Vital Role of soft skills in Professional success

Mohit Kumar  did his M Tech from IIT, New Delhi He has an MBA from IIM, Ahmedabad But he still could not get the job of his choice during campus recruitment.

 Reason: Blame it on his soft skills. Or rather the lack of them. These include communication, listening, negotiation, etiquette, language skills etc. Hence, he could not compete with his fellow students who got better jobs. Soft skills play a vital role for professional success; they help one to excel in the workplace and their importance cannot be denied in this age of information and knowledge. Good soft skills -- which are in fact scarce -- in the highly competitive corporate world, will help you stand out in a milieu of routine job seekers with mediocre skills and talent. The Smyth County Industry Council, a governing body based in the US, conducted a survey recently. The results of the survey were called the Workforce Profile which found "an across-the-board unanimous profile of skills and characteristics needed to make a good employee." The people most likely to be hired for available jobs have what employers call "soft skills".                                                                                                                                                               

The most common traits, mentioned by virtually every employer, were ~Positive work ethic~Good attitude~Desire to learn and be trained.

Mohan Rao, a technical director with Emmellen BiotechPharmaceuticals Ltd, Mumbai defines a 'good attitude: "It is a behavioural skill, which cannot be taught. However it can be developed through continuous training. It represents the reactive nature of the individual and is about looking at things with the right perspective. You must be ready to solve problems proactively and create win-win situations. And you must be able to take ownership ie responsibility for your actions and lead from the front without calling it quits at the most critical moment."
Most of the business leaders observed that they could find workers who have "hard skills" i.e. the capability to operate machinery or fulfill other tasks, but many potential hires lack the "soft skills" that a company needs. CEOs and human resource managers said they are ready to hire workers who demonstrate a high level of "soft skills" and then train them for the specific jobs available. The ever-changing impact of technology has given hard-skills-only workers a short shelf life. According to results of the Workforce Profile the more valuable employee is one who can grow and learn as the business changes. Soft skills "are as important, if not more important, than traditional hard skills to an employer looking to hire -- regardless of industry or job type. This could offer a major breakthrough as educators and training providers seek to develop and cluster training courses to fit business and industry needs."

Top 60 soft skills: How many soft skills do you possess?
The Workforce Profile defined about 60 "soft skills", which employers seek. They are applicable to any field of work, according to the study, and are the "personal traits and skills that employers state are the most important when selecting employees for jobs of any type."

1. Math.
2. Safety.
3. Courtesy.
4. Honesty.
5. Grammar.
6. Reliability.
7. Flexibility.
8. Team skills.
9. Eye contact.
10. Cooperation.
11. Adaptability.
12. Follow rules.
13. Self-directed.
14 Good attitude.
15. Writing skills.
16. Driver's license.
17. Dependability.
18. Advanced math.
19. Self-supervising.
20. Good references .
21. Being drug free. 
22. Good attendance.
23. Personal energy.
24. Work experience.
25. Ability to measure.
26. Personal integrity.
27. Good work history.
28. Positive work ethic.
29. Interpersonal skills.
30. Motivational skills.
31. Valuing education. 
32. Personal chemistry.
33. Willingness to learn.
34. Common sense. 
35. Critical thinking skills.
36. Knowledge of fractions.
37. Reporting to work on time.
38. Use of rulers and calculators.
39. Good personal appearance.
40. Wanting to do a good job.
41. Basic spelling and grammar.
42. Reading and comprehension.
43. Ability to follow regulations.
44. Willingness to be accountable.
45. Ability to fill out a job application.
46. Ability to make production quotas.
47. Basic manufacturing skills training.
48. Awareness of how business works.
49. Staying on the job until it is finished.
50. Ability to read and follow instructions .
51. Willingness to work second and third shifts.
52. Caring about seeing the company succeed.
53. Understanding what the world is all about.
54. Ability to listen and document what you have heard.
55. Commitment to continued training and learning.
56. Willingness to take instruction and responsibility.
57. Ability to relate to coworkers in a close environment.
58. Not expecting to become a supervisor in the first six months.
59. Willingness to be a good worker and go beyond the traditional eight-hour day.
60. Communication skills with public, fellow employees, supervisors, and customers.

With emotional intelligence becoming crucial, soft skills play a vital role in professional success

In recent years — especially post recession — 'soft skills' has become a buzz word, frequently discussed and debated within the media and among managers across sectors, irrespective of the geographical boundaries and functional areas. I almost completely agree to what Tom Schulte, CEO of Recalibrate Professional Development, US says, "…One of the most difficult areas for leaders to grow in is in the area of soft skills. Often leaders prefer to ignore this part of their development, because it's either not high on their priority list, or they can't grasp all the steps it takes to master the important elements involved in building relationships". Taking s step ahead, I would add that it is not only leaders who 'prefer to ignore’ it. Most of the time 'non-leaders' and, in the worst case, 'aspiring leaders' who take soft skills for granted.

An Introduction To Soft Skills
It is interesting to note that most dictionaries do not even have any entry for the term soft skills. The reason could be that this terminology is recent in origin. However, there have been attempts to define it in different ways. According to a glossary of a certain business dictionary, it has been defined as "Skills needed to perform jobs where job requirements are defined in terms of expected outcomes, but the process (es) to achieve the outcomes may vary widely; usually, an area of performance that does not have a definite beginning and end (ie, counselling, supervising, and managing)". Here, one can note that these skills lay emphasis on personal management skills. We are required to develop such attitudes and behaviours that enhance our personal growth, and make us an adept team player. According to an alternate definition (from informal sources): "soft skills are about projecting oneself and one's professional skills in the best possible way, and taking a holistic view of things. They are about how you interact with and react to others when you come in contact with them; they enable you to zero in on the most important point you want to make, but in an attractive and charming manner".

These definitions may be true but they are just the tip of the iceberg. It can be strongly argued that soft skills are not only about self projection but also focus on strengthening oneself from within so that one's acceptance in a socio-cultural framework- both in the personal as well as professional arena -is optimum. Keeping this in mind, it can be said that soft skills have a bearing on our intellectual (or cognitive) skills determined by our IQ (Intelligence Quotient) as well as EQ Emotional Intelligence Quotient) or EI (Emotional Intelligence) as it is popularly known.

