Directing in Business
DIRECTING
Directing as a function of management is concerned with inspiring, guiding, motivating & instructing the people in the organization to achieve its objectives.
The four elements of directing are Supervision, Motivation, leadership and communication SUPERVISION The word supervision consists of 2 parts –
1. Super – this means over & above.
2. Vision – which means the art of seeing objects.
Thus, supervision implies instructing, observing, monitoring & guiding the employees while they are performing jobs in the organization
MOTIVATION
Motivation may be defined as a process of stimulating people to action to accomplish desired goals. It involves arousing needs & desires in people to initiate & direct their behavior in a purposeful manner.
LEADERSHIP
Leadership may be defined as the process of influencing the behavior of people at work towards the realization of specified goals.
COMMUNICATION
Communication means exchange of messages between 2 or more persons.The message may include ideas, facts, opinions, information, understanding, instruction & anything that conveys a meaning.
Importance of directing
1. Initiates action
Direction initiates action & without direction, other management functions like planning, organizing, staffing becomes ineffective. All organizational activities are initiated through direction 2. Integrates employee’s efforts In an organization, individual efforts need to be integrated. Directing integrates the activities of sub–ordinates by supervision, guidance & counseling. 3. Means of motivation Directing involves motivating the employees to contribute their maximum efforts towards the achievement of organizational goals. 4. Provides stability & balance in the organization
Directing brings balance in the organization by integrating individual & organizational goals.
5. Facilitate changes Direction facilitates changes in the organization. It enables the organization to cope up with the changing conditions through communication & leadership
6.Improve efficiency A manager persuades his sub–ordinates to work in the best of their ability and contribute maximum towards the achievement of organizational goals. CHARACTERISTICS OF DIRECTING
1. Directing initiate action:- It is the heart of the management function. Without directing other functions remain ineffective while other functions prepare a setting for action, directing initiates action in the organization.
2. Directing takes place at every level of management:-
Every manager from top executive to the supervisor performs the function of directing. Directing takes place wherever superior subordinate relationship exists.
3. Directing is a continuous process:-
Directing is a continuous activity ( on going activity). A manager has to continuously supervise, guide and inspire his subordinates.
4. Direction flows from top to bottom:-
Directing first starts at the top level and flows to the bottom through organizational hierarchy.
PRINCIPLES OF DIRECTING:-
1. Maximum individual contribution:- This principle emphasis that direction technique must help every individual in the organization to contribute to his maximum potential for achievement of organizational objectives..
2. Harmony of objective:=
According to this principle, the objective of individual and organization must be in harmony with each other. Directing should provide harmony by convincing employees that work efficiency and productivity are complementary to each other.
3. Unity of command:-
This principle insists that a person should receive instructions from one and only one superior so as to avoid confusion 4. Appropriateness of direction technique:-
Appropriate motivational technique should be used while direction the people based on the needs, capabilities, attitudes etc. (Money for some cases and promotion for some cases)
5. Managerial communication:-
Effective managerial communication across all level makes directing effective. Directing should convey clear instructions to create total understanding to the subordinates. Through feedback, managers ensure that the subordinate understand his instructions clearly (Two way process).
6. Use of informal organization:-
A manager should realize that informal organization exist within every organization. He must make use of such organization for effective directing.
7. Leadership:-
All managers have to be good leaders in order to influence and direct the employees
8. Follow up:-
Managers must reviewing continuously whether orders are being implemented and followed by the employees , if necessary suitable modification should be made.
IMPORTANCE OF SUPERVISION. Supervision in simple words refers to overseeing the work of the sub–ordinate by their supervisor. Good supervision helps in maintaining quality of the product, maintain discipline, boosts morale of the workers & eliminate wastages. The importance of supervision is as follows – 1. Issuing orders & instructions A supervisor issues orders & instructions to his sub–ordinates. He tells them what is to be done & how it is to be done. 2. Optimum utilization of resources
If the work is observed & guided, it leads to minimum waste of time & resources. This results in efficient utilization of resources. 3. Maintenance of discipline
The Supervisor maintains discipline in the organization. He also maintains group unity among workers placed under his control.
4. Facilitate control
The supervisor keeps a check on the quantity & quality of output. He compares the performance with the standard & takes necessary action to ensure that production is according to pre–determined standard.
5. Improves motivation
An important function of the supervisor is to inspire his sub–ordinate towards better work performance. They motivate the sub–ordinate through appreciation & recognition of work done.
6. Feedback
Supervision helps to maintain contact with the employees. As a result, feedback in the form of view points, suggestions, grievances & complaints keep coming to the management
MOTIVATION:
Motivation means incitement or inducement to act or move. It means the process of making subordinates to act in a desired manner to achieve certain organizational goals. Three related terms to motivation - motive, motivation and motivators are discussed below:
1. Motive: A motive is an inner state that energizes, activates or moves and directs behavior towards goals.
2. Motivation: Motivation is the process of stimulating people to action to action to accomplish desired goals.
3. Motivators: Motivators is the technique used to motivate people in an organization, like pay, bonus, promotion, recognition etc
Features of motivation
1.Motivation is an internal feeling.
2.Motivation produces goal oriented behaviour. For e.g promotion helps to improve the performance of an employee. 3.Motivation can be either positive or negative. Positive motivation provides positive rewards like increase in pay, promotion, recognition etc
Negative motivation uses negative means like punishment,threatening etc which induces a person to act in the desired way.
4.Motivation is a complex process as the individuals are heterogeneous in their expectations and reactions.
Motivation process:
The motivation process begins – 1. Need or deficiency is felt.
1. The individual searches for alternatives to satisfy that need.
2. He chooses the one perceive to be the most appropriate.
3. After undertaking the chosen goal & directed behaviour, the individual evaluates whether need is satisfied.
4. If evaluation is positive, the need is satisfied. If not, he may try for another option.
the following process may be explained with the help of an example.
- suppose a worker feels that she is under paid, he experiences a deficiency or a need for an additional income. To satisfy this need, she serches for ways to satisfy it. for eg – looking for a new job, working harder, to earn more pay and promotion, she chooses one of the option. After carrying out the chosen option, let’s say working harder & putting in more hours for a reasonable period of time. She evaluates her success. If her hard work results in a pay increase, she feels good & continue to work hard. If she fails to earn a pay increase, she is likely to try another option. Hence, motivation is a continuous process
IMPORTANCE OF MOTIVATION IN MANAGEMENT .1. Motivation sets in motion the action of changes
In every organisation, there are physical, financial & human resources. The utilisation of physical & financial resources depends on ability & willingness of people to work. Motivation puts human resources to action. Motivation builds the will to work among the employees & enables the management to secure the best possible utilisation of all resources.
2. Achievement of organisational goals
Management achieves goals effectively by motivating the sub–ordinate to contribute their best efforts towards their fulfillment of assigned task. If people are not motivated, no purpose can be served through planning, organising and staffing function. By meeting the individual needs through a satisfactory system or reward, management can secure co-operation of the sub-ordinate.
3.Motivation improves efficiency
By inducing people to work better, motivation helps in increasing productivity, reducing cost of operation & securing overall efficiency. motivation infuses the willingness to work. One may have the ability to work, but he may not perform according to his ability in the absence of motivation. As such motivation bridges the gap between ability to work & willingness to work.
4.Reduction in resistance to changes.
Effective motivation helps to overcome resistance to change. Motivated employees support all changes that are in the organisational interest because they identify their own advancement with the prosperity of the enterprise.
For eg:- a firm wants to introduce a new technology. If the employees are motivated, they are likely to support a new technology even though they have to put more effort to learn new skill. If the employees are not motivated, they resist the change.
5.Reduction in employee’s turnover
Motivation creates confidence in the employees and secures their loyalty towards the organisation. The rate of labour turnover & absenteeism are reduced. This results in maintaining a stable workforce.
6.Creates friendly & supportive work environment
Organisation offer various rewards to their employees to satisfy their needs. Organisation provides monetary & non-monetary incentives to the employees to bring about need satisfaction among the employees. Therefore, it leads to friendly & supportive relation between employers & employees.
Maslow’s hierarchy of needs
Hierarchy of needs means systematic arrangement of human needs in order of their importance.
Maslow has arranged all the human needs into 5 categories according to their significance. He classifies human needs into-
1. Physiological need
2. Security need
3. Social need
4. Esteem needs
5. Self actualisation need
This arrangement is known as hierarchy of needs. 1. Physiological need
These needs are essential for human survival & include need for food, clothing, shelter, sleep, air,etc.
2. Security need
These are needs for physical safety as well as economic security and include safety of person and property, security of job, etc.
3. Social needs
These are needs for love, affection, friendliness, belongliness, attention, social interaction, etc.
4. Esteem needs or ego needs
These are the needs for self–esteem & for the esteem of others. Self–esteem need include need for self respect, self–confidence, competence, etc. Need for esteem of others relates to status, recognition, prestige, respect of others, reputation, etc.
5. Self – actualisation need
This is the need to be what one is capable of becoming & include the need for development of potential abilities, knowledge & skill, need to be creative & achieve self-fulfillment.
