new slide comm

8/2/2019 New Slide Comm

1/66

What do u observe???


2/66

Notice any difference????


3/66

IMPORTANCE OF COMMUNICATION

Helping you!

Helping the organization!


4/66

BASIC FORMS OF COMMUNICATION

How well do u

understand it???


5/66

NON VERBAL COMMUNICATION

Cues, gestures, vocal qualities used to express superiority,dependence, dislike, respect, love etc.

Less structured, differs from verbal in terms of spontaneity and

intent.

Power is in its reliability.

Efficient from both senders and receivers standpoint.

VERBAL COMMUNICATION

Speaking and writing.

Listening.


6/66

PROCESS OF COMMUNICATION


7/66

BARRIERS TO COMMUNICATION

1.Problems caused by the sender.-subject knowledge,amount of information, order of preference, audience

knowledge, poor listening and speaking skills

2.Problems in message transmission.- conflictingmessages, no. of transmission links.

3.Problems in reception.- physical noise, psychological

noise, hearing disorders.

4.Problems in receiver comprehension.- messagecomprehension, involvement of personal interest.


8/66

DEALING WITH COMMUNICATION

BARRIERS

Know your subject.

Focus on the purpose.

Know your audience.

Be organized.


9/66

CHARACTERISTICS OF NONVERBAL

COMMUNICATION

Non verbal communication primarily communicates emotions

and attitudes.

Nonverbal cues substitute for, contradict, emphasize or regulateverbal messages.

Nonverbal cues are often ambiguous.

Nonverbal cues are generally seen as more reliable.

Non verbal cues are culture bound.


10/66

COMPONENTS OF NONVERBAL

COMMUNICATION

PARALANGUAGE- voice qualities, voice qualifiers, voicecharacteristics, vocal segregates.

SENTENCES POSSIBLE MEANING

1. I never said that I didnt say it. Somebody

else might have.

2. I never said that. At no time did I ever say

that . What makes you

think I did?

3. I never said that. I didnt say it in so many

words. I might have implied

it, but I didnt say it.


11/66

VOICE QUALITIES- volume, rate of speech, pitch, rhythm,

pronunciation and enunciation.

VOLUME- may be right in one setting, may convey negative

message in a different situation.

RATE OF SPEECH- fast speech often makes people nervous, while

slow speech causes boredom.

VOICE PITCH- High pitch indicates excitement, low pitch

attention.

RHYTHM- Pattern of voice.

PRONUNCIATION AND ENUNCIATION

VOICE QUALIFIERS-temporary variations in rate of speech, pitch,

volume are known as voice qualifiers.

VOCAL CHARACTERISTICS

VOCAL SEGREGATES


12/66

KINESICS

POSTURE

GESTURES-

EMBLEMS

ADAPTORS

ILLUSTRATORS

REGULATORS

FACIAL EXPRESSIONS


13/66

PROXEMICS

1.Public distance

2. Social distance

3.Personal distance

4. Intimatedistance

PERSONAL FEATURE SPACE CATEGORIES

44444444444444444

41818 in.

18in

- 4ft 4-12 12-

ft 25

ft


14/66

COMMUNICATION IN ORGANIZATION

A program that focuses on general communication processes and

dynamics within organizations. Includes instruction in the development

and maintenance of interpersonal group relations within organizations;

decision-making and conflict management; the use of symbols to create

and maintain organizational images, missions, and values; power and

politics within organizations; human interaction with computer

technology; and how communications socializes and supports employees

and team members.


15/66

TYPES OF BUSINESS COMMUNICATION

INTERNAL COMMUNICATION

Internal communications is the name we have given to a growing discipline

that examines, and adjusts the way in which communication can and should

work inside an organization

Two way communication between employers and staff which can be

downward, upward or horizontal.

Effective internal communication has been shown to help improve employee

engagement through; increased job satisfaction, safety and decreased

absenteeism, grievances and staff turnover. Such improvements are linked to

improved productivity and overall profitability

EXAMPLE- Newsletters, intranets, team meetings, Notice Boards, Meetings,

Public Address Systems, Intercom, House Journals, Emails, Newsletters ; need

all sorts of skills: organizational development, industrial psychology,

leadership communication, change management, new media, old media, etc.


16/66

EXTERNAL COMMUNICATION

Wide variety of methods used to catch the public attention.

Interactive external communication methods, allowing the public to voice

opinions and concerns.

