SOLVED ASSIGNMENT

Assignment Solution Guide

ASSIGNMENT

Course Code : MMPC-001

Course Title : Management Functions and Organisational Processes

Assignment Code : MMPC-001/TMA/JULY/2023

Coverage : All Blocks

1. What is the meaning and definition of management and describe its characteristics.
How oes management differ from administration and discuss the challenges faced by
the mnagement.

Ans.: Meaning of management:

Management can be defined as a process of getting the work or the task done that is required for
achieving the goals of an organisation in an efficient and effective manner.

Process implies the functions of the management. That is, planning, organising, staffing, directing and
controlling. On the other hand, effective implies completing the given task and work while, efficient
means successfully completing the task with minimum possible cost.

Thus, management can be defined as the process of planning, organising, staffing, directing and
controlling such that the goals of the organisation are achieved successfully with minimum cost and
resources.

Definition of management:

Definition of Management :

Management is defined as an act of managing people and their work, for achieving a common goal by using the
organization's resources. It creates an environment under which the manager and his subordinates can work
together for the attainment of group objective. It is a group of people who use their skil and talent in running
the complete system of the organisation . It an activity , a function , a process, a discipline and much more.
Planning , organising, leading, motivating, controlling, coordination and decision making are the major activities
performed by the management. Masnagement brings together 5M' of the organisation , i.e. Men, Material ,
Methods, and Money . It is a result oriented activity , which focuses on achieving the desire output.

Characteristics of management :

Some of the fundamental characteristics of management are as follows:

Multi-dimensional

Most management oversees and supervises a company or organisation's service or production cycle. Managers
work closely with and provide guidance to the members of their team. A manager considers a staff member
both as an individual with diverse needs and as a component of the larger group. To be effective, managers
influence their team members to apply their unique strengths toward achieving the organisation's goals.

Dynamic

Management is a dynamic function and evolves and adapts to changes in its environment, whether they are
economic, socio-political or technological. For instance, a paper company could see a decline in sales because of
the rapid adoption of screens and digital devices. Whether the company can still survive depends on how
effectively its management can adapt to new market requirements.

Intangible

Management is not a tangible product, but its presence can change the way an organisation functions.
Management consists of ideologies, policies and human interaction. Good management helps improve a
company's target achievement ratios, employee gratification levels and overall ease in the company's operation.

Following are the characteristics of management:

a. Management is a goal-oriented process which unites the efforts of different individuals in the organization
towards achieving these goals.

b. Management is all pervasive as the activities involved in managing an enterprise are common to all
organizations whether economic, social or political.

c. Management is multidimensional as it is a complex activity that has three dimensions: Management of work,
Management of people, Management of operations.

d. Management is a process consisting of continuous, composite, but separate functions.

e. Management is a group activity which ensures team work and coordination of individual effort in a common
direction.
Definition of Administration :

The administration is a systematic process of administering the management of a business organisation , an

educational institution like school or college, government office or any nonporofit organization. The main
function of administration is the formation of plans, policies, and procedures, setting up of a goals and
objectives, enforcing rules and regulations, etc. Administration lays down the fundamental framework of an
organization , within which the management of an organization functions. The nature of administration is
bureaucatic . It is broader term as it involves forecasting , planning, organizing, and decision-making functions at
the higest level of the enterprise. Administration represents the top layer of the management hierarchy of the
organization . These top level authorities are the either owner or business partners who invest their capital in
stating the business . They get their returns in the form of profits or as a dividend.

Key Differences Between Management and Administration

1. Management is a systematic way of managing people and things

within the organization. The administration is defined as an act of

administering the whole organization by a group of people.

2. Management is an activity of business and functional level,

whereas Administration is a high-level activity.

3. While management focuses on policy implementation, policy

formulation is performed by the administration.

4. Functions of administration include legislation and determination.

Conversely, functions of management are executive and

governing.
5. Administration takes all the important decisions of the organization

while management makes decisions under the boundaries set by

the administration.

6. A group of persons, who are employees of the organization, is

collectively known as management. On the other hand,

administration represents the owners of the organization.

7. Management can be seen in the profit making organization like

business enterprises. Conversely, the Administration is found in

government and military offices, clubs, hospitals, religious

organizations and all the non-profit making enterprises.

8. Management is all about plans and actions, but the administration

is concerned with framing policies and setting objectives.

9. Management plays an executive role in the organization. Unlike

administration, whose role is decisive in nature.

10. The manager looks after the management of the organization,

whereas administrator is responsible for the administration of the

organization.

11. Management focuses on managing people and their work. On

the other hand, administration focuses on making the best possible

utilization of the organization’s resources.