FINANCIAL AND NON FINANCIAL INCENTIVES
Meaning of incentive:
Incentive means all measures used to motivate the performance of the employees. Incentive may be financial or non financial.
FINANCIAL INCENTIVES
Financial incentives refer to those incentives which are measurable in monetary terms.
Some of the important financial incentives are :
1. Pay and allowances:-
For every employee salary is the basic monetary incentive. Salary system consists of regular incentives in the pay every year and enhancement of allowances from time to time .
2. Bonus:- Bonus is an incentive offered over and above the Salary to the employees. 3. Profit sharing :- Profit sharing is meant to provide a share to the employees in the profit of the organization to improve their performances and contributes to increase in profit.
4. Co-operation:- Under this scheme, employees are offered company shares at a set price which is lower than the market price.The allotments of shares create a feeling of ownership to the employees and make them to contribute for the growth of the organization.
5. Retirement Benefits:- Several retirements benefits like pensions, provident fund, gratuity provides financial security to the employees. This benefit acts as an incentive to the employees.
6. Productivity Link Wage system:- Several wage incentive plans aims at linking the payment of wage to increase in productivity at individual or group level.
7. Fringe benefits:- In many companies fringe benefits are offered such as car allowances, housing, medical,and education to the children etc over and above the salary. These measures help them to provide motivation to the employees. NON FINANCIAL INCENTIVES
Non financial incentives are those which are not measured in terms of money. some of the important non-financial incentives are discussed below:-
1. Status:- In the organization contest, status means ranking of position in the organization. The authority, responsibility ,rewards, recognition and prestige of a job indicates the status gives to a person holding a managerial position .psychological , social and emotional needs of an individual are satisfied by status given by their desk jobs.
2. Organizational climate:- Organizational climate indicates the characteristics which describe an organization and distinguish an organization from the other. These characteristics influence the behavior of individuals in the organization some of these characteristics are reward orientation, consideration to employees, individual, autonomy and risk taking etc. if managers take positive measurers regarding these aspects ,if helps to develop better organizational climate.
3. Job enrichments:- Job enrichment is concerned with designing jobs that include greater variety of work content, require higher level of knowledge and skill; give workers more autonomy and responsibility and provide the opportunity for personal growth and experience.
4. Employee recognition program:- Most people feel that what they do should be recognized by others concern. Recognition means acknowledgement with an examples of appreciation. some of the examples of employee recognition are-
i) Congratulating the employee for good performance ii) Giving award for certificate for best performance iii) Rewarding an employees fro giving valuable suggestion. iv) Displaying on the notice board or in the companies newspaper about the achievement of the employees.
v) Distribute mementos, complementariness like t-shirt ,capes etc in recognition of employee services.
5. J ob security:- Employees want their job to be secure.The want certain stability about future income and work so that they do not feel worried on these aspects and work with greater zeal.
6. Employee participation:- It means involving employees in decision making of the issues related to them. In many companies, these programs are in practice in the form joint management committees, work committees etc.
7. Career advancement opportunity:- Every individual wants to grow to the higher level in the organization. Managers should provide opportunities to the employees to improve their skills and be promoted to the tonic and encourage employees to exhibit improved performance.
8. Employees empowerment:- Empowerment means giving more autonomy and power to the subordinates. Empowerment makes people feel that their jobs are very important in life.This feelings contributes positively to the use of the skills and talents in their job performance.
LEADERSHIP
Leadership indicate the ability of an individual to maintain good inter personal relations with the followers and motivate them to contribute for achieving organizational objectives.
Features of Leadership
1. Leadership indicates ability of an individual to influence others
2. Leadership tries to bring change in the behaviour of others
3. Leadership indicates interpersonal relations between leaders and followers.
4. Leadership is exercised to achieve common goals of the organization.
5. Leadership is a continuous process
ROLE OF LEADER AND FOLLOWER: The term leader emerges from leadership. An individual possessing attributes of leadership is known as leader. The success of an organization is attributed to the leader, but due credit is not given to the followers. Many followers related factors like –their skills, knowledge, commitment, willingness to cooperate, team spirit etc make a person an effective leader. It is said that followers make a person, a good leader by acceptance of leadership.Therefore,it is to be recognized that both leader and follower play key role in leadership process. Importance of leadership Leadership is the process of influencing the behaviour of towards the accomplishment of common goal. The importance of leadership are –
1. Helps in guiding & inspiring the employees
A leader by exercising his leadership qualities creates an urge for higher performance & helps in achieving the organisational goals. He creates self-confidence among his sub-ordinates. He directs the potential talent of the employees towards the achievement of goals. 2. Secures co-operation of members of organisation a leader builds up dedication & loyalty among the group of people. He develops mutual co-operation & self-discipline among the people. He encourages the sub-ordinate to take initiative & provide psychological support to them. He serves as a friend, philosopher & guide for his work group. 3. Improves productivity
Efficiency of performance depends on motivation, co-operation & confidence of the employees. Leadership secure these elements at work place, as a result of which employees contribute their best efforts towards the achievement of the organisational goals.
4. Improves job satisfaction
Apart from monetary compensation & physical condition at work place, job satisfaction depends upon the behaviour of the manager towards the sub-ordinate. A good leader can inspire the sub-ordinate to develop commonness of interest & persuade top management to satisfy the various need & motivate his sub-ordinate.
5. Development of team work
An organisation can be successful only when all it’s members work together as a team rather than going in different directions. It is the leader who creates team spirit & co-ordination among different members of a group. He resolves internal conflicts & differences of opinion.
6. Creates confidence
Sometimes, individuals fail to recognize their own qualities & capabilities. The leader creates confidence among them because of his insight, understanding & ability to handle situation. He provides psychological support & infuses the spirit of enthusiasm in his followers.
QUALITIES OF LEADERSHIP- 1. Physical features:- Physical features like height, weight, health, and appearance determine the physical personality of an individual .it is believed that good physical features can attract people. Health and endurance help a leader to work hard which inspire others to work with same tempo.
2.Knowledge:- A good leader should have good required knowledge and competence. Only such persons can instruct the subordinate correctly and influence them.
3. Initiative:- A leader should have initiative and courage. He should not wait for the opportunities to come to his way, rather he should grab the opportunity and use it to the advantage of the organization.
4. Communication skill:- A leader should be a good communicator. He should have the capacity to clearly explain his ideas and make the people to understand his ideas. He should be not only a good speaker, but also a good listener, teacher, counselor and inspirer
5. Self confidence:- A leader should have high level of self confidence. He should not loose his confidence even in most difficult times.
6. Motivation skill:- A leader should be an effective motivation.He should understand the needs of the people & motivate them through satisfying their needs.
7. Integrity:- A leader should possess high level of integrity to honesty. He should be a role model to others regarding the ethics and values.
8. Social skill:- A leader should be sociable and friendly with his colleagues & followers. He should understand people and maintain good relation with them .
9. Decisiveness:- A leader should be decisive in managing his work. Once he convinced about a fact, he should be firm and should not change opinion frequently.
COMMUNICATION
Meaning- Communication is derived from the Latin word “communis” which means common. Generally communication is understood as the process of exchange of ideas, views, and facts feeling etc between or among people to create common understanding . Communication is a process by which people create and share information with one another I order to reach common understanding .
ELEMENTS OF COMMUNICATION PROCESS Communication process involves elements like message, encoding ,media, decoding , receiver, sender, and feedback, noise
1. Sender:- sender means person who conveys his thoughts or ideas to the receiver .
2. Message:- it is the content of ideas, feelings ,suggestion etc intended to be communicated.
3. Encoding:- it is the process of converting the message into communication symbols such as words, pictures, gestures etc.
4. Media:-it is the path through which encoded message is transmitted to the receiver. The channel may be written form , face to face, phone call, Internet.
5. Decoding:- it is the process of converting encoded symbols of the sender.
6. Receiver:- the person who receives the communication of the sender
7. Feedback:- it includes all those actions of receivers that he had received and understood message of sender
8. Noise:- noise means some obstruction or hindrance to the communication. This hindrance may be caused to sender, message, and receiver. some of the examples are –
Ambiguous symbol that lead to faulty encoding
A poor telephone connection
An inattentive receiver
Faulty decoding ( attaching wrong meaning to the message)
Prejudice obstructing the poor understanding of the message
Gestures and posters that may distract the message
IMPORTANCE OF COMMUNICATION
1. Act as a basis of coordination:- communication act as a basis of coordination .it provides coordination among department ,activities and process in the organization.
2. Help in smooth working of and enterprise:- Communication servers as the lubricant fostering for the smooth operation of the management process. Communication helps in smooth working of an enterprise ,all organizational interaction depends on communication . Communication is basic to an organizations existence right from its birth through its continuing life. when communication stops organized activity ceases to exist
3. Act as a basis of decision making:- Communication provides needed information for decision making. Only on the basis of relevant information, one can take right decision. In its absence, if may not be possible for the managers to take any meaningful decision.
4. Increases managerial efficiency:- Communication is essential for quick and effective performance of managerial function. The management conveys the goal, issue instructions. Allocate job and responsibility through communication.Thus, communication lubricates entire organization and keeps the organization at work with efficiency.