Managing Intelligence(s)
IQ, as we know, is a numerical representation of intelligence. For any individual, it is derived by dividing his or her mental age (result from intelligence test) with the chronological or the real age times 100. It is calculated by estimating where, under the normal distribution curve, the individual's performance on an IQ test places him or her. The curve is standardised in such a way that the mean score is 100 and standard deviation around the mean is 15. Thus, an average IQ is anywhere between 85 and 115.

On the other hand EQ, is one's ability to manage his/her emotions that arise involuntarily depending on a pleasant or not so pleasant situation, in a composed and matured manner that eventually makes other comfortable, at least not uncomfortable!
According to Dr. Richard E. Boyatzis, "At its most basic, emotional intelligence is, literally the intelligent use of emotions". In 1990, psychologists Peter Salovey and John D. Mayer coined the term 'emotional intelligence' and defined it as "the subset of social intelligence that involve the ability to monitor one's own and others' feelings and emotions, to discriminate among them, and to use this information to guide one's thinking and action".
One's EQ, determines his/her ability and willingness to fit into a particular social structure, such as a project team, music band, or a company. This requires some personality attributes, namely, emotional maturity, leadership qualities, eagerness to learn or learning aptitude, and willingness to share and embrace new ideas or open and flexible attitude. EQ, thus, indicates an individual's awareness of and ability to read the emotions of others and control one's own emotions accordingly for the overall conducive productivity.

In my recent book, Enhancing Employability @ Soft Skills, I've tried to explain the reason why it makes sense to lay emphasis on EQ more than IQ. The fact is that one's IQ (more or less)remains the same throughout one's life but EQ, which comprises one's AQ (Adaptability Quotient), IPQ (Influence and Persuasion Quotient) and MQ (Motivation Quotient), is dynamic and keeps growing lifelong.

Your AQ is a result of your self-awareness, self-regulation and flexibility. You are self-aware if you are conscious of your own moods, emotions and drives. You are self-regulated if you can think before you act and can control negative impulses. If you can adjust to a changed or different environment, you are flexible. The higher the degree of these three aspects the higher would be your AQ. Next to AQ is IPQ which influences your overall EQ. It rests on your interpersonal skills, empathy and perseverance. Your interpersonal skills help you get along with people around you in your personal as well as professional life. Empathy enables you to put yourself in another's shoes before getting into action, favourable or otherwise, while perseverance is your ability to continue your efforts to achieve your desired goal.
Your EQ is not complete without your power to motivate others and bring about desired change in other people's lives; that is where MQ (Motivation Quotient) comes in. It rests on your leadership skills, initiative and negotiation skills. Your leadership skills help you guide and lead people to the common goal. Initiative means you are able to raise your hand, accept a challenge, and set off the stage for action. Negotiation refers to a decision-making process that results in reaching a consensus, where every concerned party feels satisfied. The more mature your negotiation skills are the more  empowered you will be to reach agreeable situations. With a better MQ you will be able to effectively straighten out disputes or contentious issues for the benefit of all. In order to have high MQ you need to have very strong base of these three qualities.

Acquiring The Right Skill Set
To be precise, soft skills include competencies in areas such as emotional strength, communication, adaptability, team-playing ability, leadership quality, self-initiative, self-motivation, decision-making ability, negotiating ability and conflict-resolution. The given figure elucidates the combination of qualities and attributes that forms ones soft skills.

Psychologists, management experts and spiritual leaders, from Daniel Goleman to Donald Trump to Dalai Lama, agree that a combination of soft skills have a great impact on one's level of success in life. Each of these may use different vocabulary but they are all emphasising on same thing.

A research conducted among Fortune 500 CEOs by the Stanford Research Institute and Carnegie Mellon Foundation drew the inference that 75 per cent of long-term job successes depended on people skills and only 25 per cent on technical knowledge. Researches also show that it is the soft skills of a person that determine everything from getting promoted to how happy he/she is at the workplace. Luckily, with knowledge, awareness, training and practice it can be enhanced.

EQ is essentially the most scientific and researched element of soft skills, as 'emotional' is both complementary and in contrast with the 'intellectual' or cognitive aspect of intelligence. Both emotional and intellectual aspects of the brain matter but scientists find that emotions influence everything from intelligence to personal-professional growth and life expectancy.

Overall, soft skills play a vital role in one's professional success. They help one excel at the workplace and their importance cannot be undermined in this age of culturally diverse workplaces.

Job Interview Dress

Often when you need to learn how to tie a tie it is because you have to show up for a job interview in the near future. To help you along and get the most out of your tie knot I put together this page.

At a formal job interview, one of the things you want to project is confidence. This is best accomplished if you use the thick, wide and triangular Windsor Knot to tie your tie.

However, while the tie knot is a very important aspect of your job interview attire, your overall appearance counts as well. Hence, it is important to understand what makes up your entire conservative job interview dress that is still the standard in most corporations.

The following list should give you a good idea of how to dress for a job interview:

• Suit: A conservative, two-piece dark grey or a dark blue business suit would be the ideal suit to wear on the day of your job interview.
• Shirt: A white, long-sleeved dress shirt that is neatly pressed and has a good fit is recommendable.
• Tie: Go for a plain colored, non-distracting, conservative dark blue or dark red necktie made of 100% pure silk.
• Tie accessories: A classic silver tie bar ensures that your tie is held in place during the interview. Without one, you often end up adjusting your tie several times during the interview, which will make you look nervous.
• Shoes: Clean and polished conservative dress shoes, black lace-ups if possible, would be your best choice.
• Socks: Dark socks, black if possible, would be ideally suited.
• Belt: The belt should match the color of your shoes, so go with a black one if possible
• Hair: Make sure that you get a well-groomed hairstyle before the interview. Be aware that short always fares best in interviews.
• Beard: A beard needs to be shaved off.
• Mustache: Mustaches are a possible negative, but if you must, then at least make sure it is neat and trimmed.
• Fingernails: Ensure that they are clean and trimmed.
• Rings: Wedding or college rings are generally acceptable but other rings are not.
• Earrings & piercings: Both earrings and visible body piercings should be taken out on the day of the interview.
• Body odor & fresh breath: Make sure that you do not smell badly and chew some gum before the interview, yet never during the interview.
• Perfume & cologne: Keep perfume and cologne to a minimum.
• Briefcase: Take along a briefcase with a notepad and a pen for any notes you may have to take during or after the interview.
   TIESinghania says the knot is the most important part of the tie. The most easy and popular is the four-in-hand or Windsor. Keep the pattern simple. Don’t wear the same colour tie and shirt.
  
