Name: Rakesh Wanga

Batch: 2003

Business Communication & Executive Effectiveness

Part I

Q1. Explain in detail “Communication Process” and Write a note on

“The Nature of Communication”.

“Communication is an exchange of facts, ideas, and opinions, emotions by two or more

persons.” - Newman and summer “Communication is the process by which information is
transmitted between individuals and/or organizations so that an understanding response
results.” – Petter Little
From the above definitions it is clear that communication is a process. It is a continuous
process. It is always two-way. Communication requires message. Unless, there is
something to say or express, communication doesn’t take place. Information, ideas and
emotions are transmitted through communication process. Message may be transmitted
through words, pictures, graphs, voice gestures, actions etc. Transmitted message must be
understood by the communicatee. He should respond in a given time. The process of
communication can be shown as below –

COMMUNICATOR
Management is an art of getting work done. In order to get the work done by specific
person, communication is essential. In the initial stage ideas are formed and they are
encoded. Encoded ideas take the shape of message which is sent to communicatee by
using proper media. After receiving the message, a communicatee interprets and analysis
it. It is called decoding of message. The quality and effectiveness of decoding is
dependent on the message transmitted by communicatee to original communicator.

Therefore, process of Communication involves the following steps:

1. The ideas are formed in the mind of the communicator.
2. Formed ideas are encoded by the communicator.
3. Encoded ideas take the shape of message.
4. The message is transmitted through proper media to communicatee.
5. Message is received, interpreted and analysed by the communicatee.
6. The communicatee sends the reply to the communicator. It is called feedback.

Here communication process of cycle completes.

Following are the essential ingredients of communication process.
a) Origin- Communicator
b) Message- encoding
c) Media- source
d) Communicate
e) Feedback

Nature of Communication
Business communication is related with the study of communications between
individuals and groups engaged in the process of administration and management of an
organization. Therefore, it is always goal oriented. According to George Vardaman,
effective communication is purposive interchange resulting in a workable understanding
and agreement between the sender and receiver of a message. Communication is
interchange of thoughts, opinions or information, by speech, writing of signs. The
successful business communicator should know that Communication is a process of
achieving understanding between people.

Business Communication involves flow of information. One way communication informs

the receivers whereas two way communications is exchange of information and ideas.
Today there is no such thing as one- way communication. In fact, it is always a two way
process involving transmission and reaction. Feedback is core part of every business
communication, because it is necessarily an action oriented affair. A two-way
communication establishes and builds lasting relationships between people.
The personal dialogue through words, telephone, fax, e-mail, TV, books, advertising etc.
are all examples and means of communications in business. E Commerce has been
emerging as powerful method of modern business. In any business organization choice of
media depends on the following three conditions –

1. What is to be communicated?
2. How many people have to be communicated?
3. What is the cost of communication?

The personal preference of the communicator also plays an important role in selecting the
media for communication. In most of the business communication, feedback is
immediate. Feedback is the communicatee’s response to a message, whether favorable or
unfavorable. The greatest advantage of getting immediate feedback to communication is
that it provides an opportunity to see at once that we are understood properly. Business
communication takes place within the setup of an organization.

Therefore, it is governed by certain norms and conventions. The members of an

organization communicate as insiders.

Business communication is characterised by a serial reproduction of a messages.

Messages are sent from one person to another and person to still another, and so on to
other persons of an organization. It remains interpersonal. Business communication has
certain goals. It is primary responsibility of a manager to create conditions and establish
the policies, procedures and practices which will promote effective communication with
employees and people outside. If it is not done, managing becomes very difficult.

Q2. Write short notes on (i) Objectives of effective communication (ii)

Barriers to effective communication (iii) The types of communication in
Business Organisations.