5. Promotes cooperation and industrial peace:- Efficient operation is the aim of prudent management. It may be possible only when in the factory and mutual cooperation between promotes cooperation and mutual understanding between the management and workers.
6. Establishes effective leadership:- Communication is the basis of leadership. Effective communication influences the subordinate. Leader should possess good communication skill while influencing his subordinate.
7. Provides motivation:- An efficient system of communication enables management to motivate influence and satisfy the subordinates. Good communication helps to boost the morale of employees and managers. It also helps to improve good human relation in the industry.
FORMAL AND INFORMAL COMMUNICATION
Formal communication:-
Formal communication flows through official channels designed in the organization chart. This communication may take place between superior and subordinate, subordinate and superior, superior and superiors or subordinate and subordinate. The communication may be oral or written but generally recorded and filed in the office. Formal communication may be further classified as:
1. Vertical Communication:-
Vertical communication flows vertically, i.e. upward or downward through formal channel. Upward communication refers to flow of communication from subordinate to superior.
Eg: for application for grant of leave. Downward communication refers to flow of communication from superior to subordinate. For example sending notice to the employees to attend a meeting. 2.Horizontal or Lateral Communication:-
It takes place between one division and the other. For example production manager may contact the marketing manager to discuss about schedule of product delivery etc.
3.Diagonal Communication:-
Communication between superior of one department and subordinate of another department. For example production manager may contact the sales man of the sales department.
Communication Network:-
The pattern through which communication flows within the organization is generally indicated through communication network. Some of the popular communication network are:-
Single chain:-
This network exists between a supervisor and his subordinate. Since many levels exists in an organization’s structure, communication flow from every superior through his subordinate through a single chain. Wheel:-
In wheel network, all subordinate under one superior communicate through him only and he acts as the hut of the wheel. The subordinates are not allowed to talk among themselves.
Circular:-
In circular network ,the communication moves in a circle. Each person can communicate with his adjoining two person. In this network ,communication flow is slow.
Free flow:-
In this network, each person can communicate with others freely. The flow of communication is fast.
Inverted V:-
In this network , a subordinate is allowed to communicate with his immediate superior as well as superior’s superior. However, in later case only prescribed communication takes place.
INFORMAL COMMUNICATION:-
Communication that takes place without following the formal lines of communication is said be informal communication. Informal communication is generally referred as grapevine because it spreads through out the organization with its branches going out all in all directions in utter disregard to the levels of authority.
FEATURES OF INFORMAL COMMUNICATION:
1. It arises out of the needs of the employees to exchange their views which cannot be done through formal channel. for example: workers chit chatting in a canteen about the behavior of their superior etc.
2. informal communication spreads rapidly & sometimes gets distorted.
3. it is very difficult to deduct the sources of accounting .
4. it leads to generate rumors which are not accounting .peoples behavior is affected by rumors and informal discussion.
5. informal channels are used by the managers to transmit information so as to know the reaction of his subordinate .An intelligent managers should make use of the positive aspect of informal channel and minimize negative aspect of this channel of communication.
Grapevine network:
Grapevine communication may follow different types of network. Some of these network are :
Probability network:-
The individual communicate randomly with other individuals.
Gossip network:-
In gossip network each person with communicates with all on non selective basis.
In single strand network each person communicates to the other in sequence.
Cluster:- In cluster individual communicate with only those trust .cluster is the most popular in the organization.
BARRIERS TO COMMUNICATION The barriers to communicate in the organization can be broadly grouped as
1. Semantic barrier
2. Psychological barrier
3. organizational barrier
4. personal barrier
SEMANTIC BARRIER:- Semantic is the branch of linguistics dealing with the meaning of words and sentences. Semantic barriers are concerned with the problem of obstruction in the process of encoding and decoding of message into words or impression .some of the semantic barriers are:
1. Badly expressed message: Sometimes , intended meaning may not be conveyed by a manager to his subordinate. This may be on account of vocabulary ,usage of wrong words, omission of needed words.
2. Symbols with different meaning : A word or symbol may have several meaning. Receiver has to perceive on such meaning for the word used by the communicator. For example: consider their 3 sentences where the word the valve is used
-What is the value of this ring?
-I value our friendship
-What is the value of learning computers skill
-You will find that value gives different meaning in different context. Wrong perception leads to communication problem.
3. Faulty translation: Sometimes, the communication originally drafted in one language (eg: English) needs to be translated to the language understandable to the worker(eg: Hindi). If the translator is not proficient in both the language ,mistakes may creep in causing different meaning to the communications
4.Unclarified assumption: some communication may have certain assumptions which are subject to different interpretations. For example –A boss may instruct his subordinates take care of our guests. the boss means that subordinate should take care of the transport, food, and accommodation until the guest leaves the place but the subordinate may interpret that the guest should be taken to the hotel with care. Actually , the guest suffers due to this unclarified assumption.
4.Body language and gesture decoding: Every movement of the body communicates some meaning. the body movements and gesture of communicate matters so much in conveying the message.if there is no match between what is said and what is expressed in body movements , communication may be wrong perceive.
6.Technical words: ( JARGOAN) t is usually found ,specialists use technical jargon while explaining to persons who are not specialists in the concerned field .Therefore , they may not understand the actual meaning of any such word.
PSYCHOLOGICAL BARRIERS
Emotional or psychological factors act as a barrier to communication.
For example: a worried person cannot communicate properly and an angry receiver cannot understand the real meaning of the message. The state of mind of both the sender and receiver reflects in the effective communication . Some of the psychological barriers are:
1. Premature evaluation:- Sometimes people evaluate the meaning of the message before the sender completes his message. such premature evaluation be due to preconceived motions or prejudices against the communication.
2. Lack of attention:- The preoccupied mind of the receiver and the resultant non listening act as a major psychological barrier. For example an employees explains about his problem to his boss, who is he preoccupied with an important file before him. The boss does not pay attention to the message and the employee is disappointed.
3. Distrust:- Distrust between communicator and communicate act as a barrier. If the parties do not believe each other, they cannot understand each others message in its original sense.
4. Loss by transmission and poor retention:- When communication passes through various channels, successive transmission of the message result in loss of or transmission of inaccurate information.People cannot retain the information for a long time , if they are inattentive ( day dreaming) and are not interested.
ORGANISATIONAL BARRIERS The factors relate to organizational structure, authority relationship, rules and regulations may sometimes act as a barrier to communicate . Some of the organizational barriers are:-
1.Status: Status of superior may create psychological distance between him and his subordinate .A status conscious manager may not allow his subordinate to express their feelings freely.
2.Rules and regulation : rigid rules and cumbersome procedures may also act as an hindrance to communication .Similarly, communication through prescribed channel may result in delay.
3. Organizational policy: if the organizational policy is not supporting to the free flow of communication , it may hamper effectiveness of communication. For example in an organization with highly centralized pattern, people may not be encouraged to have free communication.
4.Organizational facilities:-
If facilities for smooth, clear and timely communication are not provided, communication may be hampered. Facilities like frequent meetings, social and cultural box will encourage free flow of communication. Lack of these facilities may create communication problem.
PERSONAL BARRIER:-
Personal factors of both the sender and the receiver may exert influence on effective communication. Some of the personal barriers are:-
1.Lack of confidence of superior on his subordinate:-
If the superior do not have confidence on the competency of their subordinate, they may not seek their advice or opinion. 2.Fear of challenge to authority:-
If a superior perceives that a particular communication may adversely affect his authority, he/she may withhold or suppress such communication. 3. Unwillingness to communicate by the subordinate:-
Sometimes, subordinate may not be prepared to communicate with the superiors, if they perceive that if may adversely they perceive that if may adversely affect their interests.
4. Lack of proper incentive:-
If there is no motivation or incentive for communication, subordinates may not take initiative to communicate. For example if there is no reward or appreciation for a good suggestion the subordinate may not be willing to offer useful suggestion.
MEASURES TO OVERCOME THE BARRIERS AND IMPROVE COMMUNICATION EFFECTIVENESS
1. Clarify the idea before communication:- the problem to be communicated to the subordinates should be clear in all its perspective to the executive himself. The entire problem should be studied in depth, analyzed and stated in such a manner that is clearly conveyed to the subordinates.
2. Communicate according to the needs of the receiver:-
The level of understanding of the receiver should be crystal clear to the communicator. Manager should adjust his communication according to the education and understanding of the subordinates.
3. Be aware of languages, tone and content of the messages:-
The language used should be understandable to the receiver and should not offend the sentiments of the listener. The messages should be stimulating to evoke response from the listeners.
4. Consult others before communicating:-
Before actually communicating the message, it is better to involve others in developing a plan for communication. Participation and involvement of the subordinates may help to gain ready acceptance and willing cooperation of the subordinate.
5. Be a good listener:-
Patient and attentive listening solves half of the problems. Managers should also give indication of their interest in listening to their subordinate.
6. Convey things of help and value to the listeners:-
While conveying the message to others, it is better to know the interest and needs of the people with whom you are communicating. If the message relates directly or indirectly to such interest and needs, it certainly evokes response from the communicatee.
