Assignment -1 Ans 1 -Different types of communication.

Oral - avoid words with multiple meanings, ensure clarity thru highly specific statement, avoid overuse of jargons, avoid biased based language and offensive words. Written Non verbal - is unavoidable and very powerful, its ambiguous. It cannot express all messages and it varies across cultures Types of non verbal kinesics facial expression, eye movements gestures, head movements, body shape and posture and physical appearance, proxemics, time language, paralanguage physical context.

General Principles of writing Readable. Uncomplicated and easy for even the average person to understand. Write to express not impress. Keep it short and sweet. Keep the words simple not complex. Dont use jargon, slag or metaphors. Use of small words in the wrong way grammatically could cause problems. Nouns use concrete nouns as subjects instead of abstract nouns. Pronouns using the masculine form of a pronoun might be taken in an offensive way by the user Avoid use of the pronoun completely and repeat the noun to reiterate Use plural nouns Use pronouns from both genders. Use verbs correctly Use adjectives and Adverbs carefully. There is always a strong tendency to to uses

very strong adjectives, too many adjectives and superlatives Use of active verbs instead of passive verbs Spellings - Use British spellings generally unless addressing an American audience Punctuations apostrophe, parenthesis, colon, comma. Dash, period, quotation marks and semi colon

Ans 2 Business writing 1.Tone of the message has to be consistent and not negative Avoid sounding over confident and pompous Be sincere Tone of the business writing should be non discriminatory, ensure to avoid sexist language by using neutral job titles. 2.Business letter is to emphasize important ideas and to down play unimportant ideas. 3. business letter should be tailored to suit your audience and it should be simple enuf for even a layperson to read and understand.

Oral Presentation Oral presentations can range from Simple to complex ones. Definition of the purpose of your presentation must be clear on the goal of the presentation

Ans 3 - Oral communication must figure out definition of purpose of the presentation. That is to inform or to persuade or to entertain. Must ask the questions whome do I want to influence, what do I need then to do, how do I want them to do it and when and where. Secondly the key idea or the main message needsto be conveyed a to the audience and that is critical of any oral communication. Thirdly the audience must be analysed

1 to make a good presentation you must gauge the knowledge of the audience. For that you would need to know their job designation and areas of expertise. 2. need to know what their preferred style of presentation slow pace or fast, humour should be used with care. 3. Demographic characteristics of the audience 4. size of the audience 5. level of understanding of the topic of presentation of the audience as well as their attitude. Fourthly do a self analysis of you as a presenter and decide your style of delivery Fifthly understand the context in which the presentation will occur; check the surrounding to understand the emotions people carry when they come for the presentation. Sixthly prepare the outline, organise the body, collect relevant information and plan the conclusion Finally use visual aids graphs tables diagrams, products, flip charts, PowerPoint slides handouts and videos

Ans 4 - Plan and carry out a meeting

Before calling a meeting you must decide if any of the infor can be discussed over the phone or by email, is there enuf time to plan the meeting and all the ppl you want to meet with available and prepared. Secondly the agenda must be sent to all attendees that is list of all the topics that will be discussed, this must include time venue and duration of the meeting, list of participants, gist of info on each topic, and list of items and goals During the meeting open the meeting a quick run to of the agenda, then encourage balance participation in reverse order of seniority, and in turns. Use overhead questions that is questions that are addressed to the entire group. Manage the time Keep the meeting focused, summarize and move on and postpone irrelevant ideas. Ensure convergence listen to everyone point of view before arriving at a decision

The do a sum up and conclude the meeting. Always keep minutes and and then send minutes to everyone, keep the minutes brief and to the point Follow meeting etiquettes After the meeting - start planning for the next meeting, check progress on follow up and ensure that all pending work is finished before the next meeting Ans 5 - Circular vs notices Circulars are announcement that are distributed to small or selective group. Notices are meant for a larger group of people Circular format To Circular Subject Body From Date Notice format Subject Notice Subject Body From Assignment 2 date and reference no