Hire public relation firms or develop special internal departments to

handle these communications and improve the supplier's relationshipwith the consumer.

Examples websites, press releases, email and newsletters, telephone

calls, media interviews and press conferences.


17/66

FUNCTIONS OF COMMUNICATION

INFORMATION

It consists of facts and figures and data arrange in a pattern which are

useful for different purposes, e.g. List of names, address and telephone

numbers of customers

It reduces uncertainty about the situation or the environment and helpsan employee to get acclimatized to the rules, regulations, norms and

culture of an organization.

Examples of Information moving out of an organization to the external

environment are admission notices, recruitment notices, annual reports,

prospectus, broachers, price list, catalogues of products Examples of information moving into an organization from the external

environment are railway/airlines time table, population figures,

demographic details, catalogues and price list of products


18/66

PERSUASION

It means making efforts to change the attitudes and behavior of others. It means using best

arguments to win over and convince others.

Source credibility

People believe what a said or written by a respected person.

Emotional appeal

People have 3 types of needs

Physical

Social

Ego

DOWNWARD COMMUNICATION

1. Instructions and orders 2. Education and Training 3. On the Job Training

4. Raising Morale 5. Advice 6. Warning

HORIZONTAL COMMUNICATION


19/66

BENEFITS OF EFFECTIVE COMMUNICATION IN

ORGANIZATION

Stake holder Response

Problem Solving

Decision Making

Professional Image

Productivity

Transparency

Business Relationship

Work flow


20/66

CENTRALIZED NETWORK

Centralization reflects the extent to which a network or group is organized around its focal

point It is a measure of integration or cohesion of the group.

A centralized network may reflect an uneven distribution of knowledge such that knowledge

is concentrated in the focal points of the network.

Finally, hierarchical levels reflect the number of levels one must go through in order to obtain

information. An existence of hierarchical levels indicates that members must go through

someone rather than directly obtain information from the source.


21/66

PROCESS VS NETWORK STRUCTURE

Instead of organizing along the product or function the organization is structured along the

key processes.

Process refers to related tasks and activities that work together in a predetermined sequence

to transform inputs into user consumable outputs.

Benefits are strong customer orientation, encourages teamwork, rapid response.

Disadvantages include identifying the key processes, threatens middle management, limited

career growth.

It is most effective when there is high customer orientation and the task is a non routine task.


22/66

In network structures each processes or its teams are distributed geographically or physicallyinto separate organizations and hub defines the handshake mechanism between each

network node

Advantages include autonomous unit, cost effective, specialized unit and central hub acts as

the controller of various processes that are distributed to these units.

Disadvantages include lack of control because over the functioning of each autonomous unit,

tough co-ordination, threat to intellectual property, high risk.


23/66

NETWORKS IN ORGANIZATION

COMMUNICATION

The Chain

In this type one person passes the information to others down the line of

hierarchy, who then passes it further down their own chain of authority. It

allows only vertical movement, up and down. The Chain can readily be seen

to represent the hierarchical pattern that characterizes strictly formal

information flow, "from the top down," in military and some types of

business organizations.


24/66

The Wheel

In the wheel pattern, the person who occupies the centralized position or

the hub of the wheel co-ordinates all the information. All othercommunicate only with the central person and not with the others. The

central person solves problems and make decisions. The Wheel can be

compared with a typical autocratic organization, meaning one-man rule

and limited employee participation.


25/66

De-centralized Network The Circle

This kind of network allows each member of the group to interact with

those on each side but not with the others, members receive information

from the side.


26/66

The All Channels Network In this pattern, system allows every one to communicate with everyone

else in the group. It works best in the small groups. It is the least

structured and, if the group is too large, tasks can be delayed because oftoo much unstructured communication.. The All-Channel network may

also be compared to some of the informal communication network


27/66

Amit suri was asked to represent his department at the benefits committee meeting was toannounce changes in the companys home loan schemes. Amit and others in the department were

unanimous in their support of the OTP( ONE TIME PAYMENT ) scheme. But he knew that there were

some in the other departments who favored the MIP(MONTHLY INSTALMENT PAYMENT) scheme.He walked into the room , hoping the OTP scheme would be adopted.

The head of the committee entered the room, walked up to the podium, put his papers in front, and

began to speak.I know you are all here about our new home loan scheme, and I wontkeep you in

suspense. We have decided that the MIP is the only scheme will be our primary scheme. As he

continued to talk, Amit fumed. As soon as the meeting ended, he rushed back to his department

with the news . Everyone was upset.