  SHIRT¼ inch of the shirt should show at the collar while standing, and ¼ inch at the cuff.
  
  SOCKSUnless you’re a Michael Jackson-standard dancer, no white. Socks should be one shade lighter or darker than your pants and reach mid-calf.
  
  JacketShahpurwala warns that if the jacket isn’t perfect, it will ride back, and if it’s too tight, the shirt will pull down and hurt your neck.
  
  ButtoningTom Ford says, “Men should always have their jackets buttoned. It is the easiest way to sharpen the silhouette and lose 10 pounds.” Shahpurwala differs — he suggests keeping one button unbuttoned while standing and unbuttoning all buttons when you sit.
  
  PANTShould flow smoothly down the legs, with no bulges. Not too tight at the crotch. Must rest gently at the top of the shoe.
  
  ShoesBlack goes well with black and grey suits; brown is good for navy suits.
  
  Basics
  The best suits are bespoke, custom-made for you. Shahpurwala says, “The suit needs to fit you like a glove.” While it is the most expensive option, bespoke is cheaper in India than in the West.  Slightly cheaper: Made-to-measure, where you can pick a suit off the rack and get it altered for you. And, of course, international designers, like Zegna, Valentino, or Ford, make amazing off-the-rack suits.
  Jackets are made in three ways:
  
  Fused: The cheapest option.
  Semi-fused (half-canvassed): Half-stitched, has two layers.
  Sartorial (canvassed): Made entirely by hand, the most comfortable and most expensive. Has a middle floating layer that you can find by pinching the suit. “The construction is essential to ensure an elegant draping,” Zegna says.
  
  Styles
  Contemporary A more fitted look, usually with shorter jackets. Cotton, linen, silk or satin, and in a wide range of colours. Best for the more daring soul moving away from the classic.
  
  Mix it up a bit: Go for the classic cut, but with more modern fabrics and colours. Or tone down the formality with a bright tank-top instead of a shirt.
  If you’re comfortable in a skirt, a timeless A-line or a pencil skirt works best.
  If you plan to buy suits every season, indulge in passing trends like pleated skirts.
  
  Classic Jacket with padded shoulders and pockets; a straight fit, over formal shirt and trousers. Typically black, blue or grey wool. Works best if you’re a recent suit convert, or if you have no clue what the person you’re going to meet is like.
  The Windsor Knot is a thick, wide and triangular tie knot that projects confidence. It would therefore be your knot of choice for presentations, job interviews, courtroom appearances etc. It is best suited for spread collar shirts and it's actually quite easy to do.
  While just about everyone can use this tie knot to tie his tie, it looks especially well on men with longer necks as its wide form shortens the perceived height of the neck a little bit.
  To tie the Windsor Knot, select a necktie of your choice and stand in front of a mirror. Then simply follow the steps below:
  
  

  	1) Start with the wide end ("W") of your necktie on the right, extending about 12 inches below the narrow end ("N") on the left.
  	2) Then cross the wide end over the narrow end.
  	3) Bring the wide end up through the loop between the collar and your tie.
  	4) Then bring the wide end back down.
  	5) Pull the wide end underneath the narrow end and to the right, back through the loop and to the right again so that the wide end is inside out.
  	6) Bring the wide end across the front from right to left.
  	7) Then pull the wide end up through the loop again.
  	8) Bring the wide end down through the knot in front.
  	9) And -- using both hands -- tighten the knot carefully and draw it up to the collar.

GROUP DISCUSSIONS (GD) and Personal Interviews (PI) are standard selection tools .............

GROUP DISCUSSIONS (GD) and Personal Interviews (PI) are standard selection tools for admission into good business schools in India. While your academic record, work experience (if any) and scores in the entrance test qualify you for an interview call, your final selection depends largely on your performance in the ‘last mile.’

While your academic record, work experience (if any) and scores in the entrance test qualify you for an interview call, your final selection depends largely on your performance in the ‘last mile.’
what the moderators/ interviewers are looking for, and how students should prepare for success?
We will also bust some myths while we address these questions. 

Let’s begin with GDs. A group of students is assigned a topic for discussion for 15–20 minutes. The panel is looking for an effective combination of knowledge and skills in the candidates. Knowledge comprises some understanding of the topic assigned, and also a good level of awareness of the world around us.  Preparation – the only way to prepare is to read more, develop a keen interest in current affairs and seek opportunities to discuss these in groups. Knowledge gives the ‘content’ in a discussion – without good content you cannot score well.

MYTH: Candidates perform well because they are smooth talkers.

REALITY: Candidates perform well because they talk sense and there is sufficient ‘meat’ in what they say.

B-Schools seek a variety of skills in the aspirants. These comprise analytical skills, communication skills, team skills, ability to handle stress, decision-making skills etc. Let’s talk about the first three. Management is an applied discipline – students need to use their analytical skills to apply theory effectively to solve day-to-day problems. The panel wishes to see whether the candidate is able to think clearly about a situation, dig into his treasure of knowledge and apply it usefully in the short time he has to make his point. Preparation - students can train themselves to think analytically – it is an attitude that one can develop as opposed to not ‘think’ at all. Make it a habit to get to the ‘why’ and ‘how’ of issues – don’t take things at face value – think about them before you form an opinion.

MYTH: Academic brilliance equals analytical skills.

REALITY: Students with lower academic achievements sometimes demonstrate better capability to relate their learning to practical situations.

Communication skills are perhaps the most critical attribute of the modern manager. These include listening and articulation skills. Moderators look for the candidate’s keenness and ability to listen to others – mature managers are very good listeners because every time you listen, you learn.

Preparation - train yourself to be a good listener – develop the patience to listen attentively. Acknowledge that everyone has something valuable to say. When speaking in a GD, your job is to articulate your point of view in a way that is easy for others to comprehend. Preparation - inculcate the good habit of structuring your thoughts and presenting them logically. Writing essays on a variety of topics is good practice developing thought structure.

QUICK TAKE

Train your mind to think analytically Your GD arguments should have ‘meat’ Respect other people’s views Listening is important. Practise patience Writing essays can improve thought structure

MYTH: Good communication is about speaking a lot, speaking in a stylish accent and using ‘big’ words.