Ans 3 - Oral communication Define oral communication It is divided into oral face to face presentations and meeting AND oral non face to

face teleconferencing, telephone and voice mail FTF are more effective but also more expensive and impractical sometimes. Teleconferencing allows participants at distant locations to speak and sometimes see each other. It has high costs and is difficult to set up Teleconferencing is not suitable for brainstorming negotiations persuasion and problem solving Telephone communication has the biggest advantage of being able to contact a receiver who would be impossible to reach in person. Easy to contact ppl who are on the move. It also has a personal quality and also permits some non verbal cues like tone to enhance the communication. Voice mail is also a type of telephone communication it is inferior to speaking in person. When you leave a msg, you can make your point felt and save time spent in exchanging pleasantries. Invitation can be declined without having to a explanation or reason

Ans 4 Communication network in the organisation Ans 5 Diff types of business letters Routine letters letters on routine matters pertaining to day to day operations Routine requests and replies are letters that are from customers asking for information on the company products or catalogues or brochures. All organisations will response to these kinds of emails as it is an opportunity for them to promote their products. The replies to these kind of letter s are concise and to the point, prompt and polite to build a long term relationship with their customers. Routine claims and adjustment letters these are written by a buyer or a customers to a seller, requesting some type of action or adjustment to correct a problem with the sellers product or service. For these kind of letters the organisation will normally comply with the request for remedial action. Adjustment letter will inform the buyer about the action being taken. Here reason for the problem should be explained in detail and it should be straight forward also inform the customers about the measures taken to prevent the problem from reoccurring. The letter shouls sound credible as it needsto restore the customers faith in the company. Goodwill letter no business objective but send to build good rapport Other routine letters are quotations that are sent to ask for prices and tenders are letters inviting a provider of a service

Bad news letters - sent to customers or stake holders, usually rejection of customer claims, job rejections or news about sudden price increases or a product being discontinued or organisation losses or layoffs. These letter have to be worded tactfully and in a positive manner. Persuasive letters sales letters addressed to a customer, persuading them to buy form the company. These have to be written in the AIDA format get their attention, create interest by highlighting unique features, inducing desire by convincing him that this product is better than the other and actioning him to buy the product

Ans 6 resume

Mngt process and Org behaviour Assignment 1

Ans 1 - Managerial roles are Informational collecting and communication information to the organisation Sub roles are monitor collect info from inside and outside the org disseminator communicate infor to all in org spokesperson representing the org to outsiders.

Decisional roles Entrepreneur initiating new ideas to improve Disturbance handlers taking corrective actions to cope with adverse situations Resource allocators allocating human, physical and monetary resources Negotiator negotiating with trade unions or stakeholders

Interpersonal role - Activities with ppl working in the organisation. Figure head ceremonial and symbolic role Leadership leading org in terms or recruitment, motivating etc

Liaison liaising with external bodies and public relations activities.

Managerial skills Technical skills ability to apply specialised knowledge or expertise Hunan skill ability to work with understand and motivate others, requires sensitivity Conceptual skills ability to critically analyse, diagnose a situation and forward a afeasible solution, requires creative thinking, generating options and choosing the best available options. Ans 2 Social learning theory as proposed by bandura, most human behavious is learned observationally through modeling, from observing others one forms an idea of how new behaviour are performed. It has 4 processes Attention process people learn from a model only when they recognise and pay attention to its critical features. If the model is interesting or there is a novel idea then it is more likely to dedicate the full attention to learning Retention process a models attention will depend on how well the individual remember the models actions after the situation is no longer available. Motor reproduction processes after a person has seen a new behaviour, the watching must convert to doing. The ability to pull out the information later and act on it is as vital to observation learning. Reinforcement processes people will be motivated to exhibit modeled behaviour if positive incentives or rewards are provided. Watching others experience some type of reinforcement or punishment will also affect your motivation to exhibit learnt behaviour. Highest levels of observational learning are achieved by organising and rehearsing the modeled behaviour and then enacting it overtly, or if it results in a outcome they value, or their model has admired status in society and the behaviour has functional value. Talk about positive, negative reinforcement, punishment and retention Ans 3 Big 5 model Researcher believe that there are five basic dimension that underlie all other personalities dimensions