Objectives of Effective Communication

“Communication is an exchange of facts, ideas, opinions and emotions by two or more
persons.” Communication is required for imparting ideas to others. In communication
information and knowledge are transmitted. It is done with certain objectives.
1. Information – Information always affects business decisions. In the business
organisations information is required from every possible source. On the basis of
information, change can be brought in the organisation.
2. Advice – Advice is necessary to perform the specific job in desired manner. Manager
devotes his major share of time for advising the various authorities in the organisation.
3. Suggestion – Effective Communication promotes good suggestions. Suggestions go a
long way in improving the quality of work of subordinates. Improved products are the
result of effective suggestions by the work manager or plant supervisor.
4. Persuasion – Persuasion means to convince others. In daily life everybody is engaged
in persuasion. The teacher is engaged in persuading his students to study. The manager is
persuading his subordinates to work more and more.
5. Education – Education means imparting the instructions to others. Workers’ training is
part of education. It enables them to increase the knowledge and skills to perform specific
job.
6. Motivation – Communication is a very effective tool of motivation. It means to
encourage the people who are responsible for undertaking organizational activities.
Motivation is one of the most important functions of a manager. Communication and
motivation are the two sides of same coin. They always go hand in hand.
7. Warning – Carelessness, gossiping, wastage of time and valuable material are
dangerous for the organisation. It should be curtailed at any cost. In order to maintain the
discipline in the organisation memos, notice etc. are issued. Dereliction of duties should
be avoided by use of timely warning.
8. Raising Morale -- The people with high morale is an assent for the organisation. It is
the duty of every manager to boost the morale of the people working under him. A
salesman having high level of morale may increase the sale of the organisation. Effective
communication system helps to raise the morale of the people working in the
organisation. Communication increase confidence and courage of the personnel.

Barriers to Effective Communication

Barriers to Communication may be broadly classified as below –
1. Physical Barriers – Following are the physical barriers-
(a) The Competing Stimulus
It becomes very difficult to pass on the message orally, if another confirmation giving
information simultaneously within hearing distance, sometimes loud music or traffic
noise creates barrier in the communication process.
(b) Environmental Stress
A strong light puts hindrance in case of visual communication. Because of undesired
strain on the eyes of the communicatee, message is not received properly. A high
temperature, humidity, bad ventilation etc. contribute in the sending and receiving of
message
(c) Subjective Stress
Due to sleeplessness, ill health, consumption of drugs, mental strain etc. communicator
cannot interpret the message in desired manner.
(d) Ignorance of Media
User should be well conversant with media that is adopted for conveying the message.
The use of a media with which the receiver is not familiar would turn the media itself into
a barrier. For example, the uses of visual media like maps and charts to instruct workers,
who have not been familiar with maps and charts would switch off their attention for lack
of knowledge of the media.
2. Psychological Barrier
Every person has his own way to look at the world, at people, at events and situations. A
way of thinking of a person many times takes a shape of strong base of communication.
No two persons possess accurately similar frames of reference. Following are the
psychological barriers –
(a) Unjust Assumptions
It creates a lot of misunderstanding. A manager, for example, incorrectly assumes that the
subordinates understand the technical terms he adopts to give the instructions.
(b) Barrier of Allness
Certain people think that they know everything about about a subject. Usually they are
not prepared to accept that they could be mistaken. Many make the generalized
statements like women can not become superior to men or insincerity is the base of
business. An attitude of allness is an outcome of biased approach.
(c) Snap Reactions
Some listeners tend to pass remarks or criticize the communicator even though his
communication is not completed. Hurried interpretations are not needed. Audience needs
to be patient enough to let the communicator finish his speech.
(d) Apathetic Listener
One who is psychologically dead and indifferent to speaker. Receiver’s apathy is an
intolerable condition, when the communicator tries to carry out effective communication.
(e) Sophisticated Role
The receiver is not willing to learn from the communicator. That means he is unteachable.
In such situations the communicator should try to create right impact.
(f) Defensiveness
Man always tries to justify himself. He thinks that admitting the mistake means a loss of
face. Therefore, he tends to rationalize the mistake that he commits. This type of attitude
of the communicatee is a great hindrance in the effective communication.
(g) Fear
A fear gives rise to slow and narrow thinking. It is clearly destructive to communication.
So the primary objective must be to eliminate fear.
3. Linguistic and Cultural Barriers
Language is perhaps the greatest barrier in communication area. A language is ambiguous
by nature. The words of a language are mere symbols and they rarely represent only one
meaning. These symbols are understood differently by the communicator and
communicatee. Ultimately this results into misinterpretation. The words possess objective
and subjective meaning. It should be kept in mind that the words carry numerous
associations depending upon the political and cultural situation.
4. Mechanical Barriers
Mechanical barriers include any disturbances which interfere with the fidelity of the
physical transmission of the message. A telephone in poor working condition creates
mechanical barrier. In mass communication, mechanical barriers also include smeared ink
in the printed matter, a rolling screen on TV, a type too small to be read in the newspaper.
A good business communication requires the communicator to try and ensure that the
message is received properly by the communication. Mechanical devices used for the
communication need frequent checking and proper maintenance.

