TODAY INDIA

Types of Report Writing

A report is a dreadfully official document that is written to serve the range of purpose in the engineering and business disciplines; sciences and social sciences. Therefore, they need to be clear-cut and accurate. Good report writing call for— professionalism, profound knowledge of the subject, attentiveness, and outstanding writing proficiency.

Types of Report Writing —

Research Report Writing
Business Report Writing
Science Report Writing

Research Report Writing— To presents the tangible proof of the conducted research is the major intention of the academic assignment. When writing on research report, you must ponder over clarity, organization, and content. Research reports are all the more same to technical reports, lab reports, formal reports and scientific papers which comprise a quite consistent format that will facilitate you to put your information noticeably, making it crystal clear.

Business Report Writing— In business milieu, Business report writing happens to be an indispensable part of the communication process. Executive summary is written in a non-technical manner. By and large, audience for business reports will consist of upper level manager, for that reason you should take the audience needs in consideration. Go on with the introduction to articulate the problem and determine the scope of the research. To attain the desired results, don’t fail to state about the precise quantitative tools.

Science Report Writing— Parallel to a business report, science report writing also corresponds with the line of investigation. To report upon an empirical investigation, these reports make use of standard scientific report format, portraying technique, fallout and conclusions. As an assignment in undergraduate papers within the scientific disciplines, it is required frequently.

The main objective of the Science report is to boast an aim, the technique which enlightens how the project has been analyzed, the outcomes which presents the findings and the conclusion. This embraces advance research suggestions and your own biased opinion on the topic which has been talked about.

When writing a science report, do not fail to remember to use heading and subheadings in order to direct a reader through your work. In the form of tables and graphs, Statistical evidence should be incorporated in appendices. Than refer to it in the body of your scientific report.

Reports are a common form of writing because of the inclusion of recommendations which are helpful in implementing the decision.

Is Your Resume Objective Fishy?

Creating a cover letter or resume objective for the purpose of getting a job is like going fishing with a knife and fork tied to the end of your fishing line. You might be hungry and wanting to catch a fish for dinner, and will need the fork and knife when you land a fish, but trying to use these utensils as bait is going to leave you hungry.

Have you heard the old adage of putting the cart before the horse? The mindset you need to get a job is not quite the same thinking that will get you interviews. When you are thinking about getting a job while you are cover letter and resume writing you are skipping a step. You are trying to convince an employer to hire you rather than interview you.

Expounding all about yourself and work experience helps you get hired in an interview, just like a knife and fork helps you eat. But you need fish bait to catch fish and you need employer bait to catch employers. Focusing on copy writing sales tactics to get interviews is the bait you need to hook an employer. Great copy writing uses the word “you” far more than the words “I’ or “me.”

Also the bait you need to catch fish might not be the same food you would eat. Fish bait is often crickets, worms, or some strange mixture of foods. Usually fish bait is not what we want for dinner and that is why we are fishing. The same is true of your resume objective. Your goal is to land your dream job and make a paycheck. This is not the employer’s objective. Your resume objective needs to be the bait the employer will bite not necessarily what you like to eat.

Design your resume writing and cover letters to get an interview not a job. While you want to align yourself as the perfect solution for the employer, rarely is anyone hired without a job interview. You need the interview to get the job and you need resumes and cover letters to get interviews. Your writing needs to create enough interest to keep the employer reading and enough desire to make them want to interview you.

The resume objective is the headline on most resumes. You need to attract the employer. If the employer does not see something there that sparks their interest they might not keep reading. Just like a fish swimming by your bait. Lead with your most relevant skills. These are the skills the employer is seeking. Incorporate these into your objective. If you have a relevant and recent certification in a skill the employer is seeking work that into your writing. For example let them know you are waiting with bated breath (pun intended!) to perform your new skills.

Using Pro Bait for Your Resume Objective

Professional copy writers often make the best resume objective and cover letter creators. They understand how to bait the hook. Most Fortune 500 companies hire marketing employees or advertising firms that know how to see the qualities of a product and create the interest and desire that will attract prospects and consumers and get them to buy. Check out advertising titles and subtitles and the features and benefits listed about products. Incorporate your best features and benefits into your resume objective. When you have the right bait the fish will bite. When you have the right words forming the right sentences the employers will call.