7. Ensure proper feedback:-
The communicator may ensure the success of communication by asking questions regarding the message conveyed. The receiver of communication may also be encouraged to respond to communication. The communication process may be improved by the feedback received to make if more responsive.
8. Communicate for present as well as future:-
Generally, communication is needed to meet the exciting commitments, to maintain consistency. Communication should aim at future goal of the enterprise also.
9. Follow up communication:-
There should be regular follow up and review of the instructions given to the subordinates. Such follow up measures help in removing the hurdles if any in implementing the instructions. formal communication - advantages & disadvantages Meaning of formal communicaton
Formal communication refers to official communication which takes place following the chain of command.
For eg:- in an organization structure, the sales manager can communicate with the production manager only through his immediate superior, say, the general manager & not directly. This system of communication is called formal communication.
Advantages of formal communication
1. It is systematic & ensures orderly flow of information & ideas.
2. The source of communication can be easily located. In this way, it is easy to fix responsibility.
3. It provides support to the authority of superior over sub-ordinate.
4. It helps in co-ordination of activities & efforts.
5. Control is facilitated by the formal communication providing information about the work performance.
6. Responsibility of action taken on the basis of formal communication can be easily fixed.
7. Message flowing through formal channel may not be distorted.
8. It helps to keep record for future reference.
Disadvantages of formal communication
1. Formal communication is mostly conveyed in an impersonal manner. Personal warmth & involvement may be lacking.
2. Accurate information may not be transmitted in view of the livelihood of the unfavorable effects of the message or report, or to avoid criticism.
3. This type of communication following the scalar chain of authority is a slow moving process, particularly when it is routed through more than 1 authority level.
4. It is rigid.
5. Formal communication passes through several levels. At each level, filtering takes place. The message may get distorted by the time it reaches the receiver.
6. There is a lot of information &messages to be communicated. Formal channels may get distorted or blocked due to information overload. As a result, effectiveness of communication is reduced.
7. Formal communication is not suitable for upward communication. Sub-ordinates hesitate to express themselves fully to their superior due to fear of criticism. Informal communication-advantages & disadvantages Meaning of informal communication
Informal communication is that communication which is not based on the organization structure or does not follow the chain of command. It is a result of personal, social or group relation between the people in the organization. It is also known as grapevine. Advantages of informal communication
1. Employees can develop social satisfaction through exchange of ideas & information.
2. It helps individuals to communicate on matters which cannot be done through official channel..
3. Informal communication travels faster than formal communication. Informal channel can be used for speedy communication under exceptional circumstances & in case of emergencies.
4. It helps in classifying the formal orders & instructions to the workers. Then it fills the gap where formal communication fails.
5. Informal communication provides emotional relief to sub-ordinates & reduces tension in labor management relations.
6. Employee’s attitude & reaction towards the plans & policies can be ascertained easily by the managers through informal contact & interaction.
7. It provides a means of useful communication between people who may not be linked through the official chain of command. Disadvantages of informal communication
1. Informal communication is unsystematic, irregular, unplanned & timely. It is not reliable & predictable.
2. It is not easy to fix responsibility for actions taken on the basis of informal communication. The origin of such communication is not easily traceable.
3. There are chances of confidential information being leaked out through grapevine.
4. As different person pass on the same message with different outlook & interpretation, the message gets distorted.
5. The meaning & sense of the message may get changed in the process of informal communication.
6. Informal communication often carries rumors & distorted facts. Differentiate between formal & informal communication?
Basis
Formal
Informal
1.meaning
2. Fixing of responsibility
3. Expression
4. Nature
5. Needs
6. Records
7. Rumors
8. Personal touch
9. Speed of commn
10.systematic
11. Authority
12.rigidity or flexibility
13. Knowledge of source
14. Objective
It refers to the communication which follows an established chain of command.
It is easy to fix responsibility.
It is mostly expressed in written form.
It consists of work related messages.
It serves the organizational needs.
Its record is kept for future reference.
It does not carry rumors.
It establishes relationship between the sub-ordinates & superior & vice-versa. It is impersonal.
Slow – time consuming.
It is orderly & systematic.
Official & well-planned message are authentic.
Formal communication is based on the plans, rules & policies of the organization which are rigid in nature.
Source of the message is known.
To achieve organizational objectives.
It refers to the communication which takes place outside the official chain of command.
It is not easy to fix responsibility.
It is mostly expressed in oral or verbal form.
It consists of both work related & social messages.
It serves organizational & work related needs.
No record can be kept.
It carries rumors & may create misunderstanding.
It establishes personal relationship among individuals irrespective of the level. It is personal.
Fast – time saving.
It is unsystematic & erratic.
Unofficial & unplanned messages may not be authentic.
Informal communication is quite flexible as it is based on personal likes & dislikes of the individuals which are ever-changing.
Source of the message is not known.
To meet personal needs& interest.
formal communication - advantages & disadvantages Meaning of formal communicaton
Formal communication refers to official communication which takes place following the chain of command.
For eg:- in an organization structure, the sales manager can communicate with the production manager only through his immediate superior, say, the general manager & not directly. This system of communication is called formal communication.
Advantages of formal communication
9. It is systematic & ensures orderly flow of information & ideas.
10. The source of communication can be easily located. In this way, it is easy to fix responsibility.
11. It provides support to the authority of superior over sub-ordinate.
12. It helps in co-ordination of activities & efforts.
13. Control is facilitated by the formal communication providing information about the work performance.
14. Responsibility of action taken on the basis of formal communication can be easily fixed.
15. Message flowing through formal channel may not be distorted.
16. It helps to keep record for future reference.
Disadvantages of formal communication
8. Formal communication is mostly conveyed in an impersonal manner. Personal warmth & involvement may be lacking.
9. Accurate information may not be transmitted in view of the livelihood of the unfavorable effects of the message or report, or to avoid criticism.
10. This type of communication following the scalar chain of authority is a slow moving process, particularly when it is routed through more than 1 authority level.
11. It is rigid.
12. Formal communication passes through several levels. At each level, filtering takes place. The message may get distorted by the time it reaches the receiver.
13. There is a lot of information &messages to be communicated. Formal channels may get distorted or blocked due to information overload. As a result, effectiveness of communication is reduced.
14. Formal communication is not suitable for upward communication. Sub-ordinates hesitate to express themselves fully to their superior due to fear of criticism. Informal communication-advantages & disadvantages Meaning of informal communication
Informal communication is that communication which is not based on the organization structure or does not follow the chain of command. It is a result of personal, social or group relation between the people in the organization. It is also known as grapevine. Advantages of informal communication
8. Employees can develop social satisfaction through exchange of ideas & information.
9. It helps individuals to communicate on matters which cannot be done through official channel..
10. Informal communication travels faster than formal communication. Informal channel can be used for speedy communication under exceptional circumstances & in case of emergencies.
11. It helps in classifying the formal orders & instructions to the workers. Then it fills the gap where formal communication fails.
12. Informal communication provides emotional relief to sub-ordinates & reduces tension in labor management relations.
13. Employee’s attitude & reaction towards the plans & policies can be ascertained easily by the managers through informal contact & interaction.
14. It provides a means of useful communication between people who may not be linked through the official chain of command. Disadvantages of informal communication
7. Informal communication is unsystematic, irregular, unplanned & timely. It is not reliable & predictable.
8. It is not easy to fix responsibility for actions taken on the basis of informal communication. The origin of such communication is not easily traceable.
9. There are chances of confidential information being leaked out through grapevine.
10. As different person pass on the same message with different outlook & interpretation, the message gets distorted.
11. The meaning & sense of the message may get changed in the process of informal communication.
12. Informal communication often carries rumors & distorted facts. Differentiate between formal & informal communication?
Basis
Formal
Informal
1.meaning
2. Fixing of responsibility
3. Expression
4. Nature
5. Needs
6. Records
7. Rumors
8. Personal touch
9. Speed of commn
10.systematic
11. Authority
12.rigidity or flexibility
13. Knowledge of source
14. Objective
It refers to the communication which follows an established chain of command.
It is easy to fix responsibility.
It is mostly expressed in written form.
It consists of work related messages.
It serves the organizational needs.
Its record is kept for future reference.
It does not carry rumors.
It establishes relationship between the sub-ordinates & superior & vice-versa. It is impersonal.
Slow – time consuming.
It is orderly & systematic.
Official & well-planned message are authentic.
Formal communication is based on the plans, rules & policies of the organization which are rigid in nature.
Source of the message is known.
To achieve organizational objectives.
It refers to the communication which takes place outside the official chain of command.
It is not easy to fix responsibility.
It is mostly expressed in oral or verbal form.
It consists of both work related & social messages.
It serves organizational & work related needs.
No record can be kept.
It carries rumors & may create misunderstanding.
It establishes personal relationship among individuals irrespective of the level. It is personal.
Fast – time saving.
It is unsystematic & erratic.
Unofficial & unplanned messages may not be authentic.
Informal communication is quite flexible as it is based on personal likes & dislikes of the individuals which are ever-changing.
Source of the message is not known.