The types of communication in Business Organisations

(A) Face to Face Communication
Face to Face communication comes in many forms. Some are one to one meetings (either
scheduled or spur of the moment), others involve small group of people, gathering
spontaneously or in informed meetings. Still other face to face communications occurs in
large groups, where one or more speakers make presentations to an audience. Whatever
the setting and number of people, all types of face to face communication is its speed.
Once you make contact with your audience, there is no time lag between the transmission
of a message and its reception.

A second advantage of face to face communication is the control it gives you as a

speaker. You might spend hours drafting a memo, letter or report only to have the
recipient scan it superficially or not read it at all. In a personal contact, however, you
have much more command over the receiver’s attention. The listener at least has to
pretend to pay attention.

Another great advantage of face to face communication is that it permits instantaneous

feedback. When you speak directly to one or more listeners, you can respond to questions
as soon as they arise. You can rebuild your sentence or elaborate when your listeners
seem confused. And you can speed up if details are not necessary. You can revise
hurriedly if you have used the wrong word and offended or confused your audience.
Because of largest amount of feedback available in face to face communication, it has
been termed as the richest kind of communication channel. One more advantage of face
to face communication is its personal quality.

When a personal meeting goes well, the relationship that communication develop can
help solve problems that might have been more difficult when handled at a distance
Despite of its many advantages, face to face communication is not always the best
approach. The biggest drawback of personal contacts is the difficulty in arranging them.
Even when communicators are in same building, scheduling a meeting can be difficult
and frustrating. When the people who need to meet are separated by greater distances,
personal contacts are expensive and time consuming. Even a cross town trip for a half-
hour meeting can take most of the morning of afternoon when it involves transportation.
A personal encounter might also be unproductive if the personalities or the subjects are
likely to make someone angry or defensive.
(B) Teleconferencing
Teleconferencing is billed by its promoters as the next best thing to meeting in person.
Videoconferencing allows participants in two or more locations to see and speak with
each other. Until recently, most videoconferencing required elaborate studios at each
location, which make the technology unaffordable of all but the largest organisations.
New desktop conferencing using personal computer is putting the medium in reach of
more workers.

(C) Document of Computer Conferencing

It is another form of teleconferencing. This technology replaces face to face meetings by
allowing individuals to work on documents that are shared via computer. As one person
makes suggestions or changes a document, the others can view that change on their own
screen. Document conferencing can take place in real time, with participants interacting
via their computer at the same moment, or over different period of time, with participants
working independently but picking up on the comments and input of others in their
ground. Communication experts have developed computer software that facilitates
electronic conferencing.

(D) Telephone and Voice Mail

Telephones can be a useful tool in group communications as well as one to one contacts.
Audio conferencing allows a group of geographically separated people to speak via
telephones.

Real time communication isn’t the only type of telephone communication. Voice mail is
another facility which is very interactive type of communication having its own
advantage. It allows you to leave a message anytime of the day or night. You can feel
confident that the recipient will actually receive the message in your own voice, just as
you spoke it without the omissions and distortions. Many systems let you set up vocal
mailing lists and send a spoken memo to several people at once.

(E) Written Communication

Written communication comes in a variety forms. Letters, memos, bulletins and reports
are familiar fixtures in almost everybody’s career. Written message have a different set of
advantages and drawbacks than their spoken counterparts have. Unlike speech, written
communication is permanent. Once your words are down on paper, they are saved for
future reference- either to your delight or to your undying embarrassment. While people
may have trouble accurately recalling what you said a few hours ago, they can refer to
your written remarks years later. Even if the receiver has lost or forgotten your message,
you can always supply a copy from your files.

