Bussiness Comm_Executive Skills

8/6/2019 Bussiness Comm_Executive Skills

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Business Communication & Executive Effectiveness—

ASSIGNMENT

PART I

Q1: Explain in detail “Communication Process” and Write a note on “The Nature of Communication”.

Answer:

“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.” – Peter 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 communicate. He should respond in a given time. The processof 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 communicate 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 communicate to original communicator.

Therefore, process of Communication involves the following steps:

• The ideas are formed in the mind of the communicator.

• Formed ideas are encoded by the communicator.

• Encoded ideas take the shape of message.

• The message is transmitted through proper media to communicatee.

• Message is received, interpreted and analyzed by the communicatee.

• The communicatee sends the reply to the communicator. It is called feedback. Here

communication process of cycle completes.

IdeaEncoding

Source

Media Communicate

Message

DecodingMessageResponse

Source

Media




Following are the essential ingredients of communication process.

• Origin- Communicator

• Message- encoding

• Media- source

• Communicate

• 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-waycommunication 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 –

• What is to be communicated?

• How many people have to be communicated?

• 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 characterized by a serial reproduction of 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 employeesand 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 Organizations.

Answer:

“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.

Objectives of Effective Communication

• Information – Information always affects business decisions. In the business organizations information is

required from every possible source. On the basis of information, change can be brought in the

organization.

• 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 organization.

• 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.

• 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.

• 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.

• 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.

• Warning – Carelessness, gossiping, wastage of time and valuable material are dangerous for the

organization. It should be curtailed at any cost. In order to maintain the discipline in the organization

memos, notice etc. are issued. Dereliction of duties should be avoided by use of timely warning.

• Raising Morale -- The people with high morale is an assent for the organization. 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 organization. Effective communication system helps to raise the morale of the

people working in the organization. Communication increase confidence and courage of the personnel.




Barriers to Effective Communication

Barriers to Communication may be broadly classified as below –

• Physical Barriers – Following are the physical barriers-

The Competing Stimulus

It becomes very difficult to pass on the message orally, if another confirmation giving informationsimultaneously within hearing distance, sometimes-loud music or traffic noise creates barrier in the

communication process.

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

Subjective Stress

Due to sleeplessness, ill health, consumption of drugs, mental strain etc. communicator cannot interpretthe message in desired manner.

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.

• 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 accuratelysimilar frames of reference. Following are the psychological barriers –

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.

Barrier of All ness

Certain people think that they know everything 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 all ness is an outcome of biased

approach.

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.

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.




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.

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.

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.

• 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. The

communicator and communicatee understand these symbols differently. Ultimately this results into

misinterpretation. The words possess objective and subjective meaning. It should be kept in mind thatthe words carry numerous associations depending upon the political and cultural situation.

• 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 Organizations

• 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 informedmeetings. 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 communicatorsare in same building, scheduling a meeting can be difficult and frustrating. When greater distances

separate the people who need to meet, 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.

• Teleconferencing

Its promoters bill teleconferencing 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, mostvideoconferencing required elaborate studios at each location, which make the technology unaffordable

of all but the largest organizations. New desktop conferencing using personal computer is putting the

medium in reach of more workers.

• 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 thatfacilitates electronic conferencing.

• 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.

• 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 samemessage 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.

Answer:

The need and importance of listening is business organization is evident. A good listening increasesefficiency 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

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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 messagewhich is non-verbal.

• Presence of Barriers – There is common barriers to listening including prior hearing ability,

distracting, burden, prejudice, snap reactions etc.

• Proper training and guidance can improve Training and Guidance – listening efficiency.

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




Barriers in Listening

Following are the major barriers in listening –

• 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.

• 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.

• 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.

• Marginal Listening – We listen three times faster than we speak. This acts as an obstacle to

good listening. The listener in judging the quality of the lecture and preparing the reply spends the

surplus time. Marginal listener sometimes engaged in taking the notes. Therefore he may not be able to

listen the next argument of the speaker.

• 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.

• 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.

• 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.

• 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.

•All ness 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.

• 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.




