Graphics Aids

What is meant by graphic aids to communication? Discuss the general mechanism of constructing graphic aid in regard to size, layout, rules and borders. Illustrate your answer.

Graphic communication means too help improve the readability of your written communication, or the illustrations you use in conjunction with an oral presentation- good communication increasingly use more visuals. Graphic can create such wonderful effects that thousands of word fail to create. Modern graphic packages on computers had made communication more effective and comprehensible.

GRAPHS

Graphs are used to present data that needs comparison with another type of data. Basically, the two graphs consist of the x-axis & y-axis. The x-axis generally explains the data classification or unit dates being used. Bar Graphs and Line graphs are examples of such visual forms.

The merits are as follows:-

1. Comparison or trends are easily shown.
2. Main tilters and subtitles for data easily added.
3. Oral presentations possible, if simple in form.
4. Colour and variety add to visual appeal.

The demerits include:-

1.      Inclusion of too much detail may confuse the reader/ listener.

2.      Precise distinctions between variables harder to see

3.      Not all headings consistent between graphs on x and y axes.

PIE Charts

When you wish to show relative sizes of various categories and the percent each category adds to the whole, pie charts are the most popular and helpful. To make a comparison of facts easier, the pie segments (pieces)  may be  shown with percentages-all placed consistently either within a slice or outside but near it.

The merits are as follows:-

1.      Segment of pie may be lifted out for visual emphasis.

2.      Parts of a whole may be shown.

3.      Values, headings, legends may be placed below, inside or aside data.

4.       Both oral written presentations can be use pie charts.

The demerits include:-

1. Precise distinctions are not visible when decimal distinctions are needed
2. Use of too many parts and values may blur distinctions.
3. distortions may occur if similar patterns are next to each other

Graphics

• What is meant by graphic aids to communication? Discuss the general mechanism of constructing graphic aid in regard to size, layout, rules and borders. Illustrate your answer.

Check list for effective interviewing

Prepare a check list for effective interviewing.

Interviews are the most difficult time in a man’s life where all his human faculties are at war. For effective interviewing . In the current job market, you'd better have your act together, or you won't stand a chance against the competition. Check yourself on these 10 basic points before you go on that all-important interview.

1      Look Sharp.

2      Be on Time.

3      Do Your Research.

4      Be Prepared.

5      Show Enthusiasm.

6      Listen.

7      Answer the Question Asked.

8      Give Specific Examples.

9      Ask Questions.

10    Follow up.

It is important to appear confident and cool for the interview. One way to do that is to be prepared to the best of your ability. There is no way to predict what an interview holds, but by following these important rules you will feel less nervous and will be ready to positively present yourself.

Guidelines for the Interviewer and the Interviewee

Interviewing is a flexible activity. Nevertheless, some established guidelines exist for the interviewer and the interviewee. What are those guidelines?

Your hands are damp as you wring them uncontrollably. Your mouth is dry, and you wonder if the right words will ever escape your lips. Your stomach is doing loop-de-loops as you make yet another run for the bathroom. And this is only the day before the interview.  But interview is a flexible activity that may take turn at any time as per occasion and participant styles and discussions. What ever the case is every individual on any side of the table must try these suggestions, too?

Preparation Tips

"Preparation builds my confidence. I review what I did at my previous jobs so I can tie in what I can bring to the new company. "Actually writing down my answers to expected questions or questions to be asked makes it seem more like I'm going to perform in a play rather than go on a job interview or conduct a job interview. I feel more focused about what I am going to ask or say." 

Don't Forget to Practice

"Rehearse your questions and answers. Write them down as a script and recite them in front of a mirror. Have backup answers and question, too. You'll come across as being more confident.

"The best thing you can do is practice, practice and practice some more. The only one who knows you and can sell you is you. Your goal should be to effectively display the following qualities: capability, confidence, dependability, enthusiasm, flexibility, resourcefulness and strong work ethic.

Just Relax

Motivate Yourself

"Remember when one door closes, another one opens. The fact that you are proactively seeking advice and support says a lot about you." 