Along with its permanence written communication can be easier to understand than
speech. Readers can study complex passages as many times as necessary a luxury they do
not have when the same message is delivered orally.
The greatest advantage of written communication is that you can compose it in advance.
You can take as much time as necessary to shape a message just as you want it, pondering
every word if necessary and can make changes until you are satisfied. Finally, written
messages are less prone to errors.

Q3. Explain in detail “Listening” and What is the advantage of “Body

language” in communication.

The need and importance of listening is business organisation is evident. A good listening
increases efficiency at all levels and human relations are built strongly on this.
Listening is a positive function which includes understanding. It is not only physical
process but requires psychological involvement of the listener. This is the basic difference
between hearing and listening. Hearing is a passive and effortless activity whereas
listening is an activity which requires deliberate efforts, attention and concentration. It is
a conscious positive act requiring will power.

Principals of Good Listening

Following are the principals of good listening –

1. Psychological Process – Listening is the concept which includes psychological

factors. Psychological efforts are required in understanding and to retain the verbal
materials presented in spoken form.

2. Attention – Listening is much more than a mechanical switching on and switching off.
It is turning into the wavelength of the person trying to communicate.

3. Active Process – Listening means alertness and interest visible in the posture and
expressions. It is also seen in the questions raised and comments made by listener.

4. Understanding – Listening is not only making sense out of sound but also
understanding what the speaker is saying. This is not as easy because words have many
meanings and people understand the same words differently.

5. Fact and fancy – Listening means being able to distinguish between fact and fancy. It
includes developing the ability of evaluating or judging statement objectively, without
being affected by one’s own bias.

6. Lack of Selective Listening – paying attention only to what focuses our point of view
or our own attitudes and distorted interpretations of the speakers’ words can’t be termed
as good listening. There should not be selective listening.

7. Tiring Process – Listening is an active, physically and mentally tiring process.

Listening efficiency is highest during the first 10-15 minutes and goes on decreasing.
8. Sensitive to physical signs – Listening involves the skill to mark out the signals. The
listener should be sensitive to all physical signs. The nervous habits and gestures
communicate the message which is non-verbal.
9. Presence of Barriers – There are common barriers to listening including prior hearing
ability, distracting, burden, prejudice, snap reactions etc.

10. Training and Guidance – Listening efficiency can be improved by proper training
and guidance.

11. Fast Process – Listening is a fast process. The rate at which we listen is more than
the rate at which we speak. The listeners find time during which they analyse and
evaluate the arguments.

Types of Listeners
Listening is the psychological process. We use the ear for listening, but it is really in the
mind that the message is received. It is true that the mind itself decides whether to listen
attentively, half attentively or critically. It also decides weather the message should be
retained or forgotten.

Following are the types of listeners –

1. Projective Listener – Projective listener positively tries to understand the views and
opinions of the speaker. The listener protects himself in the speaker’s point of view. It is
not necessary to accept the point of view of speaker.

2. Sympathetic Listener – Sympathetic listener give time and patience to listen to the
speaker. He listens attentively. He respects the speaker so that the speaker feels flattered
and opens out much more. Sympathetic manager listens to a worker’s complaint
attentively.

3. Emphatic Listener – Emphatic listener pays attention not only to the surface meaning
of the words but tries to probe the feelings and emotions of the speaker. Such listening is
called listening by a third ear. This listening is used in what is called the non-directional
interview to enable management to find out what is going on in the mind of the worker.
In this type of listening the listener tries to get maximum information from the speaker
without interrupting.

4. Fake Listener – Fake listener pretends that he is listening sincerely. He fools the
speaker by holding and keeping the eye contact with the speaker. Actually he doesn’t
listen carefully but he successfully shows that he is listening. In such case, it is very
difficult to find out pretended listening. Fake listener’s mind is involved in other matters.
We can say that he is physically present but mentally absent.

