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Presentation by Dr.A.Jagan Mohan Reddy IPE

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  1. Presentation by Dr.A.Jagan Mohan Reddy IPE Dr.A.Jagan Mohan Reddy, IPE

  2. On Communication & Time Management Dr.A.Jagan Mohan Reddy, IPE

  3. I Communication Dr.A.Jagan Mohan Reddy, IPE

  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 Dr.A.Jagan Mohan Reddy, IPE

  5. 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

  6. 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

  7. 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

  8. 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

  9. 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 Dr.A.Jagan Mohan Reddy, IPE

  10. 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

  11. 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

  12. 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

  13. 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

  14. Contd…. • 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

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

  16. 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

  17. 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

  18. 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

  19. 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

  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 Dr.A.Jagan Mohan Reddy, IPE

  21. 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

  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 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 Dr.A.Jagan Mohan Reddy, IPE

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

  25. “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

  26. 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

  27. 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

  28. 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

  29. 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 Dr.A.Jagan Mohan Reddy, IPE

  30. 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 Dr.A.Jagan Mohan Reddy, IPE

  31. 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

  32. 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 Dr.A.Jagan Mohan Reddy, IPE

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