How to Write a Good Thank You Note: Email Vs Handwritten

When I was learning to teach I dreaded being in front of a class at the blackboard. It wasn’t that I was nervous about public speaking; it was that I have terrible handwriting! Like many left-handed people, handwriting, especially on a blackboard, is challenging – you always seem to end up smudging what you’ve just written.

Despite my difficulty with handwriting, I strongly believe there are times in the business world when handwriting is extremely helpful. One of those times is when you send a thank-you note following a job interview.

You do know that you should send a thank-you note after a job interview (If you don’t, now’s the time to revise your post-interview strategy!). And here’s the reason why. Sending a thank-you note makes you stand out from the mass of applicants, your competition. As well, it signals your strong interest in the position. It’s also a courtesy that has fallen by the wayside in some circumstances. (Try getting a thirteen-year-old to send a thank-you note after a birthday gift arrives from a relative.) But handwriting is making a slow but steady (and essential) comeback, especially in job hunting.

Still, the question remains: why a handwritten thank-you note, why not send an email?

One reason is: because email messaging has become so prevalent, a handwritten letter (or note) will draw greater attention, simply because it is less expected. Another is, a handwritten letter conveys a human quality and a kind of intimacy. Of course, you have to make sure that your script is legible. (Even I can do that, if I try hard enough!)

Some believe that you should actually send two thank-you notes, the first by email, the second by regular post. My feeling is, if you only have time for one thank-you note, go with the handwritten note. It will have greater impact. Ideally, you should send both an email and a handwritten note, as I explain in the recommendations that follow.

Recommendations for Post-Interview Thank-You Notes:

1. The Email:

Send a thank-you email message as soon as you can. By the end of the same day you interviewed is optimal. Keep it very short. Most employers will not take the time to read a long, multi-paragraph email. And email messages shouldn’t be more than 3-4 short paragraphs.

The content: Use email to thank the employer for her time, to briefly reiterate your understanding of hers and the organization’s needs, and how you can fulfill them. Conclude by expressing your enthusiasm for the chance to work with this employer.

The purpose: Your thank-you email demonstrates you are conscientious, organized and enthusiastic about the potential job.

2.The Handwritten Thank-you Note:

Mail your handwritten thank-you note within twenty-four hours, since it takes at least a day or two to arrive at its destination.

The Content: This is your opportunity to be more expansive than in your email message. Be aware that the chances of it being read are greater, given the surprise factor. That said, be concise. Briefly reflect on some of the issues that arose in the interview. Share additional thoughts that occurred to you after the fact (if you have something worth adding). If appropriate, address something of importance that failed to come up during the interview. You may also want to demonstrate that the interview gave you a keener understanding of the company and its goals. And now you are even more excited about the possibility of working with the organization.

The Purpose: Your handwritten thank-you note demonstrates your thoroughness and attention to detail. It shows that you are considerate, that it’s important to you to “go that extra mile” for something you really care about.

You may find the thought of writing a thank-you note as daunting as writing a cover letter. But if you stay sharply focused, it isn’t difficult to compose and it really is an important part of your job search.

So when it comes to that question: to (hand) write or not to write? Definitely handwrite. Not only is there a good chance it will give you the leading edge, the journalist Gwendolyn Bounds reports that there is new research indicating handwriting may actually improve the way your brain works! And that can only help you when you land that job.

Why Your Business Should Invest Into Direct Mail

Like any good entrepreneur, I’m always thinking of ways that I can develop and grow our businesses and brands. One of the best marketing strategies does not occur in the digital world. Each week, one of my companies sends out over 1,000 pieces of direct mail. We have an excellent response rate, even with a younger demographic target audience.

Think about it; people are deluged with emails, social media posts and instant messaging. In the digital world, it’s a novelty to receive a great piece of direct response material in the mail. However, there are a few differences in what we do in our direct mail than what was done in the old school days.

