degrees or no degree at all. Step 10: Community Service and Other Lists on Your Resume Where and how to put all those lists of community service, skills, and other things that need a place of their own on your resume.