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COMMUNICATION SKILLS (BA9105) Presented By: M.Karthika Date: 03-09-2012 Unit : I 1 Systems Approach Forms of communication Functions of communication Principles of communication Management and communication Communication patterns Barriers to communication Interpersonal perception SWOT analysis Johari Window Transactional Analysis. 2 What is Communication? A process by which information is exchanged between individuals through a common system of symbols, signs or behavior Communication The sharing of information between two or more individuals or groups to reach a common understanding. “Communication is an exchange of facts, ideas, opinion or emotions, by two or more persons”- Koontz and O’Donell. “communication is any behavior that results in an exchange of meaning ” – The American Management Association. System approach Communication is a dynamic, transactional(two-way process)in which there is an exchange of ideas, information, etc., linking the sender and receiver towards a mutually accepted direction or goals consists of several identified elements or stages. This view of communication is termed as a system approach to communication. What - pictures denote ? Communication is a two-way process which involves: Listening to others (Receiving) message Asserting/Expressing (Sending) What are the most common ways we communicate? Written Word Why we Study Communication? Knowing What happens when people communicate with themselves and others Understanding How that knowledge can be used to explain and interpret the process of Communication in everyday life Developing Skills Using this knowledge and understanding to communicate more effectively The Importance of Communication in business Communication Internal External Internal communication Effective internal communication is considered important for the following reasons. - - Better coordination : All organizational activities are geared towards greater productivity, leading to increased profitability and hence greater prosperity for one and all. This calls for a concerted and coordinated effort by all the department. Conductive work atmosphere: Effective communication between the management and the employees, it helps to bring about an atmosphere of mutual trust and confidence. External communication External communication includes communication with government agencies and departments on the one hand and distributors, retailers, individual customers and general public on the other. - Government agencies and department : Business organizations are required to deal with licensing authorities, foreign trade offices, customs authorities, bank and other financial institutions, income – tax and sales offices, post offices, transporters, etc. - Ad agencies, distributors, retailers, individual customers, etc. Modern business is highly competitive phenomenon. organization that can communicate better can also sell better. Sales are promoted through persuasion and persuasion is another aspect of communication. OBJECTIVES / PURPOSE COMMUNICATION TO INFORM : - Foremost objective - power - need within and outside – organization TO PERSUADE : - business works-persuasion employees to work efficiently Persuade customer to buy product TO EDUCATE : -disseminate knowledge & develop skills & attitude –people working in organization. TO TRAIN : -communication – integral part – training programme. - achieve proficiency in specific skills. Communication require – training: -instruction -demonstration -practice & - discussion TO MOTIVATE : - high level of motivation ensure high level of productivity and efficiency. TO INTEGRATE: - large organization have different department-different targets. - communication –integrate –in pursuing organizational goal. TO RELATE: -good business relation-success- any business organization. - communication – building and nurturing mutually beneficial relationships . TO ENTERTAIN: - communication facilitates social bonding and brings lighter moments that help in creating lighter moments and relieving tension. Process of Communication SENDER --> MESSAGE --> VISUAL / ORAL / WRITTEN ->RECIPIENT Where Setting Channel Response to each other People MessageFeedback Sender Receiv er Ideas and feelings Noise Messag eFeedbac k Channel Setting SenderReceive r Interferenc e The Communication Process: Elements Sender ◦ Person with whom the message to be communicated originates ◦ Encodes or gives expression to the message Message ◦ Thought, idea or information the Sender wishes to pass on to another ◦ The Message has meaning. It is this that has to be sent Medium ◦ The medium is the method that the Sender chooses for encoding the message. This may be written or oral. These are both verbal. The Sender may also encode his message through signals, drama and other non-verbal means. ◦ The Medium is often confused with the Channel. One way to distinguish them is that the Medium must be determined before the Channel is chosen, and often, Medium determines Channel – e.g. Medium: Email; Channel: Internet Channel ◦ The Message is sent via a Channel which is the means of transporting the message from the Sender to the Receiver, e.g. post office, internet, airwaves, airmail etc. The Communication Process: Elements Receiver ◦ Person receiving or Decoding the message Noise ◦ Anything that distorts a message by interfering with the communication process Radio playing in the background Another person trying to enter the conversation Examination nerves Static on the telephone line A slow computer Feedback ◦ The Receiver transmits verbal and non-verbal feedback to indicate his/her reception and understanding of the message Forms / classification of communication Communication may be classified or categorized on the following basis: 1. Organizational structure • Formal • Informal 2. Dimension/ Direction of communication • Upward • Downward • Lateral • Diagonal • Inward • Outward 3. Expression • Written • Oral • Non Verbal 4. Formation of networks • Wheel network • Y network • Chain network • All channel CHANNELS OF COMMUNICATION: COMMUNICATION ON THE BASIS OF ORGANIZATIONAL STRUCTURE Channels of communication may be classified into two categories: a) Formal b) Informal Formal Channel of Communication It defined as a means of communication that is formally controlled by managers or people occupying positions in an organization. Communication flows through formal channels. Any information, decision, memo or reminder etc., will also follow this path. Organizational Pyramid/Structure BOARD OF DIRECTORS MANAGING DIRECTOR TOP LEVEL MANAGEMENT MIDDLE LEVEL MANAGEMENT SENIOR SUPERVISORS FIRST LINE SUPERVISORS EMPLOYEES/SHOP FLOOR EMPLOYEES Informal Channel of Communication Side by side with the formal channel of communication every organization has an equally effective channel of communication namely that is the informal channel. It is not officially sanctioned. Informal Communication : Beyond the Organizational Hierarchy •When anyone can tell anyone else anything informally the result is a rapid flow of information along what is commonly called the grapevine •Unofficial information travels •Factors responsible for grapevine Feeling of insecurity Lack of confidence Formation of favored group Some unusual happening in the organization Personal problems of the employees Types of Grapevine Chains •Single strand chain – A tells B, who tells C, who tells D. Usually, original item of message is distorted when it reaches D. •Group chain – One person seeks out and tells everyone the information he has received •Probability chain Tells at random •Cluster chainFew selected Advantages of informal communication •Speedy transmission – Transmits information -speed •Feedback value – Top bosses of organization get feedback regarding- policies, & decision. Feedback reaches – faster – informal . •Support to other channelsSupplementary channel of communication •Psychological satisfaction- Gives immense Psychological satisfaction. Strengthens -solidarity – workers. •Uniting force – Brings together workforce in matters of common interest, and act as a binding force among employees. • Creation of ideas- Sharing of ideas and views – generate more ideas and expectation. • Good personal relationsPublic relation- fails- because – lack of good relationship. Promotes personal relationship. Disadvantages •Cannot be taken seriously •Does not carry complete information •Distorts information •It may prove counter productive •Chances of misinterpretation •Lack of accountability COMMUNICATION ON THE BASIS OF DIRECTION/ DIMENSION Communication is multidimensional or multidirectional. There are various directions in which it flows. Within the organization, communication may flow inter scalar or intra scalar, upward or downward. Communication with the outside world may be Inward or Outward. Let's understand these dimensions are : a) Downward b) Upward c) Horizontal or lateral d) Diagonal or crosswise e) Inward f) Outward Downward communication Written Oral Instructions Instructions Memoranda Speeches Letters Meetings Handbooks Telephone policy statements Loudspeaker procedures electronic news displays Upward Communication Communication that flows from bottom to top, or which is from lower hierarchical level to higher level, is called upward communication. The main function of upward communication is to supply information to the upper levels about what is happening at the lower levels. Lateral or Horizontal Communication When communication takes place between two or more persons who are subordinates working under the same person, or those who are working at the same level, it is called lateral or horizontal communication. Communication transferred through lateral means includes interdepartmental reports, requests, suggestions and informal communication among peers at the same level and so on. Lateral Communication Marketing Manager Production Mgr Diagonal Communication Marketing Manager Marketing Supervisor Training Manager Training Supervisor Vertical Communication Downward Communication Upward communication Marketing Supervisor Diagonal or Crosswise Communication Diagonal or crosswise communication includes flow of information among persons at different levels who have no direct reporting relationships. Diagonal or crosswise communication Oral • • • • • informal meetings lunch hour meetings formal conferences project organization meetings advisory authority interactions Written • company news paper/magazine • • bulletin boards in house journal or e-mail Inward Communication Inward Communication includes all the information received by the organization from external agencies, which