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Presentation by Dr.A.Jagan Mohan Reddy IPE . On Communication & Time Management. I Communication. 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 .

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Presentation by Dr.A.Jagan Mohan Reddy IPE

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Presentation by

Dr.A.Jagan Mohan Reddy


Dr.A.Jagan Mohan Reddy, IPE

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Dr.A.Jagan Mohan Reddy, IPE

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Dr.A.Jagan Mohan Reddy, IPE

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“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

Dr.A.Jagan Mohan Reddy, IPE

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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

Dr.A.Jagan Mohan Reddy, IPE

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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

Dr.A.Jagan Mohan Reddy, IPE

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I. Formal Communication

  • Established channels and concerned with work related

  • Flow in four directions

    • Down word – direct efforts – defines goals – tells what is expected – administers reward and punishment

    • Upward – subordinates to superior – feedback

    • Horizontal / lateral /cross-wise – among subordinates

    • External – with customers, govt etc

Dr.A.Jagan Mohan Reddy, IPE

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Forms of Communication

  • 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

Dr.A.Jagan Mohan Reddy, IPE

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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

Dr.A.Jagan Mohan Reddy, IPE

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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

Dr.A.Jagan Mohan Reddy, IPE

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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

Dr.A.Jagan Mohan Reddy, IPE

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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.

Dr.A.Jagan Mohan Reddy, IPE

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Communication networks

  • Circle – with right or left

  • Free circle – all converse frequently and equally

  • Wheel or star – do not c with each other only with Leader

  • Chain – A to B to C etc

Dr.A.Jagan Mohan Reddy, IPE

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  • Managerial roles – Henry Mintzberg

    1. Inter-Personal

  • Figurehead – ceremonial / social

  • Leaders

  • Liasion – with outsiders

    2. Informational

  • Recipient

  • Dissemination

  • Spokes person eg mitra fir PRP

Dr.A.Jagan Mohan Reddy, IPE

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3. Decision:

  • Entrepreneurial

  • Disturbance handler

  • Resource allocations

  • Negotiators

Dr.A.Jagan Mohan Reddy, IPE

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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

    • Productivity

    • Profitability

    • Retention

    • Customer satisfaction eg HBR / BSNL

First Six – Strong links to Business outcomes

Dr.A.Jagan Mohan Reddy, IPE

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So managers impacts his subordinates

  • Pygmalion – communicating

  • Galatea – help eg self – belief eg Jambavanta – Hanuma

  • So, communication is very, very important

  • Yes It is the Hallmark of Management

Dr.A.Jagan Mohan Reddy, IPE

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Ok but why Communication important?

  • 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

Dr.A.Jagan Mohan Reddy, IPE

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Words are Golden

  • 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

Dr.A.Jagan Mohan Reddy, IPE

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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

Dr.A.Jagan Mohan Reddy, IPE

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So to improve your listening skills

  • Awareness – recognize as an area of improvement

  • Convey interest eg KNR Vs Gritti – eye contact

  • Look for Non-verbal cues - ↑comprehension

  • No – “Overtaking” let him finish off

  • Summarize

  • Ask questions – shows interest

  • 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

Dr.A.Jagan Mohan Reddy, IPE

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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

Dr.A.Jagan Mohan Reddy, IPE

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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

Dr.A.Jagan Mohan Reddy, IPE

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Dr.A.Jagan Mohan Reddy, IPE

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“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

Dr.A.Jagan Mohan Reddy, IPE

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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 > 3 ---------- TROUBLE

Dr.A.Jagan Mohan Reddy, IPE

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Why it happens?

  • Lack of planning / prioritizing

  • Jumping from 1 to 2 without completing 1st one

  • No delegation of authority

  • Attempting to do everything by oneself

  • I could do better syndrome

  • Procrastination

Dr.A.Jagan Mohan Reddy, IPE

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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

Dr.A.Jagan Mohan Reddy, IPE

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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

Dr.A.Jagan Mohan Reddy, IPE

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  • 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

Dr.A.Jagan Mohan Reddy, IPE

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Time Management Techniques

a. Keep up the schedule

  • Surya bhagavan – if forgets – darkness

  • 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

Dr.A.Jagan Mohan Reddy, IPE

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d. Prioritize – Steven Covey – Story – bucket

e. You can’t do it all

f. Follow designated course

g. Unplug – sabka suno par apna karo

Dr.A.Jagan Mohan Reddy, IPE

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Thank you

Dr. A.Jagan Mohan Reddy

Dr.A.Jagan Mohan Reddy, IPE

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