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Acknowledgment
Ramesh Thamara
Contents
Table of Contents
TASKS ......................................................................................................................................................... 3
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TASKS
Task 01 Elaborate and explain the importance of Communication and its types of different ways of communication with relevant examples. Explain the use of body language and its importance in an organizational context (meetings) with examples. Task 02 Create and maintain a project planner to explain the time frame you followed from the beginning of this assignment and the end. Follow the table below; Task No. Date Date begin No. of Hours Date end Comments
Task 03 You have been assigned to provide an effective decision for an issue that has come up in your team at your workplace. The issue is you find that your fellow team members are not submitting their tasks on time and they are very de-motivated and often develop conflicts with others. Yu have to provide a solution to this issue as soon as possible as you have a very important project coming up and you want to be united. Explain in detail how you will apply the Decision making and implementation process that you have learnt in your PSD module to solve this issue.
Task 03 Create a SWOT analysis to evaluate your performance on completing this assignment (PSD).I.e include that you were good at, what should you improve in, the threats you faced ,and the opportunities you foresee by completing this assignment.
Task 05 At certain times we experience stress at the workplace. Define stress, its symptoms, effect on physical heath and the ways you would deal with stress to live a stress free life and work in an effective manner.
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TASK 01
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TASK 01
1.1 Importance of Communication What is communication ?
Communication is neither transmission of message nor message itself. It is the mutual exchange of understanding, originating with the receiver. Communication needs to be effective in business. Communication is essence of management. The basic functions of management (Planning, Organizing, Staffing, Directing and Controlling) cannot be performed well without effective communication. Business communication involves constant flow of information. Feedback is integral part of business communication. Organizations these days are very large. It involves number of people. There are various levels of hierarchy in an organization. Greater the number of levels, the more difficult is the job of managing the organization. Communication here plays a very important role in process of directing and controlling the people in the organization. Immediate feedback can be obtained and misunderstandings if any can be avoided. There should be effective communication between superiors and subordinated in an organization, between organization and society at large (for example between management and trade unions). It is essential for success and growth of an organization. Communication gaps should not occur in any organization.
1. Communication promotes motivation by informing and clarifying the employees about the task to be done, the manner they are performing the task, and how to improve their performance if it is not up to the mark. 2. Communication is a source of information to the organizational members for decision-making process as it helps identifying and assessing alternative course of actions. 3. Communication also plays a crucial role in altering individuals attitudes, i.e., a well informed individual will have better attitude than a less-informed individual. Organizational magazines, journals, meetings and various other forms of oral and written communication help in molding employees attitudes. 4. Communication also helps in socializing. In todays life the only presence of another individual fosters communication. It is also said that one cannot survive without communication. 5. As discussed earlier, communication also assists in controlling process. It helps controlling organizational members behavior in various ways. There are various levels of hierarchy and certain principles and guidelines that employees must follow in an organization.
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Oral Communication
Oral communication implies communication through mouth. It includes individuals conversing with each other, be it direct conversation or telephonic conversation. Speeches, presentations, discussions are all forms of oral communication. Oral communication is generally recommended when the communication matter is of temporary kind or where a direct interaction is required. Face to face communication (meetings, lectures, conferences, interviews, etc.) is significant so as to build a rapport and trust.
Advantages of Oral Communication 1. There is high level of understanding and transparency in oral communication as it is interpersonal. 2. There is no element of rigidity in oral communication. There is flexibility for allowing changes in the decisions previously taken. 3. The feedback is spontaneous in case of oral communication. Thus, decisions can be made quickly without any delay. 4. Oral communication is not only time saving, but it also saves upon money and efforts. Disadvantages/Limitations of Oral Communication 1. Relying only on oral communication may not be sufficient as business communication is formal and very organized. 2. Oral communication is less authentic than written communication as they are informal and not as organized as written communication. 3. Oral communication is time-saving as far as daily interactions are concerned, but in case of meetings, long speeches consume lot of time and are unproductive at times.
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Written Communication
Written communication has great significance in todays business world. It is an innovative activity of the mind. Effective written communication is essential for preparing worthy promotional materials for business development. Speech came before writing. But writing is more unique and formal than speech. Effective writing involves careful choice of words, their organization in correct order in sentences formation as well as cohesive composition of sentences. Also, writing is more valid and reliable than speech. But while speech is spontaneous, writing causes delay and takes time as feedback is not immediate.
Advantages of Written Communication 1. Written communication helps in laying down apparent principles, policies and rules for running of an organization.