may be: other organizations These may be in the form of government, letters suppliers, emails customers, offers competitors orders shareholders requests media. suggestions complaints notices and so on. Cont…. Outward Communication The communication which the organization maintains with the outside world is called outward communication. Outward communication it may be in the form of: advertisements media interaction public relations negotiations mails telegrams letters tenders notices telephonic conversations and so on. FORMS OF COMMUNICATION Forms of communication, can be divided into verbal or non verbal communication. Verbal communication may be oral or written. It depends upon the manner in which the message in expressed. If, it is expressed through the mouth, it is oral communication. This also includes face to face conversation, dialogue, interviews, meetings, conferences, telephonic conversation and so on. When the message is expressed through written language symbols, it is written communication and it includes reports, letters, mails, telegrams, orders and memos. When no words are used and only symbols, colours, signs, sounds or expressions help to express a message, it is termed as non verbal communication. FORMS OF COMMUNICATION VERBAL ORAL NON VERBAL WRITTEN Oral Communication •Immediate feedback •Shorter Sentences •More informal •Conversational focus •Prompt action •Focus on relations •Less detailed technical information •More personal pronouns •Simpler construction •Lesser focus on grammar •Local phrases and idioms are used Written Communication •Delayed feedback •Longer sentences •Longer words •More formal •Focus on content and precision •Delayed action •Focus on actions •More detailed technical information •Fewer personal pronouns •More complex constructions •Useful document •Grammar accuracy COMMUNICATION NETWORKS OR PATTERNS OF COMMUNICATION Given below are the most important patterns ‘communication nets:’ a) Wheel/ Y i) Three-person wheel communication pattern. ii) Five-person wheel communication pattern. iii) Five-person ‘Y’ wheel communication pattern. of communication or b) Circle i) Four-person circle communication pattern. ii) Five-person circle communication pattern. c) All channel i) Four-person all channel communication pattern. ii) Five-person all channel communication pattern. d) Chain Functions of communication Information sharing ` Fast diffusion of information in organization. e.g., award & reward given, settlement with union. Feedback – Need to provide feedback to employees on their achievements. Feedback helps in taking corrective measures & necessary adjustment. InfluenceCommunication is to influence people. Manager communicate- conductive environment, right attitudes,& congenial working relationship. Problem solving – communication helps in solving problem. Problems- between manager& union. Assists in decision makingEvery manager –take- critical decisions. Accurate & appropriate decision -needinformation- that available in various channels of communication. Facilitating changeEffectiveness of change introduced in an organization depends to a large extent on the clarity and spontaneity of the communication. Group building – Communication help – building relationships. If communication breakdown , the group may disintegrate. Gate keeping – communication- build linkages of organization with outside world. Conveying the right message – communication convey right message to right person Helps in co-ordination of effortscommunication – effective tool for co- coordinating activities of different persons engaged in running a business. Good industrial relationscommunication develops good industrial relations as it convey feelings, ideas, opinions and viewpoints of different parties.- 2 parties –management & subordinates come closer through communication. Development of managerial skillscommunication- helps manager to understand – human behavior at work. Motivating people – People in organization – regularly informed about management expectationsotherwise – they feel frustrated and demotivated. Job instruction – manager communicate to subordinate – job instruction – from time to time. Principles of communication The seven C’s When We talk about “ Effective Communication” one thing that comes in mind, what are the basic principles of “effective communication” . These principles tells us how your message can becomes effective for your target group, These principles also tell about style and importance of the message. These principles commonly known as 7 C’s of effective communication. Seven C’s of Effective Communication 1. 2. 3. 4. 5. 6. 7. Completeness Conciseness Consideration Concreteness Clarity Courtesy Correctness 1) Completeness Message Receiver- either listener or reader, desire complete information to their question. e.g. suppose you are working with multinational company who is engaging with engineering goods , like A.C.Now let say one of your major customer wants some technical information regarding “thermostat” (because he wants to convey the same to the end users ). In this case you have to provide him complete information in a short span of time. If possible, provide him some extra information which he does not know,. In this way you can maintain a good business relation with him, otherwise he may switch to an other company. Five W’s One way to make your message complete is to answer the five W’s. WHO? WHAT? WHEN? WHERE? WHY? The five question method is useful when you write requests, announcements, or other informative messages. For instance, to order (request) merchandise, make clear WHAT you want, WHEN u need it, WHERE it is to be sent. Conclusion of completeness At the end we can say that, you must provide him:1. All necessary information as requested by him. 2. Answers to his all questions carefully 3. Provide some more information, which he is not requiring , just to maintain good relations. 