5. Prejudiced Listener – This type of listener decides in advance that a subject is not
relevant or useful. He also believes that a subject or matter is difficult to understand.
Therefore, he does jot show interest in the subject and treats it as a boring topic.
Sometimes on the physical appearance of the speaker, the listener thinks that he may not
have anything significant to speak. Prejudice and bias are the great obstacles to good
listening.

6. Marginal Listener – We listen three times faster than we speak. This acts as an
obstacle to good listening. The surplus time is spent by the listener in judging the quality
of the lecture and preparing the reply. Marginal listener sometimes engaged in taking the
notes. Therefore he may not be able to listen the next argument of the speaker. While
judging the quality of speaker, the attention of listener is diverted.

Barriers in Listening
Following are the major barriers in listening –

1. Emotional Disturbances – Emotions like joy, sorrow, worry, excitement etc. acts as a
barrier in listening. When we are happy, contended and secure, we ignore roomers. The
workers are not prepared to listen to any good points about the management, when they
are angry, frustrated, depressed or insecure. Excitement makes the listener impatient due
to which listener can’t listen to speaker properly.

2. Abstracting – In this the listener tends to focus his mind on some topics and omits
other details. There is a possibility of omitting essential aspects of the speech. Selective
listening is a barrier to communication.

3. Dislike of the Speaker – If you don’t like a person, you are not prepared to accept and
believe what he communicates. In such a case, it is possible that you adopt a negative
attitude. Dislike may stem from the speaker’s physical appearance, knowledge of his past
or his body language.

4. Marginal Listening – We listen three times faster than we speak. This acts as an
obstacle to good listening. The surplus time is spent by the listener in judging the quality
of the lecture and preparing the reply. Marginal listener sometimes engaged in taking the
notes. Therefore he may not be able to listen the next argument of the speaker.

5. Preconceived Notions – If the listener decides in advance that a subject is too difficult
for him to understand or he believes that it is very boring, then he will not be able to
listen properly. Sometimes just by looking at the speaker face or by listening to his voice,
listener decides that speaker can’t have anything significant to communicate. Prejudice
and bias are the great barriers to good listening.

6. Pretended Listening – There are two types of no listeners. Those who let you know
that they are too busy or preoccupied to listen and the notorious fake listener. Dealing
with the second is not easy, because the false listener fools the speaker by nodding and
keeping eye contact with him.

7. Halo Effect – It is based on the trust or distrust that the listener has of the speaker. If
the listener trusts the speaker then everything that he says appears true. If he distrusts the
speaker then everything that he says appears untrue.
8. Inattentiveness – This is the great barrier to effective listening. People are inattentive
when they are mentally and physically tired and preoccupied with other ideas and
problems.

9. Allness and the Closed Mind – Some people believe that they know everything about
a subject and will therefore close their mind to new facts or knowledge. This is one of the
greatest barriers to good listening.

10. Different Perception – Each of us has a certain frame of reference, a kind of window
through which we look out at the world, at people and events. People see things and react
to situations according to their past experience. No two persons pose exactly similar
frames of reference. Therefore the different perceptions of the speaker and listener create
hurdle in the process of listening.

11. Snap Reactions – Sometimes the listener responds speedily to the communicator’s
message, pronouncing it favourable or unfavourable. Snap reaction are a serious barrier
as they interpret communication is a hurry.

Guidelines for effective listening

1. A good listener shows keen interest in the speaker by looking at him. He observes the
gestures, facial expressions and postures of the speaker.
2. Do not allow yourself to be distracted by noise or entering of late comers.
3. Do not distract the speaker.
4. Be present in time at the venue. It enables to settle you physically and mentally before
the speech starts.
5. Don’t hesitate to ask the questions to clarify meaning of statements made by the
speaker.
6. Let your listening always be sympathetic, alert and active. Try to understand the
speaker’s point of view.
7. Follow the trend of discussion so as to make the proper response when your turn
comes.
8. Use the extra time you get as a listener to analyse and evaluate the speech.
9. Avoid thinking too much about a part that has already been covered by the speaker as
this will prevent you from paying attention to the next argument.