To meet personal needs& interest.
Directing as a function of management is concerned with inspiring, guiding, motivating & instructing the people in the organization to achieve its objectives.
The four elements of directing are Supervision, Motivation, leadership and communication SUPERVISION The word supervision consists of 2 parts –
1. Super – this means over & above.
2. Vision – which means the art of seeing objects.
Thus, supervision implies instructing, observing, monitoring & guiding the employees while they are performing jobs in the organization
MOTIVATION
Motivation may be defined as a process of stimulating people to action to accomplish desired goals. It involves arousing needs & desires in people to initiate & direct their behavior in a purposeful manner.
LEADERSHIP
Leadership may be defined as the process of influencing the behavior of people at work towards the realization of specified goals.
COMMUNICATION
Communication means exchange of messages between 2 or more persons.The message may include ideas, facts, opinions, information, understanding, instruction & anything that conveys a meaning.
Importance of directing
1. Initiates action
Direction initiates action & without direction, other management functions like planning, organizing, staffing becomes ineffective. All organizational activities are initiated through direction 2. Integrates employee’s efforts In an organization, individual efforts need to be integrated. Directing integrates the activities of sub–ordinates by supervision, guidance & counseling. 3. Means of motivation Directing involves motivating the employees to contribute their maximum efforts towards the achievement of organizational goals. 4. Provides stability & balance in the organization
Directing brings balance in the organization by integrating individual & organizational goals.
5. Facilitate changes Direction facilitates changes in the organization. It enables the organization to cope up with the changing conditions through communication & leadership
6.Improve efficiency A manager persuades his sub–ordinates to work in the best of their ability and contribute maximum towards the achievement of organizational goals. CHARACTERISTICS OF DIRECTING
1. Directing initiate action:- It is the heart of the management function. Without directing other functions remain ineffective while other functions prepare a setting for action, directing initiates action in the organization.
2. Directing takes place at every level of management:-
Every manager from top executive to the supervisor performs the function of directing. Directing takes place wherever superior subordinate relationship exists.
3. Directing is a continuous process:-
Directing is a continuous activity ( on going activity). A manager has to continuously supervise, guide and inspire his subordinates.
4. Direction flows from top to bottom:-
Directing first starts at the top level and flows to the bottom through organizational hierarchy.
PRINCIPLES OF DIRECTING:-
1. Maximum individual contribution:- This principle emphasis that direction technique must help every individual in the organization to contribute to his maximum potential for achievement of organizational objectives..
2. Harmony of objective:=
According to this principle, the objective of individual and organization must be in harmony with each other. Directing should provide harmony by convincing employees that work efficiency and productivity are complementary to each other.
3. Unity of command:-
This principle insists that a person should receive instructions from one and only one superior so as to avoid confusion 4. Appropriateness of direction technique:-
Appropriate motivational technique should be used while direction the people based on the needs, capabilities, attitudes etc. (Money for some cases and promotion for some cases)
5. Managerial communication:-
Effective managerial communication across all level makes directing effective. Directing should convey clear instructions to create total understanding to the subordinates. Through feedback, managers ensure that the subordinate understand his instructions clearly (Two way process).
6. Use of informal organization:-
A manager should realize that informal organization exist within every organization. He must make use of such organization for effective directing.
7. Leadership:-
All managers have to be good leaders in order to influence and direct the employees
8. Follow up:-
Managers must reviewing continuously whether orders are being implemented and followed by the employees , if necessary suitable modification should be made.
IMPORTANCE OF SUPERVISION. Supervision in simple words refers to overseeing the work of the sub–ordinate by their supervisor. Good supervision helps in maintaining quality of the product, maintain discipline, boosts morale of the workers & eliminate wastages. The importance of supervision is as follows – 1. Issuing orders & instructions A supervisor issues orders & instructions to his sub–ordinates. He tells them what is to be done & how it is to be done. 2. Optimum utilization of resources
If the work is observed & guided, it leads to minimum waste of time & resources. This results in efficient utilization of resources. 3. Maintenance of discipline
The Supervisor maintains discipline in the organization. He also maintains group unity among workers placed under his control.
4. Facilitate control
The supervisor keeps a check on the quantity & quality of output. He compares the performance with the standard & takes necessary action to ensure that production is according to pre–determined standard.
5. Improves motivation
An important function of the supervisor is to inspire his sub–ordinate towards better work performance. They motivate the sub–ordinate through appreciation & recognition of work done.
6. Feedback
Supervision helps to maintain contact with the employees. As a result, feedback in the form of view points, suggestions, grievances & complaints keep coming to the management
MOTIVATION:
Motivation means incitement or inducement to act or move. It means the process of making subordinates to act in a desired manner to achieve certain organizational goals. Three related terms to motivation - motive, motivation and motivators are discussed below:
1. Motive: A motive is an inner state that energizes, activates or moves and directs behavior towards goals.
2. Motivation: Motivation is the process of stimulating people to action to action to accomplish desired goals.
3. Motivators: Motivators is the technique used to motivate people in an organization, like pay, bonus, promotion, recognition etc
Features of motivation
1.Motivation is an internal feeling.
2.Motivation produces goal oriented behaviour. For e.g promotion helps to improve the performance of an employee. 3.Motivation can be either positive or negative. Positive motivation provides positive rewards like increase in pay, promotion, recognition etc
Negative motivation uses negative means like punishment,threatening etc which induces a person to act in the desired way.
4.Motivation is a complex process as the individuals are heterogeneous in their expectations and reactions.
Motivation process:
The motivation process begins – 1. Need or deficiency is felt.
1. The individual searches for alternatives to satisfy that need.
2. He chooses the one perceive to be the most appropriate.
3. After undertaking the chosen goal & directed behaviour, the individual evaluates whether need is satisfied.
4. If evaluation is positive, the need is satisfied. If not, he may try for another option.
the following process may be explained with the help of an example.
- suppose a worker feels that she is under paid, he experiences a deficiency or a need for an additional income. To satisfy this need, she serches for ways to satisfy it. for eg – looking for a new job, working harder, to earn more pay and promotion, she chooses one of the option. After carrying out the chosen option, let’s say working harder & putting in more hours for a reasonable period of time. She evaluates her success. If her hard work results in a pay increase, she feels good & continue to work hard. If she fails to earn a pay increase, she is likely to try another option. Hence, motivation is a continuous process
IMPORTANCE OF MOTIVATION IN MANAGEMENT .1. Motivation sets in motion the action of changes
In every organisation, there are physical, financial & human resources. The utilisation of physical & financial resources depends on ability & willingness of people to work. Motivation puts human resources to action. Motivation builds the will to work among the employees & enables the management to secure the best possible utilisation of all resources.
2. Achievement of organisational goals
Management achieves goals effectively by motivating the sub–ordinate to contribute their best efforts towards their fulfillment of assigned task. If people are not motivated, no purpose can be served through planning, organising and staffing function. By meeting the individual needs through a satisfactory system or reward, management can secure co-operation of the sub-ordinate.
3.Motivation improves efficiency
By inducing people to work better, motivation helps in increasing productivity, reducing cost of operation & securing overall efficiency. motivation infuses the willingness to work. One may have the ability to work, but he may not perform according to his ability in the absence of motivation. As such motivation bridges the gap between ability to work & willingness to work.
4.Reduction in resistance to changes.
Effective motivation helps to overcome resistance to change. Motivated employees support all changes that are in the organisational interest because they identify their own advancement with the prosperity of the enterprise.
For eg:- a firm wants to introduce a new technology. If the employees are motivated, they are likely to support a new technology even though they have to put more effort to learn new skill. If the employees are not motivated, they resist the change.
5.Reduction in employee’s turnover
Motivation creates confidence in the employees and secures their loyalty towards the organisation. The rate of labour turnover & absenteeism are reduced. This results in maintaining a stable workforce.
6.Creates friendly & supportive work environment
Organisation offer various rewards to their employees to satisfy their needs. Organisation provides monetary & non-monetary incentives to the employees to bring about need satisfaction among the employees. Therefore, it leads to friendly & supportive relation between employers & employees.
Maslow’s hierarchy of needs
Hierarchy of needs means systematic arrangement of human needs in order of their importance.
Maslow has arranged all the human needs into 5 categories according to their significance. He classifies human needs into-
1. Physiological need
2. Security need
3. Social need
4. Esteem needs
5. Self actualisation need
This arrangement is known as hierarchy of needs. 1. Physiological need
These needs are essential for human survival & include need for food, clothing, shelter, sleep, air,etc.
2. Security need
These are needs for physical safety as well as economic security and include safety of person and property, security of job, etc.
3. Social needs
These are needs for love, affection, friendliness, belongliness, attention, social interaction, etc.
4. Esteem needs or ego needs
These are the needs for self–esteem & for the esteem of others. Self–esteem need include need for self respect, self–confidence, competence, etc. Need for esteem of others relates to status, recognition, prestige, respect of others, reputation, etc.
5. Self – actualisation need
This is the need to be what one is capable of becoming & include the need for development of potential abilities, knowledge & skill, need to be creative & achieve self-fulfillment.
