dr.a.jagan mohan reddy, ipe1. 2 oncommunication&timemanagement

Dr.A.Jagan Mohan Reddy, IPEDr.A.Jagan Mohan Reddy, IPE 11


OnOn

Communication Communication & &

Time Time ManagementManagement


I I

CommunicatCommunicationion


Communication Communication

““An exchange of facts, opinions, or emotions An exchange of facts, opinions, or emotions by two or more persons” – by two or more persons” – Newman & SummerNewman & Summer

Process of passing information and Process of passing information and understanding from one person to another understanding from one person to another


Importance of CommunicationImportance of Communication

Clascists ignored – business unit technical Clascists ignored – business unit technical and formal structureand formal structure

Hawthorne – social – interactions – proper C Hawthorne – social – interactions – proper C necessarynecessary

Basis to an orgn existence when C stops Basis to an orgn existence when C stops organized action comes to an endorganized action comes to an end


Purposes of CommunicationPurposes of Communication

To provide information and understanding To provide information and understanding necessary for group effort. Eg Recruitment, necessary for group effort. Eg Recruitment, orientation – skill to workorientation – skill to work

To provide attitude necessary for motivation, To provide attitude necessary for motivation, co-operation and job satisfaction – will to co-operation and job satisfaction – will to work work


I. Formal Communication I. Formal Communication

Established channels and concerned with work Established channels and concerned with work related related

Flow in four directionsFlow in four directionsA.A. Down wordDown word – direct efforts – defines goals – tells what – direct efforts – defines goals – tells what

is expected – administers reward and punishmentis expected – administers reward and punishment

B.B. Upward Upward – subordinates to superior – feedback– subordinates to superior – feedback

C.C. Horizontal / lateral /cross-wiseHorizontal / lateral /cross-wise – among subordinates – among subordinates

D.D. External External – with customers, govt etc – with customers, govt etc


Forms of Communication Forms of Communication

a.a. Oral or Verbal: Oral or Verbal: direct – face to face, inter –direct – face to face, inter –comcom

+ve – time and money saves+ve – time and money saves Personal touchPersonal touch Scope for clarificationScope for clarification -ve – when far off no-ve – when far off no Lengthy noLengthy no No permanent record No permanent record


Contd….Contd….b. Written – report, statement, circular, note, etcb. Written – report, statement, circular, note, etc +ve – good for lengthy communications+ve – good for lengthy communications Beyond telephonic rangeBeyond telephonic range Permanent recordPermanent record Few chances of omission Few chances of omission -ve – time consumes -ve – time consumes Secrecy difficultSecrecy difficult Lack of flexibility Lack of flexibility c. Non-verbal, through body – facial expressions, c. Non-verbal, through body – facial expressions,

postures, gestures – very very important eg Geilli postures, gestures – very very important eg Geilli Vs KNR Vs KNR


II. Informal CommunicationII. Informal Communication(Grapevine)(Grapevine)

Known as grapevine – structure lessKnown as grapevine – structure less Natural human tendencyNatural human tendency Carries 2 types – work – related & people - Carries 2 types – work – related & people -

relatedrelated Mostly oral, ¾ are accurate but inaccurate Mostly oral, ¾ are accurate but inaccurate

bits are devasting in effect eg impact on bits are devasting in effect eg impact on sensex sensex


Communication process Communication process Idea – encoding – transmission – received and decoding Idea – encoding – transmission – received and decoding (sender) (Message (Spoken or (Attaching meanings) (sender) (Message (Spoken or (Attaching meanings)

to convey ) written) to convey ) written)

Barriers to CommunicationBarriers to Communication– Badly expressed message – talk too fastBadly expressed message – talk too fast– Faulty organizationFaulty organization– Distrust of communicationDistrust of communication– Restricting C – with holdingRestricting C – with holding– Poor retentionPoor retention– Different backgrounds eg Red for dangerDifferent backgrounds eg Red for danger– In attention In attention


Principles of Effective Principles of Effective CommunicationCommunication

Clear about objective of CClear about objective of C Easily understandable languageEasily understandable language Adequate and complete in all respectsAdequate and complete in all respects Medium of C carefully selectedMedium of C carefully selected Right climate and follow up. Right climate and follow up.