For conducting interview there is a simple recipe:

a)             Give a warm welcome

b)             Be friendly

c)             Give way to answer

d)            Ask the right questions

e)             Listen to the answers either open starting with who, what, where, when and why

f)              A closed question demanding yes or no

g)             Probing questions

h)             Never give an impression of guided interview but make it simple and flexible

Functions of Interview

Define an ‘interview’. What are its aims and functions? How can these be achieved?

According to one research study, people evaluate one another using the Three V's: visual (appearance), vocal (voice) and verbal (what you say). About 93 percent of a person's communication effectiveness is determined by nonverbal communication.

Another study, conducted by a University of Toledo psychology professor, concluded that the first 30 seconds make or break the connection between two people when they meet for the first time. So the next time you're on an interview, the interviewer may be drawing conclusions about you before you've even gotten to the real interview. So interview is a two way process of communicating where all human faculties are at war.

Main Functions of interview: Interviews can be conducted for the following reasons:

1.      To assess suitability of an individual for employment

2.      To collect information

3.      to persuade people for any desired action

4.      To provide counselling to the juniors

5.      To resolve conflict

6.      to discipline an employee

7.      To appraise performance etc…

Interview is a two way exchange and both parties who can achieve the purpose if they adept their message on some agenda and feedback is updated properly.

Interview

1. Define an ‘interview’. What are its aims and functions? How can these be achieved?
2. Interviewing is a flexible activity. Nevertheless, some established guidelines exist for the interviewer and the interviewer. What are those guidelines?
3. Prepare a check list for effective interviewing.

Purpose of writing reports

• To assist Management for decision making

• To quote factual data for information

• Explain and evaluate

• Suggest or instruct 
•  

Definition of Business Report

“Report is a formal statement of the results of an investigation or of any matter on which definite information is required, made by some person or body instructed or required to do so.”

Informational Reports

Offer data, facts, feedback, and other types of information without analysis and recommendations.

•          Reports to control and monitor operation: include plans and operating reports, personal activity reports.

•          Reports on implementation of policies and procedures: Communicate organizational rules and positions (guidelines, position papers

•          Reports to demonstrate compliance:

Provide information to show regulators that the company meets formal requirements

Progress reports: Provides managers or customers with information on project status

Analytical Reports

Offer information and analysis and recommendations.

• Reports to assess opportunities: include market Analysis or due diligence reports.

·   Explains the risk and rewards of any course of action.

• Reports to solve problem: include trouble shooting and failure analysis reports.

• Reports to support decisions: include justification and FEASIBILITY REPORTS.

There are certain specific roles for one to play to succeed as a good participant during a meeting. What are those roles?

The individual have to play some specific role or roles during the meetings to draw better result in the end of the meeting. There are nine specific role an indiovidual can play however, since role preferences are based on personality, it should be recognised that:

      Individuals will be naturally inclined towards some roles more than others

      Individuals will tend to adopt one or two roles more or less consistently

      Individuals are likely to be more successful in some roles than in others

The following roles can be played:

Plant: Creative, imaginative, unorthodox

Resource investigator: Extrovert, enthusiastic, communicative

Co-ordinator (chairman): Mature, confident, a good chairperson

Shaper: Challenging, dynamic, thrives on pressure

Monitor evaluator: Sober, strategic and discerning

Team worker: Co-operative, mild, perceptive and diplomatic

Implementer : Disciplined, reliable, conservative and efficient

Completer – Finisher: Painstaking, conscientious, anxious

Specialist: Single-minded, self-starting, dedicated

What ever the role any individual play he must remain competent and honest in contributing his part for better out come.

What are the minutes of the meting? How do minutes of formal meetings differ form the minutes of informal meetings?

MINUTES

Minutes are brief recorded history of business meetings that opens details of decisions and suggestions to the participants afterwards. A comprehensive and simple format of writing is preferred because it is transmitted to a large number of people. Minutes must be objective, filtered, and concise to avoid misinterpretation by hostile camp.

Types of Minutes

Minutes may take three forms.

(a)   Resolution minutes: these minutes communicate only the resolutions or decisions with out narrating details of debate preceding the vote.

‘It was concluded that a new consumers market would be explored to improve sales 

(b)   Narrative Minutes: A brief and concise summary of the discussion is included leading up to the resolution.