2) Conciseness Conciseness means “convey the message by using fewest words”. “Conciseness is the prerequisite to effective business communication.” As you know that all businessmen have very short time . Hence a concise message save the time and expenses for both the parties. How To achieve the conciseness ? For achieving the conciseness you have to consider the following. 1. Avoid wordy expression 2. Include only relevant material 3. Avoid unnecessary repetition. Avoid Wordy Expression E.g. Wordy:- at this time. Instead of “at this time” you can just use only a concise word:NOW , Always try to use “ To the point Approach” in business scenario perspective. Include only relevant information Always try to provide only relevant information to the receiver of the message. Lets say one of your customer requested for clients of the company in reply you should provide simply list of clients at the panel of your company. No need to provide detailed business information about client at all. Observe the following suggestions to “ Include only relevant information.” ◦ Stick to the purpose of message ◦ Delete irrelevant words ◦ Avoid long introduction, unnecessary explanation etc. ◦ Get to the important point concisely. Avoid un-necessary Repetition Some times repetition is necessary for focusing some special issue. But when the same thing is said with out two or three reasons, the message become wordy and boring. That’s why try to avoid Un-necessary repetition. Some ways to eliminate unnecessary words Use shorter name after you have mentioned the long once. e.g. Spectrum communications Private limited use spectrum. Use pronouns or initials E.g. Instead of world trade organization use WTO or You can use IT for Information Technology.( keeping in views that receiver knows about these terms) 3) Consideration Consideration means – To consider the receiver’s Interest/Intention. It is very important in effective communication while writing a message you should always keep in mind your target group consideration is very important “C” among all the seven C’s. Three specific ways to indicate consideration i-Focus on “you” instead of “I” or “We” ii-Show audience benefit or interest of the receiver iii-Emphasize positive, pleasant facts. Using “you” help you, but over use lead a negative reaction. Always write a message in such a way how audience should be benefited from it. e.g. We attitude I am delighted to announce that we will extend to make shopping more. You attitude “You will be able to shop in the evening with the extended hours.” Readers may react positively when benefit are shown to them. Always try to address his/her need and want. Always show/write to reader………… what has been done so far as his/her query is concerned. And always avoid that his/her need and wants. Always avoid that has not been done so far. 4) Concreteness It means that message should be specific instead of general. Misunderstanding of words creates problems for both parties (sender and receiver). when you talk to your client always use facts and figures instead of generic or irrelevant information. The following guidelines should help you to achieve the Concreteness. i- use specific facts and figures ii-choose image building words e.g General He is very intelligent student of class and stood first in the class. Concrete Ali’s GPA in B.Sc Electrical Engineering 2k3-f session was 3.95/4.0, he stood first in his class. Always write on a very solid ground. It should definitely create good image as well. 5) Clarity Accurately is purpose of clarity In effective business communication the message should be very much clear. So that reader can understand it easily. You should always Choose precise words. Always choose familiar and easy words. Construct effective sentences and paragraphs. In business communication always use precise words rather longer statements. If you have a choice between long words and shorter one, always use shorter one. You should try your level best to use familiar/easy to understand words so that your reader will quickly under stand it Familiar 1-after 2-home 3-for example 4-pay 5-invoice Next familiar words subsequent domicile e.g. remuneration statement for payments 6) Courtesy Courtesy Knowing your audience allows you to use statements of courtesy; be aware of your message receiver. True courtesy involves being aware not only of the perspective of others, but also their feelings. courtesy stems from a sincere youattitude. it is not merely politeness with mechanical insertions of “please” and “Thank you” . Although Appling socially accepted manners is a form of courtesy . rather, it is politeness that grow out respect and concern for others. Courteous communication generate a special tone in their