Advantage of Good Listening

1. It improves the quality of communication and makes people receptive to the view point
of others
2. It leads to positive attitude, cordial relations and better participation.
3. It competes people to pay attention to each other.
4. It provides valuable information for the purpose of decision making.
5. It enables to find the solutions to the complex problems.
Advantage of Body Language
1. Body language is the most easily visible aspect of communication. It, therefore, helps
the receiver of the message in decoding the message.

2. Body language complements verbal communication. Especially in face-toface

communication, no message can be completely sent across without the accompaniment of
facial expressions and gestures. It helps in establishing rapport.

3. Body language adds intensity to the process of communication. In the absence of any
gesture, change of posture, proper eye contact any face-toface communication will look
bland or insipid.

4. Because people care for body language, it goes a long way to improve the overall
atmosphere and looks of the organisation. A resourceful message can make very effective
use of it.

PART –II
Q1. Fill in the blanks from following words (Yield, Vision, Potential, Evaluating,
Goals, Productivity, Resource, Strain, Stress, Positive)
(1) The greater the Vision ,the greater the Potential it gives.
(2) Goals provide a valuable means of Evaluating your progress.
(3) The single greatest Resource that each of us has to increase our Productivity is other
people.
(4) Stress becomes Strain when it is continuous.
(5) Meet each person with Positive anticipation, and expect every encounter to Yield
positive results.

Q2. What do you understand by the word-vision? How it is useful for the
achievement of your goals?- Illustrate the vision statement of any company.

In the word of Franklin Field –

“Poor eyes limit your sight, poor vision limit your deeds”. In other words we can say that
people who make things happen are the people who have vision In literal sense vision
refers to the ability to see the physical objects, but when we talk in less literal sense,
vision refers to the ‘ability to read between the lines ‘. It refers to the ability to see
significance that may not be readily apparent to others. It is the ability to see the
opportunity.

Vision also refers the ability to visualize future in an imaginative way. A person without
vision sees only what is immediate, what he can put his hands on, and what is convenient.
Someone with the vision, on other hand, has the whole word open to him.
Vision brings great benefits, open incredible doors of opportunity. It Increases a persons
potential. It is said that ‘the greater the vision, the greater the potential it gives.’
Value of vision
Vision makes work Fun
Achievement in life makes life more enjoyable. A person with a vision enjoys his work.
He has a vision in his mind, and being encouraged with his vision he works hard and in
the end completes his work well. This gives him a sense of accomplishment. Vision
makes even small tasks contributes to the accomplishment of bigger vision.

Vision adds value to our Work

Vision adds value to each and every task that is undertaken to achieve it. For example – a
man talks to three bricklayers on a building site. He asked to all of them – what are you
doing here? The first one replied ‘ I am earning a pay cheque’. second one replied ‘I am
laying bricks’. The third one replied ‘ I am building a cathedral ‘. Thus all the three were
doing the same job, but the third one was motivated by his vision, which has added value
to his work.

Vision predicts your Future

Vision helps to visualize future in a more imaginative way. If we have a vision and we
work hard to accomplish it, our future is more likely to become fulfillments of that
vision.

Obstruction to vision
Some of the common obstructions to vision are –
1.Our past can limit our vision: Unsuccessful past can limit our vision. For example, if
in the past of a person he has experienced failure in trying a certain thing than this will
limit his vision and he will not try to go for that task again as his past experience was not
successful.

2. Current pressures can limit our vision : If a person fears current pressures and
criticisms , than there is every possibility that he goes off the road to vision . For example
– due to fear of pressures and criticisms many people tend to do what people expect of
them rather than working on their vision.

3. Problems can limit our vision: Some problems in a person’s life limit his vision. For
example – a person who stammers very much will never thought of being an
orator.

4. Lack of perspective can limit our vision: People who lacks in perspective have
limited vision. Perspective is invaluable when it comes to vision. Lack of perspective is
incredibly limiting.