(c)        Action Minutes: This format of minutes communicates the desired results of resolution because the meeting was dominated by the management who has clearly appointed a person to perform the required action. 

Low performance and poor motivation of the employees

Letterhead

Memo Report

Date    : 26 June, 2009

To        : Mr. Iftikhar Ahmad, CEO

From    : Miss Kokaub Zia Bhatti, Manager HR

Subject            : Low performance and poor  motivation of the employees

1. Introduction

In response to your memo dated 24 May, 2009 to investigate and report the reasons for low performance and poor morale of our employees that has caused decline in out put, increased accidents and more wastages. T

2. Methodology

We used different testing tools in the process of monitoring and collecting objective data   like personal interviews, on site practical observations, operating core and line managers behavioral match, communication and its channels and resource management techniques of employees and managers.

 2. Findings

 During the detailed investigation and observation it is found that our company lacks effective review and control, poor leadership and poor skills to carry out new challenges. Managers are reluctant in delegating authority tom the subordinates due to lack of trust and confidence on both sides. Such situation results in the following:

·         Supervisors avoid information sharing

·         There is no sharing of skills and knowledge

Decline in Sales in Lahore Region

Letterhead

Memo Report

Date    : 26 May, 2009

To        : Mr. Mamoon, Director Marketing

From    : Miss Kokaub Zia Bhatti, Manager Sales

Subject            : Decline in Sales in Lahore Region

1. Introduction

In response to your memo dated 4 April, 2009 to investigate and report on the reason for a sharp decline in sales in Lahore region. The report is complied on perfect data collected from the market.

2. Methodology

Four market teams surveyed Lahore region and collected data which was discussed everyday at evening for similarities or differences in the sales. The investigation was carried out by the expert sales staff having out satnding performance in their respective areas.

2. Findings

2.1  During the detailed investigation it is found that our company sales fell as we lack a comprehensive reporting system on market. The day-to-day change in market working is not processed, ignoring the customers’ needs and competitors selling behavior. The following are the main reasons for decline in sales.

2.1.1We focus on internal processing rather than on external issues

2.1.2Our advertisement and promotional activities are not market oriented and does not cover its market segment

·         Wholesalers and distributors demand more commissions to promote our products

·         Competitors are selling better quality products on low price

·         Staff needs training and development to respond market challenges.

·         Lack of motivation among staff members to work more than assigned duties.

·         I.T & IS are not supporting organizational needs

2.2

3. Recommendations and Conclusion

3.1 We need immediate change and detailed development in our market strategies to

       respond the external market and customers’ demands. The following are the

       recommendations to work immediately:

• Introduce organizational values among the staff
• Decentalise the powers to areas managers to become responsive to the change
• Improve quality and set competitive price
• Training and development of the managers and market staff

3.2    In the light of above recommendations and findings, we need to expedite change and set high standards of operations. The market is becoming more competitive and needs more developed and trained staff to meet this challenge.

Regards

Report on Employee's Behaviour

Letterhead

AOMH BANK

Short Report

Ref: 77 DSP-23BC

20 August, 2005

Mr. Raza-ul-Hasan

Regional Manager, Customer services           

XY Company, Lahore

Dear Sir

                                                         .

Mr. Sultan Ahmad & Customer Services

1. Introduction

 Refer to your letter/meeting/telephonic conversation dated 12 August, 2005 to investigate the above mentioned issue that has caused tremendous harm to the organizational reputation.

2. Methodology

I attended the targeted branch for four consecutive days to observe the issue in depth, and  met individual customers to confirm about the rude and unacceptable behaviour of Mr. Sultan Ahmad. Some staff members were also interviewed to look into the matter comprehensively.

3. Findings

My findings bases on true facts and figures as mentioned below.

2.1  His Behaviour: The staff and customers have praised his behaviour in the last 7 years and never they found any mis-conduct and delay in work.

2.2  Professional Attitude: His service have always remained commendable and above self to meet dead lines and quality.

2.3  Discipline: He always attended his office in time and no single report is found on his bad discipline.

3. Mr. Ahmad has five daughters who are young and studying at school and college levels. He has to bear huge amount on their education and daily life expenditures. The recent raise in prices and living standard of the people has put him in sever mental stress. Though his character and professional competency is beyond doubt but his financial problems are affecting his behavior.

