SEC - Minz Ma'am

Telephone Etiquettes.

1. Identify yourself immediately to your listener.
2. Identify yourself, also speaks about your designation in a formal call.
3. Courtesy need to be maintained while receiving a call even from an unknown person. Adopt a polite manner. Eg. “Hello, may I know who is calling ?”
4. Putting people on hold is a bad etiquette, as it is annoying to those who have made a call.
5. The best way to tackle such a situation is to promise to call back. Always keep that promise.
6. Avoid promising a call back in case it is not possible.
7. End a call on a pleasant note. Pleasantry such as ‘Thanks for calling’, ‘You are Welcome’, ‘Feel free to call me if you need anything else’ etc. Put the other person at ease. At the same time it creates a positive picture about you.

Email etiquettes

1. Reply immediately - Generally emails are used to suggest that the matter needs urgent attention on part of the recipient. Therefore it is advisable to answer the emails immediately.
2. Avoid circulating emails to everyone - It is seen that at times we end up circulating our emails even to those who are remotely concerned with the information. Therefore avoid sending a copy to all and sundry. Also, remember to click ‘bcc’ instead of ‘cc’ in case you intend to forward the copy of your mail to someone without letting other recipient know about it.
3. Avoid attaching unnecessary files - Sending an irrelevant file not only suggests a sloppy attitude on the part of the writer but also offends the reader as it consumes his time.
4. Answer all queries - Receiving an answer for the questions that are answered even before they are asked makes a reader appreciate the concern and emotional intelligence shown by the writer.
5. Avoid language that focuses on a particular gender - Phrases like ‘Man is mortal’ may imply woman is not so therefore it is important to address genders in common instead of choosing ‘he’ use ‘he/she’ in general.
6. Be aware of email jargons - Jargon refers to technical language used in a particular field of study however jargons are not understood by all. We should restrain ourselves and keep the use of jargon to the minima. Jargon used in email writings are -a. Spam - Unsolicited emails sent to many people simultaneously; used mainly as commercial advertisements.                        b. FLAME - Emails that contains hostile messages.                                                                                                                     c. LURK - To read messages anonymously.                                                                                                                                 d. PING - To attest to see what her the other person is available online.                                                                                     e. BOUNCE - A message that returns to the sender because of some error in typing the address of the receiver’s address.      f. MAILBOT - A piece of software that automatically represents an email.

7. Read and edit your emails.

Soft skills.

Soft skills are essentially the skill of the people chichis non-technical, intangible, personality specific skills that determine one’s strength as a leader, listener and a negotiator. Hard skills on the other hand, are more along the lines of what might appear one on one’s resume. For e.g. Your education, experience and level of expertise.

Soft skills is the term which refers to personality traits, social graces, facility with language, personal habits, friendliness and optimism that mark people to varying degrees.

Aspects of Soft skills.

In addition to key competencies like strong analytical skills, reasoning skill, there are certain desirable soft skills as well like

1. Interpersonal skills - these include the ability to lead and motivate.
2. Team work
3. Negotiation skills - it means you are able to achieve desired outcomes and still maintain ongoing relationship with others.
4. Communication skills - The ability to communicate ideas to others effectively.
5. Time management.
6. Stress management.

Body Language

The body language can be used to express ourselves differently. It includes using each part of the body effectively.

1. Facial Expression

It is responsibility for huge proportion of nonverbal communication. While nonverbal communication and behaviour vary dramatically between cultures, the facial expression for happiness, sadness, anger and fear are similar throughout the world.

2. Gesture.

Gestures refer to deliberate movements and signals are an important way to communicate meaning without words. Common gestures includes waving, pointing and using fingers to indicate numbers.

3. Paralinguistics

It refers to vocal communication that is separate from actual language. This includes factors such as tone of voice, loudness and pitch.

4. Posture

Posture and movement can also convey a great deal of information. Research suggest that body language is far more subtle and less definitive than previously believed.

5. Proxemics

People often refer to their need for personal space which is also an important type of nonverbal communication. The amount of distance we need and the amount of space we perceive is influenced by a number of factors including social norms, personality characteristics and level of familiarity.

6. Eye Gaze

Looking, staring and blinking. Looking at another person can indicate a range of emotions including hostility ( unfriendly ) interest and attraction.

7. Haptics

It refers to communication in which touch is used. Communication through touch is another non verbal behaviour which indicates different types of communication. It refers to various emotional states.