writing and speaking. How to generate a Courteous Tone ? The following are suggestions for generating a courteous tone: Be sincerely tactful, thoughtful and appreciative. Use expressions that show respect for the others Choose nondiscriminatory expressions Be sincerely Tactful, Thoughtful and Appreciative Though few people are intentionally abrupt or blunt, these negative traits are common cause of discourtesy. avoid expression like those in the left hand column below; rephrase them as shown in the right-hand column 7) Correctness At the core of correctness is proper grammar, punctuation and spelling. however, message must be perfect grammatically and mechanically . The term correctness, as applied to business messages also mean three characteristics o Use the right level of language o Check the accuracy of figures, facts and words o Maintain acceptable writing mechanics Use the right Level of Language we suggest that there are three level of language 1. formal 2. informal 3. substandard. Take a quick guess: what kind of writing is associated with each level? What is the style of each? Formal and Informal Words Formal writing is often associated with scholarly writing: doctoral dissertations, scholarly, legal documents, top-level government agreements and other material where formality is demanded. Informal writing is more characteristic of business writing. Here you use words that are short, well-known and conversational as in this comparison list: More Formal less formal Participate Join Endeavor try Ascertain find out Utilize use Interrogate question Substandard Language Avoid substandard language. Using correct words, incorrect grammar, faulty pronunciation all suggest as inability to use good English. Some examples follow: Substandard More Acceptable Ain’t isn’t,aren’t Can’t hardly can hardly Aim to proving aim to prove Desirous to desirous of Stoled stolen Facts and Figures Accuracy Check Accuracy of Facts, Figures and words It is impossible to convey meaning precisely, through words, from the head of the sender to a receiver. Our goal is to be as precise as possible, which means checking and double-checking and doublechecking to ensure that the figures, facts and words you use are correct. “A good check of your data is to have another person read and comment on the validity of the material” Figures and facts Verify your statistical data Double-check your totals Avoid guessing at laws that have an impact on you, the sender and your Have someone else read your message if the topic involves data. Determine whether a “fact” has changed over time Proper Use of Confusing Words ! Our Language (Any) is constantly changing. In fact,even dictionaries can not keep up with rapid change in our language. the following words often confusing in usage: A, An use a before consonants and consonants sounds or a long ” u” sound. Use an before vowels. Accept, except accept is a verb and means to receive. except is a verb or a preposition and relates to omitting or leaving out. Anxious, eager Anxious implies worry, eager conveys keen desire Management and communication Management and communication The success of an organization depends upon the atmosphere in which there is a free flow of information which could be upward, downward or horizontal. As analyzed by Henry mintzberg, managers need effective communication skill to perform the following inter- related roles, Interpersonal role Informational role Decision role Communication is central to the entire management process for 4 primary reasons: Communication is a linking process of management. Communication is the primary means by which people obtain and exchange information. The most time-consuming activity a manager engages in is communication. Information and communication represent power in organizations. COMMUNICATION BARRIER Anything that hinders the communication process or acts as a threat to communication cycle can be termed as communication barriers Barriers to communication can lead to misunderstanding and confusion Types of Barriers Physical Noise Technical Noise Psychological Noise Poor Timing Perceptual Bias Lack of Interest Psychological Bias Information Overload Physical Noise Physical noise occurs when the sender and receiver try to communicate in a situation that is noisy For example, the bus stop. The noise produced by the passing buses create what is known as ‘physical noise’. Technical Noise Technical noise occurs when the sender and the receiver use a tool to communicate for example, a phone. When 2 people are communicating using the phone, and one person steps into an elevator, the signal will be lost and the communication will fail. The break down with the tool used to communicate is known as ‘technical noise’. Psychological Noise Psychological noise occurs when the receiver of the message is thinking of something and not concentrating on the message itself, for example, having class in a park. While this may sound like a nice and comfortable situation to be in the message may be lost if the receiver of the message is thinking about if the grass is wet or if there are any harmful bees around. As the receiver loses concentration on what is being transmitted by the sender, so we have ‘psychological noise’. Poor Timing Poor timing usually happens when the sender is not aware of the mood of the receiver