We experiment with all types of colorful pieces.
We rarely send any letter.
The pieces are always vibrant with images and very little copy.

There are a couple of reasons why your business should consider direct response to prospect and grow your business.

Response Rate: Last year, Compu-mail noted, “Direct mail household response rate is 5.1% (compared to.6% email,.6% paid search,.2 online display,.4% social media). This is the highest response rate the DMA has ever reported, since coming out with the Response Rate Report in 2003.
Personalization: When your prospects receive mail (not including bills), particularly those who are of Generation X or older, there is a familiar feeling. The older generations still like to receive something in the mail with their names on it. They can touch the piece, and there’s something novel about it in today’s world.
Generational Myth: Believe it or not, a sizable portion of Millennials also like direct response because it’s something they too can touch and hold. According to a Forbes article, 36 percent of people under the age of 30 like to check their mailboxes, and 95 percent of those between the ages of 18 and 29 have a favorable view of mail, such as personalized cards.
QR Codes and PURLs: Companies have been experimenting with testing QR and PURLs (personal URLs), which redirects a person who receives a piece of mail back into the digital age. Since most people now have a smartphone, these codes can be scanned by the target audience for more information.
Messaging: If you’re doing a particular project or sale, consider using direct mail to bolster the urgency. My team and I have gotten high response rates to direct mail pieces that have had a deadline to partner with our companies. One of the key reasons we have seen this work is because with all of the emails people receive, lots of times they are dismissing this form of communication quickly just to get through their email box.
Multi-channel Marketing: Direct response is an excellent way to support your digital marketing efforts. We know that people have to see your brand and logo multiple times for it to begin to “stick” in their minds. Direct mail helps reinforce your brand’s digital efforts. Prospects not only see you in the digital world but also in the “real world.”
Testing: Direct mail provides your business with an opportunity to test another method for reaching out to your prospects. We’ve tested direct response with high-level prospects in our target audience, and the new accounts we’ve obtained has paid for the mailing expenses
Easy Analytics: Direct mail results are straightforward to understand. You don’t need to have anyone on your team sign-into a digital platform to pull a report for you. Direct response provides you an easy way to see how much you spent against the amount of new business you achieved.
Credibility: Direct mail, because it’s familiar and tactile, gives the recipients an automatic sense of your credibility. We live in a world of “fake news” and raging social media debates about content in the digital space that is authentic and real. Direct response cuts through the noise and instantly gives credibility because of the investment and its familiarity.
Creativity: Direct response is an excellent way to experiment with color, size, shape and different packaging for your pieces. Sophisticated marketers are experimenting with many different types of mailings to stand out from a regular sized and traditional letter and envelope, which encourages people to look at the piece.

The Data & Marketing Association (DMA) has reported that direct mail has declined. However, in a digital world where people are inundated with massive amounts of content, direct mail stands out as a creative way to cut through the noise. At the very least, direct mail is an excellent complement your digital efforts, and at best, it’s a great way to obtain new business.

Overcoming Communication Barriers in Organizations

Although all communication is subject to misunderstandings, business communication is particularly difficult. The material is often complex and controversial. Moreover, both the sender and the receiver may face distractions that divert their attention. Further, the opportunities for feedback are often limited, making it difficult to correct misunderstandings. The following communication barriers in organizations and ways to overcome them will be the main topic of this article.

1. Information Overload. Too much information is as bad as too little because it reduces the audiences ability to concentrate effectively on the most important messages. People facing information overload sometimes try to cope by ignoring some of the messages, by delaying responses to messages they deem unimportant, by answering only parts of some messages, by responding inaccurately to certain messages, by taking less time with each message, or by reacting only superficially to all messages.

To overcome information overload, realize that some information is not necessary, and make necessary information easily available. Give information meaning rather than just passing it on, and set priorities for dealing with the information flow. Some information isn’t necessary.