• Snap Reactions – Sometimes the listener responds speedily to the communicator’s message,

pronouncing it favorable or unfavorable. Snap reaction are a serious barrier as they interpret

communication is hurry.

Guidelines for effective listening

• A good listener shows keen interest in the speaker by looking at him. He observes the gestures,facial expressions and postures of the speaker.

• Do not allow yourself to be distracted by noise or entering of late comers.

• Do not distract the speaker.

• Be present in time at the venue. It enables to settle you physically and mentally before the

speech starts.

• Don’t hesitate to ask the questions to clarify meaning of statements made by the speaker.

• Let your listening always be sympathetic, alert and active. Try to understand the speaker’s point

of view.

• Follow the trend of discussion so as to make the proper response when your turn comes.

• Use the extra time you get as a listener to analyze and evaluate the speech.

• 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.

Advantages of Good Listening

• It improves the quality of communication and makes people receptive to the view point of others

• It leads to positive attitude, cordial relations and better participation.

• It competes people to pay attention to each other.

• It provides valuable information for the purpose of decision-making.

• It enables to find the solutions to the complex problems.

Advantage of Body Language

Body language is the most easily visible aspect of communication. It, therefore, helps the receiver of the

message in decoding the message.

Body language complements verbal communication. Especially in face-to-face communication, no message

can be completely sent across without the accompaniment of facial expressions and gestures. It helps in

establishing rapport.




Body language adds intensity to the process of communication. In the absence of any gesture, change of

posture, proper eye contact any face-to-face communication will look bland or insipid.

Because people care for body language, it goes a long way to improve the overall atmosphere and looks of the

organization. A resourceful message can make very effective use of it.

Q4: Visualize……………………

Answer:

NOTICE

Issuing notices is a routine affair with companies. Sometimes it is a statutory requirement to issue a

notice. Notice are generally issue for the formal way of communication so it should have to be kept simple, brief and clear.

The specimens given below will illustrate how to draft: -

Company’s Name

Address

NOTICE

This is to inform you that_ _ _ _ _ _ _ _ _ _ _

{Body of the Notice}

For & on behalf of _ _ _ _

(UNDERSIGN)Date: -

1. BROCHURES

Brochure is a detail of company/firm or organization that want to give detail of someimportant information to some other party to communicate an idea or emotion of some special kind in some

precise & attractive form. This is the specimen of a company who give brochure about the company

achievement.

Name of the

company

Address of company

Co.Logo

Details of

Photo 1

Details of

Photo 2

Details of Photo 3

Details

of Photo 4

Phot

o 1

Photo

2

3

4

Details of

Photo 5

Captions

Details of

Photo 6

Photo

5

Company’s

Photograph

Photo 6

Objectiveor

Important

Details of firmImp. Member

groupPhotograph

Words of

chairman or

BOD

Chairman

Photo

Member Photo




REPORTS

A report carries information to someone who needs it. A report is a basic management tool used in

decision making as it provide information for the purpose of planning and control a good report is brief andaccurate and must be relevant and clear.

MINUTES OF THE MEETING

Minutes are the official records of a meeting. Minutes have great importance for maintains a proper

record of a business transacted at there various meeting. Once minutes are approved they act as an evidence of

the discussions in the meeting.

2. HOUSE JOURNALS

Among the various publications issued by large business houses house journals occupy a prominent

place. All the copies of journal are means of internal communication although complementary copies are also

sent to outsiders. It inform the employees about the new developments and achievements




Q5: Prepare the Layout of Business letter for any consumer Products Company.

Answer:

Introduction: -

Every business big or small has to maintain contacts with its supplier’s customers, prospects, govt.

etc. In his regular work, a businessman has to exchange information of varied types with different

parties. One of the way of communicates is BUSINESS LETTER.

BUSINESS LETTER is the form of written communication. It is important where message is kept

for a long time. It necessitates confirmation in writing. Business letter is important for the

following reasons:

1. It is important to provide a convenient and inexpensive means of communication.

2. It is helpful in seeking or giving information.

3. It is useful to furnish evidence of transactions entered.

4. It is important to provide a record for future reference.

Business letter can be of various types. It can be in the form of

Enquiries & Replies. Order and their execution.