FINANCIAL AND NON FINANCIAL INCENTIVES
Meaning of incentive:
Incentive means all measures used to motivate the performance of the employees. Incentive may be financial or non financial.
FINANCIAL INCENTIVES
Financial incentives refer to those incentives which are measurable in monetary terms.
Some of the important financial incentives are :
1. Pay and allowances:-
For every employee salary is the basic monetary incentive. Salary system consists of regular incentives in the pay every year and enhancement of allowances from time to time .
2. Bonus:- Bonus is an incentive offered over and above the Salary to the employees. 3. Profit sharing :- Profit sharing is meant to provide a share to the employees in the profit of the organization to improve their performances and contributes to increase in profit.
4. Co-operation:- Under this scheme, employees are offered company shares at a set price which is lower than the market price.The allotments of shares create a feeling of ownership to the employees and make them to contribute for the growth of the organization.
5. Retirement Benefits:- Several retirements benefits like pensions, provident fund, gratuity provides financial security to the employees. This benefit acts as an incentive to the employees.
6. Productivity Link Wage system:- Several wage incentive plans aims at linking the payment of wage to increase in productivity at individual or group level.
7. Fringe benefits:- In many companies fringe benefits are offered such as car allowances, housing, medical,and education to the children etc over and above the salary. These measures help them to provide motivation to the employees. NON FINANCIAL INCENTIVES
Non financial incentives are those which are not measured in terms of money. some of the important non-financial incentives are discussed below:-
1. Status:- In the organization contest, status means ranking of position in the organization. The authority, responsibility ,rewards, recognition and prestige of a job indicates the status gives to a person holding a managerial position .psychological , social and emotional needs of an individual are satisfied by status given by their desk jobs.
2. Organizational climate:- Organizational climate indicates the characteristics which describe an organization and distinguish an organization from the other. These characteristics influence the behavior of individuals in the organization some of these characteristics are reward orientation, consideration to employees, individual, autonomy and risk taking etc. if managers take positive measurers regarding these aspects ,if helps to develop better organizational climate.
3. Job enrichments:- Job enrichment is concerned with designing jobs that include greater variety of work content, require higher level of knowledge and skill; give workers more autonomy and responsibility and provide the opportunity for personal growth and experience.
4. Employee recognition program:- Most people feel that what they do should be recognized by others concern. Recognition means acknowledgement with an examples of appreciation. some of the examples of employee recognition are-
i) Congratulating the employee for good performance ii) Giving award for certificate for best performance iii) Rewarding an employees fro giving valuable suggestion. iv) Displaying on the notice board or in the companies newspaper about the achievement of the employees.
v) Distribute mementos, complementariness like t-shirt ,capes etc in recognition of employee services.
5. J ob security:- Employees want their job to be secure.The want certain stability about future income and work so that they do not feel worried on these aspects and work with greater zeal.
6. Employee participation:- It means involving employees in decision making of the issues related to them. In many companies, these programs are in practice in the form joint management committees, work committees etc.
7. Career advancement opportunity:- Every individual wants to grow to the higher level in the organization. Managers should provide opportunities to the employees to improve their skills and be promoted to the tonic and encourage employees to exhibit improved performance.
8. Employees empowerment:- Empowerment means giving more autonomy and power to the subordinates. Empowerment makes people feel that their jobs are very important in life.This feelings contributes positively to the use of the skills and talents in their job performance.
LEADERSHIP
Leadership indicate the ability of an individual to maintain good inter personal relations with the followers and motivate them to contribute for achieving organizational objectives.
Features of Leadership
1. Leadership indicates ability of an individual to influence others
2. Leadership tries to bring change in the behaviour of others
3. Leadership indicates interpersonal relations between leaders and followers.
4. Leadership is exercised to achieve common goals of the organization.
5. Leadership is a continuous process
ROLE OF LEADER AND FOLLOWER: The term leader emerges from leadership. An individual possessing attributes of leadership is known as leader. The success of an organization is attributed to the leader, but due credit is not given to the followers. Many followers related factors like –their skills, knowledge, commitment, willingness to cooperate, team spirit etc make a person an effective leader. It is said that followers make a person, a good leader by acceptance of leadership.Therefore,it is to be recognized that both leader and follower play key role in leadership process. Importance of leadership Leadership is the process of influencing the behaviour of towards the accomplishment of common goal. The importance of leadership are –
1. Helps in guiding & inspiring the employees
A leader by exercising his leadership qualities creates an urge for higher performance & helps in achieving the organisational goals. He creates self-confidence among his sub-ordinates. He directs the potential talent of the employees towards the achievement of goals. 2. Secures co-operation of members of organisation a leader builds up dedication & loyalty among the group of people. He develops mutual co-operation & self-discipline among the people. He encourages the sub-ordinate to take initiative & provide psychological support to them. He serves as a friend, philosopher & guide for his work group. 3. Improves productivity
Efficiency of performance depends on motivation, co-operation & confidence of the employees. Leadership secure these elements at work place, as a result of which employees contribute their best efforts towards the achievement of the organisational goals.
4. Improves job satisfaction
Apart from monetary compensation & physical condition at work place, job satisfaction depends upon the behaviour of the manager towards the sub-ordinate. A good leader can inspire the sub-ordinate to develop commonness of interest & persuade top management to satisfy the various need & motivate his sub-ordinate.
5. Development of team work
An organisation can be successful only when all it’s members work together as a team rather than going in different directions. It is the leader who creates team spirit & co-ordination among different members of a group. He resolves internal conflicts & differences of opinion.
6. Creates confidence
Sometimes, individuals fail to recognize their own qualities & capabilities. The leader creates confidence among them because of his insight, understanding & ability to handle situation. He provides psychological support & infuses the spirit of enthusiasm in his followers.
QUALITIES OF LEADERSHIP- 1. Physical features:- Physical features like height, weight, health, and appearance determine the physical personality of an individual .it is believed that good physical features can attract people. Health and endurance help a leader to work hard which inspire others to work with same tempo.
2.Knowledge:- A good leader should have good required knowledge and competence. Only such persons can instruct the subordinate correctly and influence them.
3. Initiative:- A leader should have initiative and courage. He should not wait for the opportunities to come to his way, rather he should grab the opportunity and use it to the advantage of the organization.
4. Communication skill:- A leader should be a good communicator. He should have the capacity to clearly explain his ideas and make the people to understand his ideas. He should be not only a good speaker, but also a good listener, teacher, counselor and inspirer
5. Self confidence:- A leader should have high level of self confidence. He should not loose his confidence even in most difficult times.
6. Motivation skill:- A leader should be an effective motivation.He should understand the needs of the people & motivate them through satisfying their needs.
7. Integrity:- A leader should possess high level of integrity to honesty. He should be a role model to others regarding the ethics and values.
8. Social skill:- A leader should be sociable and friendly with his colleagues & followers. He should understand people and maintain good relation with them .
9. Decisiveness:- A leader should be decisive in managing his work. Once he convinced about a fact, he should be firm and should not change opinion frequently.
COMMUNICATION
Meaning- Communication is derived from the Latin word “communis” which means common. Generally communication is understood as the process of exchange of ideas, views, and facts feeling etc between or among people to create common understanding . Communication is a process by which people create and share information with one another I order to reach common understanding .
ELEMENTS OF COMMUNICATION PROCESS Communication process involves elements like message, encoding ,media, decoding , receiver, sender, and feedback, noise
1. Sender:- sender means person who conveys his thoughts or ideas to the receiver .
2. Message:- it is the content of ideas, feelings ,suggestion etc intended to be communicated.
3. Encoding:- it is the process of converting the message into communication symbols such as words, pictures, gestures etc.
4. Media:-it is the path through which encoded message is transmitted to the receiver. The channel may be written form , face to face, phone call, Internet.
5. Decoding:- it is the process of converting encoded symbols of the sender.
6. Receiver:- the person who receives the communication of the sender
7. Feedback:- it includes all those actions of receivers that he had received and understood message of sender
8. Noise:- noise means some obstruction or hindrance to the communication. This hindrance may be caused to sender, message, and receiver. some of the examples are –
Ambiguous symbol that lead to faulty encoding
A poor telephone connection
An inattentive receiver
Faulty decoding ( attaching wrong meaning to the message)
Prejudice obstructing the poor understanding of the message
Gestures and posters that may distract the message
IMPORTANCE OF COMMUNICATION
1. Act as a basis of coordination:- communication act as a basis of coordination .it provides coordination among department ,activities and process in the organization.
2. Help in smooth working of and enterprise:- Communication servers as the lubricant fostering for the smooth operation of the management process. Communication helps in smooth working of an enterprise ,all organizational interaction depends on communication . Communication is basic to an organizations existence right from its birth through its continuing life. when communication stops organized activity ceases to exist
3. Act as a basis of decision making:- Communication provides needed information for decision making. Only on the basis of relevant information, one can take right decision. In its absence, if may not be possible for the managers to take any meaningful decision.
4. Increases managerial efficiency:- Communication is essential for quick and effective performance of managerial function. The management conveys the goal, issue instructions. Allocate job and responsibility through communication.Thus, communication lubricates entire organization and keeps the organization at work with efficiency.