Twenty minutes later Amits colleagues walked up to his desk. Are you sure the MIP is the only

scheme the company is adopting? I just spoke to a friend in the Accounts dept. He says the MIP will

be the primary scheme , but those who wish to do so, can opt for the OTP. Amit couldntbelieve his

ears. He called up another colleague. Who confirmed what he had just heard.


28/66

what do u think happened in this case? amit was

present throughout the meeting and heard

what the speaker was saying.


29/66

He wasnt listening.


30/66

IMPORTANCE OF LISTENING

It is the most important type of on the job

communication.

Active listening can improve work quality and boost

productivity.

Poor listening habits effect productivity and profits.

Helps employees to update and revise their

collection of facts, skills and attitudes.

Also helps to improve the speaking habits.


31/66

Understanding others, results in them understanding you

Consciously cultivating your listening skills helps you understand the many difficulties affecting

other people. You become better at being heard and understood.

Use your human resources better

Improving your listening skills helps you more fully use the diverse knowledge, wisdom, energy and

enthusiasm of the people you deal with.

Gain depth and intimacy

You engage more deeply and intimately with your people, your teams and important

organizational issues and changes.

Motivate

Improving your listening skills helps you maintain the energy, equilibrium and enthusiasm of

others, as well as your own.

f f l l d


32/66

Benefits of listening into social media:

Feedback: Consumers are talking about your brand, product or service on social media and the

medium fosters unbiased feedback about their experiences and interactions. It is imperative for

organizations to take cognizance of this and monitor the feedback for continuous improvement.

Competitive intelligence: Dont just listen about yourself; seek to also understand about thecompetitive landscape through social media. If you are a late entrant into social media, follow

the best practices of your competition, understand what your customers like about your

competition. Use social media to create a benchmark of service standards and perceptions,

which is usually a good indicator of how well the competition is doing (and where you stand).

Market Intelligence: If you plan to launch a new product or service, social media can help youunderstand about your market, the demographics and psychographics of your audience more

than a traditional survey.

Product Development: Social media is a great place to gather suggestions about improving your

product or even ideas that can spark a new product.

Early warning: Look for signs of dissonance on social media and get your best resources to quell

the situation before it is too late. Remember, anybody can be an influencer on

social media. An important word of advice, never get defensive with the customer and always

try to be participative in your approach.


33/66

BARRIERS TO EFFECTIVE LISTENING

PHYSIOLOGICAL BARRIERS

Hearing impairment

Speaking-thinking rate

ENVIRONMENTAL BARRIERS

Physical distractions- distracting sounds, poor acoustics, uncomfortable seating arrangement.

Message overload- when you are forced to listen quick succession of messages, then after a

point your receptivity dulls.

ATTITUDINAL BARRIERS

Prejudices- Pre-conceived notion.

Preoccupation

A casual attitude

Egocentrism


34/66

Three personal; concerns dominate their listening behavior. These can besummed up in three sentences:

I must defend my position.

I already know what you have to say.

How am I coming through?

POOR LISTENING HABITS

Faking attention

Listening only for facts

Avoiding difficult and uninteresting material

Focusing on delivery


35/66

APPROACHES TO LISTENING

1. Talk less.

2. Get rid of distractions. If it is important for you to listen, do everything you can to

eliminate internal and external noise and distractions that interfere with careful listening.

3. Dont judge prematurely. All of us are guilty of forming snap judgments and evaluating

others before hearing them out especially when the speakers ideas conflict with our own.

4. Look for key ideas. We think much faster than people speak. To help focus attention

(rather then drift off in boredom) extract the central idea.

5. Ask sincere questions. Devils advocate questions are really statements or criticisms in

disguise. Sincere questions are requests for new information that clarifies a speakers

thoughts or feelings.


36/66

7. Suspend your own agenda. In other words, while you are listening, concentrate on what

the speaker is saying not what you think.

8. Empathic listening. Empathic listening is knowing that given the same set of circumstances

you might have done the same thing. It is the ability to experience the world from the others

point of view. It doesnt necessarily mean that you agree, but that you understand.


37/66

MEMORANDUM

To mention, call to mind, recount, relate", which means "It must be remembered ". It is

therefore a note, document or other communication that helps the memory by recording

events or observations on a topic, such as may be used in a business office.