5. Our present position can limit our vision : Some people take certain things for
granted due to their present position . For example – most of the people when comes to
age of 50 start thinking that they are not in a position to handle workloads etc. they avoid
taking responsibilities due to their present age. It is said that success is never achieved by
men and women of caution. Thus to conclude we can say that ‘vision is that light that
brightens the roads which leads to success ‘.
Q3. Define “Goals” and explain the pyramid.

In the words of Earl Nightingale -

“To achieve happiness, we should make certain that we are never without an important
goal.”
Goals are said to be the building block of success. To achieve success, you need to
develop goals. It is also said that success is the progressive realization of a worthwhile,
predetermined goal. A person who has no goal in its life is heading towards nowhere. A
person who has made definite goals for him is never going to loose. The sense of
accomplishing those goals makes him happy and he tries to work hard to achieve them as
early as possible. This definition can work for anyone, no matter what his focus is in life.
Without defined goals, success is unattainable, because success is actually the attainment
of those goals.

Importance of Goals -
The importance of goals can be judged from the following points -

1. Goals Motivate Us: The sense of accomplishing predetermined goals motivates us a

lot. There was a famous real life example – an old woman who tried to swim the English
Channel in both directions. She was almost at the end of her journey but she quits, as she
was not able to see the land. Thus, the inability to see the goal i.e. land was the reason of
her failure. When we set goals for ourselves, it works in two ways- We work on them and
they work on us. They give us a tangible target to shoot for. Making goals specific and
reachable is very Important. When we have a goal that is not specific- that is
immeasurable- it actually reduces motivation, because if we can’t measure our progress
in relation to our goals, we may become demoralized and give up.

2. Goals Give us Purpose: People with goals have a purpose in their life and that little
purpose makes a big difference. A doctor found one common factor among the people
over 100 years of age – they all had goals. Setting goals greatly increases our probability
of being successful.

3.Goals Add Value to Work: Goals make every work valuable, which is done to achieve
those goals. For example a boy had a goal to become an opening batsman in Indian team.
Now, when he was selected in the Ranji trophy as opening batsmen, it gives him a great
deal of happiness. Bring selected for Ranji trophy is one of the goal, which was important
to achieve his major goal.The way people undertake their affairs is largely determined by
the way they see their goals. When we have goals that we believe are unimportant, then
the work we do to accomplish them will have little value. When the goals seem
worthwhile, then the opposite is true.

4 Goals keep our Priorities Straight: Goals provide us a definite path, which leads to
success. Thus it helps to keep our priorities in right direction.
5. Goals Channel and Maximize our Potential: People without goals may have
tremendous power and potential, but they expand their energies on small things that lead
them away from what they really should be doing. Goals help a person to utilize his
potential in full. This helps a person to keep concentrate in areas of strength and high
returns.

6.Goals give us Power to Live in Present: Successful people live and work in the
present. That is where they have the power to accomplish their goals. Goals motivate and
give power to a person to live in present. It helps us to see larger tasks as a series of small
tasks.

7. Goals Promote Enthusiasm : When employees of an organization have a definite goal

to be achieved ,they work with more enthusiasm and high morale.

8. Goals shifts our Emphasis from Activity to Output : Goals not only makes us to
work hard but it also helps to transfer our hard work in real output . Goals periodically
measure our success and shift our focus from activity to output. Success is measured by
output , not by activity. To achieve success activities must be directed towards output.

Goals Pyramid
The goals pyramid consists of five sections. The top most section is the smallest and most
focused. It contains the life long goals. The sections beneath it contains smaller goals that
are necessary for the accomplishment of larger goals above them
Life Long Goals
Long Term Goals
Intermediate Goals
Short-Term
Goals
Goals Pyramid

1. Life Long Goals: These are approximately two to five goals, which we hope to
accomplish in lifetime. If we are able to achieve them or come close to achieving them ,
we will have fulfilled the best of our ability what we believe to be our purpose in life
.This section of pyramid is the most important and focused.
2. Long Term Goals : These goals help us to reach the life long goals . Setting long-term
goals is very important because without long-term goals we are likely to experience
short-term frustration.
3. Intermediate Goals: These goals are set up to reach our long-term goals. These are the
goals, which we desire to accomplish in 5 to 10 years.
4. Short-term Goals: These goals are set up to reach the intermediate goals. These goals
take 1 to 5 years to accomplish.
5. Regular Disciplines : It include task completing on daily ,weekly or monthly basis to
achieve the short –term goals. These are governed by the way, we manage our time.
Q 4 What is meant by “STRESS”. What are the ways to reduce stress?

