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COMMUNICATION
Role-
Exchange of information
To educate employees
To motivate employees
To order employees & use forwarningthem
To suggestand advice
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COMMUNICATION
To persuade
To use for counseling To raising morale
For developinggood interpersonal
relationship
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COMMUNICATION
That includes-
What ?
When ?
Who ?
Where ?
Why ?
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COMMUNICATION
Communication is telling, listening
and understanding. -AlenLewis
The word communication describes
the process ofconveying messages,facts, ideas,attitudes and opinion fromone personto another so thatthey areunderstood. -M.W.Cumming
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COMMUNICATION
The process by which informationis transmitted between individual
and organization so thatanunderstanding result responses.-Peter Little
Communication is broad field of
human interchange of facts andopinions ¬the technologies oftelephones,telegraphs, radio andthe like. -Charles
E.Redfields
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COMMUNICATION
When ?
Ittakes place as par therequirement ofcompletion ofany
task or business activity.
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COMMUNICATION
Where ?
At work place,any organization,any platform related to completionof business as well as routine
activities.
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COMMUNICATION
Why ?
for smooth functioning of individualand organizational activities andachievingtheir goals.
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COMMUNICATION PATTERN
ON THE BASIS OF EXPRESSION-
1. ORAL COMMUNICATION2. WRITTEN COMMUNICATION
3. PICTORAL/ GESTURAL/ SIGNCO
MMUNICATI
ON
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Channel of communication
ON THE BASIS OF ORGANIZATIONAL
RELATIONSHIP-
Formal communication
Informal communication
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Channel of communication
ON THE BASIS OF FLOW-
Vertical communication (upward anddownward)
Horizontal communication
Diagonal/Crosswise communication
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Channel of communication
ON THE BASIS OF EXPRESSION-
Oral communication
Written communication
Pictorial/gesture/nonverbal/sign communication
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COMMUNICATION PATTERN
Formal communication
Vertical Horizontal/lateral Diagonal
Upward Downward
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COMMUNICATION SYSTEM
s
MANAGER HR
MANAGER PRODU
MANAGER MARKET
MANAGER ACCTT
MANAGER ADMIN
MANAGER QUALIY
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Communication system
OPEN COMMUNICATION SYSTEM
Which includes-Formal and Informal, Downward
and Upward, Horizontal/late
ral, Diagonal andGrapevine without specifying boundaries (TwoWay).
CLOSE COMMUNICATION SYSTEM
Which includes- Formal, Downward, lateralcommunication Inside Organization only (OneWay).
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Purpose ofCommunication
To seek or give information.
To place an order. To grant or apply for credit.
To purchase goods & sell goods.
To send and receive complaints.
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Purpose ofCommunication
To maintaingood relations.
To enquire aboutanything.
For givingthanks & For sorry/apologies for any omission.
To integrate various parties with our
product & service.
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Process OfCommunication
1. Develop an idea by sender (inputs)
2.Encode
3. Selectthe medium
4. Selectthe channel
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Process OfCommunication
5.Transmittthe encode by sender
6. Receive the encode by receiver
7. Acceptthe input
8. Decode the input well9. Use the information
10. Provide feedback to sender
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Importance OfCommunication In
Management-
To Seek and give information.
To place an order.
To purchase goods and services.
To send and receive complaints.
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To maintaingood relations.
To enquire aboutanything.
For givingthanks &
For sorry/apologies for anyomission.
To integrate various parties withour product & service.
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COMMUNICATION STRUCTURE IN
ORGANIATION
CHAIRPERSON
B.O.D
M.D.
MANAGER Mkt
SUPERVISOR Mtn
EMPLOYEEEMPLOYEE EMPLOYEE EMPLOYEE
SUPERVISOR QCSUPERVISOR Pdn
EMPLOYEE
MANAGER HR
MANAGER Pdn MANAGER Fin
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COMMUNICATION
BARRIERS AT DIFFERENT LEVELS-
At the level of sender / Transmitter
At the level of medium.