Business memos are piece of inter office correspondence sent between employees in a

company or between a company subsidiaries to transmit ideas, decisions, requests or

announcements. They are more private and more formal than emails but less formal than

letters. They can also be compared to reports but very short ones.

Business memos appeared in the later nineteenth century along with the increased need for

internal communication across distances and between levels of management of the

corporate enterprises. Initially the term 'memorandum' was used but by the 1920s when the

internal documents were already widely spread it was shortened to 'memo'


38/66

The typical audience for a memo is your co-workers and colleagues. However, in the age of

downsizing, outsourcing, and teleconferencing, you might also write memos to employees

from other companies working on the project, or other departments within your company.

This is why knowing your audience is very important when writing a memo. For example, if

your audience is generally familiar with you professionally and/or your role in the project, it is

not necessary to provide a detailed background about your purpose. If they are new to the

project, provide detailed background information so that they understand the situation and

can provide constructive feedback if desired.

It is helpful, however, to inform readers about the context. In other words, do not only write

that a meeting will take place by listing the date and time. Inform why the meeting is

occurring in the first place. Also, do not assume that your readers have contact information.

Always include some way for them to get in touch with you and other members of the team

working on the project.


39/66

WHAT DOES A BUSINESS MEMO CONTAIN

THEN?

A header and a body.

MEMO HEADER- This is one of the very distinctive features of a business memo.

MEMO

To: John Carson, Judith Lindsay

From: Carol McLarenDate: April 15, 2007

Subject: Competitiveness Workshop Presentation


40/66

In the other 10% the order of the fields in the header can be changed, 'Subject' can be

substituted by 'Re:', the 'CC' field can be added but you still easily recognize this type of

business correspondence.

Memo Body

The body of a business memo is very similar to the body of a letter, most of the principles of

letter writing can be applied in writing this part of the memo. In most cases the first

paragraph in a memo is a purpose or a topic statement,.

Further in your memo provide the reader with any necessary background information

including dates, briefly describe the current situation and the related problems - this is

sometimes called the discussion segment of a business memo.

Close your memo with a courteous ending that states your request or the action you want

your reader to take.


41/66

The tone you use in the body of the memo depends on who the memo is addressed to. The

memos should not be too informal as they are usually considered to be internal documents

as well as pieces of business correspondence.

Some companies may have very strict format for business memos that each employee is

supposed to follow, they even have it stated in their internal manuals. Others pay less

attention to the format as long as the memo resembles a memo.

Some (Very General) Business Memo Types

Field/lab reports Announcements (policy change, meetings, etc.)

Request for action

Directives

Response to an inquiry

Trip report


42/66

'Memo to file', 'memo to files' or 'note to file' - you have probably come across one of these,

they all actually mean the same thing. This type of memos can be quite unpleasant as it is

often used to file a reprimand.


43/66


44/66

A directive memo states a policy or procedure you want the reader or co-worker to follow. The


45/66

length of the memo depends on how much space is required to properly explain the procedure.

The body of the memo should begin with a clear, concise sentence that states the purpose of

the memo. For example:

"The purpose of this memo is to let all members of the ABC department know that brunch will

be provided every Friday morning at 9 a.m."

You then provide statements that explain the rationale for such a decision or procedure.

MEMORANDUM

TO: Design Team #362FROM: W.B. Working

DATE: May 27, 2011

SUBJECT: Project Schedule

As a result of yesterday's meeting, I suggest we follow the project schedule listed below. Remember, we must submit a Proposal

by noon on July 2.

Schedule

Task Completion Date Divide research into groups

and compile information June 6

Review designs from Kate and Bill. June11

Write Proposal June 23

Review Proposal June 26

Submit Proposal for printing June 27


46/66

RESPONSE TO INQUIRY- The purpose of this memo is to provide the audience with desiredinformation. It usually has four parts:

purpose statement

summary

discussion

action

Begin this memo with a short paragraph stating the purpose, which is always to respond to a

request for information. Next, summarize the information requested.

Third, in a discussion section, point out to the reader any important information that you feel

should be highlighted or stressed.

Finally, in the action section, state any additional action you are going to take or feel should

be taken to properly address the original request for information.


47/66

MEMORANDUM

TO: Design Team #362 FROM: W.B. Working

DATE: May 27, 2011

SUBJECT: Project Schedule

Purpose: This memo responds to your request that the weekly meeting be moved from

9am to 10am.

