Welcome Distinguished Participants

Changes in Communication System in Enterprises of Bangladesh. A Study: Healthcare Pharmaceuticals Limited

Participants of our Group

1. Md. Moiz Ahmed 2. Md. Jainal Abedin 3. Md. Mujahidul Islam 4. Md. Forman Ullah 5. Md. Saidul Hassan - ID- 3-06-09-031 - ID- 3-05-07-026 -ID- 3-06-09-013 - ID- 3-06-09-059 - ID- 3-07-12-004

Executive Summary
Communication, especially effective business communication in an organization is very important for corresponding each other or within the department. Now-a-days, communication has become a very essential tool to contract and to make better relation with the customers or with the management. So, better communication is one kind of identity of better skillness for that organization.

So, Business Communication should be treated efficiently and effectively to improve the structure of an organization as well as the image of the organization.

Acknowledgement
With the permission of our honourable course teacher Prof. Dr. Shahid Uddin Ahmed, we have selected the topic Changes in Communication System in Enterprises of Bangladesh. We have selected a growing Pharmaceutical Company which is Healthcare Pharmaceuticals Limited, Dhaka, Bangladesh. It is a national Organization.

Dedication
To Healthcare Pharmaceuticals Limited & to the managers from whom we learnt the practical business communication within the organization and with the stakeholders of the company.

Participants of our Group

1. Md. Moiz Ahmed 2. Md. Jainal Abedin 3. Md. Mujahidul Islam 4. Md. Forman Ullah 5. Md. Saidul Hassan - ID- 3-06-09-031 - ID- 3-05-07-026 -ID- 3-06-09-013 - ID- 3-06-09-059 - ID- 3-07-12-004

History of the organization:

Healthcare Pharmaceuticals Ltd

Factory of Healthcare Pharmaceuticals Limited, situated at Rajendrapur, Gazipur District. It is near from the capital city of Dhaka. This world class factory was established with the collaboration of a world recognized pharmaceutical company; H. Hoffmann La Roche, Switzerland. Head Office of HPL (Healthcare Pharmaceuticals Limited) is in the Eskaton, Dhaka. Operation of this company is to produce, manufacturing & marketing Human Medicines. HPL strictly maintains quality in manufacturing Medicines.

Objectives of the Organization

Healthcare Pharmaceuticals Limited has a vision to reach in the top ten pharmaceutical companies in this country within 2010. In this regards the company set a mission to meet its vision. HPL established a world class factory to produce quality medicines HPL has highly qualified & skilled Workers and Managers to meet the competition of Pharmaceutical market. To present the quality medicines to the people of this country. To export medicines in the foreign countries; like, Arabian countries, East European countries, some Asian countries, Former Soviet Union countries, Some African Countries to get the valuable foreign revenues for this countries. To maintain favorable work environment within the company. To retain motivated people providing better financial facilities. To create an environment for the employees so that they can feel it is a family, where people can work for a long time with satisfaction

Future Program of the Organization

To establish the organization as one of the top 10 companies within 2010 . To establish at least 50 products as OTC products in this country Sales volume increases month to month Establish other production area, like; Eye drop and ointment, Injectable plant, Infusion plant

Objectives of the study:

Objectives of the study are to identify the problems of organizational communication system of the employees. Illustrate the managers how to solve the business communication. Provide suggestions to motivate the employee to upgrade like a professional person through effective business communication.

Limitations of the study

Limitation of data Data is not easily accessible Communication information of the Orgnization is very confidential to HR dept. No organization does want to open the confidential information to all. Problem solving of the business communication can not get easily from HR dept.

Counseling with the HR Dept

Confidentiality is the main problem to get enough data for analyzing the Business Communication of an Organization. We have to convince the authority of the organization that this information will not be open to public or other organization.

Definition:
Communication: Communication is the process of sending and receiving messages. However, communication is effective only when the message is understood and when it stimulates action or encourages the receiver to think in new ways.

Benefits of effective Communications

Effective communication increases productivity, both our and our organizations skills,

Quicker problem solving Stronger decision making Increased productivity Steadier work flow Stronger business relationships Clearer promotional materials Enhanced professional image Improved stakeholder response

Basic forms of communications

Nonverbal Communication: It is a process of communicating without words Verbal Communication: Communication with language. It could be formal or informal

Forms of Communications
Internal communication: Planned communication among insiders (letters, reports, memos etc.) External communication: Planned communication with outsiders (letters, reports, memos, etc)

Findings & Analysis

Communication Barriers in Healthcare Pharmaceuticals Ltd: Healthcare is a newly growing pharmaceutical company. It is trying to overcome the barriers of communications. The barriers are as follows: a) Internet connection: Every officer has computer but everyone has not internet connection So, for e-mail or internet base communication is not properly done by every body If some body wants to communicate to the customer/ superior/ colleagues within a very short time, it is not possible It makes delay for quicker communication Sometimes other colleague feels hesitation to allow using his/ her computer for internet communication.
Suggestion: It is a modern age. Although Healthcare is not a very big organization but they can afford the internet connection cost as it is a enjoying continuous sales growth.