Extraversion comfort levels in relationships; tend to be assertive, sociable, full of energy, enthusiastic and action oriented Agreeableness - peoples propensity to defer to others, high agreeableness people are cooperative, warn and trusting. Have an optimistic view of human nature. And they value getting along with others. Low ones are cold, disagreeable and antagonistic. Conscientiousness a measure of reliability, these kinds of people are responsible, organised, dependable and persistent. These kinds stay out of trouble and achieve high levels of success through purposeful planning, on the other side they can be perfectionist and workaholics. Emotional stability aka neuroticism persons ability to withstand stress. Usually calm self-confident and secure. People high in neuroticism are emotionally reactive, they will interpret ordinary situations as threatening and minor frustrations as hopelessly difficult Openness to experience are people who are intellectually curious, appreciative of art and sensitive to beauty Ans 4 Perception is our sensory experience of the world around us and involves both the recognition of environmental stimuli and actions in response to these stimuli. The number of factors operate to shape and sometimes distort perception. These factors can reside in the perceiver, in the object or target being perceived or in the context of the situation in which the perception in made The major characteristics of the perceiver influencing perception are Attitude, Moods can heavily influence the way we perceive someone or something. We remember information that is consistent with our mood state better than information that is inconsistent with our mood. We form positive impresstions of others when in a positive mood. Motives unsatisfied needs or motives stimulate individuals and may exert a strong influence on their perceptions. Self concept a person with a positive self concept tends to notice positive attributes in another person. Interests Our interests differ considerably, what one person notices in a situation can differ from what others perceive. Cognitive structure individuals pattern in thinking also affects perception.

Expectations these can distort your perceptions in that you will see what you want to see. Characteristics of the target physical appearance plays a big role in our perception of others. Motion, sound, size and other attributes of the target shape the way the perceiver sees it. Verbal communication and non verbal communication also affects our perception. Background and proximity also affect. Characteristics of the situation the situation in which the interaction between the perceiver and the target takes place has an influence on the perceivers impression of the target.

Ans 5 contemporary work cohort - robbins stated that unique values are segmented by the era they entered the workforce. Individuals values differ but tend to reflect the societal values of the period in which they grew up Veterans workers who entered in the 1940-1960s they were influence by the great depression and WWII. They believe in hard work, tend to be loyal to their employees, terminal values - comfortable life and family security Boomers 1960s to the mid 1980s influenced by the JF Kennedy, civil rights and feminist movements, the beatles, the Vietnam war, baby-boom. They distrust authority but give high regard to achievements and material success. Organisation who employed them were vehicles for their careers. terminal values sense of accomplishment and social recognition Xers mid 1980s, influenced by globalization, two career parents MTV, AIDS and computers, value flexibility, life options and achievements of job satisfaction. Family and relationships were important and enjoyed team oriented work. money was important, but would trade off for increased leisure time. Less willing to make personal sacrifices for employers than the previous generation. terminal values true friendship, happiness and pleasure Nexters most recent entrants to the work force, grew up in prosperous times, have high expectations, believe in themselves and confident in their ability to succeed. See nothing wrong with job hopping. Seek financial success, enjoy team work but are highly self reliant. terminal values freedom and comfortable life.

Ans 6 Special issues in motivation Various gps of employees provide specific challenges in terms of motivation 1-Motivating the diversified work force - not everyone is motivated by money, the needs of woen, physically challenged and other diverse groups are not the same.

You must understand and respond to the specific needs to maximize the employees motivation. This is done by designing work schedules, compensation plans, benefits and physical work settings to reflect the employees varied needs. Allow employee who are going for further training to school to vary their work timings. Offer facilities like childcare, flexible hours, job sharing. People who come from other states counties to go for longer holidays 2- motivatin temporary workers by setting up a system where permanent empl are selected from a pool of temp staff. Providing opportunities for training so that they may develop their skills. When temp and permanent staff are to work side by side there might be bitterness as the permanent staff earn more for the same job, so keeping them separate will work. 3- motivatin professionals - professionals a have a strong long-term commitment to their field. Their loyalty is to their profession more than their employee. They have a need to keep updating their knowledge so providing them with training and developments. Reward them with educational opportunities. Their chief reward is their job so they need to have challenging jobs. Professionals want others to think that wat they are working on is important so its imp to demonstrate sincere interest in their projects.

Assignment 2

Ans 1