REALITY: Good communication is about listening, speaking at the appropriate time, using easy-to-understand English and getting your point across in as simple a manner as possible.

B-Schools prepare you for jobs that involve being part of and managing teams. The GD is the first test of how good your team skills are. Do you listen to others? How do you handle points of view different from yours? Are you able to get across your point of view without appearing to be trying too hard?

Do you cross the line from being assertive to being aggressive? If you are a good team player, the other members of the group will tend to connect with you. This will be evident to a moderator even amidst the chaos that marks a typical GD.

Preparation – learn to respect others for what they are. Learn to be open-minded and recognize the fact that people think differently about issues. Seek opportunities to discuss topics of mutual interest in diverse groups.

MYTH 1: Candidates who try to ‘run’ the group and ensure everyone gets a chance to speak etc. demonstrate great team skills.

MYTH 2: People who dominate a discussion and reduce others to submission do well in GDs.

REALITY: Candidates who work with the group, accommodate diverse viewpoints and assert themselves without aggression score high.

STUDENTS’ HOWLERS!

Starting with the phrase – Myself XYZ – there’s no better way to put the panel off. Getting into details about siblings and cousins – especially the ones who seem to have done well. We wish to know about you, not about your extended family. Citing –‘making friends’ or ‘meeting new people’ – as their hobby. Wonder how one pursues a hobby like ‘meeting new people’! Saying things like – I studied this in my first year – as an excuse for not knowing some basic stuff related to their subject of study. The panel members studied this about 20 years back – they still remember it!  ‘I will get to learn how to manage people’ as an answer to the question – ‘What do you expect to learn in your business management education?’ An MBA is a technical course that teaches you the fundamentals of a number of functions of running a business.

In short, the GD panel is testing whether you know the topic well, are able to present your point of view in a logical manner, are interested in understanding what others feel about the same subject and are able to conduct yourself with grace in a group situation.

And now the very last phase of the selection process – the PI. Some of the GD attributes we have spoken about remain as important in a PI – knowledge, analytical skills, communication skills.

However, the PI is a little more predictable as there is a set of questions that is likely to be asked to a majority of the candidates. It makes sense to know what these questions are and to be prepared with the answers. Let’s look at some of these questions:

The most frequently asked first question is – Can you tell us something about yourself? It makes ample sense to prepare a comprehensive answer to this – the trick again being able to structure it effectively.

A necessary condition is to understand your own self – your strengths, weaknesses and nature – before attempting an answer. Other common questions relate to your reasons for doing an MBA, your career goals, reasons for switching streams or giving up a job etc. Students often ask me for help in answering these types of questions.

Please remember that these are questions about you and only you can give honest answers to them. A counsellor can at best help you structure the reply.

The candidate should be prepared to face questions on his areas of interest in academics and his area of work. He has to demonstrate the capability to think and present his thoughts cogently. Highlight your areas of strength – try to direct the interview towards your area of comfort.

A panelist looks at a candidate with two things in his mind – would I like to have him on campus for the next two years, and, will I be able to place him with a good organisation two years from now. The interviewee should thus come across as an honest, capable and sincere person.

Speak the truth while answering personal questions – nothing works quite as well as truth. Diligence, genuineness, maturity and an awareness of the environment around you are positive traits.

Cynicism, arrogance and indifference are negative traits. A seemingly innocuous question on who your role model is and why he is your role model can yield lots of information about you across these dimensions.

Highlight your learning from your academics and your job. Emphasise your interest in pursuing an MBA, and that too from that B-school. Avoid running down your college, your current area of study, your current job etc,. to justify your decision to pursue an MBA. Learn to say ‘I don’t know’ instead of making wild guesses!

There is no substitute to preparation. Listen attentively to each question asked and keep your answers brief and to the point. Hope you enjoy the GD/ PI process and get admission to the B-school of your choice

Group Discussion: Think, formulate, express and listen Knowledge, analytical skills and speaking in a cogent manner with respect to other team-mates is all it takes to clear the GD

How does a GD work?
Most business schools divide the candidates into groups of 5 to 15 members. In some cases a faculty member might be present. In most cases, the faculty observes the students from a vantage point.

In a typical group discussion, a situation or issue — it could be business-related or a more general topic — is provided to the group as a short write-up, and each candidate is given five or ten minutes to read the situation and formulate his/her thoughts or views. Then, the group is asked to discuss the issue for a period ranging from 15 to 30 minutes, depending on the size of the group, and preferably come to some conclusions. In some institutions each student is compulsorily offered a minute or two to sum up the proceedings.

What is assessed here?
According to Prof Ravindra Chitoor, Faculty, ISB Hyderabad, through a group discussion, panelists assess if a candidate can really think on his/her feet, formulate views on an issue in a short time, express himself/ herself precisely and clearly, and argue his/ her points persuasively in a group.

The evaluators will also try and observe how each of the candidates behaves in a group - whether the person is willing to listen and take into account other’s view points, his/her body language, and whether the candidate is reasonably considerate and tolerant of others. Articulation and cogency can be developed by aspiring candidates with preparation and practice.

MYTHS OF GROUP DISCUSSION Myth 1: Candidates who are smart talkers perform well. Reality: Candidates perform well because they talk sense and there is sufficient ‘meat’ in what they say. Myth 2: Academic brilliance equals analytical skills. Reality: Students with lower academic achievements sometimes demonstrate better capability to relate to practical situations. Myth 3: Good communication is about speaking a lot, speaking in a stylish accent and using ‘big’ words. Reality: Good communication is about listening, speaking at the appropriate time, and  using easy-to-understand English Myth 4: Candidates who try to ‘run’ the group and ensure everyone gets a chance to speak etc. Demonstrate great team skills. Reality:Candidates who work with the group, accommodate diverse viewpoints and assert themselves without aggression score high.

How to prepare?
With the mushrooming of coaching institutes, tremendous effort goes into preparing the students to grab the initiative with the result that GD becomes a fish market. Prepare in terms of reading up on contemporary issues. Formulate your thoughts and write down arguments cogently. Make it a point to read newspapers and listen to happenings around you.

By all means get trained in the GD process by going for mock sessions. But do not take home any guru mantras. Be yourself is the best guru mantra and the only way to crack the GD.