At the level of Receiver.
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COMMUNICATION
BARRIERS OF COMMUNICATION-
Sensory Disabilities
Physical Barrier
Semantic or language Barrier
Socio-Psychological Barriers
Organizational Structure complex.
Protective screening.
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Barriers onthe part of sender No clarity about objective of Communication
Lacks in Communication skills
Sender have fear of Receivers status.
Reliability of sender.
Differences of perception.
Educational qualification, experience and mental
state. Age & culture of sender.
Sensitivity towards others feelings by sender.
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Barriers atthe part of medium
Urgency
Availability ofexpenses
Approach to the receiver
The organization structure
Leadership
Situation
Wrong choice of medium
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Barriers atthe part of receiver Inattentiveness of receiver
Lack of concentration
Poor list
ening skills
Perceptual deference
Personality, age, mental state of service
Educational Qualification culture and experience
Decoding error
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Communication barriers
Socio Psychological Barriers-
Emotional Stability.
Emotional madness. Lack of trust.
Inattentiveness.
Poor retention power. Fear and Status consciousness.
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Principles ofCommunication
CLARITY:
Use simple words
Use single words in place of phrases Use verb for noun
Avoid double entry
Use concrete &clear words Use active voice
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Principles ofCommunication
CLARITY:
Avoid excessive use of infinitive Avoid jargons and hackneyed
Avoid ambiguity by clarity of ideas
Use punctuation marks properly
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Principles ofC
ommunication
COMPLETENESS:
Always keep 5Ws incommunication
Always keep message with properarrangement
Avoid ambiguity before transmission
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Principles ofcommunicationCONCISENESS:
Organize your message well
Involve only relevant matters Avoid repetition ifnot important
Use content in brief
Politeness,courtesy,completenessshould applicable properly
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Principles ofCommunication
CONSIDERATION:
Use you attitude in place of I
attitude
Use alternative gender
Use pleural tense
Use positive and pleasant facts inplace ofnegative
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Principles ofCommunication
COURTESY:
Always try to reply immediately
Always create harmoniousrelationship
Thanks generously for favor
Avoid irritating expressions
Apologies sincerely for omissionsand errors
Avoid expressions that include
overlook, ignored and unaware
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Principles ofCommunication
CORRECTNESS:
Give only correct facts Send information when you convict
yourself
Send your inputs atcorrecttime
and correct style Consider the educational
background of receiver
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WritingCurriculum Vitae /Resume
Vitae is plural oflife & CV=Course of life
Career Objective
Job experience Qualifications
Prize and awards
Extracurricular activities Professional membership
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WritingCurriculum Vitae /Resume
Technical and specialized skills
Strengthand interests
Foreign language known Additional information
References
Declaration Date & place with signature
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Guidelines to Effective C.V.
First Impression is Last Impression
Professional & formal, simple,clear &
concise Spellingand grammatical mistake free
Always withcovering letter indicatingpostapplying for
Factual and reflects your strength &achievements
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Guidelines to Effective C.V.
Make list of entire informationand thenorganize it into suitable headings
Use bullets appropriately,avoid italics Computer typed ongood quality paper
Use Times New Roman, Arial &Tahoma
List your jobs with designation &duration in reverse chronological order
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Guidelines to Effective C.V.
Reference given inCV should beprofessional and speak good andpositive about yourself
Interests, strength should be genuine
Personal details indicatingname,permanentaddress,contactno,E-mail,
faxno etc
Always update your C.V.