Communication networksCommunication networks

a.a. Circle – with right or leftCircle – with right or left

b.b. Free circle – all converse frequently and Free circle – all converse frequently and equallyequally

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

d.d. Chain – A to B to C etc Chain – A to B to C etc


Contd….Contd….

Managerial roles – Henry Mintzberg Managerial roles – Henry Mintzberg 1. 1. Inter-Personal Inter-Personal Figurehead – ceremonial / social Figurehead – ceremonial / social Leaders Leaders Liasion – with outsiders Liasion – with outsiders 2. 2. Informational Informational Recipient Recipient Dissemination Dissemination Spokes person eg mitra fir PRPSpokes person eg mitra fir PRP


Contd…Contd…

3. 3. Decision:Decision: EntrepreneurialEntrepreneurial Disturbance handlerDisturbance handler Resource allocationsResource allocations Negotiators Negotiators


Gallup Survey – Great ManagersGallup Survey – Great Managers

Outstanding performance of organizations Outstanding performance of organizations

Outstanding performance of employeesOutstanding performance of employees

Strong and vibrant work environment Strong and vibrant work environment

Immediate boss Immediate boss 12 questions – linked to atleast one of the following12 questions – linked to atleast one of the following

ProductivityProductivity ProfitabilityProfitability RetentionRetention Customer satisfaction eg HBR / BSNL Customer satisfaction eg HBR / BSNL

First Six – Strong links to Business outcomes


So managers impacts his So managers impacts his subordinates subordinates

Pygmalion – communicatingPygmalion – communicating Galatea – help eg self – belief eg Galatea – help eg self – belief eg

Jambavanta – HanumaJambavanta – Hanuma So, communication is very, very So, communication is very, very

important important Yes It is the Hallmark of Management Yes It is the Hallmark of Management


Ok but why Communication Ok but why Communication important?important?

Four major functionsFour major functions– Acts to control member behavior eg Acts to control member behavior eg

teasing who produces moreteasing who produces more– Fosters motivation – what is to be done, Fosters motivation – what is to be done,

how well they are doinghow well they are doing– Release for emotional expression Release for emotional expression – Facilitates decision making Facilitates decision making


Words are GoldenWords are Golden

Story – blind – please help – Today Story – blind – please help – Today beautiful – can’t see – please helpbeautiful – can’t see – please help

Be happy with what you haveBe happy with what you have

Help the oppressed and suppressed Help the oppressed and suppressed

If you are creative can do wonders 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


So to improve your listening skillsa. Awareness – recognize as an area of improvement

b. Convey interest eg KNR Vs Gritti – eye contact

c. Look for Non-verbal cues - ↑comprehensiond. No – “Overtaking” let him finish offe. Summarizef. 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


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


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


Time

Management


“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


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


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


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


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


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


Time Management Time Management TechniquesTechniques

a. Keep up the schedulea. Keep up the schedule Surya bhagavan – if forgets – Surya bhagavan – if forgets –

darknessdarkness Story of Bharata – Rama – HanumanStory of Bharata – Rama – Hanumanb. Complete current tasks immediately b. Complete current tasks immediately c. Proper planning – Sri P S c. Proper planning – Sri P S

Rammohan Rao, IPS, Story of Rammohan Rao, IPS, Story of Varnavrat festival – Pandavas proper Varnavrat festival – Pandavas proper planning and time management – planning and time management – 90% success 90% success


Contd….Contd….

d. Prioritize – Steven Covey – d. Prioritize – Steven Covey – Story – bucket Story – bucket

e. You can’t do it alle. You can’t do it all

f. Follow designated coursef. Follow designated course

g. Unplug – sabka suno par apna g. Unplug – sabka suno par apna karo karo


Thank you

Dr. A.Jagan Mohan Reddy

dr.a.jagan mohan reddy, ipe1. 2 oncommunication&timemanagement

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