2. Message Complexity. When formulating business messages, you communicate both as an individual and as representative of an organization. Thus you must adjust your own ideas and style so that they are acceptable to your employer. In fact, you may be asked occasionally to write or say something that you disagree with personally. Suppose you work as a recruiter for your firm. You’ve interviewed a job candidate you believe would make an excellent employee, but others in the firm have rejected this applicant. Now you have to write a letter turning down the candidate: You must communicate your firms message, regardless of your personal feelings, a task some communicators find difficult.

To overcome the barriers of complex messages, keep them clear and easy to understand. Use strong organization, guide readers by telling them what to expect, use concrete and specific language, and stick to the point. Be sure to ask for feedback so that you can clarify and improve your message.

3. Message Competition. Communicators are often faced with messages that compete for attention. If you’re talking on the phone while scanning a report, both messages are apt to get short shrift. Even your own messages may have to compete with a variety of interruptions: The phone rings every five minutes, people intrude, meetings are called, and crises arise. In short, your messages rarely have the benefit on the receivers undivided attention.

To overcome competition barriers, avoid making demands on a receiver who doesn’t have the time to pay careful attention to your message. Make written messages visually appealing and easy to understand, and try to deliver them when your receiver has time to read them. Oral messages are most effective when you can speak directly to your receiver (rather than to intermediaries or answering machines). Also, be sure to set aside enough time for important messages that you receive. Business messages rarely have the benefit of the audiences full and undivided attention.

4. Differing Status. Employees of low status may be overly cautious when sending messages to managers and may talk only about subjects they think the manager is interested in. Similarly, higher-status people may distort messages by refusing to discuss anything that would tend to undermine their authority in the organization. Moreover, belonging to a particular department or being responsible for a particular task can narrow your point of view so that it differs from the attitudes, values, and expectations of people who belong to other departments or who are responsible for other tasks.

To overcome status barriers, keep managers and colleagues well informed. Encourage lower-status employees to keep you informed by being fair-minded and respectful of their opinions. When you have information that you’re afraid you boss might not like, be brave and convey it anyway. Status barriers can be overcome by a willingness to give and receive bad news.

5. Lack of Trust, Building trust is a difficult problem. Other organization members don’t know whether you’ll respond in a supportive or responsible way, so trusting can be risky. Without trust, however, free and open communication is effectively blocked, threatening the organization’s stability. Just being clear in your communication is not enough.

To overcome trust barriers, be visible and accessible. Don’t insulate yourself behind assistants or secretaries. Share key information with colleagues and employees, communicate honestly, and include employees in decision making. For communication to be successful, organizations must create an atmosphere of fairness and trust.

6. Inadequate Communication Structures. Organizational communication is effected by formal restrictions on who may communicate with whom and who is authorized to make decisions. Designing too few formal channels blocks effective communication. Strongly centralized organizations, especially those with a high degree of formalization, reduce communication capacity, and they decrease the tendency to communicate horizontally thus limiting the ability to coordinate activities and decisions. Tall organizations tend to provide too many vertical communication links, so messages become distorted as they move through the organization’s levels.

To overcome structural barriers, offer opportunities for communicating upward, downward, and horizontally (using such techniques as employee surveys, open-door policies, newsletters, memo, and task groups). Try to reduce hierarchical levels, increase coordination between departments, and encourage two-way communication.

7. Incorrect Choice of Medium. If you choose an inappropriate communication medium, your message can be distorted so that the intended meaning is blocked. You can select the most appropriate medium by matching your choice with the nature of the message and of the group or the individual who will receive it. Face-to-face communication is the richest medium because it is personal, it provides immediate feedback, it transmits information from both verbal and nonverbal cues, and it conveys the emotion behind the message. Telephones and other interactive electronic media aren’t as rich; although they allow immediate feedback, they don’t provide visual nonverbal cues such as facial expressions, eye contact and body movements. Written media can be personalized through addressed memos, letters, and reports, but they lack the immediate feedback and the visual and vocal nonverbal cues that contribute to the meaning of the message. The leanest media are generally impersonal written messages such as bulletins, fliers, and standard reports. Not only do they lack the ability to transmit nonverbal cues and to give feedback, they also eliminate any personal focus.