In the words of Robert Eilot –“If you can not fight and you can not flee, flow” Stress is
one of the greatest problems faced by people all over the world. Even the most successful
person is affected by the stress related problems. It is seen that when person remains in
stress for a long time, it locks his ability to think and to decide in a rational way. A
person, who is in stress all the time, can never bring creative thoughts from his mind.
Now, the question arises that whether we can handle stress or not. Some stress can be
avoided altogether and some which can’t be avoided, we need to learn to deal with them.
Some kind of stress can be positive also. It is not necessary that stress is harmful .It is
said that “stress causes some people to break and others to break record “, one of the
example of positive stress can be of actors and artists who tries to give their best
performance in front of important people, due to pressure. If some people have been
destroyed due to pressure, some people have earn laurels for their country due to this
pressure.
Stress can be destructive when it becomes strain. Stress become strain when it is
continuous. For example – stress of being unemployed. A large portion of India’s
population is unemployed. Thus due to their inability to get jobs, people take wrong paths
of crime and corruption. Therefore it is very important to handle stress in effective way.
Some of the strategies, which can be useful to handle stress, are –

1. Develop a Proper Perspective: One of the most common ways to handle stress is to
develop a proper perspective within you. Perspective is the ability to see the present
moment and immediate events against the background of larger reference. There is no
substitute for perspective.

2. Stop Running from Risks: Life is full of risks. No one can avoid risks in his life. One
of the major problem of being in stress is that people fears from risks. To handle this
situation, we have to accept the fact that we can’t run away from risks. Instead we must
accept those risks with great courage and really we will get rich dividends out of this.

3. Work in your Areas of Strength: There is a very important phrase ‘jack of all trades
and master of none’. In today’s competitive world we can’t depend upon only in a single
area of specialization. But still we have to look for those only, which are our strength.
This will surely help us to avoid stress in our chosen area.

4. Avoid the Rat Race: The irrational competitive struggle between the people in an
industry just for personal gain has been termed as ‘rat race’. A person who is a part of this
‘rat race’ exposes himself to unnecessary stress. So don’t be a part of this ‘rat race’
because if you win in this race you will be on the looser side. Work hard. Strive to
achieve your goals, but do not do it to the detriment of your family, your health or your
fellow man.
5. Get of the Road off Overload: No matter how efficient you are, but you can’t work
more than the potential you have. Take responsibilities upto that level which you can
fulfill, otherwise it’s going to give you unwanted stress. Sometimes you have to give up
what is merely good in order to do what is best.
6. Develop Strong Convictions: If you have firm belief in yourself, than no stress can
even touch you. Strong conviction makes a person to face any situation with great
courage and dignity. One of the most common reasons for the person in history to achieve
success was their strong belief in themselves.
7. Reprogram Your Mind: When something is not working for you, try to do it in
another way. Similarly if you are facing stress continuously then try to reprogram your
mind. Change what you read, watch, hear and see. This strategy will really work for you
to overcome stress.
8. Turn your Focus Outward: People who are always concerned about themselves only,
are the people who experience stress the most. Try to be extrovert. Don’t be reserved. If
you mix up with other people than probably you can get a companion with whom you can
share your stress and could find a way to reduce it.
9. Have Someone to Talk To: Look out for people with whom you can share your
feelings. Talking and sharing your thoughts with others helps to reduce much of your
tension.
10. Find a Fun Way to Release Stress: Don’t let the stress overcome your mind. Instead
try something new to overcome it. Try to engage yourself in those things, which pleases
you the most for example listening music, swimming, playing cricket etc. Thus to
conclude we can say that stress is that terminate which eats up all that is within you, no
matter, how much qualified and how much potential you possess, if you cant deal with
stress you are never going to succeed.