Credit and Status enquiries.

Complaints & Adjustments.

Collection Letters

Circular Letters

Bank Correspondence

Application Letter

Sales Letter etc.

All these letters have their own importance and in business but has a same Layout.

Layout of a Business Letter.

1. The Head- Address: - The address includes complete name, address of firm, telephone, telegraphic

address etc. Some business use printed letterhead as the head address place at top center.

2. Date: - Date is written five spaces below the heading in right hand side. According to British method

i.e. DD-MM-YY.

3. Outward No.: -It is the number given to the letter. It is usually written left side of the date.



Logo, if

written onLetter

Head


4. Inside Address: - It is the name & address of person or organization to whom letter is

being sent. It is written below outward number.

5. Subject (SUB): - After inside address it is important to write the purpose or subject of

the letter.

6. Reference: - It is a normal practice to write the Business Letter with reference of earlier letter.

7. Salutation: - It is the greeting to the receiver and comes after subject.

8. Body: - After salutation, body of letter, started .It is the main part of the letter.

9. The Complimentary close: - After the end of the body complimentary close corner, it is the respect

given to the sender.

10. Signature: - It corner below the complimentary close along with the signatory name typed below

the sign.

11. Enclosures (Encl.): - This is the list of items enclosed with the Business Letter. It comes after complimentary close.

12. Post Script (P.S.): - Post Script is used to add sorry information, if left in between. It should come

in last but not appreciable if information is very important.

Layout of Business Letter

The Head

Telephone Address E-Mail

Telegraph

Outward No.___ Date: -__________

Inside Address

SUB: -___________________________________

Reference: -Salutation,

Body of the letter

Complimentary close,

(TYPED NAME OF THE SIGNATORY)

Encl: -




P.S.: -

Live Happy Foods

Plot 5, D-111 Mathura Road,

Mathura-03

Tel: - 683496

Dated: -8/03/03

Clr:-/593/03

Khurana General Stores

2 Hazrat GanjLucknow.

SUB: - LAUNCH OF NEW SQUASHES

YPB: MJ/12/99

Dear Sir,

You will be pleased to learn from the enclosed catalogue about our Live Happy Squashes prepared from good

quality, fresh fruit in the most hygienic conditions. They are available in six delicious varieties: Lemon, Lemon

Barley, Mango, Pineapple, and Orange & Lime of rice cordial.

These days when aerated waters look so much beyond one’s pocket, your customers will just love to switch

over to these sparkling squashes. They get as many as 15 nutritious glasses from every bottle. So, you see there

is economy in them and there is taste.

You have always been satisfied with our jams and pickles. You will be more satisfied with our squashes.

You get these squashes on the same terms and condition as our jams & pickles. Summer is ahead and you can

have brisk sales .A bulk order of twenty dozen or more earns you an additional discount of 3%.

We shall be looking forward to your response.

Truly YoursLive Happy Foods

(R.L. Gupta)

Managing Director

Encl: Catalogue

LH




PART II

Q1. Fill in the blanks from the following words (Yield, Vision, Potential, Evaluating, Goals, Productivity,

Resource, Strain, Stress, Positive)

Answer:

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 every person with positive anticipation and expect every encounter to yield positive results.

Q 2. What do you understand by the word – vision? How it is useful for achievement of goals? – Illustrate

the vision statements of any company.

Answer:

VISION

Vision is a mental picture of the future. It’s an idea of what is possible but has not yet happened. Every

individual human being has vision and it is something that is essential to life. Whatever we all are doing is the

result of some vision. The people who have most powerfully and permanently influenced their generation have

been ‘seers’ men and women who see more and further than others i.e. people who make things happen are

people who have vision. In literal sense, vision is the ability to see physical objects. But in deeper sense, vision

is the ability to see significance, to see opportunity that may not be readily apparent to others. Vision bringsgreat benefits and opens incredible doors of opportunity. It increases a person’s potential. The greater the vision

the greater potential it gives.