As Prof Chitoor says, “It does not matter if you forget a long list of prepared questions and answers, if you forget to carry a pencil, pen, eraser and so on — but please do not forget to carry your brains and wits with you and put them to use. That is all you will ever need!

                                                            
                                      
                                Marketing yourself

A list of key parameters that  you are evaluated upon   1. Introduction: The opening part of the student-panel interaction, which requires the ability to handle the vastness implicit in an open-ended question. Your ability to prioritize and lead the panel is tested. 2. Education: The challenge here is to demonstrate wholesome learning, with a mix of both academic and extra-curricular activities. Academic learning is validated in terms of basics and relevance of graduation, comfort level with reference to core/favorite subjects and projects and industrial training. The focus is on evaluating an empirical connect with the graduation stream and an ability to apply theory to practice. Extra-curricular activities are measured on a dual scale – versatility and achievement. While it helps to showcase learning from a range of activities beyond the rigors of the academic curriculum, a certified performance in them is further indicative of your passion to excel. 3. Current affairs: Key events in the political, economic, business and socio-cultural sectors need to be appreciated, with an ability to form opinions on issues of contemporary relevance. 4. Career planning: The “marketing challenge” here is to evaluate your time-bound plan and the relevance of an MBA. While answering questions on short and long-term goals, it is advisable to uphold a clear and logical pitch and to strike a balance between ambition and pragmatism. For example, starting your own venture is indicative of an entrepreneurial streak, but needs to be backed by an authentic business plan. Similarly, becoming the CEO of a company is wonderfully aspirational, but requires an elaborate detailing of a well-defined career path. Focus on career advancement and mention responsibility profiles, rather than job designations. 5. Personality-based questions: The focus should be on demonstrating examples showcasing your strengths, having a remedial plan for overcoming weaknesses and demonstrating learning from people/situations.

Effective presentations

"The way you communicate an idea is limited not by what you can do, but by what you think you can do. It’s your attitude that makes the difference."

 WHETHER it is making a sales pitch to a client or presenting an idea in a packed in-house boardroom, public presentations can make you sweat, literally. Nightmares, irritability, being fidgety all are part of this anxiousness package. Abhinav Sood, now a seasoned  presenter, head of a PR firm, Communications Inc feared floundering during his initial years. But that was 13 years back.

The 37-year-old admits still having butterflies in his stomach while reaching out to new prospective clients. “But they flutter a lot less now,” he quips. Such is the fear of addressing an audience that a whole industry has emerged in training people for effective presentation.

Speaking publicly is a fear that has not even spared royalties and State heads. Former US President Abraham Lincoln is known to have put in hard effort in practising his speeches beforehand. In fact he failed miserably in his initial attempts. Britain’s George VI, who stammered, had hired a speech coach to overcome his public speaking ordeal in ‘pre-record-your-speech’ days. Corporate heads enrolling in public speaking and grooming workshops are now an open secret.

Almost everyone travels the road, so when anxiousness grips you too, don’t label yourself odd. Remember, a presenter who impresses you with his skill has done a lot of homework to be able to amaze you. What causes nervousness, trampling your ability to be an effective presenter?  Do professional contact programmes help? Or does one learn as he or she goes along?

The anxiousness quotient
Experts say that nervousness descends because presenters fear failure. ‘What will the audience think about me', is what bothers a presenter the most, points out Roopali Sundar, head, Talent Management, Avaya India. And the unfortunate element is that the fear is mostly unfounded and what the audience do care is content mostly.

David Conrad Linus, principal trainer and founder of the Institute for Communication Skills and Public Speaking (ICSPS), surmises that sometimes social and cultural upbringing induces a feeling in some that they are below accepted bench-marked levels. “And that feeling of being less, makes them nervous,” he avers.

An effective way to combat fear is being prepared well. Deeper your knowledge, better your confidence level

Platform Matters
Appearing on one presentation platform can give you more anxiety than appearing on another or vice versa. Mukesh Gupta, Head, Sales, Avis India, a leading car rental company agrees. Different presentations can give you different degrees of nervous jolts, he says.

For instance, he is on a different guard while delivering an internal presentation, ‘because numbers  and figures are known to company professionals’, he says indicating that company appraises him on a few chosen parameters. Whereas  external clients assess him on a totally different plane because their requirement is pitched on a different note.

Swetha  Menon, an otherwise gregarious and result-oriented PR professional, recalls going blank during one of her presentations to a client. She reminisces, “I had delivered my pre-prepared opening lines, appraised him of my company profile, but there was no reaction from this CEO which, I felt, was weird and it numbed me.” Her boss took over, saving her further embarrassment. Stiff situations like these can play havoc to your confidence. How do you salvage yourself?

Overcoming the monster
One effective way to combat fear is being prepared well, backed by sufficient empirical data. Deeper the knowledge you have on the subject or topic, greater the confidence you garner. A good grip on the subject means half the battle is won. Primarily the anxiety is about unpredictable questions. Gupta too had questions volleyed at him which were unexpected. “At times, an audience can stump you with an intelligent question for which you don’t have an answer,” he says. When faced with a situation like this, Gupta adopts the strategy of applauding the person, seizing a winning moment with comments like “that’s a nice observation” and “I will certainly add that to my presentation.” Dodging a question with senseless replies or getting into a debate is a bad idea because that ‘knowledgeable person can influence others, hampering my company’s image’, Gupta acquiesces. He sums up. “There is no need to get worked up on questions for which you don’t have an immediate answer.”

But despite all the preparedness, if you still feel your stomach churning, remember, ‘There is stage fear which is absolutely psychological,’ comforts Dr. Ashutosh Narayan Misal, an HR trainer. In his 13 years of experience, conducting workshops for middle-age and young candidates, he says that  practice and more practice is the only answer to counter any negative emotion. However, the expert in Behaviour Science and Communication also observers that today not many people encounter anxiety pangs. He reasons, “It may be due to exposure to and availability of information and increase in overall boldness of the generation.”

But beware, despite all the buckling up and confidence-sashaying approach, strange situations can still dawn. Sood, once armed with all the PowerPoint slides, confidently strode into his client’s office and commenced with his presentation. The only hitch: he talked about tourism and hospitality to his prospective IT customer. Within five minutes he realized the goof-up and apologized to the client. “It is better to be honest about your mistake rather than covering up,” he emphasizes. Sood went on to work with that client for six years. “They sat through the presentation, perhaps thinking that I have a final connecting point to make,” Sood surmises.