5. Promotes cooperation and industrial peace:- Efficient operation is the aim of prudent management. It may be possible only when in the factory and mutual cooperation between promotes cooperation and mutual understanding between the management and workers.
6. Establishes effective leadership:- Communication is the basis of leadership. Effective communication influences the subordinate. Leader should possess good communication skill while influencing his subordinate.
7. Provides motivation:- An efficient system of communication enables management to motivate influence and satisfy the subordinates. Good communication helps to boost the morale of employees and managers. It also helps to improve good human relation in the industry.
FORMAL AND INFORMAL COMMUNICATION
Formal communication:-
Formal communication flows through official channels designed in the organization chart. This communication may take place between superior and subordinate, subordinate and superior, superior and superiors or subordinate and subordinate. The communication may be oral or written but generally recorded and filed in the office. Formal communication may be further classified as:
1. Vertical Communication:-
Vertical communication flows vertically, i.e. upward or downward through formal channel. Upward communication refers to flow of communication from subordinate to superior.
Eg: for application for grant of leave. Downward communication refers to flow of communication from superior to subordinate. For example sending notice to the employees to attend a meeting. 2.Horizontal or Lateral Communication:-
It takes place between one division and the other. For example production manager may contact the marketing manager to discuss about schedule of product delivery etc.
3.Diagonal Communication:-
Communication between superior of one department and subordinate of another department. For example production manager may contact the sales man of the sales department.
Communication Network:-
The pattern through which communication flows within the organization is generally indicated through communication network. Some of the popular communication network are:-
Single chain:-
This network exists between a supervisor and his subordinate. Since many levels exists in an organization’s structure, communication flow from every superior through his subordinate through a single chain. Wheel:-
In wheel network, all subordinate under one superior communicate through him only and he acts as the hut of the wheel. The subordinates are not allowed to talk among themselves.
Circular:-
In circular network ,the communication moves in a circle. Each person can communicate with his adjoining two person. In this network ,communication flow is slow.
Free flow:-
In this network, each person can communicate with others freely. The flow of communication is fast.
Inverted V:-
In this network , a subordinate is allowed to communicate with his immediate superior as well as superior’s superior. However, in later case only prescribed communication takes place.
INFORMAL COMMUNICATION:-
Communication that takes place without following the formal lines of communication is said be informal communication. Informal communication is generally referred as grapevine because it spreads through out the organization with its branches going out all in all directions in utter disregard to the levels of authority.
FEATURES OF INFORMAL COMMUNICATION:
1. It arises out of the needs of the employees to exchange their views which cannot be done through formal channel. for example: workers chit chatting in a canteen about the behavior of their superior etc.
2. informal communication spreads rapidly & sometimes gets distorted.
3. it is very difficult to deduct the sources of accounting .
4. it leads to generate rumors which are not accounting .peoples behavior is affected by rumors and informal discussion.
5. informal channels are used by the managers to transmit information so as to know the reaction of his subordinate .An intelligent managers should make use of the positive aspect of informal channel and minimize negative aspect of this channel of communication.
Grapevine network:
Grapevine communication may follow different types of network. Some of these network are :
Probability network:-
The individual communicate randomly with other individuals.
Gossip network:-
In gossip network each person with communicates with all on non selective basis.
In single strand network each person communicates to the other in sequence.
Cluster:- In cluster individual communicate with only those trust .cluster is the most popular in the organization.
BARRIERS TO COMMUNICATION The barriers to communicate in the organization can be broadly grouped as
1. Semantic barrier
2. Psychological barrier
3. organizational barrier
4. personal barrier
SEMANTIC BARRIER:- Semantic is the branch of linguistics dealing with the meaning of words and sentences. Semantic barriers are concerned with the problem of obstruction in the process of encoding and decoding of message into words or impression .some of the semantic barriers are:
1. Badly expressed message: Sometimes , intended meaning may not be conveyed by a manager to his subordinate. This may be on account of vocabulary ,usage of wrong words, omission of needed words.
2. Symbols with different meaning : A word or symbol may have several meaning. Receiver has to perceive on such meaning for the word used by the communicator. For example: consider their 3 sentences where the word the valve is used
-What is the value of this ring?
-I value our friendship
-What is the value of learning computers skill
-You will find that value gives different meaning in different context. Wrong perception leads to communication problem.
3. Faulty translation: Sometimes, the communication originally drafted in one language (eg: English) needs to be translated to the language understandable to the worker(eg: Hindi). If the translator is not proficient in both the language ,mistakes may creep in causing different meaning to the communications
4.Unclarified assumption: some communication may have certain assumptions which are subject to different interpretations. For example –A boss may instruct his subordinates take care of our guests. the boss means that subordinate should take care of the transport, food, and accommodation until the guest leaves the place but the subordinate may interpret that the guest should be taken to the hotel with care. Actually , the guest suffers due to this unclarified assumption.
4.Body language and gesture decoding: Every movement of the body communicates some meaning. the body movements and gesture of communicate matters so much in conveying the message.if there is no match between what is said and what is expressed in body movements , communication may be wrong perceive.
6.Technical words: ( JARGOAN) t is usually found ,specialists use technical jargon while explaining to persons who are not specialists in the concerned field .Therefore , they may not understand the actual meaning of any such word.
PSYCHOLOGICAL BARRIERS
Emotional or psychological factors act as a barrier to communication.
For example: a worried person cannot communicate properly and an angry receiver cannot understand the real meaning of the message. The state of mind of both the sender and receiver reflects in the effective communication . Some of the psychological barriers are:
1. Premature evaluation:- Sometimes people evaluate the meaning of the message before the sender completes his message. such premature evaluation be due to preconceived motions or prejudices against the communication.
2. Lack of attention:- The preoccupied mind of the receiver and the resultant non listening act as a major psychological barrier. For example an employees explains about his problem to his boss, who is he preoccupied with an important file before him. The boss does not pay attention to the message and the employee is disappointed.
3. Distrust:- Distrust between communicator and communicate act as a barrier. If the parties do not believe each other, they cannot understand each others message in its original sense.
4. Loss by transmission and poor retention:- When communication passes through various channels, successive transmission of the message result in loss of or transmission of inaccurate information.People cannot retain the information for a long time , if they are inattentive ( day dreaming) and are not interested.
ORGANISATIONAL BARRIERS The factors relate to organizational structure, authority relationship, rules and regulations may sometimes act as a barrier to communicate . Some of the organizational barriers are:-
1.Status: Status of superior may create psychological distance between him and his subordinate .A status conscious manager may not allow his subordinate to express their feelings freely.
2.Rules and regulation : rigid rules and cumbersome procedures may also act as an hindrance to communication .Similarly, communication through prescribed channel may result in delay.
3. Organizational policy: if the organizational policy is not supporting to the free flow of communication , it may hamper effectiveness of communication. For example in an organization with highly centralized pattern, people may not be encouraged to have free communication.
4.Organizational facilities:-
If facilities for smooth, clear and timely communication are not provided, communication may be hampered. Facilities like frequent meetings, social and cultural box will encourage free flow of communication. Lack of these facilities may create communication problem.
PERSONAL BARRIER:-
Personal factors of both the sender and the receiver may exert influence on effective communication. Some of the personal barriers are:-
1.Lack of confidence of superior on his subordinate:-
If the superior do not have confidence on the competency of their subordinate, they may not seek their advice or opinion. 2.Fear of challenge to authority:-
If a superior perceives that a particular communication may adversely affect his authority, he/she may withhold or suppress such communication. 3. Unwillingness to communicate by the subordinate:-
Sometimes, subordinate may not be prepared to communicate with the superiors, if they perceive that if may adversely they perceive that if may adversely affect their interests.
4. Lack of proper incentive:-
If there is no motivation or incentive for communication, subordinates may not take initiative to communicate. For example if there is no reward or appreciation for a good suggestion the subordinate may not be willing to offer useful suggestion.
MEASURES TO OVERCOME THE BARRIERS AND IMPROVE COMMUNICATION EFFECTIVENESS
1. Clarify the idea before communication:- the problem to be communicated to the subordinates should be clear in all its perspective to the executive himself. The entire problem should be studied in depth, analyzed and stated in such a manner that is clearly conveyed to the subordinates.
2. Communicate according to the needs of the receiver:-
The level of understanding of the receiver should be crystal clear to the communicator. Manager should adjust his communication according to the education and understanding of the subordinates.
3. Be aware of languages, tone and content of the messages:-
The language used should be understandable to the receiver and should not offend the sentiments of the listener. The messages should be stimulating to evoke response from the listeners.
4. Consult others before communicating:-
Before actually communicating the message, it is better to involve others in developing a plan for communication. Participation and involvement of the subordinates may help to gain ready acceptance and willing cooperation of the subordinate.
5. Be a good listener:-
Patient and attentive listening solves half of the problems. Managers should also give indication of their interest in listening to their subordinate.
6. Convey things of help and value to the listeners:-
While conveying the message to others, it is better to know the interest and needs of the people with whom you are communicating. If the message relates directly or indirectly to such interest and needs, it certainly evokes response from the communicatee.