Vision can be of following types:

1. Probable Future: What we can expect to happen if we continue as

we are now.

2. Desired Future: What we would most like to have happened.

3. Catastrophic Future: What could happen if things get worse or something really

bad occurs.




IMPORTANCE OF VISION

• Vision provides meaning and purpose.

• Vision helps in building our own destiny.

• Vision gives new direction.

• Vision helps in making specific choices and decisions.

• It shows where we are heading.

• Vision provides motivation.

• Vision helps to move towards what we want.

• Vision helps in fulfilling our desires.

STEPS FOR DEVELOPING VISION

Vision is natural talent with people, but this does not mean that it can’t be developed. The steps

discussed below helps in developing vision:

1. Start with the Desired End and Shared Vision:

The first step is to decide about the end in the mind of a person i.e. what do I/we want

or what would I like to create/achieve? This may be a general idea or broad framework of what

is desired. To achieve the desired end there is a need to share the vision with people. People

must be involved from the beginning to make them internally committed. Everyone has come

unique vision and it is important to combine him or her to create a share vision leading to share

mission.

2. Decide about the specific outcomes/results:

Once the desired end is there, the next step is to make it more specific by developing

pictures in your mind’s eye. Envision your physical conditions i.e. the infrastructure small or

big office, factory and go down etc are to be envisioned. Envision your working conditions i.e.

the type of working conditions you wish to create for the people the type of relationship

between people etc. There is a positive correlation between the clarity of specific outcomes and

the accomplishment that means accomplishments would be high if the clarity about the specific

results is high and vice-versa.

3. Creativity:

The most important dimension of vision is moving away from logical thinking by

opening the mind to new ideas. The right brain leads to creative ideas whereas left-brain is




more rational and adopts linear thinking. Nobody can force the creative mind to work. It comes

from within. People need to enlighten their inner self for achieving this.

4. Generate alternative courses of actions to attain desired outcome:

One should be able to evaluate the different perspectives of a particular issue that helps

in developing different alternative courses of actions. Changing how you see things will change

how you do things.

5. Select actions to achieve the desired end:

The next step is to select the actions that can help in achieving the desired results.

Envision the process of actions required to achieve the desired end by doing it in your mind’seye. The Computerized tools like computer Aided Design (CAD), virtual reality etc. are used to

give a computerized image of what we have seen in our mind’s eye.

6. Ensure compliance of selected action in right spirit:

The last step is to ensure the compliance of the selected action for which all the people

involved must decide to implement the same with the right kind of spirit with positive attitude.

.

DEFINE YOUR VISION

Realizing a vision always start with defining your vision. It is incredibly easy for some people as if theyhave been with a vision in their life but for others it takes a great deal of time, contemplation, prayer etc. If you

wish to become successful, you must define the vision you have for your life. And you must define the vision

you have for your life. And your vision cannot and should not come from someone else because if its not truly

your vision, you will not have the drive and determination to pursue it. Your vision must be based on your

talents, dreams, hopes and passions. Visions are extraordinary and impact others positively – especially when a

person’s vision matches his destiny.

Traits of an effective vision:

1. Inspiring: Effective vision asks for the best in one way or the other, which can be

attained only through everyone willingly taking risks in order to achieve the desiredgoals.

2. Clear and Challenging: Vision creates confidence in the minds of people that they are

capable of performing the necessary tasks. Vision statements should be challenging

first, they enjoin people to understand and then drive them to achieve it. This instills

drive in people towards goals.




3. Making sense and withstanding the test of time: Vision emphasizes creation of

enduring capabilities and is relatively stable. However, its dynamic enough to exhort

for constant improvements and updating capabilities. Vision should stand the test of

time by stressing flexibility and adaptability.

4. Remaining stable but being constantly challenged and changed: Core ideas do notchange but minor alterations add up to be substantial. Vision is like a compass in a

choppy and stormy sea that may loose its value if it is not adjusted.

5. Serving as beacon and control: Vision should serve as the guiding beacon and ensure

consistent behavior by developing better understanding the basic concept and

philosophy of the desired aim.