Summary: 1. This request is satisfactory as long as it is approved by management.

Discussion: 1. Management usually has no problem with the individual time changes in

meetings, as long as meeting minutes are turned in by noon to Cathy.

Action: I have asked Cathy if she thinks this would be a problem and she said no, so all

we need to do now is get approval from Steve.


48/66

A trip report memo - is usually sent to a supervisor after an employee returns from a businessventure. The structure is listed below:

purpose statement

summary discussion

action

Begin this memo with a short paragraph stating the purpose, which is always to provide

information on your trip.

Next, summarize the trip. Remember, the reader is usually not interested in a detailed minute

by minute account of what happened. Instead, take the time to write a clear and conciseoutline of your trip.

Third, in a discussion section, point out to the reader any important information that you feel

should be highlighted or stressed.

Finally, in the action section, state any additional relevant information you have come across

since returning from the trip or any recommendations you might have for the reader.


49/66

MEMORANDUM

TO: Design Team #362

FROM: W.B. Working

DATE: June 27, 2011

SUBJECT: Weekly Meeting

Purpose: This memo presents my impressions of the meeting last week.

Summary: In general, I felt that the meeting went well and much progress was made.

Discussion: Barb and Jeff were able to make progress on the graphics and should have

them finished next week. Kyle and Sandy are on Chapter 2 of the user

manual.

Recommendation: Kyle will meet with Jeff to see how they want the graphics integrated into

the text.


50/66

Field report memos -are often used to report on inspection and procedures. These memos,known as field or lab reports, include the problem, methods, results, and conclusions, but

spend less time on the methods section.

A field or lab report memo has the following structure:

purpose of memo

summary

problem leading to the decision to perform the procedure

methods

results

conclusions

recommendations


51/66

MEMORANDUM TO: Dean of Journalism

FROM: Steve Nash

DATE: June 27, 1999

SUBJECT: Computer Lab

Purpose: This memo presents my the findings of my visit to the computer lab at Clark C252.

Summary: In general, I felt that the lab needs much new equipment and renovation.

Problem: The inspection was designed to determine if the present equipment was adequate

to provide graduate students with the technology needed to perform the tasks

expected of them by their professors and thesis research.

Methods: I ran a series of tasks on SPSS and Word Perfect and recorded memory capacity

and processing time for each task.

Results: The inspection found that the hardware used to run the computers is outdated

and that the computers itself are very slow.

Conclusions:This lab is inadequate for the everyday needs of graduate students in this

department.

Recommendations: Four new computers running on Windows98 and a processing speed of at

least 233mhz should be purchased immediately.


52/66

REPORT WRITING

A report is a very formal document that is written for a variety of purposes, generally in thesciences, social sciences, engineering and business disciplines. Generally, findings pertaining

to a given or specific task are written up into a report. It should be noted that reports are

considered to be legal documents in the workplace and, thus, they need to be precise,

accurate and difficult to misinterpret.

The following are the two bases of classifying the reports-

ACCORDING TO FUNCTION-

Informational reports.

Analytical reports

Research reports.

ACCORDING TO FORMALITY.-

Statutory reports

Non statutory or voluntary reports

The above two may further be divided into two parts again, i.e. (i) routine reports and (ii) special

reports


53/66

INFORMATIONAL REPORTS.-These reports present facts about certain given activity in detail

without any note or suggestions. Whatever is gathered is reported without giving any thing

by way of either explanation or any suggestion.

ANALYTICAL REPORTS.-These reports contain facts along with analytical explanations offered

by the reporter himself or may be asked for by the one who is seeking the report. Such

reports contain the narration of facts, collected data and information, classified and

tabulated data and also explanatory note followed by the conclusions arrived at or

interpretations.

Feasibility reports (rebranding proposal)

Justification or recommendation reports ( recommendation for e- mail policy)

Yardstick reports.

RESEARCH REPORTS- These reports are based on some research work conducted by either

an individual or a group of individuals on a given problem.

STATUTORY REPORTS.- These reports are to be presented according to the requirements of a

particular law or a rule or a custom now has become a rule. The auditor reports to company

registrar has to be submitted as per the requirements of country legal requirement.


