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Dr.A.Jagan Mohan Reddy, IPE1. 2 OnCommunication&TimeManagement.

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Presentation on theme: "Dr.A.Jagan Mohan Reddy, IPE1. 2 OnCommunication&TimeManagement."— Presentation transcript:

1 Dr.A.Jagan Mohan Reddy, IPE1

2 2 OnCommunication&TimeManagement

3 3 ICommunication

4 4 Communication “An exchange of facts, opinions, or emotions by two or more persons” – Newman & Summer  Process of passing information and understanding from one person to another

5 Dr.A.Jagan Mohan Reddy, IPE5 Importance of Communication  Clascists ignored – business unit technical and formal structure  Hawthorne – social – interactions – proper C necessary  Basis to an orgn existence when C stops organized action comes to an end

6 Dr.A.Jagan Mohan Reddy, IPE6 Purposes of Communication  To provide information and understanding necessary for group effort. Eg Recruitment, orientation – skill to work  To provide attitude necessary for motivation, co-operation and job satisfaction – will to work

7 Dr.A.Jagan Mohan Reddy, IPE7 I. Formal Communication  Established channels and concerned with work related  Flow in four directions A.Down word – direct efforts – defines goals – tells what is expected – administers reward and punishment B.Upward – subordinates to superior – feedback C.Horizontal / lateral /cross-wise – among subordinates D.External – with customers, govt etc

8 Dr.A.Jagan Mohan Reddy, IPE8 Forms of Communication a.Oral or Verbal: direct – face to face, inter – com  +ve – time and money saves  Personal touch  Scope for clarification  -ve – when far off no  Lengthy no  No permanent record

9 Dr.A.Jagan Mohan Reddy, IPE9 Contd…. b. Written – report, statement, circular, note, etc  +ve – good for lengthy communications  Beyond telephonic range  Permanent record  Few chances of omission  -ve – time consumes  Secrecy difficult  Lack of flexibility c. Non-verbal, through body – facial expressions, postures, gestures – very very important eg Geilli Vs KNR

10 Dr.A.Jagan Mohan Reddy, IPE10 II. Informal Communication (Grapevine)  Known as grapevine – structure less  Natural human tendency  Carries 2 types – work – related & people - related  Mostly oral, ¾ are accurate but inaccurate bits are devasting in effect eg impact on sensex

11 Dr.A.Jagan Mohan Reddy, IPE11 Communication process  Idea – encoding – transmission – received and decoding  (sender) (Message (Spoken or (Attaching meanings) to convey ) written)  Barriers to Communication –Badly expressed message – talk too fast –Faulty organization –Distrust of communication –Restricting C – with holding –Poor retention –Different backgrounds eg Red for danger –In attention

12 Dr.A.Jagan Mohan Reddy, IPE12 Principles of Effective Communication  Clear about objective of C  Easily understandable language  Adequate and complete in all respects  Medium of C carefully selected  Right climate and follow up.

13 Dr.A.Jagan Mohan Reddy, IPE13 Communication networks a.Circle – with right or left b.Free circle – all converse frequently and equally c.Wheel or star – do not c with each other only with Leader d.Chain – A to B to C etc

14 Dr.A.Jagan Mohan Reddy, IPE14 Contd…. Managerial roles – Henry Mintzberg Managerial roles – Henry Mintzberg 1. Inter-Personal Figurehead – ceremonial / social Figurehead – ceremonial / social Leaders Leaders Liasion – with outsiders Liasion – with outsiders 2. Informational Recipient Recipient Dissemination Dissemination Spokes person eg mitra fir PRP Spokes person eg mitra fir PRP

15 Dr.A.Jagan Mohan Reddy, IPE15 Contd… 3. Decision: Entrepreneurial Entrepreneurial Disturbance handler Disturbance handler Resource allocations Resource allocations Negotiators Negotiators

16 Dr.A.Jagan Mohan Reddy, IPE16 Gallup Survey – Great Managers Outstanding performance of organizations Outstanding performance of employees Strong and vibrant work environment Immediate boss 12 questions – linked to atleast one of the following 12 questions – linked to atleast one of the following Productivity Productivity Profitability Profitability Retention Retention Customer satisfaction eg HBR / BSNL Customer satisfaction eg HBR / BSNL First Six – Strong links to Business outcomes

17 Dr.A.Jagan Mohan Reddy, IPE17 So managers impacts his subordinates Pygmalion – communicating Pygmalion – communicating Galatea – help eg self – belief eg Jambavanta – Hanuma Galatea – help eg self – belief eg Jambavanta – Hanuma So, communication is very, very important So, communication is very, very important Yes It is the Hallmark of Management Yes It is the Hallmark of Management