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Application Letter
Address
Subject
Reference no Salutation
Content
Complimentary close
Signature
Enclosed detail (Resume & photocopy ofdocuments)
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Resume
Name withaddress
Career objective Job profile
Job experience
Professional &technical qualification S.I.P.(project, duration,team size
and role) contd-next
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Resume
Academic details
Personal details
Skills & strengths Major interests
References
Declaration Signature with full name
Date & place
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Interview letter
Address
Subject
Reference no Salutation
Content
Complementary close Signature
Date and place
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Letter of Acceptance
Address
Subject
Salutation Content
Complementary close
Signature Date & place
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Joining Letter
Address (From-To)
Date
Subject Salutation
Content (assurance)
Complementary close Signature with date & place
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Reference Letter
Confidential
Address (To-From)
Reference no Subject
Content (full detail)
Complementary close Signature with seal, date and place
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Resignation Letter
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Group Discussion
It is an ideagenerating process inwhich more thentwo persontry toattempt, explore their views andmeasure leadership quality,creativity
and other inbuilt qualities that requiredto accomplish managerial tasks.
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Guidelines For Group Discussion
Physical setting
Preparationas Organizer
Preparationas Participant
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Physical Setting
It should be big enough
Neatand Clean
Comfortable One Ventilationand Proper Arrangement
Ensure the availability ofall type of
tables so that proper eye contactamongall participants
Sufficientgap betweenchairs
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Physical Setting
Sufficientgap betweenchairs.
Away from noise & disturbances. Ensure electronic & electric
equipment in workingcondition.
Ensure availability of stationary,drinking water, pointer etc.
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Organizer :G.D.
Ensure the list of participants.
Ensure the currenttopics thathave tobe serve to participants.
Ensure the type of G.D.to beconducted.
Ensure the criteria of evaluation.
Making records of impressions byparticipants.
Discuss the assessment/end resulttothe selected candidates.
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Participants:The Positive forces
Respectto each other.
Constructive Participation Awareness
Creativity
Sensitivity/careful listening Initiative ness
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Participants:The Positive forces
Leadership Quality
Assertiveness
Reasoningability
Flexibility
Inspiringability
Team Player
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Interview
It is anattempt for seekingmaximum amount of information
about suitability ofa person forconcerning job
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Interview Process
Phone screening
Human resources- organization fit
Hiring manager Peers/customers
Round Robinstyle
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Types of Interviews
Panel
Resume-based
Structured
Non Structured
Stress
Case
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Interviewee's Preparation
Dress up formally
Be fully prepared (2 copies ofCV.5Photographs, 2 sets ofattestedphotocopies oftestimonials,acopy ofadvertisementand interview call letter)
Know aboutthe company
Apply Etiquettes while interview
Be punctual,attentive,calm & optimistic
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Interviewee's Preparation
Make strategy for interview
Have acommand over language,
pronunciation, pitchand tone Dont be over smart
Always switch off your mobile phonewhile entering in interview room
Donttry to guess the answers
Take permission before final departure
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Interviewers Should:
Be prepared
Listen
Take notes Avoid common errors:
Similar-to-me (Projection)
Halo/horn effect
Recency effect
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InterviewingErrors
Halo effect:When one aspect ofsubordinates performance affects the
raters evaluation of otherperformance dimensions
Leniency:The tendency to rate everyhigh or excellent onall criteria.
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InterviewingErrors
Stereotyping: Attributingcharacteristics to individuals based on
their inclusion or membership inaparticular group.
Recency: when rater try to teachashe wish or seeks the responses ina
new sense/novelty.
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Communication Networks
Intranet
Internet
E-mails SMS
Teleconferencing
Videoconferencing E-commerce
E-Bussiness
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Intranet
It is atype of private internetthatworks inside the organization for
transmitting valuable information
to a large no of receivers inside theorganization successfully. Itcan
easily updated and available to itsusers.
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Internet
It is a vastcomputer network ofmany differentcomputer networkexisting inthe world. It is acollection
of interconnected networks. Modem- it is acommunication device
that enables acomputer to transmitinformation over a standard
telephone line. Itconverts signalsfrom analogto digital and from digitalto analog
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Internet
LAN-Itconnects 2 or more computerswithin very small range (1m to 1km) oforganization
IN- it is combination of 2 LANs WAN-It is atype oftelecommunication
networks that spana wide geographicalarea withaiming efficienttransmission
among sites and sharing ofhardwareand software economically andefficiently by different users ie public &private networks
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Extranet
Some organizationhave websites
available onthe Internet but withaccess limited to accountholders by apassword system. It is used in B2Btrading where customers are required
to have anaccount.