2. It is a permanent means of communication. Thus, it is useful where record maintenance is required. 3. It assists in proper delegation of responsibilities. While in case of oral communication, it is impossible to fix and delegate responsibilities on the grounds of speech as it can be taken back by the speaker or he may refuse to acknowledge. 4. Written communication is more precise and explicit. 5. Effective written communication develops and enhances an organizations image.
Disadvantages of Written Communication 1. Written communication does not save upon the costs. It costs huge in terms of stationery and the manpower employed in writing/typing and delivering letters. 2. Also, if the receivers of the written message are separated by distance and if they need to clear their doubts, the response is not spontaneous. 3. Written communication is time-consuming as the feedback is not immediate. The encoding and sending of message takes time. 4. Effective written communication requires great skills and competencies in language and vocabulary use. Poor writing skills and quality have a negative impact on organizations reputation. 5. Too much paper work and e-mails burden is involved.
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Written Communication
Visual Images
Symbolic gestures
Multimedia
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Figure 1
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Action
Symptoms
Hand on chin, Slight tilt of the head together with the friendly eye contact. Raised eyebrows, eye making contact, Body leaning forward.
Paying attention
Emphasizing point
Showing uncertainty
Needing reassurance
Arm wrapped around body, One hand around the neck, and other the waist Closed eyes, Nose pinching
Experiencing conflicts
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TASK 02
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TASK 02
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TASK 03
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TASK 03
Decision making can be regarded as the mental processes (cognitive process) resulting in the selection of a course of action among several alternative scenarios. Every decision making process produces a final choice. The output can be an action or an opinion of choice.
1. Identify issue Identification of the real problem before a business enterprise is the first step in the process of decision-making. It is rightly said that a problem well-defined is a problem half-solved. Information relevant to the problem should be gathered so that critical analysis of the problem is possible. 2. Analyzing the Problem After defining the problem, the next step in the decision-making process is to analyze the problem in depth. This is necessary to classify the problem in order to know who must take the decision and who must be informed about the decision taken. 3. Collecting Relevant Data After defining the problem and analyzing its nature, the next step is to obtain the relevant information/ data about it. There is information flood in the business world due to new developments in the field of information technology. All available information should be utilized fully for analysis of the problem. This brings clarity to all aspects of the problem. 4. Developing Alternative Solutions After the problem has been defined, diagnosed on the basis of relevant information, the manager has to determine available alternative courses of action that could be used to solve the problem at hand. Only realistic alternatives should be considered. It is equally important to take into account time and cost constraints and psychological barriers that will restrict that number of alternatives. If necessary, group participation techniques may be used while developing alternative solutions as depending on one solution is undesirable.
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5. Selecting the Best Solution After preparing alternative solutions, the next step in the decision-making process is to select an alternative that seems to be most rational for solving the problem. The alternative thus selected must be communicated to those who are likely to be affected by it. Acceptance of the decision by group members is always desirable and useful for its effective implementation. 6. Converting Decision into Action After the selection of the best decision, the next step is to convert the selected decision into an effective action. Without such action, the decision will remain merely a declaration of good intentions. Here, the manager has to convert 'his decision into 'their decision' through his leadership. For this, the subordinates should be taken in confidence and they should be convinced about the correctness of the decision. Thereafter, the manager has to take follow-up steps for the execution of decision taken. 7. Ensuring Feedback Feedback is the last step in the decision-making process. Here, the manager has to make built-in arrangements to ensure feedback for continuously testing actual developments against the expectations. It is like checking the effectiveness of follow-up measures. Feedback is possible in the form of organized information, reports and personal observations. Feed back is necessary to decide whether the decision already taken should be continued or be modified in the light of changed conditions.
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The members of the team are de-motivated and often develop conflicts with others. So they should be motivated as well. Following are the steps that can be taken to motivate the members. 1. Share the information you have about the project and give them a sense of ownership. It is their project; they should know the circumstances and limitations surrounding the project. This can lead to team members coming up with good suggestions as well. 2. Always appreciate your team members, even the small tasks that result in the leader saying thank you can make people strive harder for appreciation. While communicating, choose your words wisely; be humble, use words like we instead of I. 3. During evaluation do not try to pin the blame on anyone as it creates an environment of distrust. For a good team environment you have to make them believe it is a team accomplishment or team failure. 4. Listen to your team members talk; give them your ear from time to time and really listen. This should be a ritual every few days to get their perspectives. You can get new ideas and things they say can help you improve your policies and even benefit your business. 5. Always support your team, give them confidence and give them opportunities to fulfill your confidence. It is imperative that you tell them you are there to support them in case they are stuck. 6. Let your team be creative. Your teams productivity is likely to go up if you give them a day where they can try out their ideas, as long as it has something to do with the project at hand, let them enjoy themselves 7. Provide feedback in a positive manner; give them what was done right, mention the shortcomings and how the team can do better. Be a part of the team when there is blame to take but end your feedback on a positive note. 8. Not everyone can handle every job. As a leader it is up to you to pick the right person for the right job because while an under confident member can gain loads from successfully achieving his goal, failure has a huge negative impact on morale.