when sending the message. For example, approaching your employer for a raise when he/she has just made an announcement that the company is almost bankrupt. Perceptual Bias Perceptual bias occurs when the sender is not aware of the rules of first impression. For example, when you attend an interview there is an appropriate dress code. Failure to follow that dress code may result in you being prejudiced against. If you go for an interview for an accounting position dressed in jeans and a t-shirt, don’t be surprised if you don’t get the job. Lack of Interest Sometimes, there are some things that we are just not interested in. Of all the subjects that students learn to complete their degree, they cannot love all. There will be the ONE or TWO subject that we have to suffer to stay awake for. A lack of interest in what someone has to say will definitely lead to a breakdown in communication. Psychological Bias Ever heard of prejudice? Someone doesn’t like you because you are male/female,old/young, rich/poor. There are biases. A bias is something that the sender cannot fix. There is no solution to this problem. Just be prepared. Language Barrier Different languages Not everyone is familiar with all languages or jargon Accent Words with similar sounds but different meanings Use of difficult or inappropriate words Information Overload Information overload occurs when you try to absorb too much information over a short period of time. If you try to study continuously for hours without a break, or introduce too many new concepts to your learning in one period of time, your mind will become confused and this can lead to a break down in communication. Ways to overcome these barriers Physical barriers- try to use face-to-face communication frequently Perceptual barriers- recognize we have different values and try to recognize where the person is speaking from Emotional barriers- try to build trust Cultural barriers- recognize differences in meaning, pacing, volume and gesture, space, and touch Language barriers- learn more about different cultures, relax, try to find a place where there are not many additional stimuli to take away from the exchange of messages - ask what people need in order to communicate most effectively - Solicit feedback Interpersonal perception what is perception? Separate but together What do you see? 100 What do you see? 101 Do you see a face or “liar”? 102 DEFINITIONS STEPHEN ROBBINS “ Perception is a process by which individual’s organize and interpret the sensory impressions in order to give meaning to their environment.” FRED LUTHANS “Perception is an important mediating cognitive process through which persons make interpretations of the stimulus or situation they are forced with.” DEFINITIONS… UDAI PAREEK & OTHERS “Perception can be defined as the process of receiving, selecting, organising, checking and reacting to sensory stimuli or data”. In general, it can be defined as “ a process that involves seeing, receiving, selecting, organising, interpreting and giving meaning to the environment”. MEANING Perceptions differ from person to person. Each individual perceives the same situation differently. Group perceptions can influence one’s perception. Individuals organise and interpret things based on their past experiences and the important values they consider important. Employees tend to behave and act on certain things on the basis of their perception. NATURE OF PERCEPTION 1) Perception is the process by which an individual gives meaning to the environment. 2) It is a cognitive and psychological process. The manner in which a person perceives the environment affects his behaviour. There can be no behaviour without perception and perception lies at the base of every human action. 3) People’s action, emotions, thoughts and feelings are triggered by their perceptions of their surroundings. 4)Since perception refers to the acquisition of specific knowledge about objects or events at any particular moment, it occurs whenever stimuli activate the sense organs. 5) Though perception has been defined in a variety of ways, it basically refers to the manner in which a person experiences the world. 6) Perception is an almost automatic process and works in much the same way within each individual, yet typically yields different perceptions. 7) A stimulus that is not perceived has no effect on behaviour. 8) Perception is a process that operates constantly between us and reality. 9) Since perception is subjective process, different people may perceive the same environment differently. So perception is like beauty, that lies in the eyes of the beholder. 10)Perception involves the creation of gestalts. 11)Perception is a unique interpretation of the situation, not an exact recording of the situation. 