54/66

NON STATUTORY REPORTS.-These reports are not in the nature of legal requirements or

rules wants, therefore, the reports are to be prepared and submitted. These reports are

required to be prepared and submitted:

(i) for the administrative and other conveniences,

(ii) for taking decision in a matter

(iii) for policy formulations,

(iv) for projecting the future or

(v) any thing alike so that efficient and smooth functioning maybe assured and proper and

necessary decision may be taken with a view to see that every thing goes well and the

objectives of the organization are achieved with assured success


55/66

Routine reports. These reports are required to be prepared and submitted periodically on

matters required by the organization so as to help the management of the organization to

take decisions in the matters relating to day to day affairs. The main objectives of routine

reports are to let the management know as to what is happening in the organization, what is

its progress where the deviation is, what measures have been taken in solving the problems

and what to do so that the organization may run smoothly and efficiently. Routine reports are

generally brief. They only give the facts. No comments or explanations are usually offered in

such reports. Generally forms are prescribed for preparation and submission of such reports.

Special reports. Such a type of report is specially required to be prepared and submitted on

matters of special nature. These reports contain not only facts and details but they may

contain suggestion, comments and explanations as well.


56/66

TYPES OF INFORMATIONAL REPORTS

MEMOS

Written by one person, sent internally to one or more people

Give brief, general information

PROGRESS OR INTERIM

Describe status of projects State work done, to be done

Identify potential problems

COMPLIANCE

Offers proof that business meets government regulations


57/66

ANNUAL

Describe developments of Organization during past year

Valuable public relations tool

POLICY AND PROCEDURE

Terms for company policies

States how to comply

MINUTES

Details actions, discussions in business meetings

Reminds meeting participants; updates non-participants

i b i f ll i


58/66

In generating a business report following steps

should be included:

DETERMINE THE SCOPE OF THE REPORT:

Business reports are required to support specific organizational objectives, strategies and

decision making so it is critical that a chain of continuity in the argument or evidence can be

demonstrated between the purpose of the report, the research and ultimately the solutions,

findings, and recommendations.

CONSIDER THE TARGET AUDIENCE:

Report must be aligned with the target audience because it has a number of different

audience group to reach therefore it should include different levels of detail. Many people

will be involved in the decision making process and they will have different levels of

information requirement.

Their need for the report. ( i.e. finance approval, operational planning, resource allocation)

Education level.( their ability to understand and rationalize the document)

Position in the organization. ( Authority of information contained in the document).


59/66

g ( y )

Knowledge of the reports topic. (i.e. purpose)

Responsibility or authority to make decisions based on the report.

GATHER AND ORGANIZE THE SUPPORTING INFORMATION:

Business research and analysis provide information to facilitate operational planning,

production planning, supply chain management, investment strategy development. The

research issues that are most decisive in this area include customer activity and behavior,

market and economic conditions, competitive considerations and business strategy in

response to the market place.

Market research always involve some form of data collection

Primary data level

Secondary data level based on investigative research.

To enable a business report audience to make business decisions based on the research data

it is important to explain the procedures or methods that were used in the research process.


60/66

It is important to present the data in various tables, charts, graphs to facilitate effective

communication with the intended reader.

ANALYZE AND WEIGH THE SUPPORTING INFORMATION:

The purpose of analysis is to make reasoned sense of the information.

The findings of the analysis should be justifiable , balanced and possibly quantifiable.

DETERMINE THE SOLUTION FINDINGS OR RECOMMENDATIONS:

Based on the analysis, author will be ready to offer a solution to the business problem they

have been studying.

DETERMINE THE FORMAT OF THE REPORT:

Providing identifying information. ( usually inclusive of to, from, subject, area)

Define the project or problem.

Give the background.

Give the supporting data

State your conclusions and recommendations.


61/66

What is communication technology?

UNIFIED COMMUNICATION- Communications integrated to optimize businessprocesses,. Unified communications is an evolving set of technologies that

automates and unifies human and device communications in a common context

and experience. It optimizes business processes and enhances human

communications by reducing latency, managing flows, and eliminating device and

media dependencies

integration of telecommunications (telephone lines and wireless signals),

computers, middleware as well as necessary software, storage- and audio-visual

systems, which enable users to create, access, store, transmit, and manipulate

information.


62/66

The term "office automation" is generally considered to refer to the use ofintegrated computer and communications systems to support administrative

procedures in an office environment. Automated office systems represent

structured methods of handling business text processing and communications

through an integrated network that may include word processing for generating

correspondence, electronic message systems for person-to-person

communication, teleconferencing services.

