assignment for third semester

7/30/2019 Assignment for Third Semester

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Prepare Management Presentation Guidelines to improve communication

between the management and employees, interest in Quality Circle

activities of the management, fostering good working relationship

amongst the working staff of the organization. The Quality circle gains,

reorganization and morale boosting of the employees.

Good communication between management and employees helps a company operate as a

whole rather than a collection of parts, like the circulatory system of a healthy body. But there

are often questions for both sides about when, how and what is appropriate to rise and with

whom. So the first step in improving communication is making sure it has the space it needs to

grow.

Regular Contact

One of the best ways to encourage communication is keeping a channel open through regular

contact. For line managers and their teams, it could be a brief get together each morning or a

fuller weekly meeting. If communication is at a distance, as between head office and branch

workers, it might take the form of a weekly memo or monthly newsletter. The key is that its

regular, and regular is not the same as often. Regular communication means that a channel will

be open at set, predictable times that people can plan for and count on.

The Importance of AOB

AOB is the abbreviation for Any Other Business on a meetings agenda. To encourage a good

two-way flow of information, try leaving a third of your team meetings time open for members to

raise other issues or general discussion. Along with regular times, it can also help to have a set

length formeetings. That way, people wont feel pressured to hold back so the group can leave

early.

Staying Well-Balanced

Gaps between management and staff can widen if communications become narrow or

stereotyped, such as only discussing performance targets or problem areas, or being forever

cheery and upbeat. Adding a few balancing questions can make communications more well-

rounded and keep people engaged. An enthusiastic introduction to a new policy, for example,

should also ask what challenges people foresee. A meeting focused on problems can be

balanced by an interest in peoples successes.

Being Open and Realistic

While it might not be feasible to be completely transparent about everything all the time, its

better to say outright if you arent in a position to talk about something than ignore an elephant
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in the room. Similarly, being open about what cant be done or guaranteed is better than offering

promises or assurances that may not materialize.

Making communication worthwhile

The aim of communication is to understand one another, but people also need to feel that the

talk has been worthwhile. Staff members can become discouraged and close off if they

consistently leave meetings empty handed, especially for issues that are causing them concern.

Even when a manager cant intervene directly or move things forward, he or she can help by

brainstorming different options, offering suggestions or looking for other resources employees

could access.

Following Up

Following up on whats been discussed is important for showing care and interest. It could be an

occasional update or printout of a relevant article, but follow-ups will always have a more

positive impact if offered unsolicited i.e. without having to be chased or reminded. Tip:

Responding to someones problem or complaint with a phone call rather than by letter or e-mail

sends an even stronger message that you are taking the matter seriously.

As with so many things, good communication between management and staff depends as much

on quality as quantity. Like the bodys circulation, a company needs its arteries to be clear,

open, and able to carry nutrients to where theyre needed.

Here are some more important keys to an effective communication between the management

and employees.

1. Clarity

Both parties must be clear about the directions given and received, the goals to be achieved

and how these goals align with what the employee wants.

2. Active Listening

Active Listening is about 100% focus on what the other person is saying, rephrasing what they

have just said and make them feel that they are heard.

3. Patience

Some employees comprehend information in different ways. These can be visual, auditory or

kinesthetic. Either you have to be listening for these clues as well or you have to be patient in

explaining them what you want to get across to them.
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4. Empowerment & Coaching

The one effective tool management can use is to empower and coach their employees to a

higher performance. This requires a focus on the employee and what the employee wants to

achieve and how that relates to what the company wants.

5. Suspension of Preconceived Notions

As a manager that wants to get a point across to an employee, you must quiet your

preconceived notions and limiting beliefs about that employee. Treat them as you would a

precious being which is what they are. Treated well, they can be a diamond in the rough.

Treated badly, they can be a cancer to the company's success.

6. Honesty

On both sides, honesty is crucial in an effective communication to be on the same wavelength

and to talk on the same premise.

7. Extra Mile

Both sides must go the extra mile to empower the other person to give the most they can.

8. Acknowledgement

Acknowledging of what is going well is a great way to open the conversation in the right tone

and with the right attitude that empowers the individual.

9. Awareness of Body Language

Knowing what the other person says with their body can help to understand the real message

portrayed and the correct steps that can be taken.

How can you measure effective communication between management and employees?

Management can measure the effectiveness of their communication with their employees by

observing their attitude toward them, to work and their colleagues as well as their customers.

The relationship with employee can change for life if your actions say "trust me" and the

employee believes them. Effective communication and a focus on leadership management and

leadership performance are crucial for management in creating a stable relationship with their

employees.

In the workplace all members of an organization benefit when there is strong communication

between management and employees. If there is a lack of solid communication in the company,

sometimes the problem is a small one and can be easily corrected. Other times it is a larger

issue and takes a bit more work. Whether the communicative problem is large or minor, here

are some basic principles and/or corrective actions that can be taken by managers to improve
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communication with their employees: One good way to develop good communication between

yourself and staff is to create and maintain an open door policy. As a part of this initiative, be

open to welcoming thoughts, comments, ideas, and yes, complaints.

Employees that are encouraged to share their thoughts feel more confident in opening up. This

is beneficial on many levels because not only does it resolve any potential conflict that may be

looming, often innovative ideas are born through sharing and exchange of ideas.

Managers that firmly entrench themselves behind closed doors tend to alienate their staff. As a

result employees are not usually comfortable opening up to their bosses. This can be

problematic, especially if issues arise because they may not be addressed.

An open door policy that welcomes communication can eliminate most of these kinds of issues.

Leaders that consider themselves a part of the team and not just as someone who looks over

the team grow stronger relationships with their employees. Managers which take an active role

in daily activities and maintain an enthusiastic interest in what goes on in the workplace are

more inclined to have employees who can relate to them.

Bosses who position themselves as a part of the team and not some aloof authoritative figure

are likely to generate a positive response when it comes to communication. Organizational

studies suggest managers who put less emphasis on hierarchy and more on a horizontal level

have stronger communication.

Routine staff meetings that encourage open dialogue and sharing of information and ideas are

another good approach to encouraging better communication. In this kind of environment,

everyone is allowed to have a voice and platform to speak up. In this kind of workplace, more

open. Routine staff meetings that encourage open dialogue and sharing of information and

ideas are another good approach to encouraging better communication. In this kind of

environment, everyone is allowed to have a voice and platform to speak up. In this kind of

workplace, more open communication tends to take place.

A motivating environment that welcomes discussion, open conversation and exchanging of

ideas is a great way to encourage better communication with employees. An atmosphere that

stimulates interest, energy, and enthusiasm is likely to have good exchanges which are both

productive and profitable.

Good communication between management and employees is vital. When the ability to express

and share thoughts is encouraged, this tends to eliminate many of the problems that can arise

in the workplace.
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assignment for third semester

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