12)Perception is more complex and much broader than sensation. IMPORTANCE OF PERCEPTION Perception plays a very important role in shaping the personality of an individual. Perception is central in interpreting the world around us. Perception affects the outcome of our behaviour because we act on the basis of what we see. Managers should be able to distinguish between a perceived world and the reality. An understanding of perception is important to understand and control the human behaviour . The importance of perception in managerial behaviour are : i) Attitude formation: Perceiving events and people is critical in attitude formation. Perception creates a basis for our attitudes, opinions, feelings, beliefs and values. ii) Relationship base : The manager’s relationship with others are based on perceptions of their basic natures and motivations. Managers identify the perceptual structures and implicit personality of employees before making work relations. iii) Effective communication :Any message must be received and interpreted before the communication attempt is complete. Communication remains ineffective if it does not accomplish what the source intends. iv)Employment interview :Interviewers make perceptual judgments, draw impressions and arrive at conclusions about the applicants. Thus perception is a major input in their decision. v) Performance evaluation :An employee’s performance appraisal is very much dependent on the perceptual outlook. The evaluator forms a general impression of an employee’s work. Thus, the perception process significantly influences the appraisal outcome. vi)Employee effort : In many organisations, assessment of an employee’s effort is a subjective judgment which is susceptible to perceptual distortions and bias. vii)Employees loyalty :When evaluating an employee’s loyalty, a manager is involved with person’s perception. This is an important judgment that managers make about employees. viii)Organizational goals :The interpretation and accomplishment of organizational goals again depend on the philosophies and ideologies of those who are expected to pursue them. ix) Workers’ rights : The interpretation of workers’ rights and responsibilities is also dependent on the ideological motives and beliefs of managers. x) Employees unions :Perception plays a vital role in creating a better understanding of unions by management and vice-versa. INTERPERSONAL PERCEPTION…. Similarly the characteristics of the person who is being perceived are: 1. The status of the person perceived will greatly influence others’ perception of him. 2. The person being perceived is usually placed into categories to simplify the viewer’s perceptual activities. Two common categories are status and role. 3. The visible traits of the person perceived will greatly influence the perception of him. The above characteristics suggest that the organisational members must realize that their perceptions of others are greatly influenced by characteristics of themselves and characteristics of the other person. Further is necessary to develop perceptual skills of oneself and others. DEVELOPING PERCEPTUAL SKILLS Following attempts can be made to enhance perceptual skills. 1. Perceiving oneself accurately: One should increase awareness about self. For this, he should obtain information on how others perceive us from as many sources as possible. By knowing. Perceiving and understanding ourselves accurately, we should remove blind spots about self. 2. Being empathic : Empathy means being able to see a situation as it is experienced by others. A manager should be sensitive to the needs of others and perceive situations from their point of view as well. 3. Having positive attitudes : A manger should see things from a positive angle, should be aware of personal biases ad should try to get rid of any negative feeling he may have of others. This will help to put things in proper perspective. DEVELOPING PERCEPTUAL SKILLS…. 4. Enhancing self – concept : Self-concept or a good self image is a function of how successfully we accomplish the things we attempt to do. When people perform roles where they exhibit their competence and get success, they develop a basic sense of self esteem and have positive self regard. 5. Communication more openly : Managers should be able to effectively communicate to employees so that misconceptions can be dispelled. DEVELOPING PERCEPTUAL SKILLS…. 6. Avoiding common biases in perceptions : Managers should try to considerably minimise their perceptual biases. They should consciously raise their level of awareness in their interactions with situations. 7. Avoiding attributions : Mangers should try to avoid making inappropriate attributions and should obtain as accurate as assessment of the situation as possible so that dysfunctional consequences can be avoided. SWOT ANALYSIS SWOT A widely used framework for organizing and using data and information gained from situation analysis Encompasses both internal and external environments One of the most effective tools in the analysis of environmental data and information SWOT description A SWOT analysis generates information that is helpful in matching an organization’s or a group’s goals, programs, and capacities to the social environment in which they operate It is an instrument within strategic planning When combined with a dialogue, it is a participatory process SWOT Factors affecting an organization can usually be classified as: Internal factors ◦ Strengths (S) ◦ Weaknesses (W) External factors ◦ Opportunities (O) ◦ Threats (T) Strengths Weaknesses Opportunities Threats SWOT: internal factors Strengths ◦ Positive tangible and intangible attributes, internal to an organization. They are within the organization’s control Weaknesses ◦ Factors that are within an organization’s control that detract from its ability to attain the core goal. In which areas might the organization