To overcome media barriers, choose the richest media for no routine, complex message. Use rich media to extend and to humanize your presence throughout the organization, to communicate caring and personal interest to employees, and to gain employee commitment to organizational goals. Use leaner media to communicate simple, routine messages. You can send information such as statistics, facts, figures and conclusions through a note, memo or written report

8. Closed communication climate. Communication climate is influenced by management style, and a directive, authoritarian style blocks the free and open exchange of information that characterizes good communication.

To overcome climate barriers, spend more time listening than issuing orders.

9. Unethical Communication. An organization cannot create illegal or unethical messages and still be credible or successful in the long run. Relationships within and outside the organization depend or trust and fairness.

To overcome ethics barriers, make sure your messages include all the information that ought to be there. Make sure that information is adequate and relevant to the situation. And make sure your message is completely truthful, not deceptive in any way.

10. Inefficient Communication. Producing worthless messages wastes time and resources, and it contributes to the information overload already mentioned.

Reduce the number of messages by thinking twice before sending one. Then speed up the process, first, by preparing messages correctly the first time around and, second, by standardizing format and material when appropriate. Be clear about the writing assignments you accept as well as the ones you assign.

11. Physical distractions. Communication barriers are often physical: bad connections, poor acoustics, illegible copy. Although noise or this sort seems trivial, it can completely block an otherwise effective message. Your receiver might also be distracted by an uncomfortable chair, poor lighting, or some other irritating condition. In some cases, the barrier may be related to the receiver’s health. Hearing or visual impairment or even a headache can interfere with reception of a message. These annoyances don’t generally block communication entirely, but they may reduce the receiver’s concentration.

To overcome physical distractions, try to prepare well written documents which are clear, concise, and comprehensive. When preparing oral presentations try to find a setting which permits audience to see and hear the speaker clearly.

Stationery A State of Things

Since the day paper was invented and ink pen came into the picture stationery has silently crept into our system, though not as dominantly as the mobile phones it is there anyway. Some of the items are ubiquitous and so commonly used in our everyday lives. Though technology and innovation have advanced changing the look and performance of the products the core functions remain the same.

The digital age has come to dominate our lives but in spite we cannot get rid of the common objects of communication like the pen, pencil, ink pads, ink ribbons for typewriter and letter pads.

The notebooks or exercise books, writing pads are all very much part of our lives. In fact the line has increased tremendously and now we have memo books, markers, colored pens, propelling pencils, ink cartridges, highlighters and more keeping coming.

The stationery halls, small shops online sites are all holding well. The industry is robust and sound with business prospects gleaming thanks to premium product lines that technology brings in every year.

Paradoxically mobile accessories constitute items sold in the stationery shops and hence they are part of it. Though both play an important role in communication the technology product has not been able to completely dominate the product line. In the contemporary era communication comes through diverse medium thus retaining the age old practices of writing letters and using the snail mail.

This simply means stationery has survived since ages from the day of its evolution, and continues to strive. The product line has become pervasive in our lives creating a cohesive bond like never before. As a matter of fact the stationery items are not only business products that aid in all peripheral activities they have become very much a part and parcel of our private lives as well.

The design and development has been at the forefront of the survival of the products globally. While accessories add on to the product line innovative designs accord a fresh look and increase utility. This helps fight severe competition from the digital products that offer an alternative to standard means of communication we have been using all our lives before digitization.

Stationery is business, and an important part of strategy that all corporates, small or big businesses must evolve. Smart purchasing and rational usage are the key to making your finances robust especially where the product line dominates on the core functions.

The English Language Dominates the World

No matter where you go in the world, you have a very good chance of finding someone who speaks English. English is quickly becoming the global language, and it dominates the world in many ways. There are many reasons for this fact, one of which is the fact that Great Britain was a global power during the colonial days, and today America is, perhaps, the most powerful nation in the world. Because of this global domination, learning English is essential to successfully communicating in our new global society.

English Dominates the Business World

The world is accommodating to English speakers, and this is seen clearly in the Business world. This has happened slowly, and some European nations have fought it, but it has happened. Today, a meeting between business leaders in Europe who are from different nations will be more likely to occur in English than one of the native tongues of the professionals.