Train and Gain
But audiences give you a signal, if your presentation is way-off or marked by monotony. People yawn, lose eye contact, overall, engage less. “Putting your hands in the pocket and reading out from a slide or a paper shows your apprehension,” hints Gupta. In order to make your presentation effective, present your point with proper voice modulation, along with right body language and facial gestures.

“One can train to develop standard dispositions in these areas,” maintains Linus. The vocal presentation ability is something that one can easily work on, he adds. Focusing on strength rather than weakness is another effective way to surmount fear. Linus gets metaphorical, “If you want them to change the focus from big ears then grow a big nose.” A dash of humour immediately puts a presenter and the audience on the same page. “Adding humour and walking through the audience indicates high levels of confidence,” says Sundar.

Language Skills
Language acts as a sensitive area which can actually make or mar your presentation. While Europe and the West have largely one official language for communication, their language skills are not contested or scrutinized. But our position is unique in this regard. If a talented senior manager fumbles with incorrect English grammar in front of his client, he may lose an account. Or, he may not be able to effectively highlight his achievements in in-house meeting if language plays a barrier. Sood is apt at making language look incidental. “I am not shy to communicate in Hindi too if it underlines my conviction,” he says. Well, where career goals are aimed higher, these are but little hiccups that can be polished with practice!

In a nutshell

Anybody can be a speaker and presenter of good quality. However, the art requires immense practice and dedication, says David C Linus, founder and trainer, ICSPS.   Master your topic/subject. Having ample knowledge means half the battle won.   Practise presentation in front of a mirror and focus on voice modulation, intonation and body language, says Roopali Sundar, Talent Management Head, Avaya.   If you are using graphic presentation, ensure that the audio-visual logistics are in place. Just in case they fail, can you communicate without them? “Don’t get worried”, says Dr. Ashutosh Misal,”be prepared keeping all necessary information/data handy.”   If you have erred during your presentation, mentally forgive yourself swiftly, with statements like “That’s okay” or “Next time I will be careful”, and move on.   If you encounter an audience that possess more knowledge than you do, don’t flounder or get into a belligerent debate.   Follow three mantras, says Dr. Mishal, trainer and Director, Novel Institute of Management Studies, Pune. Estimate probable questions, don’t use bookish tips or imitate anyone for your presentations. Follow the principle of thinking for the worst and doing for the best.

Moving into your first job: Freedom comes with responsibility.

CAMPUS life is carefree, with only the year-end exams instilling the fear of God! But a job calls for both discipline and a mindset for learning; it’s not just another step but a new phase in one’s life. Many may find that college doesn’t remotely prepare you for life at work. Here are some pointers in making the transition. 

Be acceptable
Wear your best formal clothes on Day 1; it’s prudent to dress conservatively unless you are working in creative domains like advertising or design shops. Observe how other people dress and do accordingly. In India, managers usually take the new recruit on a walk-around introducing the members of the team to which one is assigned. Be pleasant and pay attention to their job description. It is advisable to come to your workstation and jot down the names as a memory aid.

1. Arrive early. During my first week, I found that manager got to work half an hour early. I followed her cue and was at my desk by 9 a.m, whereas everyone else arrived by 9:30. I found time to prepare my action lists for the day in quiet before the phones started buzzing.

2. Mind your manners. In your first month, guard against any controversy. Be polite and respectful to everyone. Say “Hello” or “Good Morning” when your eyes meet any of your colleagues; a genuine smile wins more friends. Another poor habit is to stay on the cell phone for intolerably long lengths of time for personal calls.

3. Organization is key. It’s of prime importance to plan the day and have a “day’s to-do list”. Keep ticking them on accomplishing them. The difference between completing a task on time and being reminded for being sloppy is a thin one. The Microsoft Outlook Calendar integrates e-mails, contacts, and other features. Use it effectively, to create appointments and events, organise meetings, form work groups, share PPT with colleagues and much more.  Teuxdeux.com is another great online application to help organise yourself. 

4. Recognize that skill-building takes time. A major responsibility at my job was preparing questionnaires. The first time I started drafting questionnaires they were disasters – too bookish and of little relevance to the brand under study. My manager would tear them to shreds and come down heavily as he coached me. My second attempt was better and by the third or fourth my skill was almost as good as his.

“In a first job there are lots of learning possibilities – be ready to spot them as you build a strong base to sharpen your skills”

Be adaptable
The second trait at work is “lifestyle”.  It would be a crime to wear starched whites when the place is teaming with people in faded jeans, Rajasthani slippers and ponytail. Or vice versa too – you may be too casual and the firm, a stickler for rules with little space for interactions. Make the effort to get comfortable in your surroundings and with people; only then would others perceive you as “one of them”.

Be cautious
There are two primary temptations to guard against – cribbing about the boss or any colleague, is certain to boomerang. Two, office PCs or laptops are not for personal surfing. Many have been sacked for visiting forbidden sites. Rajiv Malhotra, 38, Vector Solutions in New York counsels, “These days systems administrators can track the websites visited and it would take a lot of explaining when caught. !”

The first job offers an excellent ground to develop skills. Two years of gritting at a place, making friends and winning respect will do wonders for one’s career. Well begun is half done really. 

Law of abundant caution
There are two primary temptations to guard against – cribbing about the boss or any colleague, is certain to boomerang. Even if others fill you in with their problems, it’s no reason to let your guard down with your stories. Two, office PCs or laptops are not meant for personal surfing.  Many have been sacked for visiting forbidden sites of the nature of erotica and beyond.

Rajiv Malhotra, 38, Vector Solutions in New York counsels,” These days systems administrators in company can track the websites visited and it would take a lot of explaining when caught visiting a recruitment site. Never apply for another job from office!” The first job affords an excellent ground to develop skills – both on the job and improving people’s skills. Two years of gritting at a place, making friends and winning respect will do wonders for one’s confidence and career path. A good beginning is half done really.

Quick bites
Good professional traits	First week tips
Politeness Punctuality Being organised Hard work Creative/ strategic approach	Observe Wait for others in the lunch hour Leave office when your boss and team  leave Be pleasant. Dissenting thoughts can be discussed later Don’t show off or be overconfident

Analyse your ability, enhance your understanding, identify your weaknesses and overcome them.