6. Preparing for the future by honoring the past: Vision is about the past as much as

about future. A German philosopher had said “Whosoever supplies memory, shape

concepts and interprets the past, will win the future”.

7. Lived in details but broad in scope: Vision is a concise and encompassing picture of

sustaining excellence in one’s life, it lives through the details of its execution.

Achievements make life more enjoyable. There is nothing like the feeling you get when you have

worked hard and done a job well. It gives you a sense of accomplishment. Similarly, when your work is part of

the achievement of your vision, each task has value. Even then most

mundane task can give you a sense of satisfaction, because you can see a greater purpose being accomplished.

You do not need to be born with the ability to see opportunities and visualize a positive future. Vision is aquality that can be cultivated. And when you have a vision, and your work hard to accomplish it, your future is

more likely to become a fulfillment of that vision. It is true that your failure is not guaranteed. No one is, but

you increase your chances for success tremendously. It is often said, ”Where there is no vision, the people

perish”.

Be prepared to dream big and then test your limits. Do not put a lid on you potential. If you believe

strongly enough that you cannot succeed, then you will put limits to your vision, which can act as an obstacle in

your way to achieve goals.

Vision is useful (rather an indispensable component) for achieving one’s goals because without vision, there is

nothing to shoot for, no target, no greater task to give purpose and hope. Vision provides the creative spark that

makes great achievements possible. Also, its vision which helps us to focus on our goals and also makes us

realize that no one can achieve his dreams/goals with average energy and efforts. It takes dedication andcontinued efforts. It is one of the prices you must pay for success. Vision helps one to maintain a positive

confident attitude. Even when one is in doubts, it tells to focus on remaining confidence. Outer confidence will

bring inner confidence. If a person has vision, it allows him/her to dare to dream in spite of problems,

circumstances and handicaps make him/her confident enough to overthrow all hurdles, all obstacles in

achieving the desired goals.




Q 3. Define “goals” and explain the pyramid?

Answer:

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 that progressive realization of a worthwhile, predetermined

goals. 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 himhappy and he tries to work hard to achieve them as early as possible.

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. That woman 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.

2. Goals give us purpose: People with goals have a purpose in their life and thatlittle purpose makes a big difference. A doctor found one common factor

among the people over 100 years of age – they all had goals.

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.

4. Goals keep our priorities straight: Goals provide us a definite path, whichleads to success. Thus it helps to keep our priorities in right direction.

5. Goals channel and maximize our potential: 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: 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 in an organization: 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.

Goals pyramid

The goal 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-TermGoals

GOAL PYRAMID

1. Life long goals: These are approx two to five goals, which we hope to

accomplish in lifetime. 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.

Regular discipline: It include task completing on daily, weekly or monthly basis to achieve the short –term

goals.




Q 4. What is meant by “STRESS”? What are the ways to reduce stress?

Answer:

Meaning of “STRESS”

“Stress” means pressure, hardship and tension. In today’s world, things are moving on at such a high

speed that almost each and every person, whether successful or unsuccessful is suffering from stress of one kindor the other. Stress related problems have so much influenced our lives that it has become one of the greatest

problems faced by the people of this generation.

Stress can bring positive impact on some and can be of negative approach to others. Some times stress

brings out the best in people. It can prompt a person to find a better, smarter way of doing things. But,

sometimes stress can also be destructive. It is so because different people react differently to that kind of

pressure.

Stress causes some people to break and others to break records.

It has also been noticed that most people worry unnecessarily about to many things. It is something like

searching for things/events to give stress to themselves. Less than one problem in ten that causes stress in realconcern. All the other things are such that we can learn to eliminate.

Success becomes strain when it is continuous.

According to Dr. Selye, human body reacts to stress in three stages, which are described as under:

1. Alarm Stage:

In the stage, our body recognizes the stressor and prepares for fight or flight, which is done by a

release of hormones from the endocrine glands. These hormones will cause slowed digestion,

raise in blood sugar level, increase in heartbeat and respiration etc. It is here that we have to

choose whether to use this burst of energy to fight or flee.