Why is this? The English domination is due, in large part, to statistics. The European Union reports that almost half of Western Europeans speak conversational English. In contrast, only 32 percent speak German and only 28 percent speak French. Additionally, 69 percent of business managers and 65 percent of those in their late teens and early twenties speak decent English. In today’s world, learning English simply makes good business sense.

The Language of Science and Technology

The scientific world has always been a proponent of a common language. This is why living things are classified using Latin words. When a German scientist makes a discovery, he needs to be able to communicate that discovery with his Japanese, American, and French colleagues. As such, the main language used in the fields of science is English.

The Internet also plays a role in making English the dominant language in the world. By far, the vast majority of online resources are written in English. Translations are available, but the main language most websites, as many as 80 percent of all websites, is English. Also, most forums are frequented by people who can speak English, which means that the free sharing of ideas online is more accessible to those who can read and write in English.

English Is the Language of Culture

While all countries have their own actors, actresses, and singers, those that achieve global recognition are almost always English performers. If you grab the iPod of someone in a non-English speaking country, you will probably find a few songs on it sung in English, if not the majority of the songs. Pop culture icons are global celebrities, and the vast majority of those who achieve global recognition are English speaking.

English Is the Language of Education

From the youngest students to the advanced graduate student, those involved in education across the world are learning English. Elementary schools in European and Asian nations are teaching young children basic English. Universities across the globe are changing from their native languages to English. People are traveling to England and America to have their children taught English by native speakers. Countries like China are paying Americans to come into their lands to teach their people conversational English.

As English continues to morph into a global language, it has its skeptics. Some point to the time when Latin was the “global” language and say that no language can stay prominent forever. However, that was a time when the world was not connected by the click of a mouse or the dialing of a phone. Today, English is turning into a global language, and it will likely stay there, although in a unique form that is a bit different than its current one. Regardless of the future of the language, it is evident that in order to make an impact on today’s economy, one must be able to use English well.

175 Power Verbs and Phrases for Resumes, Cover Letters, and Interviews

While you’re revamping your resume or cover letter or constructing your proof-by-example stories for interviews, you’ll find you need to watch your word choice. Why? Communication is powerful if the words we use to communicate are powerful. That’s not all it takes, but the right words make for a good beginning.

So as you craft achievement statements or write paragraphs that sell your skills or draft interview responses to knock the employers’ socks off, consider these suggestions:

Use verbs in active tense, not passive tense.
Use verbs that convey power and action.
Use verbs that claim the highest level of skill or achievement you can legitimately claim.
Use verbs to accurately describe what you have done on the job.
Use adjectives and adverbs sparingly, but when you use them, use them well.
Use nouns that are as specific and as descriptive as possible.
Use numbers whenever possible.
Use the most impressive (and still honest) form of the number you use.
Never lie! It IS NOT worth it. It WILL catch up with you.
Proofread all your verbs and nouns for agreement, tense and appropriateness.

Here, then, are 175 powerful verbs and phrases to make use of in resumes, cover letters and interviews:

abated
abolished
accelerated
accomplished
achieved
actively participated
administered
advanced
advised
aggressively analyzed
applied
assumed a key role
authored
automated
built
hired
closed
coached
co-developed
codirected
co-founded
cold called
collected
co-managed
communicated
completed
computerized
conceptualized
conducted
consolidated
contained
contracted
contributed
controlled
convinced
coordinated
cost effectively created
critiqued
cut
dealt effectively
decreased
defined
delivered
designed
developed
developed and applied
directed
doubled
earned
eliminated
emphasized
enforced
established
evaluated
exceeded
executed
exercised
expanded
expedited
facilitated
filled
focused
formulated
fostered
founded
gained
generated
ground-breaking
headed up
helped
identified
implemented
improved
increased
initiated
innovated
instituted
instructed
integrated
interviewed
introduced
investigated
lectured
led
leveraged
maintained
managed
marketed
motivated
negotiated
orchestrated
organized
outmaneuvered
overcame
oversaw
penetrated
performed
permitted
persuaded
planned
played a key role
positioned
prepared
presented
prevented
produced
profitably
project managed
promoted
proposed
prospected
protected
provided
published
quadrupled
ranked
received
recommended
recruited
reduced
removed
renegotiated
replaced
researched
resolved
restored
restructured
reversed
satisfied
saved
scheduled
scoped out
selected
self-financed
set up
sold
solved
staffed
started
stopped
streamlined
substituted
supervised
taught
tightened
took the lead in
trained
trimmed
tripled
troubleshooted
turned around
upgraded
yielded