18 Dr.A.Jagan Mohan Reddy, IPE18 Ok but why Communication important? Four major functions Four major functions –Acts to control member behavior eg teasing who produces more –Fosters motivation – what is to be done, how well they are doing –Release for emotional expression –Facilitates decision making

19 Dr.A.Jagan Mohan Reddy, IPE19 Words are Golden Words are Golden Story – blind – please help – Today beautiful – can’t see – please help Story – blind – please help – Today beautiful – can’t see – please help Be happy with what you have Help the oppressed and suppressed If you are creative can do wonders

20 Dr.A.Jagan Mohan Reddy, IPE 20 Since inter-personal communication is very very important some tips for being effective 1. Effective listening skills: Poor listening Mis-understandings May miss deadlines Focus on wrong issues

21 Dr.A.Jagan Mohan Reddy, IPE 21 So to improve your listening skills a. Awareness – recognize as an area of improvement b. Convey interest eg KNR Vs Gritti – eye contact c. Look for Non-verbal cues - ↑comprehension d. No – “Overtaking” let him finish off e. Summarize f. Ask questions – shows interest g. Fight impatience – think faster them speak “I like to listen. I have learnt a great deal from listening carefully. Most people never listen” – Ernest Hening way

22 Dr.A.Jagan Mohan Reddy, IPE 22 Contd…. 2. Using words to shape meaning and inspire others Photographers – aims, frames the photo – L frame It’s a way for leaders to influence how events are seen and understood Eg War against Iraq – Spring of 2003 – Operations Iraqi freedom – helping instead of hurting Iraqis Coalition of willing (UK), weapons of mass destruction (shape, public image) Afghanistan – infinite justice – enduring freedom Vaag Bhushanam Bhushanam

23 Dr.A.Jagan Mohan Reddy, IPE 23 Contd… 3. Control you tongue, speak softly Polite words reduce impact of anger Harsh words cause anger 4. Non-verbal communication too important Eg A glance, a stare, a smile, a frown and a provocative body 5. Effective use of new tools (blogs) Eg Amitabh – Managements message

24 Dr.A.Jagan Mohan Reddy, IPE24 Time Management

25 Dr.A.Jagan Mohan Reddy, IPE25 “Nothing else perhaps distinguishes effective executives as much as their tender loving care of time….. Unless he manages his time effectively, no amount of ability, skill, experience or knowledge will make an executive effective” All of us face – shortage of time

26 Dr.A.Jagan Mohan Reddy, IPE26 Why Time Management? Sit late Carry home Go to office on weekends Can’t go on vacation Feel you only do it yourself Reach home burned out If YES to > TROUBLE

27 Dr.A.Jagan Mohan Reddy, IPE27 Why it happens? Lack of planning / prioritizing Jumping from 1 to 2 without completing 1 st one No delegation of authority Attempting to do everything by oneself I could do better syndrome Procrastination

28 Dr.A.Jagan Mohan Reddy, IPE28 Is it important? “Remember that time is Money” – Benjamin Franklin Yesterday is a cancelled cheque Tomorrow is a promissory note Today is a ready cash – use it

29 Dr.A.Jagan Mohan Reddy, IPE29 Contd….. If wealth is lost, nothing is lost If health is lost something is lost If time is lost, can’t recover it Next minute is not our’s Story – Yudhistira and poor man – dan – Lord Krishna

30 Dr.A.Jagan Mohan Reddy, IPE30 Contd… Karmanu bandheeni manushya loke (Human body is bound by action) Story – farmer – food – society Everyone of us wants more time Not possible But if we put in place certain principles / programs – we can

31 Dr.A.Jagan Mohan Reddy, IPE31 Time Management Techniques a. Keep up the schedule Surya bhagavan – if forgets – darkness Surya bhagavan – if forgets – darkness Story of Bharata – Rama – Hanuman Story of Bharata – Rama – Hanuman b. Complete current tasks immediately c. Proper planning – Sri P S Rammohan Rao, IPS, Story of Varnavrat festival – Pandavas proper planning and time management – 90% success

32 Dr.A.Jagan Mohan Reddy, IPE32 Contd…. d. Prioritize – Steven Covey – Story – bucket e. You can’t do it all f. Follow designated course g. Unplug – sabka suno par apna karo

33 Dr.A.Jagan Mohan Reddy, IPE33 Thank you Dr. A.Jagan Mohan Reddy


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