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E-mail & SMS
E-mail-It is a system of electroniccorrespondence by which users send &receive message over anetwork of
computer and telecommunicationlinks.
SMS- it is a facility to send and receivetext messages from one mobile to
another mobile phones and veryeffective to users in silent zones
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Teleconferencing-It is electroniccommunication betweentwo or morepeople at (Physically dispersed) two or
more locations. Videoconferencing- it facilitates people in
different locations to hold interactivemeetings and provides real feel ofthe
conversation by adding visual part inthatwithhelp of MIC, Speaker &Cameraconnected to Computer network
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Videoconferencing
Substitute for face to face communication
Communication is in real time
Overcomes transcending barriers ofdistance
Saves travelingcosts of executives
Leads to savingtime ofholding meetings
Facilitates rapid expansion of knowledgeof people sittingat different places
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E-Commerce-It is the process ofcarryingout of business transactions throughinternet & involves buyingand selling
productand services & information viacomputer through internet
E-Business-It is the conduct of businessonthe internetthat involves not only
buying & selling butalso servicingcustomers and collaborating withbusiness partners
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Vardhman &Vardhman
PRIDEmodel for effectivecommunication.
P = Purpose ofthe communication R = Receiver Roles
I = Impact desired
D = Design ofthe communication
E=Execution ofthe communication
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Oral Communication (unit-2)
Oral Communication includes-
Face to Face Conversation. Telephonic Conversation
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Oral Communication includes-
Lecturers
Speech Group discussion
Social gatherings
Int
ervi
ew
Conference & Meeting
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MERITS
Facial expressions and gestures make
communication effective It is the best medium for discussions as
negotiation, interview, counseling etc.
Communicator can get known the reaction of
message on receiver through his gestures &
expressions & tone
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MERITS
It provides immediate feedback.
It save time & efforts.
Listener can get immediate clarification of any
doubt in his mind.
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LIMITATION-
It is not possible while dealing a large group.
It is ineffective when listener is not attentive and
different perceptions
It can not retain for longer time as permanent
record.
It is less effective if communicator has no convicton himself
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Interact freely on Phone.
It eliminates the barriers between physically
disposed persons. We can get immediate / quick feed back. At a time
we can talk one person effectively
Long discussions are not possible
Expensive and less effective
Merits ofTelephonicConversation-
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LIMITATION-
Technical problem distract telephone network if
device is not working well
In case of mobile phone signal problem become
barrier to communication
Ring tone disturb others anytime any whereeven
is classroom, meetings, silence zone, conferencesetc
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Communication & Listening Skills
Correctchoice of medium
Strongconviction Sequence,coherence and consistency in
contents
Economical, Accurate,Empathetic
Identify barriers &try to rectify the problem
Go for appropriate body language
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IMPORTANCE OF FEEDBACK
Factors Affecting: Factors Affecting:
Sender / Transmitter ( Sx ) Receiver ( Rx )
Personality and Attitude Personality and Attitude
Cultural effect Cultural effect
Mental setup & Psychology Mental setup & PsychologyExperience & background Experience & background
Communication Skills Communication Skills
Knowledge & Qualification Knowledge & Qualification
FEEDBACK RECEIVERSENDER
INPUTS
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Nonverbal/ pictorial Communication
Pictures
Posters
Banners
Film clips
Slides
Gestures
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Nonverbal/ pictorial Communication
MERITS-
It is very effective in use in silent zone
It eliminates differential perceptions
It is effective when emotions take place
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Nonverbal/ pictorial Communication
LIMITATION-
It is ineffective particular for illiterate persons
It is not possible in each and every situation
It cannot be use for lengthy conversation
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Written Communication
WritingTechniques-
1. Predicting
2. Planning
3. Drafting
4. Sharing
5. Revising
6. Editing7. Evaluating
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NonVerbal Communication
Itcovers all external stimuli other thanspoken or written words and includingcharacteristics ofappearance, voice and use of
space and time. Kinesics- It is study ofthe role of body
movements suchas winkingand shrugging incommunication
Proxemics-It is also called space languagewhich subjectthe deals withthe way peopleuse physical space to communicate.