While you certainly can use the list anytime you’re looking to say something in a more powerful way, you can also use it to help jog your memory about accomplishments on present and past jobs that you might otherwise overlook. Also, consider using the list to help you refine your resumes and cover letters to be more powerful in their presentation and communication.

Making Sure Your Email Archiving Software Is Top Notch

In less than half a century, email has become the primary means of communication in the world of business. Orders, directives, and requests are all directed through email these days. It remains as one of the most convenient ways to transfer large numbers (and sizes) of files quickly. You can find so much of what a business does through its email, so having a good email archiving software is important not only for reference purposes but also for compliance.

Reliable data storage

Proper storage and retrieval for your email is important. Since important data goes through email, there must be a way to store it in its original state and allow your staff to retrieve whatever email they want whenever they need it.

The second has to do with compliance: the government itself recognizes the fact that email has become an integral part of how corporations and organizations do business. Because of this, email has to be part of any report made to the government.

This means your email archiving software must be a reliable backup. Preferably, this must be in real time, not in point-in-time. Real time recording of email ensures that the correspondence is in its original state as much as possible. Whenever your staff accesses the stored email, or you submit reports to government agencies, you can be sure that what people are looking at is as close to the original source as possible.

Fast retrieval of email means big savings in time and effort and less chance of wasteful work duplication. Storage must also be as secure as possible to ensure the reliability of your email as a source. Some of the most reliable email archiving software ensures tamper-proof storage by keeping them heavily encrypted and in read-only format.

Additionally, it pays to have an email storage system that has multiple backups. Because email forms a good chunk of your business communications, losing them can cost you. Multiple backups spread in many off-site locations helps prevent this worry.

Keeping the spam away

With the rise of email comes the rise of spam. This kind of junk email makes up a large amount of email traffic worldwide. It can be as harmless as a chain letter or extremely destructive as a well-disguised communication with a virus payload.

Other than being a source of annoyance or viruses, spam can clog up your inboxes and storage space with the digital equivalent of junk. Memory costs low these days, but too much spam can take up valuable space You can easily get a hundred spam in a single workday, and if each has around 10 kilobytes, that is easily a megabyte worth of junk in your email storage.

This is why having a reliable anti-spam service is also important. Filters will redirect the spam away from your inboxes and allow for easy removal. Coupled with excellent email archiving software, your company is prepared for the demands of 21st century business.

Sun Tzu Art of War – Communication Tools

According to the Book on Military Administration, “In battles, as verbal communication cannot be heard clearly, cymbals and drums are used as commands” As visual communication and eye contact are hampered, banners and flags are used as signals. Now the purpose of using cymbals, drums, flags and banners is to draw attention of the troops and focus them for combat under the direction of the commander. Once the troops are united as one body, the courageous ones will not advance forward by themselves and the cowardly ones will not retreat by themselves. This is the art of directing larges forces in battles. – Chapter Seven, Sun Tzu Art of War

For battles at night, use more torches and drums. For battles in the day, use more banners and flags. These different means of communication can be designed to influence the judgment of the enemy. – Chapter Seven, Sun Tzu Art of War

As mentioned above, during day operations more banners and flags should be used for communication and during night operations, drums and torches should be used instead. From here we can see how observant Sun Tzu is. He even noted down what type of communication we should use during each battle, but of course the list of tools mentioned is not exhaustive, communication channels should depend on the terrain as well. For example, if you are in a flat terrain, a larger banner (daytime) or fireworks (night) should be used for communication because they can convey accurate messages, if you have explained accurately what each signals meant. But note here is that your signals, not tools, should be like your strategy, it should change with every battle. If you have a fixed form of communication signals, sooner or later, your enemy will be able to decipher them and that is would likely be the result of your defeat. This explains why Sun Tzu said the means of communication can be used to influence the enemy.