ORDER MANAGEMENT SOLUTION An Order Management Software Sol tion helps to


63/66

ORDER MANAGEMENT SOLUTION: An Order Management Software Solution helps to

maintain and manage the order entry and processing of a company. The orders received by a

company for products or services need to be carefully tabulated and managed. The offer and

pricing done through a variety of medium such as catalogues, broadcast network

advertisements, websites etc need to be looked into and upgraded as needed. The software

therefore is not just about tracking an order form, but also about all the various tasksassociated with the orders and purchases of a company.

Product Information: The product information is carefully structured and maintained. The

description of the product, the various attributes of it and the locations of the products and

also the quantities it can be found in are all documented and upgraded as and when needed.

Inventory Availability and Sourcing: The availability of the products is looked into for

procurement and re-stock. Once the locations are identified and prices determined, thesourcing for these products are also carried out by the software.

Identifying Vendors, Procuring and Receiving: The sources or the vendors are identified and

the products are purchased from them. The software also keeps tabs on when the products

are received and are in-stock with the company again.

Customers and Prospects: The orders of a company also include the customers and

prospects. Records in these areas are carefully charted to be viewed and studied whenneeded.

Order Entry and Customer Service: All entries of orders, the follow ups, the identification of


64/66

Order Entry and Customer Service: All entries of orders, the follow ups, the identification of

the products etc are carried out by the software. But besides this it also looks into aspects of

ensuring that the product allocation as per customer requirement is carried out. To add on,

the solution also looks into aspects of returns and refunds making sure that a whole package

care in terms of order is maintained vigilantly.

Order Processing: Order process is a vital task that needs careful scrutiny and maintenance.The software selects the required products for the order, prints out the order requirement

form, chooses the products and places the order, handles issues of delivery needs, dates,

shipping and more. The addresses, the delivery time, the payment etc can be processed

through this software.

FILE MAP UTILITY-With companies these days having multiple departments, different sub

sectors for a function handling, large number of employees; the need for integrated

communication is higher and more complex than before. A system is required to map,

transform and transfer data of large volume between the entire different database in text

files and more.

Keeping Track of Information and Data: The exhaustive amount of data and information

recorded by a company is carefully studied and filed in the main frame. This mainframe is

made accessible to all the sub division with records of the transfers carefully noted.

Noticing Project Tracks: All the projects and sub tasks are carefully tracked by all those

involved through the information exchange and sharing that happens. This helps everyone be

on board and be on par as far as the progress of the task is concerned.

Keeping Track of Knowledge Base: All organizations when sharing information may add


65/66

Keeping Track of Knowledge Base: All organizations when sharing information may add

notes and links. Collectively these snippets of add-on data are called knowledge base. The

software solution keeps track of these aspects and ensures that the consolidated data is

transformed and transmitted.

ACCOUNT CONSOLIDATION APPLICATION: The Account Consolidation Application uses

software that helps in organizing the allocation of budgets, periodic capturing of revenue andexpenditure data from distributed operation centres. It also looks into aspects of generation

and distribution of consolidated and periodic reports to corporate office and operation

centres. The efficiency, ease and regularity of the software help in avoiding mistakes that can

be made when done manually, which could have serious repercussions.

Dependable Accounting done in the Payroll Sector: Tasks like the payroll sector is one that

happens periodically. Instead of wasting time and human resources by appointing workers inthat area.

Accounts Receivable: Receivable can be defined simply as all that is due in terms of finance

to a company by entities outside. The accounting software keeps a regular and clear track of

this trail and ensures that everything due is stated clearly with accurate dates, information

and much more.

Accounts Payable: All the payables of the company are tracked and listed so that no payment

due is late or missed out on. This helps build up a more professional relationship with the

suppliers and improves the reputation of the company besides managing its finances.

Track of General Ledger: The software also keeps a track of all the finance and expenditure


66/66

g p p

with a careful record of all the generations of transaction and billing. This helps the company

have a track on all the accounts and to be able to identify and pull up any information

whenever needed.

Tab on Stocks, Inventory and Purchase Order: A careful tab is kept on all the stocks andinventory of the company so that nothing is found missing or unlisted. Purchase orders are

also kept updated periodically in order to ensure that the company supplies are regular and

that they arent lacking in any requirements.

new slide comm

Documents