RENU came to me feeling like a failure and totally inept. She is studying in Indian Institute of Technology (IIT) and somehow no matter how hard she tries she just cannot get the marks she deserves. I spent some time understanding her study patterns and eventually gave her a small essay to write. The concepts Renu introduced in her write-up were very good and to the point. But unfortunately her grammar and her writing skills left much to be desired.Coming from a vernacular medium to a prestigious institution is a source of pride to all but the competency level in certain areas needs to be dramatically stepped up to succeed in that set-up. My suggestion to her was to build her skill-set in English to such an extent that her language would do justice to the sophistication of her thought.
Analyse your abilities
All of us in our respective careers need to spend a little time analysing our skills, competencies and abilities. If at one side of the scale we put all our strengths then on the other side our weaknesses, inabilities will weigh us down and prevent us from reaching our full potential. For example, you may be good at understanding the concepts in science but when it comes to solving numerical problems you begin to stumble. Or another student maybe able to solve the problems but does not have adequate speed to crack the competitive exams. That means even though these students have the necessary understanding and ability within their subject area, owing to one weakness they cannot achieve the goal they have set for themselves. Thus for fulfilling their potential these students would have to work upon their problem-solving and speed to eventually achieve what they truly deserve.
Identify your weakness
If you fail in a project or perform at a level lower than your expectations, ask yourself the following questions. Did I understand the subject matter? Was I able to express the content in a manner that was required by the examiner? Did I manage my time well before the assessment? Was I able to revise the key points appropriately? Answers to these questions and other questions like this will enable you to perform at your optimum best. For honestly acknowledging your weakness to yourself is really the first step each of us needs to take in the journey called success. Once you know that you have a difficulty in a certain area you can think about ways to overcome it. For instance, in Renu’s case developing her English language ability can make a huge difference to her ability to succeed in IIT where all exams and eventually job interviews are always in that language.

Working on your limitations Identify your weakness or challenge area.   If it needs new skills, seek help – from books, tutors, friends, etc.   Develop a plan to practise the new skill.   Stay focused and maintain a positive attitude; don’t be overwhelmed by your challenge area.

Seek help

By no means do I wish to imply that each one of us needs to be perfect. But if your lack of ability to meet deadlines is consistently making you lose grades in the internal assessment, then you need to work on your time management skills such that your grades represent your true capability.

Once you have identified your limitation take time to assess if you need help in improving it. In some case just talking to a friend and understanding the strategies they are using can give you an insight. I think what we learn from our peers or classmates should never be underestimated. A friend who is achieving the goals you desire can be the right mentor for you as it is easier to observe and emulate the study habits of our friends closely.

Enhance your understanding

If your weakness is emerging from lack of understanding or knowledge then raising the right questions in class can enable you to get the extra help both from your teachers and your friends. Increase the number of people and number of books you read on that topic till you reach a certain level of understanding. This kind of tenacity, even though time consuming, is what separates the winners from the “also-reins” of life. 

Think of your weaknesses as little leaks that your pitcher of life has developed on the way and if you fix those leaks you can eventually see yourself overflow with the ability to accomplish your goals successfully

Soft skill etiquettes:It is not competence and hard work alone that makes you succeed. Your conduct matters much more than you give it credit .....

JUST the other day, Rajiv Singh, marketing head of Knowserv, a headhunter firm, received a résumé in response to job advertisement he had put for an automobile manufacturing client. This was for recruiting fresh marketing executives. The candidate’s e- mail started with: “Hi Rajiv” and went on to describe: “I am Sujit. Wud be interested in applyin’ for the required position. CV’s attached.” Cheerio, Sujit R.” Rajiv trashed the email. In fact he sifted all “cool” sounding resumes as this and short-listed the traditional or what he terms as “sane” applications.

Whether it comes to writing a business email or following fundamental business etiquettes, a lot of youngsters like Sujit are untrained, hence losing out on good job opportunities. While emails are digital versions of your personality, your conduct within the office freezes your image-type. But what really is etiquette? Using colloquial language with your boss is fine? A friendly back pat to your American colleague is okay?

“Etiquette means knowing what you should not do,” Nikhil Indrasenan, Head, Training, Ma Foi Randstand gives a simple definition, adding , “ and knowing what you should do.” Should you say a hello first and leave handshakes for the end or vice versa? Well, in most situations it is a “sensory” call, meaning, you trust your senses and go with the flow so that your act doesn’t seem programmed or staged. Says Nikhil, “Etiquettes are not practised in silos. It cannot be learned in theory.” Etiquettes are highly culturally-driven too, what may be acceptable in one culture may not be tolerated in another. But, by and large there are a few accepted elementary rules, which anyone can follow easily.

Phone Call

If you are making a business call, be courteous. Introduce yourself and keep your conversation short. Managers and CEOs will not be kind to your drag of: “Is this Mr. Dayal? Sir, actually, I am calling to invite you to speak. Sir, actually, we are having a conference and we want you to speak as a guest speaker.” Even the most flattered CEO is unlikely to think of you as a professional. Reasons: No self-introduction, bad language formation, a dragging tone.

Overall your image sums up as: “a diffident personality,” and “hence no value add to me”. Professionals keep their tone pepped up, cheery and neutral with no extra flab of words. Shun unnecessary words like “Actually, Ummm, Sir”. Smoothly but sure-footedly, slide in to the point. Address the person, preferably, as Mr. Khan or Mr. Sharma instead of Sir. This will keep your motivation levels up as well. Before you call, practise in your head so that you start and end the call without stammering or fumbling for words. It is equally important to end your call as gracefully as you have started it. A limp “Tha.. Thanks Sir,” will undo all your initial efforts.

As a caller, many professionals are inflicted by the politeness of: “Is this a good time to speak?” Here’s what a blue –blooded professional interprets of this overstated civility: Yes miss/mister, Otherwise, I wouldn’t have bothered to take your call. Use this courtesy, only when you genuinely sense the need of it, not as a matter of rule. Also remember that when professionals take your call it doesn’t mean he is giving you the permission to talk endlessly. Conversation will flow smoothly if the other person is also interested. If the person at the other end is replying in monotones and you sense the disengagement wrap the call up. One peculiar trait that professionals should excuse themselves forever is to dole out 10 missed calls in 2 minutes. This kind of desperation is seriously unprofessional. In email, it is acceptable to send and receive mail any time of the hour, so you can shoot mails at your convenience but the same protocol does not apply when reaching out through phone call.