improve? SWOT: external factors Opportunities ◦ External attractive factors that represent the reason for an organization to exist and develop. What opportunities exist in the environment which will propel the organization? ◦ Identify them by their “time frames” Threats ◦ External factors, beyond an organization’s control, which could place the organization’s mission or operation at risk. The organization may benefit by having contingency plans to address them should they occur ◦ Classify them by their “seriousness” and “probability of occurrence” SWOT Analysis Strengths Opportunities Weaknesses Threats The Johari Window What is it and why use it? A Johari window is a metaphorical tool created in 1955 in the United States, used to help people better understand their interpersonal communication and relationships. When performing the exercise, the subject is given a list of 55 adjectives and picks five or six that they feel describe their own personality. Peers of the subject are then given the same list, and each pick five or six adjectives that describe the subject. These adjectives are then mapped onto a grid. The Johari Window is a communication model that can be used to improve understanding between individuals. Developed by Joseph Luft and Harry Ingham (the word “Johari” comes from Joseph Luft and Harry Ingham). Two key ideas behind the tool: Individuals can build trust between themselves by disclosing information about themselves. They can learn about themselves and come to terms with personal issues with the help of feedback from others. Using the Johari model, each person is represented by their own fourquadrant, or four-pane, window. Each of these contains and represents personal information - feelings, motivation - about the person, and shows whether the information is known or not known by themselves or other people. JOHARI Window: An Interpersonal Communications Model KNOWN TO ME UNKNOWN TO ME KNOWN TO OTHERS Public Arena Open Blind (spot) Bad Breath Salad Teeth UNKNOWN TO OTHERS Hidden Avoided Private Unknown Unconscious The four quadrants are: Quadrant 1: Open Area What is known by the person about him/herself and is also known by others. Quadrant 2: Blind Area, or "Blind Spot" What is unknown by the person about him/herself but which others know. This can be simple information, or can involve deep issues (for example, feelings of inadequacy, incompetence, unworthiness, rejection) which are difficult for individuals to face directly, and yet can be seen by others. Quadrant 3: Hidden or Avoided Area What the person knows about him/herself that others do not. Quadrant 4: Unknown Area What is unknown by the person about him/herself and is also unknown by others. JOHARI Window: A Self-reflection Tool KNOWN TO ME UNKNOWN TO ME KNOWN TO OTHERS ___________ ___________ ___________ ___________ ___________ ___________ UNKNOWN TO OTHERS ___________ ___________ ___________ ___________ ___________ ___________ Transactional analysis Transactional analysis often called – TA. Developed during 1960 by Dr.Eric Berne. TA is the method for studying interactions between individuals. It is based on 2 notification – we have 3 part or ego-states to our personality. -these converse with one another in transactions TA Theory & Model- Ego status Berne devised the concept of ego status to help explain how we are made up, and how we relate to others. Parent ego state Adult ego state Child ego state Parent ego status This is a set of feelings, thinking and behavior that we have copied from our parents and significant others. Adult ego state The adult ego state is about being spontaneous and aware with the capacity for intimacy. when in our adult we are able to see people as they are, rather than what we project onto them. Child ego state The child ego state is a set of behaviors, thoughts and feelings which are replayed from our own childhood. Analysis of Transactions – functional analysis Diagnosing the ego states that emerge in a social interchange Three kinds of transactions: 1. Complimentary transactions 2. Crossed transactions 3. Ulterior transactions. 138 138 Complimentary Transactions Lines of communication are parallel Communication can proceed smoothly and indefinitely. P P P P A A A A C C C C 139 139 Crossed Transactions Lines of communication are crossed Communication is broken off Relationship breaks down. P P P P A A A A C C C C 140 140 Ulterior Transactions Two messages are sent, one overt, the other implied and unspoken Can lead to repetitive game playing. P P P P A A A A C C C C 141 141 Reference Business communication – R.K.Madhukar Pg. No.4,5,6,7,8 Essentials of business communication – Rajendra Pal * J.S.Korlahalli Pg.No.Ec35-Ec48. Business communication – M.K. Sehgal , Vandana Khetarpal Pg.No.2-20 Communication skills – Dr. R Senapathi Pg.No.19,151162. esource.mccneb.edu/hmr/jvanarsdall/chapter03 www.authorstream.com/.../Mentor-23904-Johari-Window www.ronniejohnson.info/files/.../The%20Johari%20Window . www2.tech.purdue.edu/ols/courses/.../chapter2. www.4shared.com/office/9ogfQaFf/Johari_Window. www2.econ.iastate.edu/classes/ www.hss.iitb.ac.in/courses/v.n4. www.communicationandculture.co.uk www.elcamino.edu/faculty/.../TA4PAS_2.PDF www.coachingspeech.com/.../Communication%20Process www.br.inter.edu/ web.uettaxila.edu.pk/.../notes%5CLecture6%20Seven%20Cs