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Social 4 Feet-12Feet
Personal18-4 Feet
IntimatePhysical Contact-18
Public12Feet-rangeofeyesight &hearing
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NonVerbal Communication
Chronemics or Distance language-Thesubjectthat deals withthe way peopleuse time dimension or time language
Paralanguage- The non verbal factorslike tone of voice,the speed of delivery,the degree of loudness or softness,and
the pitch of voice whichaffectthespoken words called paralanguage
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Writingtechniques
1.Preparation & Planning Stage-
USE ORSS
O- Objectiv
e
R- Receiver/ Reader
S- Subject/ Content to be delivered
S- Style
chosen
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2.Writing Stage in whichconsider-
Use appropriate language
Be precise while writing
Keep the objectives & Background
Try to be systematicand organized
Use own style
Write in effective & impressive form
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2.Writing Stage in whichconsider-
The power of vocabulary/ words use
Knowledge of Grammar
Knowledge of spellings
Knowledge of punctuation
Knowledge of sentence pattern
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2.Writing Stage-
Dos in effective writing
Clarity on idea/ thoughts
Idea should expressed in suitable words
Be receiver oriented
Each paragraph should carry similar ideas
Familiar, simple and concrete words
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2.Checking Stage-
Read and re-read the text
Analyze the correctness of facts
Check the word, language, sentence, paragraphused
Avoid vagueness of ideas, irrelevant andimitation
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WritingEffective Sentences
Variety and simplicity
Coherence and unity
Economy of words used
Proper selection of words
Sequence and ranking
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Paragraph Structure
Introducers: They establishthe topicfocus ofthe paragraphand provide smoothtransition from the preceding paragraph.
Developers: They support, develop andclarify the central thought.
Modulators:They provide smoothtransition between sentences ofaparagraph whenever there is a shift/
change intone or view point. Terminators: They conclude the
discussion or summaries the contents.
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Style And tone of effective writing
Effective Writing
Style ToneFactors Affecting
Receiver/readers background,age,experience, qualification, relationshipwithauthor, occasionand interest,formal/informal etc.
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Business Letters and Reports
Business letters
Types of business letters
Writing m
emos
Report- an overview
Report- purpose/ objectives
Writing r
e
ports
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Communication-Reports (Types)
ON THE BASIS OF FREQUENCY-
Daily Report
Weekly Report
Fortnightly Report
Monthly Report
Special Report
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ON THE BASIS OF FUNCTION-
Information Report
Progress Report
Inventory Report
Inspection Report
Analytical Report
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ON THE BASIS OF DEGREE OF
FORMALITY-
Formal Report which includesStatutory Report
Non Statutory Report
Informal Report
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Communication-Reports (Objectives)
It helps in decision making and problemsolving.
It is a permanent record which can be referred
in future if required. It provides useful information to its users i.e.
creditors, shareholders, customers, generalpublic and specific audience.
In th
eorganization p
erformanc
ereport formsthe basis for reward, increments, pay increase,
promotion, training etc.
It helps top management in strategy planning.
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5 Steps to Report Writing
1. Define the problem
2. Gather the necessary information
3. Analyze the information
4. Organize the information
5. Write the report
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Anatomy of a Report
Cover Page
Title Page
Letter of Transmittal
Table of Contents
List of Illustrations
Executive Summary
Report Body
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Communication- Business letters
Kinds-
Formal /Official letters
Semi official letters
Personal/Informal Letter
Business Letter
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Elements of memorandum-
The designation of Sender
Reference designation of note it does noterequires signature
Date
Subject
Signatire
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Case method of learning
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Agenda
1.Why Case Studies?