3. in the light of above facts, the complaints against him are valid but his previous service can not be disregarded. Mr. Ahmad needs some mentor services from his seniors and financial aid to settle his private affairs. My investigation team agrees on the point that if he is given some days leaves to rest and focus on his problem; he can improve and return as an effective employee to the organization.

4. You can ask me additional information if required.

Regards

Sig

Iftikhgar Ahmad

Suitable necessary Remedial Measures to Overcome the Problem.

12 April, 2000

Mr. Ali Hasan

Finance Manager

Alif Paint Industry

Karachi

Dear Sir

Financial  Stringency

Reference is made to letter dated 5 April, 2005 regarding evaluating and reporting the problem of financial stringency with some suggestions. I have made my best efforts to reach on some core issues and suggest the following course of action.

i)                         to meet the operational need short term loan can be borrowed against the available assets.

ii)                       Offer a special discount to debtors for early payments

iii)                     Stock should be purchased on credit against delayed payments if company reputation is not effected

iv)                     Dividend payments can be postponed.

v)                       Offer annual bonuses and shares in profits to the employees if they agree to working on lower rates.

vi)                     Stock holding and purchasing must be properly maintained

vii)                   Company may also go for sale and lease back arrangements to meet its short term liquidity problems.

I am sure my suggestions can bring some positive change in meeting financial stringency, I can reply your further question in this regards

Sincerely

Xxxxxx

Internal Auditor

Opening of a Cafeteria.

Findings:

• There is no place for refreshment especially after class work and within college breaks.
• Students have to go nearby restaurant and stores where sub-standard food stuff is sold out at expensive rates.
• Students wastes their precious time and there is great time for joining the bad company.

Recommendations:

• College cafeteria must be opened in the college premises and for much purpose an ideal site must be allotted.
• Standardized food stuff must be available at competitive rates.
• In the presence of college cafeteria students can utilize their leisure hours properly.

Introduction of a new conditioner in the market.

Findings:

• Demand of people for a conditioner with a new formula is there.
• The absence of competition in the market also motivates us to introduce our products.
• On the top of all these, some sound parties are ready to distribute and sell our products on acceptable terms and conditions.

Recommendations:

• The company may start the production of the proposed conditioner on experimental basis.
• The shape of bottles and the labeling on than must be made noticeably different from the brands available in the market.
• The product may be offered in different prices.
• Competitive prices must be introduced.
• A well planned publicity campaign must be launched to attract people.

Decline in Business.

Findings:

• The other company offered their products in different weights and attractive packing.
• Their introductory prices are low as compared to our prices.
• They promoted their products through print as well as electronic media.

Recommendations:

• Packing of our product should be changed to the effect that it is made not only more attractive but is also offered in different weights.
• Competitive prices of our products must be introduced.
• A publicity campaign must be launched by acquiring the services of professional advertisers.
• A prize scheme may be introduce to attract the general consumers.

Use of posture, facial expression, gestures and voice quality in effective oral communication.

Functions of Nonverbal Communication:

Majority of miscommunication is because of misunderstanding of non-verbal cues used by speakers or listeners. verbal communication must be supported by non-verbal cues and must not be in conflict with your verbal messages. A badly conveyed message creates frustration and makes the desired feedback ineffective. The following non verbal cues are important because:

Posture: Posture helps in determining someone’s personality or mood. For example: people who stand up straight and have an erect bearing tend to be very confident while stooping posture seems to be having little confidence.

Facial expression: It includes the movement of one’s eyes, nose lips and combination of all facial limbs. They convey powerful signals of liking or disliking and almost

Gesture: hand and body gesture may clarify the spoken words

Eye: Every limb may tell lie but eyes never tell lie. Eyes are always open to penetrate in others mind so maintaining  eye contact during oral presentation provides you effective feedback to make your self more effective in communication.

How do silence, time, and sounds communicate?

           Understanding communication at all levels makes business prosperous but people misinterpret information when they lack proper understanding of non verbal cues that varies in cultures and geography. Silence and sound are accepted or rejected in different societies like, in modern societies sound is interpreted as un-comfortable, uneasy or embarrassed.