2. Resistance Stage:

It is in this stage that our body repairs any damage causes from the stress. But the body must

remain alert, if the stress does not go away because in such a situation body cannot repair the

damage.

3. Exhaustion stage:

The continuance of second stage plunges you into exhaustion and if this state continues for

long, one may develop one or the other “disease of stress” like mental illness, migraine,




headaches etc. Also our body can run out of energy and may even stop bodily functions, if there

is continuous exposure to stress at this stage.

It is often said that “Precaution is better than cure” and that is why, the best way to deal with stress is

to avoid it or relieve it quickly.

Twelve strategies for handling stress successful are:

1. Work in your areas of strength:

Persons who work in their areas of strength are less likely to become victims of stress, even

when they make mistakes. And if, you are not sure where your areas of strength are, here in

something that will help you to identify them. If you make mistakes and they challenge you

instead of causing you to experience stress, then you are probably working in an area of

strength. If your mistakes make you feel threatened and tensed, you are probably working in thearea of weakness. As you get older try to work more and more, in your areas of strength. If you

do you are more likely to avoid stress and find success.

2. Reprogram your mind:

The amount of stress we experience is directly related to our way of thinking. And our way of

thinking is the direct result of what we put into our minds. Our brains are similar to a computer

i.e. it works like a computer the output you receive from a computer is the result of the input it

gets. Our output – what we say, think and do is generated by out input what we read, watch,

hear and see. Each of us chooses our input and basically we have two choices, things that add

either static or stability to our lives.

3. Stop running from risks:

Fear of risk remains a major cause of stress and a potential obstacle to success. There are no

absolute guarantees and no fail safe plans. All who live risk something. Say no to courage and

no to caution. Expect the worst. Since life is a risk, we need to learn to stop running away from

risk and face it optimistically. Expect the worst. Since life is a risk, we need to learn to stop

running away from risk and face it optimistically. Expect the worst, and that is what you will

get every time. Expect the best, and that is what you will most often get.

4. Turn your focus outward:

Discouraged people are the ones who focus too much on themselves. As a result, they

experience stress. If you find yourself become preoccupied with your own concerns, spend timehelping others. We often heal ourselves while we are helping others.

5. Find a fun way to release stress:

Picking up something the one really enjoy doing, something fun, is one of the ways to release

stress. e.g. some people eat a lot when they are undergoing stress, some people listen to music,

some people dance etc, to forget everything which is giving stress to them. Whether or not you

are able to survive stress is a result of how you handle it. Begin to change your thinking and

your habits. Use health strategies to handle it when you cannot avoid it.




6. Develop a proper perspective:

There is no substitute for perspective. Whenever one begins to feel stress because of minor

difficulties, try to remember the bigger picture. It will help you to see the things as they reallyare instead of what you are afraid they might become.

7. Avoid the rat race:

Competitive business world has been termed as a rat race (in recent years). It’s an environment

where people completely and fiercely compete against one another. When a person enters the

rat race of competition instead of working towards his

goals, he is subjected to unnecessary stress by competing in too many areas and is never

satisfied. No dog has ever lost any sleep over the fact that he did not have enough bones laid

aside for his declining years. Work hard strives to achieve your goals. But don’t do it to the

detriment of your family, your health or your fellow men.

8. Get off the road of overload:

We keep taking on more and more responsibilities until we can possibly fulfill them all

competently. And that causes stress. Sometimes one has to give up what is nearly good in order

to do what is best.

9. Give up your rights:

It is possible to find peace is not always demanding to have your way, in giving up your rights.

Giving can bring great joy and can greatly reduce stress.

10. Have someone to talk to:Much of the stress often occurs because we bottle up our feeling instead of sharing with

someone; we can be totally honest with. It should be someone who will not judge you and who

will never use what you say against you.

11. Develop Strong Convictions:

Convictions enable a person to face nearly any situation in life with courage and dignity. The

deeper the convictions, the stronger the person is and the less likely he or she is to experience

stress in face of adversity.