Communication Barriers in Healthcare Pharmaceuticals Ltd:

Limited Fax machine:
Healthcare has only one fax machine which is located in the room of Executive Director Sometimes it makes problem when top management is in a meeting at that time incoming fax collection is very difficult As a result proper communication is hampered timely
Suggestion: Fax machine should be increased.

Communication Barriers in Healthcare Pharmaceuticals Ltd:

Limited Printers: In Healthcare printing machine is also limited In the head office we have to share others printers It make difficulties- like overlapping of letters or memos which consumes times and resources Sometimes some employees have to wait other department command in the printers It takes time to answer or make a communicative letters or memos Suggestion: Although it cost involve, still management should provide required printers to save time for better communication.

Communication Barriers in Healthcare Pharmaceuticals Ltd:

Limited Printers: In Healthcare printing machine is also limited In the head office we have to share others printers It make difficulties- like overlapping of letters or memos which consumes times and resources Sometimes some employees have to wait other department command in the printers It takes time to answer or make a communicative letters or memos Suggestion: Although it cost involve, still management should provide required printers to save time for better communication.

Communication Barriers in Healthcare Pharmaceuticals Ltd:

Training on communication skill: In Healthcare it is adequate for sales forces but it is not sufficient enough for the office stuffs who play a vital role for outside communication with various customer, vendors, suppliers, etc. Suggestion: Communication training should be organized at least once a year.
Language differences:

In Healthcare language difference is not a big problem because most of the officers are highly academically qualified. Sometimes spoken English becomes a little bit problem in some formal meetings. Because, most of the meetings conduct in English. Suggestion: Healthcare should arrange some level of English for different level of officers for better communications both in written English as well as spoken English.

Overcoming communication barriers

Adopt an audience centered approach: Healthcare Pharmaceuticals ltd is trying to overcoming the barriers of communication. They are doing the following the steps:

Providing trying on communication regularly to minimize the barriers Encouraging precise letters to the target audience Customize the letter according to the audience Focus the main highlighting point so that audience can get interest to read the letter Communication should be shortened for both oral and written communication.

Practices of Healthcare Pharmaceuticals Limited

Communications: Letters: They send official letters to different organizations regularly. Memos: Memos are being sent to the internal employees frequently on different issues. Telephones: It is widely used for instant communications and feed back. E-mails: E-mails and internet communication are being encouraged to prompt communication. Faxes: Faxes are encouraged for every officer for better communication.
Conferences: Conferences are being arranged half yearly and yearly for mass communication within the organization. Meetings: Meetings are being arranged frequently with the employees and with the stake holders. Group discussion: For important strategic point management is arranging group discussion for fruitful suggestion and plan for the betterment of Healthcare Pharmaceuticals ltd. Annual conferences: Annual conference is a very important event to communicate within the employees for the improvement and maintain better understanding about the future plan of the company.

Suggestions

Commit to ethical communications: Healthcare is committed to ethical communication among the employees and with the stake holders.
Make the communication two-way: Healthcare should encourage two-way communication for successful understanding.

Make it easier and understandable to the audience: The sentences of letters should be easy to read and understand for the target audience. Make shorter but informative: Memos should be shorter and focus to the right information. It should not be wordy. Ensure feedback from the audience: Only memos and letter sending is not enough. Feedback should be collected from the audience with motivation. If possible make video conferencing for minimizing cost: Although Healthcare is a growing company, it could arrange video conference for immediate feedback which will minimize the cost of latter communication and it would be live.

Conclusion

The mannerism of the management in Healthcare should be optimistic for better communication. They should be concern about the employees and the stake holders. They have to show the facilities about the benefit of communication within the employees. They can arrange some regular training program for different kinds of communication so that employees can upgrade themselves to participate in the development of Healthcare. Only management level communication training can not develop the organization as all level of stuff should understand the basic communication in the daily work. Low level employees can be trained in communication skill. In this way the communication gap will be decreased gradually. Better understanding will be developed among the employees and the management.

Dear Participants

Dear Participants
Any Question ?