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TASK 04
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TASK 05
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TASK 05
Stress
Stress is a term that is commonly used today but has become increasingly difficult to define. It shares, to some extent, common meanings in both the biological and psychological sciences. Stress typically describes a negative concept that can have an impact on ones mental and physical well-being, but it is unclear what exactly defines stress and whether or not stress is a cause, an effect, or the process connecting the two. With organisms as complex as humans, stress can take on entirely concrete or abstract meanings with highly subjective qualities, satisfying definitions of both cause and effect in ways that can be both tangible and intangible.
Symptoms of Stress
Emotional and cognitive symptoms of stress include: 1. Feeling irritable 2. Feeling frustrated at having to wait for something 3. Feeling restless 4. Unable to concentrate 5. Becoming easily confused 6. Having memory problems 7. Thinking about negative things all the time 8. Negative self-talk 9. Having marked mood swings 10. Eating too much 11. Eating when you are not hungry 12. Finding it difficult to concentrate 13. Not having enough energy to get things done 14. Feeling you can't cope 15. Finding it hard to make decisions 16. Having emotional outbursts 17. Generally feeling upset 18. Lack of sense of humor
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Physical symptoms of stress include: 1. Muscle tension 2. Headaches, irritability, depression 3. Hair loss 4. Dry mouth, mouth ulcers 5. Pains in chest 6. Aggravation of conditions such as asthma 7. Pains in shoulders or neck 8. Low back pain 9. Stomach/abdominal pain 10. 'Butterflies' in stomach 11. Indigestion and 'the gurgles' 12. Diarrhea, irritable bowel 13. Ulcers, gastritis, colitis 14. 'Pounding' or 'racing' heart 15. Cardiovascular disease, hypertension 16. Muscle spasms or nervous tics 17. Unexplained rashes or skin irritations 18. Sweaty palms 19. Sweating when not physically active 20. Menstrual and vaginal disorders 21. Premature ejaculation, impotence 22. Unable to sleep or excessive sleep 23. Shortness of breath 24. Holding breath
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1. Nervous System When stress physically or psychologically the body suddenly shifts its energy resources to fighting off the perceived threat. In what is known as fight or flight response, the sympathetic nervous system signals the adrenal glands to release adrenaline and cortical. These hormones make the heart beat faster, raise blood pressure, change the digestive process and boost glucose levels in the bloodstream. Once the crisis passes the systems usually return to normal
2. Musculoskeletal System Under stress muscles tense up. The contraction of muscles for extended periods can trigger tension headaches, migraines and various musculoskeletal conditions. 3. Reproductive System In men excess levels of cortical, produced under stress, can affect the normal functioning of the reproductive system. Chronic stress can impair testosterone and sperm production and cause impotence. In women stress cause absent or irregular menstrual cycles or more painful periods. It can also reduce sexual desire. 4. Immune system The immune system is the internal system which is designed to protect us from any external bodies (viruses or bacteria). It costs a lot to the body meaning that it has very high energy usage. 5. Respiratory System Stress can make you breathe harder and cause rapid breathing, which can bring on panic attacks in some people.
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1. Take control of your life and take a moment to think about all you have been given and how blessed you are. Be thankful for everything you do have in control and dismiss everything you don't. Be thankful for even the simplest things such as having a roof over your head, having a bed to sleep on, having quality food, warmth, security, and mostly good health. This is something that many people in the world don't even have so think how lucky you are. 2. Be aware of your choices; you always have a choice. This is true for emotions as well as work. Sometimes you need to let your emotions out but still stay in control. 3. Say something positive to yourself as soon as you wake up every morning. This will keep your energy and mind going. 4. Be organized. Much stress arises from feeling overwhelmed. Being organized and getting your priorities straight can help you break responsibilities down into manageable pieces and focus on the things that really matter. 5. Identify the things that put you under stress. Make sure you understand why you become stressed so that you can try to avoid these circumstances. 6. Stop worrying about what you cannot change. This especially comes with things such as politics. Learning to accept things as they are an important coping mechanism, but not as easy as it sounds. 7. Take responsibility for making your life what you want it to be. It is less stressful to make decisions and take action than to feel powerless and react to other's decisions. Decide what you want and go for it!
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