12. Success Strategy activities:

Arrange to do some volunteer work like feed the homeless, visit ill people in hospitals, taketoys to orphanage. Get out and help others, your perspective will improve this way. Identify,

define and write your convictions. A conviction is a belief you would be willing to die for. Give

time to yourself and determine whether you are filling yourself with enough positive materials

or not. Ask a close friend/spouse to help you discover your strength and weaknesses, based on

which you can spend more time in your areas of strengths and remove yourself from your areas

of weakness.




Q 5. Explain the benefits of “Relationship” in Business management.

Answer:

Benefits of “Relationship” in Business Management

“Relationships” make us or break us. If one want to be a success in life – no matter what goals you have

or profession you choose – you must learn to develop positive relationship with people.

The ability to develop good relationships with others can be learned by following some guidelines,

which are mentioned below:

• The potential of good relationships increases dramatically when you begin

focusing on others.

• If you desire to build relationships, first care about the people with whom you

come into contact. In a survey of 16000 executives, the top 13% who were

identified as “high achievers” cared as much about people as well as they did

about profits.

• Knowing a lot about people is a positive sign that you care, and it creates a

positive, lasting bond. Few things have a more positive effect on others thanfinding out and remembering things about them.

• Meet each person with positive anticipation, and expect every encounter to

yield positive results. Treat everyone as important and you will never

underestimate anyone.

• Advancing yourself at the expense of others only gives the illusion of success.

Whenever a person takes advantage of someone else, he is hurting his chances

for the future.

• One of the best methods of building positive relationships with others is to ask

for advice or a favor. People love the opportunity to show their expertise, and

they enjoy the feeling that comes when they can help from a position of power

or authority. But, for relationships to be positive and healthy, they have to bemutually beneficial.

• The best relationships are ones where both parties are constantly receiving

from one another. Always make an effort to bring something positive to the

table your meet with a friend.

• If you want to be successful in your relationships with people, be considerate

of their emotions.

• If you look for opportunities to provide service to others, you will live a more

satisfying life and develop many good relationships.




• It costs nothing to give another person praise and respect, to make him feel

important but it does wonderful things for that other person. And also helps in

building good relationship with that person.

• Be credible and consistent. Lost credibility not only damages, friendships, it

also destroys business relationships. People must buy into you before they will buy into your vision or your product.

• One of the best strategies to use when initiating a relationship is to focus

attention on other person’s interests.

• Developing positive relationships with others really comes down to one thing.

You must become a student of people. If you are really able to understand

people – to know their hope and dreams, you will have the ability to build

those relationships.

• Avoid arguments because it’s a forceful attempt to change another person’s

point of view and are likely to cause some kind of damage and destroy your

relationships with others. On the other hand, discussion between people ishealthy and positive.

The benefits of “relationships” in business management are unlimited. It is a kind of key to success for

every business. According to T Rosevelt,

The most important single ingredient to the formula of success is knowing how to get along with

people.

If you learn how to deal with others, you will have gone about eighty-five percent of the way down the

road to success in any business, occupation or profession. And you will have done about ninety-nine percent of

the way down the road to personal happiness. The quality of our relationships with our co-workers, bosses andemployees are largely responsible for our success or failure in business. All the technical expertise and skills in

the world will not enable a person to achieve what he wants unless he can develop positive relationship with

others.

Relationships are important part of every business because the largest single cost in most businesses is

people. The biggest and most valuable asset any company has is its people. The average executive spends three-

fourths of the working day dealing with people. And also, all the plans by an executive are carried out by or fail

to be carried out by people.

It is because of “relationships” and the importance attached to it, which helps not only the people at

managerial level of company to get their work done by employees. But also enables employees to take their

problems to their heads and get them solved. It is because of this art of getting along with people, which brings

sense of belongingness, loyalty among employees and also increases their capability of working. If people/employees of a company get along in a positive manner, they work in teamwork, hence bringing out the

best of their talents.

In a competitive business world, good service is often the only quality that separates one company from

another. Two out of three customers that a company loses, leave because they are dissatisfied with the service

they receive. Positive service helps build positive relationships and hence bringing back the customers and

making them regular visitors to the business.

Another benefit of “Relationship” in business management is that, if a company maintains good relation within

and outside it gains good will for itself.

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