2.How to deal withthem?
3.The report
4.Case analysis approaches
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Case Study
A case is a written description ofanorganization, usually containinginformationaboutnumerous facts of
the organization, its history, externalenvironmentand internal operations.It may be
Theoretical or Factual Structured or Unstructured (Facts/LQ)
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Case Studies and Practice
Interesting, real world situations withinsights into the studies ofmanagement
Decision making
may become easier
better quality of decisions
faster decision making Working inteams
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Advantages
Develops analytical & problem solving skills
Provides exploration of solution for complexissues
Sharpenconceptual skills and knowledge Improve decision makingability
Improve human relation &communication
skills Real life situation encourages keen interest
&examine cross currents withan open mind
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Steps inanalyzingcase study
Read the case thoroughly
Define the central issue
Selecting relevantareas ofconsideration Identify the constraints to the problem
Identify all the relevantalternatives
Selectthe bestalternative
Develop an implementation plan
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Steps inanalyzingcase study
Readingthe case Previewing- The case should be study
thrice.The 1st quick reading providing
familiarity; the 2nd provides initialunderstanding & 3rd reading provides afull command of facts, info, views,issues etc ofthe case problem.
Skimming- after readingthe case
thoroughly, ones should be able toseparate highly important informationfrom the less important information.
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Identifyingthe case limits- These areboundaries expressed inarea,timehorizon,age bracket, income group,
educational level etc inhints directly orindirectly.
Scanningthe problem-After obtaining
facts, ones should proceed to identifymain problem & discover relationship b/w
problem and factors responsible for it.
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Analysis and final Alternative solution-Withcomparison of pros &cons ofvarious alternative, ones choose the
best solutionto case problem. Develop an implementation plan-
After concrete analysis recommend
implementation plan.
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Case Analysis- Approaches
System approach
Contingency approach
Behavioral approach
Qualitative or decisionapproach
S t h
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System approach
It is based onthe generalizationthatanorganization is a system and its componentsare inter related and interdependent.
Inthis approach overall objectives &performance of organizationare takenaccountrather than different department or subsystems
Its stresses communicationand decisionprocesses throughoutthe organization. Itfollows an open system approach whichcanadjustto the changes in its environment.
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Contingency approach
This approach believes thatthere is no one bestway to handle any management problem andorganization must be consistent withthe demandoftechnology and external environment and the
need of members ifthe organization is to beeffective.
Functional, behavioral, quantitative &managementtools should applied simultaneously
Three main parts ofthis framework are1)environment 2)managementconcepts &principles 3)contingent relationship b/w the two
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Quantitative/Decisionapproach
It stands for usingall pertinent scientifictool for providinga quantitative basis formanagerial decisions.
The beliefthat management problemscan be expressed interms ofmathematical symbols & relationships
Linear programming, Break evenanalysis,
game theory and critical pathare fewtechniques thathelps for solvingmanagerial problems
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Quantitative/Decisionapproach
Management is a series of decisionmaking & variables can be expressed inmathematical model
If model is properly formulated, equationsare correctly, one can secure best solution
Organization exists for achievement ofspecificand measurable goals & for this
optimal decision must be made throughscientific formal reasoning byquantification
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Presentation Skills
Elements of presentation
Designing a presentation Advanced visual supports
Appearance and posture
Delivery of presentation
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Presentation
It is a systematicand an effectiveway of putting/presenting forth our
thoughts and ideas. The art or skill of effectively and
attractively packagingan idea &than delivering itto the audience for
achieving desired objective is knownas presentation.