Business Application

Communication is very important in business. Communication breakdown can be detrimental to a business, like losing a big client or slow reaction to a rival’s move. With a strong understanding of each communication tools weakness and strength would you then be able to use it to your advantage. Good communication system can grant a company great flexibility, shorter reaction time and faster response. It is similar to an irrigation system. With good proper control system of the flow, accurate amount of water, water flowing to the right place, the fields will flourish because of it. These are capabilities that are extremely valuable in this dynamic business environment. Some forms of communication channels are e-mail, letters, internet messenger, telephone, internet telephony or video conferencing and face to face. I shall talk about their usage within the company. Please take note that having the proper communication tools is only one aspect of a good communication system though.

E-mail

E-mail could be formal or informal, nowadays because of the corporate frauds that happened in US, companies are now required to keep a copy of all the e-mails that are sent out to within and outside the company. E-mails does not solicit fast response from the recipients. It can be secure if the security system’s guideline and usage is strictly adhere to. E-mail is a cheap way of sending information and documents within the company and these information can be stored electronically thus cost savings arise from these characteristic. But one downfall of communication is emotions are not properly conveyed out. E-mails would be suitable for clear cut instructions or information that does not require immediate attention and preferably within a department. Cheap because can transfer with least costs throughout company even if overseas. It is prone to technology risks.

Letter

What is described here are paper letters sent from one department to another. It is only needed when you want to formalize a request or a work order. But this kind of communication is slowly being taken over by e-mail. Letters are more concrete than e-mail because electronic files are usually subjected to suspicion of editing or changing. Letter has the same characteristics as that of the e-mail but since it is tangible, it is not like e-mail where you can deny you have received it.. Security wise, it could be better or worse than e-mail depending on situations. It could be costly if you need to send it overseas. It is more reliable than electronic mode of communication.

Internet Messenger (Instant Messaging)

With the popular use of internet, internet messenger like ICQ, MSN Messenger and Yahoo Messenger are being popularized, it allows fast relay of information and nowadays these messengers have the capabilities to help you know whether the person on the other end is around or not. But again, it lacks the transfer of emotions. The voice and tone of your message cannot be sent out through the messenger, even with emoticons, misunderstanding can still occur. What you sent out could be in a tone of offering help like “What do you want me to do?” But others after reading the message may interpret, you are angry with him for doing something. But Internet messenger has its pros as well, it could be used as a channel for informal discussion within the company because some of these messengers can allow multiple users in a single chat windows. And it is cheap since most of them are free and information can be transferred overseas cheaply. It is prone to technology risks.

Telephone

Compare to the other modes that are mentioned, it is a relatively better channel of communication. Because your tonality, voice qualities are also transmitted reducing the chance of your message being misunderstood. But it lacks another communication characteristic that is important and that is body language. It definitely solicits fast response because you can only communicate when the receiver is on the other side at the same time. But it can be very expensive if you need to communicate overseas. And reliability should be better than any electronic channel since this industry has been around for a very long time.

Internet Telephony & Video Conferencing

Internet telephony is slowly becoming very popular because SMEs and MNCs can make overseas call cheaply. This also includes video conferencing, which is made more popular with the prevalence of broadband. It has all the characteristics of telephone, with video conferencing being better because body language, to some extent, can be conveyed as well. But reliability could be a problem depending on the infrastructure and service provider available on both sides. Setting it up is cheap with a web camera and broadband connection.

Face to Face

Up till now, this is the best form of communication, the only downside is you although you can observe and receive the full signals from your conversation party, the same thing can be said for the other party as well.

So choose the proper communication tools to effectively bring your message across. The correct communication tools can enhance the efficiency and effectiveness of your communication system thus improving your business process.