SMS

Even while you are text messaging, be mindful of the time. A text at 9 p.m. is better than a call but a text message at 2 a.m is a big No. At all times, keep smses precise, courteous, with proper introduction and sign off. “Good morning Mr. Bindra”, closing with “Regards”. Unless of course, you have bandied 2-3 smses and Regards seem out of place. We are still some place between accepting and forging a new sms style. While some may get put off receiving your message: “dat is hw we cn arnge it 2”. Others may be more agreeable to: “That is how we can arrange it too.” While you diligently assess who to reach out with which style, keep the latter as a norm when you are texting senior professionals. As a receiver, following courtesy is equally important. A professional will always politely return the greeting. If he is unable to take the call, and will say no without rudeness creeping in, instead of just turning the phone off.

Email

Emails are now legally accepted piece of document, so better mind the language you are using. Loose statement, bad language, false projections and claims are a big No. Emails when used for business purposes, for starters, should have a subject line and that too a relevant one. Don’t use “ Hello” or “Hi” as subject, instead, have a concise and unambiguous line that tightly summarises your following content. For example, as an IT vendor if you are reaching out to your prospective customer for renewing the AMC then state that clearly. “Request for renewal of your AMC”.

If you mention “Computer AMC” do at the risk of sounding generic and getting waylaid in Spam section. Business emails should have a netural “tone” and should be relevant to the core. Avoid getting friendly and embarking on too conversational a style. How do you address the person? “Respected David” or “Dear David Sir” or “ Dear David Cradden” ? Avoid all three. “Dear Mr. Cradden” will do just fine. Give an appropriate closure to your email. Move over from “Yours Obediently”, “Yours Faithfully” to adopt “Regards”, or “Sincerely”

Signing off just by first name or initials is not okay. Have a signature with full name, title, organization address and numbers on which you can be contacted. What is an ideal email length? Safely, professionals keep it precise enough to convey the message without getting into a spiel. If the content needs scroll after scroll to read, it loses its mark. Sensible executives will prioritize and summarize the content putting rest of the conversation in an attachment. Primary recipients of the mail should be marked “To”. Others who are under the category of “ for their information” should be under CC. BCC should be used when you don’t want the other recipients to know that you have sent that mail to others.

“It is best to follow international norms on etiquettes because offices are becoming globally intergrated workplaces ”

Privacy
Barging into your colleague’s desk to narrate vacation stories may be a trend tolerated in yesteryears, but not now. As Western style professionalism is being embraced, there is no room for such intrusive conducts. Culturally, notion of privacy may differ but it makes good business sense to follow international etiquettes on privacy issues. The matter will acquire getter relevance as offices become ethnically integrated workplaces. Professionals don’t like any one to be darting in and be privy to sensitive and propriety data they are working on.

Peeking into other’s computer, fiddling with other’s phone, sneaking a glance at text messages are all inappropriate behaviour. Privacy also means giving professional space to an executive. Check out if your colleague or your boss likes to get disturbed in early hours of work, from 9: 30 –11: 30 a.m. It’s a sure bet that they won’t. So, get on with your work too, rather than being annoyingly intrusive in those hours or aimlessly loitering from one work station to another.  Privacy also takes into account physical distance. Maintaining an appropriate distance with a female colleague, avoiding back pat to a colleague, are privacy etiquette. “An 18-inch space is individual’s space one should not set foot in it,” cautions Nikhil. But again there are no iron cast rules, he says If the speaker is a soft spoken person ,you may like to nudge a bit closer in an effort to hear him/her. At global workplace, privacy also means talk on following topics off-limits: salary package, financial transactions/property/jewellery/stock market activities, romantic life, sexual, religious and political orientation, waist size among other things. In fact, is best to let some topics evolve naturally without forcing them.

Vocal variety and body language matters
One’s tone accounts for 38 percent of communication where as body language accounts for 55. Words account for a mere 7 percent. Can you imagine how much of a difference voice tone can bring in changing or altering the meaning of the message. “Would you mind joining the meeting”. Try this sentence with different tones and at different times, an emphasis on different words. Loud doesn’t mean you are right, a sensible professional knows that.

It is also the tendency of freshers, young professionals that they, in their enthusiasm, that they start rattling incoherently in the meetings. Watch out the speed of speech, says Nikhil. Gobbled up words, jumping sentences cannot get your message across. 120-180 words per minute is the accepted norm. Voice is about influencing; it actually reflects the degree of confidence. Nikhil is of the view that if one has to work on a right vocal variety, one must watch a good speaker.

A seasoned speaker emphasizes on certain words, energizes his audiences by talking faster or sailing in to pauses. They vary volume for effectiveness, synchronizing pace with pitch, volume, articulation, pronunciation, facial expressions and overall body language. Well, body language conveys way lot more about you than you can conceive. One executive may be intimidating the other with his overbearing body language; thrusting the chest forward, thumping table now and then, shoving hands in pockets or placing them akimbo, tapping the foot; whatever body language one allows oneself, professionals make sure they don’t defeat the purpose of conversation.

Small talk
If you are delivering a presentation to your boss, is it fine to dive straightaway into sales figures, accomplishments or issues? It feels awkward, right? Whether you are using small talk as a prelude to serious business conversations or to break ice with a new employee, remember that small talk has acquired stature of soft skill etiquette. Try to be light, positive, non-intrusive and neutral in your initiative. For instance, “Rafa played cracker of a match yesterday,” or “How was your weekend?” Starting off about Tendulkar’s performance to a non-cricket female colleague or boss will fall out of line. For all you know, her interest area could be fluctuations of stock market.

Safe bet
  Start with generally likeable topics such music or films. Don’t descend into probing questions in a bid to break the ice. Like all other soft skills, grooming in this area is also necessary because in business market the value of small talk is getting high. Business degrees may or may not teach you about these communication skills in the classroom but the rapport and networking you develop via this channel will contribute to your successful career. Youngsters should first observe and then approach as etiquette vary in different setting, advises Nikhil. Is appraisal time nearing? Then let that be the motivation to replace your usual “yeah” to “yes” with your boss.