Silence may be a deliberate message: refusal to communicate or give feedback, hostility and rejection. Time also has significance in many societies; like in the developed countries time is taken a s a precious phenomenon and its observance is taken as a corporate symbol. In the developed country people observe proper timings while in the developing countries bosses do

         Prefer to go late in meetings as it is taken a symbol of status or superiority.  

How does body languages communicate?

Speakers or listener misunderstand communication because of non-verbal cues creating confusions. Body Language must support Verbal communication to avoid conflict.  A badly conveyed message creates frustration and makes the desired feedback ineffective. Non verbal cues are important because they help in determining someone’s personality or mood. They convey powerful signals of liking or disliking and almost hand and body gesture may clarify the spoken words as well. Body language also regulate- expressions or gestures that control the pace or flow of communication. Even a gesture or expression can be used alone to send the same meaning as a verbal message.

Six planning steps in communication before transmitting any message.

Information can never become effective if its planning is not ensured. The following are the planning steps for effective communication.

Identify your purpose

You cannot penetrate into the minds of people if your message is not based on true requirements of customers and your demands. The main objective must be folded in such a way that it should satisfy the audience need and create your goodwill and credibility.

Analyze your Audience

The exact understanding of audience point of view, culture, education level, needs and interest makes your message more effective and targeted. It includes sex, age, religion and societal taboos.

Choose your ideas

The idea always depends on the message requirement, situation, demands and environment and its peripherals. The ideas must always be relevant and concrete.

Collect you data

Be sure to collect enough data to support your ideas; check names, and dates and addresses and statistics for precision.

Organize your data

Organizing your material before writing your first draft can prevent rambling and unclear message. This way you remain focused and precise.

Final Editing

Making final editions for inclusion or deduction of data.

When communication is considered effective or ineffective?

Communication is considered effective when:

q       it meets the requirement of both sender and receiver

q       it is encoded with the readers’ point of view and keeping in mind all physical and psychological barriers. 

q       Transmitted in time to the right person at the right place

q       Written or spoken with care and focused on single flying purpose

q       When transmitted through right channel etc

The following listening problems can make communication ineffective.

-      Wasting the thought-speech differential

-      Emotions

-      Snap judgments

-      Attacking the individual

-      Rank

-      Gatekeepers

-      Poor listening

Specific communications principles to compose effective business messages.

PRINCIPLES OF EFFECTIVE COMMUNICATION

The factors which make a communication in an industrial concern effective are the principles of communication which may be enumerated as under:

Principle of clarity

The message should be clear. It should be communicated in simple, easy and commonly understood language. The words do not speak themselves. They convey. It is the speaker who makes them meaningful and it is the receiver who interprets them. Therefore whatever is conveyed should be conveyed unambiguous and clear words.

Principle of attention

The recipient’s attention to the message communicated must be drawn in order to make the communication effective. The communication is always meant for action. More words may not help. The time and place where to communicate should be determined to gain attention.

Principle of consistency

The communication should be consistent with the plans, policies, programmes and objectives of the enterprise. Among themselves also communications should be consistent. Inconsistency creates confusion.

Principle of adequacy

Communications should be adequate and complete. It should not be broken in any way. Inadequate communication delays action and spoils understanding as well as good relations. Efficiency of both the communicator and recipient is also effected.

Principle of integration

Information should be communicated at the proper time. When it is to be communicated depends on the sender but the wrong choice of time may not have the desired impact on the recipient.

Principle of integration

Communication is a means and not an end itself. It is a means to attain the objectives of the enterprise. Communication tries to get co-operation of all with a view to see that the work is accomplished satisfactorily.  Therefore, it should as far as possible be based on the policy of integration of efforts in order to avoid confusion and help in better understanding.

Principle of informality

Informality in any sphere of life is good principle and executives should try to remain informal in his behaviour with his sub-ordinates. But in a certain, situation, of which the individual executive is the sole and the best judge, he may bid good bye to informality and become formal in his relations and conduct.

Principle of feedback

Communication is a two way process. Communication follows the principle of give and take. Reaction of the communication is also to be known and judged. Hence an organization giving feedback principle loose importance, usually to respond to the needs of time.