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Knowledge
Selfconfidence
Sense ofhumor
Concern for listener
Tact Intelligence
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Presentable personal appearance
Fluency
Reasoning
Sincerity
Emotional control
Pleasing voice quality
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Trust worthiness
Honesty Forcefulness
Friendliness
Open mind ness
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Occasion for Presentation
A function
A ceremony
A seminar / conferences
A funeral
A business meeting
An inauguration Selling / marketing of product
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Objective of Presentation
To inform
To educate
To entertain
To instruct,command or givinganorder
To present ideas or views
To share knowledge
The Importance of Presenting Well
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The Importance of Presenting Well
No matter how relevant, important, or
innovative your message is, your message willbe lost if it is not presented well.
To help you present well, we will look at two
major areas
Content of presentation
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Content of presentation
1. Opener
2. Preview3. Body
4. Summary
5. Conclusion
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Opener of presentation
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Opener of presentation
Attract your audience to your topic.
Remind them of your topicsimportance or relevance.
Preview of presentation
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Preview of presentation
Previewing your main contents is extremely
important.
This will increase your audience's
comprehension.
Think of it as signposting.
Body of presentation
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Body of presentation
This is the main part of you presentation.
Although it is the third part, it should be
prepared first.
After it is prepared, the other parts will follow
naturally.
Always use transitions.
S f t ti
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Summary of presentation
This is quit
e
similar to the
pre
vie
w. Remind your listeners of the main contents.
Conclusion of presentation
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p
Leave a good impression with your listeners.
Remind them again of the importance or
relevance of your topic.
You might also suggest future areas of
research.
Other Tips of presentation
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Other Tips of presentation
Use vocabulary and structures you know.
Do not make your slides too complicated.
Delivery
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Delivery
1. Content refers to what you say.
2. Delivery refers to how you say it.
3. There are three main things to rememberabout delivery
4. Eye contact
5.
Voic
equality
6. Body language
Eye Contact
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y
Involve your audience by looking at them.
Look to the different parts of the room.
Do not look over your audience.
Be careful not to focus on your screen.
Voice Quality
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Voice Quality
Project your voice from your abdomen.
If you have a quiet voice, use a mike.
Speak in a natural, conversational way
Do not memorize a script.
Body Language
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y g g
Stand up straight, but relaxed.
Take a few steps.
Use gestures.
Avoid unnecessary movements.
Last Words
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Last Words
Do not end by saying Thats all or
Theend.
Your final words can be as simple as Thank
you.
Meetings
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Meetings
Selecting participants
Establishing agenda
Opening meeting
Discussion
Closing meeting
Making minutes of meeting
M ti ( i )
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Meeting (overview)
It is mostcommonly used platform fordiscussion inthe modern organization.
It is technique ofgroup activity &formal gathering of persons whodiscuss various
common issues withtime bound
schedule in presence ofchairperson &purpose (predetermined) ofconductingthe meeting
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It is a form ofcommunication supportedby oral and writtencommunicationasnotice,agenda, minutes, reports etc.
Agendagives structure or framework ofmeeting inadvance.
Minutes keep records of proceedings.
Reportturnall issue into permanentrecord, which is send to higher authority.
Meeting Objectives
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Meeting- Objectives
To have agroup discussion onaparticular topic or common interest.
To exchange ideas, information &
experiences. To resolve aconflict.
To discuss a problem.
To receive innovative & productive ideas. To make aconsensus.
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To discuss a problem & sought solutionto it.
To finalize decisions.
To give feedback and suggestions.
To change attitude of participant fromnegative to positive onconcern issues.
To give outline or instruction onanyplan,task etc.
Guideline For Planning The Meeting
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Guideline For Planning The Meeting
Identify the purpose, orexpected outcome, ofthe meeting.
Make sure the right people will be there. Develop the agenda.
Prepare necessary materials.
Double check the room set up.