7. Ensure proper feedback:-
The communicator may ensure the success of communication by asking questions regarding the message conveyed. The receiver of communication may also be encouraged to respond to communication. The communication process may be improved by the feedback received to make if more responsive.
8. Communicate for present as well as future:-
Generally, communication is needed to meet the exciting commitments, to maintain consistency. Communication should aim at future goal of the enterprise also.
9. Follow up communication:-
There should be regular follow up and review of the instructions given to the subordinates. Such follow up measures help in removing the hurdles if any in implementing the instructions. formal communication - advantages & disadvantages Meaning of formal communicaton
Formal communication refers to official communication which takes place following the chain of command.
For eg:- in an organization structure, the sales manager can communicate with the production manager only through his immediate superior, say, the general manager & not directly. This system of communication is called formal communication.
Advantages of formal communication
1. It is systematic & ensures orderly flow of information & ideas.
2. The source of communication can be easily located. In this way, it is easy to fix responsibility.
3. It provides support to the authority of superior over sub-ordinate.
4. It helps in co-ordination of activities & efforts.
5. Control is facilitated by the formal communication providing information about the work performance.
6. Responsibility of action taken on the basis of formal communication can be easily fixed.
7. Message flowing through formal channel may not be distorted.
8. It helps to keep record for future reference.
Disadvantages of formal communication
1. Formal communication is mostly conveyed in an impersonal manner. Personal warmth & involvement may be lacking.
2. Accurate information may not be transmitted in view of the livelihood of the unfavorable effects of the message or report, or to avoid criticism.
3. This type of communication following the scalar chain of authority is a slow moving process, particularly when it is routed through more than 1 authority level.
4. It is rigid.
5. Formal communication passes through several levels. At each level, filtering takes place. The message may get distorted by the time it reaches the receiver.
6. There is a lot of information &messages to be communicated. Formal channels may get distorted or blocked due to information overload. As a result, effectiveness of communication is reduced.
7. Formal communication is not suitable for upward communication. Sub-ordinates hesitate to express themselves fully to their superior due to fear of criticism. Informal communication-advantages & disadvantages Meaning of informal communication
Informal communication is that communication which is not based on the organization structure or does not follow the chain of command. It is a result of personal, social or group relation between the people in the organization. It is also known as grapevine. Advantages of informal communication
1. Employees can develop social satisfaction through exchange of ideas & information.
2. It helps individuals to communicate on matters which cannot be done through official channel..
3. Informal communication travels faster than formal communication. Informal channel can be used for speedy communication under exceptional circumstances & in case of emergencies.
4. It helps in classifying the formal orders & instructions to the workers. Then it fills the gap where formal communication fails.
5. Informal communication provides emotional relief to sub-ordinates & reduces tension in labor management relations.
6. Employee’s attitude & reaction towards the plans & policies can be ascertained easily by the managers through informal contact & interaction.
7. It provides a means of useful communication between people who may not be linked through the official chain of command. Disadvantages of informal communication
1. Informal communication is unsystematic, irregular, unplanned & timely. It is not reliable & predictable.
2. It is not easy to fix responsibility for actions taken on the basis of informal communication. The origin of such communication is not easily traceable.
3. There are chances of confidential information being leaked out through grapevine.
4. As different person pass on the same message with different outlook & interpretation, the message gets distorted.
5. The meaning & sense of the message may get changed in the process of informal communication.
6. Informal communication often carries rumors & distorted facts. Differentiate between formal & informal communication?
Basis
Formal
Informal
1.meaning
2. Fixing of responsibility
3. Expression
4. Nature
5. Needs
6. Records
7. Rumors
8. Personal touch
9. Speed of commn
10.systematic
11. Authority
12.rigidity or flexibility
13. Knowledge of source
14. Objective
It refers to the communication which follows an established chain of command.
It is easy to fix responsibility.
It is mostly expressed in written form.
It consists of work related messages.
It serves the organizational needs.
Its record is kept for future reference.
It does not carry rumors.
It establishes relationship between the sub-ordinates & superior & vice-versa. It is impersonal.
Slow – time consuming.
It is orderly & systematic.
Official & well-planned message are authentic.
Formal communication is based on the plans, rules & policies of the organization which are rigid in nature.
Source of the message is known.
To achieve organizational objectives.
It refers to the communication which takes place outside the official chain of command.
It is not easy to fix responsibility.
It is mostly expressed in oral or verbal form.
It consists of both work related & social messages.
It serves organizational & work related needs.
No record can be kept.
It carries rumors & may create misunderstanding.
It establishes personal relationship among individuals irrespective of the level. It is personal.
Fast – time saving.
It is unsystematic & erratic.
Unofficial & unplanned messages may not be authentic.
Informal communication is quite flexible as it is based on personal likes & dislikes of the individuals which are ever-changing.
Source of the message is not known.
To meet personal needs& interest.
formal communication - advantages & disadvantages Meaning of formal communicaton
Formal communication refers to official communication which takes place following the chain of command.
For eg:- in an organization structure, the sales manager can communicate with the production manager only through his immediate superior, say, the general manager & not directly. This system of communication is called formal communication.
Advantages of formal communication
9. It is systematic & ensures orderly flow of information & ideas.
10. The source of communication can be easily located. In this way, it is easy to fix responsibility.
11. It provides support to the authority of superior over sub-ordinate.
12. It helps in co-ordination of activities & efforts.
13. Control is facilitated by the formal communication providing information about the work performance.
14. Responsibility of action taken on the basis of formal communication can be easily fixed.
15. Message flowing through formal channel may not be distorted.
16. It helps to keep record for future reference.
Disadvantages of formal communication
8. Formal communication is mostly conveyed in an impersonal manner. Personal warmth & involvement may be lacking.
9. Accurate information may not be transmitted in view of the livelihood of the unfavorable effects of the message or report, or to avoid criticism.
10. This type of communication following the scalar chain of authority is a slow moving process, particularly when it is routed through more than 1 authority level.
11. It is rigid.
12. Formal communication passes through several levels. At each level, filtering takes place. The message may get distorted by the time it reaches the receiver.
13. There is a lot of information &messages to be communicated. Formal channels may get distorted or blocked due to information overload. As a result, effectiveness of communication is reduced.
14. Formal communication is not suitable for upward communication. Sub-ordinates hesitate to express themselves fully to their superior due to fear of criticism. Informal communication-advantages & disadvantages Meaning of informal communication
Informal communication is that communication which is not based on the organization structure or does not follow the chain of command. It is a result of personal, social or group relation between the people in the organization. It is also known as grapevine. Advantages of informal communication
8. Employees can develop social satisfaction through exchange of ideas & information.
9. It helps individuals to communicate on matters which cannot be done through official channel..
10. Informal communication travels faster than formal communication. Informal channel can be used for speedy communication under exceptional circumstances & in case of emergencies.
11. It helps in classifying the formal orders & instructions to the workers. Then it fills the gap where formal communication fails.
12. Informal communication provides emotional relief to sub-ordinates & reduces tension in labor management relations.
13. Employee’s attitude & reaction towards the plans & policies can be ascertained easily by the managers through informal contact & interaction.
14. It provides a means of useful communication between people who may not be linked through the official chain of command. Disadvantages of informal communication
7. Informal communication is unsystematic, irregular, unplanned & timely. It is not reliable & predictable.
8. It is not easy to fix responsibility for actions taken on the basis of informal communication. The origin of such communication is not easily traceable.
9. There are chances of confidential information being leaked out through grapevine.
10. As different person pass on the same message with different outlook & interpretation, the message gets distorted.
11. The meaning & sense of the message may get changed in the process of informal communication.
12. Informal communication often carries rumors & distorted facts. Differentiate between formal & informal communication?
Basis
Formal
Informal
1.meaning
2. Fixing of responsibility
3. Expression
4. Nature
5. Needs
6. Records
7. Rumors
8. Personal touch
9. Speed of commn
10.systematic
11. Authority
12.rigidity or flexibility
13. Knowledge of source
14. Objective
It refers to the communication which follows an established chain of command.
It is easy to fix responsibility.
It is mostly expressed in written form.
It consists of work related messages.
It serves the organizational needs.
Its record is kept for future reference.
It does not carry rumors.
It establishes relationship between the sub-ordinates & superior & vice-versa. It is impersonal.
Slow – time consuming.
It is orderly & systematic.
Official & well-planned message are authentic.
Formal communication is based on the plans, rules & policies of the organization which are rigid in nature.
Source of the message is known.
To achieve organizational objectives.
It refers to the communication which takes place outside the official chain of command.
It is not easy to fix responsibility.
It is mostly expressed in oral or verbal form.
It consists of both work related & social messages.
It serves organizational & work related needs.
No record can be kept.
It carries rumors & may create misunderstanding.
It establishes personal relationship among individuals irrespective of the level. It is personal.
Fast – time saving.
It is unsystematic & erratic.
Unofficial & unplanned messages may not be authentic.
Informal communication is quite flexible as it is based on personal likes & dislikes of the individuals which are ever-changing.
Source of the message is not known.
To meet personal needs& interest.
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