Lead the meeting as a facilitator
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Agree on ground rules
Practice facilitation skills
Use consensus-building decision makingtechniques
Be prepared to handle conflict as it surfaces
Clarify "next steps" and assignments
Reflect on effectiveness of the meeting(evaluation)
Meeting Agenda
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Meeting-Agenda
Develop the agenda together with key
participants in the meeting
Design the agenda so that participants get
involved early by having something for them todo right away and so they come on time
In the agenda, state the overall outcome that you
want from the
mee
ting Ask participants if they'll commit to the agenda
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Keep the agenda posted at all times
Don't overly design meetings; be willing to adapt
the meeting agenda if members are making
progress in the planning process Think about how you label an event, so people
come in with that mindset; it may pay to have a
short dialogue around the label to develop a
common mindset among attendees, particularly if
they include representatives from various cultures
Opening the meeting
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Openingthe meeting
Always start on time; this respects those who
showed up on time and reminds late-comers
that the scheduling is serious
Welcome attendees and thank them for theirtime
Review the agenda at the beginning ofeach
mee
ting, giving participants a chance
tounderstand all proposed major topics, change
them and accept them
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Note that a meeting recorder if used will take
minutes and provide them back to each
participant shortly after the meeting
Model the kind ofenergy and participant needed
by meeting participants
Clarify your role (s) in the meeting
Dont wait those who not appears on time
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Making minutes of meeting
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g g
Before the Meeting
Choose your tool: Decide how you will take
notes, i.
e. p
en and pap
er, laptop comput
er, ortape recorder.
Make sure your tool of choice is in workingorder and have a backup just in case.
Use the meeting agenda to formulate anoutline.
DURING THE MEETING-
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Pass around an attendance sheet. Get a list of committee members and make sure you
know who is who.
Note the time the meeting begins.
Don't try to write down every single comment -- justthe main ideas.
Write down motions, who made them, and the resultsof votes, if any; no need to write down who seconded
a motion. Make note of any motions to be voted on at future
meetings & Note theending time of the meeting
After the Meeting
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g
Type up the minutes as soon as possible afterthe meeting, whileeverything is still fresh inyour mind.
Include the name of organization, name ofcommittee, type of meeting (daily, weekly,monthly, annual, or special), and purpose ofmeeting.
Include the time the meeting began and ended
Media Management-Objectives
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Media Management-Objectives
Critically important outcome of publicrelationactivity ofan organization
Presentinga favorable image ofthe
organization
Promotion of products & service oforganization
Promotinggoodwill ofthe employee/members/ shareholders/ stakeholders etc
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Press Release
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Press Release
Press release are information issued by acompany to inform the publics aboutimportant events occurring withinthecompany or industry
Press release Vs Press report- Pressreport is written by acorrespondent ofa
news paper whereas press release isprepared by executive ofcompany itself
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Write the lead
Write the press release body copy
Communicat
ethe5
Ws and the
H Include information about the company
Tie it together
Add contact information
Signal theend
Seminars
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Seminars
It is a discussion ina small group inwhichthe result of research oradvanced study is presented through
oral or written reports It purportto share knowledge &get
views of equally knowledgeablepersons in which discussion followedafter presenting paper by a person
Workshop
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Workshop
It is a discussiongroup which is morework oriented, withguidance by specialist
resource personand participation by allmembers ofthe group
Skills required are more or less the samewith some additional skills required
depending onthe type of discussiongroup
Conference
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Conference
It is usually a large gathering ofpersons then seminar who meettoconfer ona particular theme or to
exchange experience or information
The discussion in it usually results ina set of suggestions or
recommendations onthe centraltheme ofconference
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The delegates may choose amongseveral discussion sessions going onsimultaneously inthe conference
An educational & researchorganization or chamber ofcommercemay take initiative and invitedelegates from various organizations
to discuss problems of mutualinterests of industry inthe conference
Business etiquettes
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Business etiquettes
It means conventional rules of behavior whichare generally unwrittenand are passed onfrom one to another that desired to maintain
human values and ethics in business I = Integrity
M = Manners
P = Personality
A = Appearance
C = Consideration