Conclusion:

Theoretically, it can be said that both are different terms, but practically,

you will find that the terms are more or less same. You would have

noticed that a manager performs both administrative and functional

activities. Although the managers who are working on the top most level

are said to be the part of administration whereas the managers working

on the middle or lower level represents management. So, we can say that

administration is above management.

2. Briefly describe the nature of Planning Process and its necessity for an organisation.

Explain different types of planning and their requirement.

Ans.: Concept and Nature of planning

Definition of planning

Planning is the process of deciding in advance what is to be done, what is to be done ,who is to

do it and how it is to be done and when it is to be done.

The determination of a course of action to achieve the desired result and bridges the gap from

where we are to, Where we want to go. Planning is the intellectually demanding process it

requires the conscious determination of course of action and bases of decision on purpose

knowledge.

Nature of Planning

Planning is an intellectual activity- to decide the things to be done in future. It involves use of

mental skills for the achievement of group objective

Planning involves selection among alternative. Planning is a choice activity planning process

involves mining of alternatives in selection of the best alternative

Planning is forward-looking planning -means looking ahead it is carried out to achieve some

objectives in future. It may involve forecasting of future event such as customer demand,

competition, and government policies.

Planning related to objective- every plan that comprised the objective to be attained in the

future and these steps necessary to reach them managerial planning seeks to achieve a

consistent coordinator, structure of operation, focused on desire ends.

Planning is the most basic of all management functions-Managerial operation and

organizing, staffing, leading and controlling are design to support the accomplishment of

organisation objective planning location of all the other managerial function

Planning is a necessary function of management- planning is a function of all managers all

the character and planning will play very with their nature of policy and plan outlined by the

superior.

Significance of planning

Focus is on attention on objective: - All planning is directed towards achieving the

Enterprises objective and focuses attention on these objectives.

Planning ensures economic cooperation -Planning needs lots of mental exercise, which is

directed towards achieving efficient operation in the Enterprise substitute joint directed efforts

for a co-ordinate piecemeal activity this helps in better utilization of resources and then

minimizing costs

Reduces uncertainty -planning helps in reducing uncertainty of future because it involves

anticipation of each element effective planning is a result of deliberate thinking based on

forecast and figures.

Facilitate control planning helps the manager and performing their function of control planning

and control are inseparable in the sense that unplanned action cannot be completed the

predetermined deviations from plan

Improve competitive strength effective planning gives competitive edge to the enterprise over

other income Luck now plan other ineffective Planning

Improve motivation a good planning system ensure your participation of all managers which

improve their motivation it improves the motivation of work and because they know clear what is

to be expected of them.
A plan is a predetermined course of action. It is a blue print for goal achievement. Simply stated, it is
setting goals and deciding how to achieve them. Planning is deciding in advance what to do, how to do it,
when to do it and who is to do it. It bridges the gap from where we are to where we want to go Planning
has a number of characteristics:

Planning is goal-oriented: All plans arise from objectives. Objectives provide the basic guidelines for
planning activities. Planning has no meaning unless it contributes in some positive manner to the
achievement of predetermined goals.

Planning is a primary function: Planning is the foundation of management. It is a parent exercise in

management process. It is a preface to business activities.

Planning is all-pervasive: Planning is a function of all managers. It is needed and practiced at all
managerial levels. Planning is inherent in everything a manager does.

Planning is a mental exercise: Planning is a mental process involving imagination, foresight and sound
judgment. Planning compels managers to abandon guesswork and wishful thinking. It makes them think
in a logical and systematic manner.

Planning is a continuous process: Planning is continuous. It is a never-ending activity. It is an ongoing

process of adjustment to change. There is always need for a new plan to be drawn on the basis of new
demands and changes in the circumstances.

Planning involves choice: Planning essentially involves choice among various alternative courses of
action. If there is one way of doing something, there is no need for planning. The need for planning
arises only when alternatives are available.

Planning is forward looking: Planning means looking ahead and preparing for the future. It means
peeping into the future, analyzing it and preparing for it. Managers plan today with a view to flourish
tomorrow. Without planning, business becomes random in nature and decisions would become
meaningless, ad hoc choices.

Planning is flexible: Planning is based on a forecast of future events. Since future is uncertain, plans
should be reasonably flexible. When market conditions change, planners have to make necessary
changes in the existing plans.

Planning is an integrated process: Plans are structured in a logical way wherein every lower-level plan
serves as a means to accomplish higher level plans. They are highly interdependent and mutually
supportive.

Planning includes efficiency and effectiveness dimensions: Plans aim at deploying resources
economically and efficiently. They also try to accomplish what has been actually targeted. The
effectiveness of plans is usually dependent on how much it can contribute to the predetermined
objectives.
Process of Planning :

The process of planning consists of the following steps:

Establishing objectives: The first step in the planning process is to identify the goals of the organisation.
The internal as well as external conditions affecting the organisation must be thoroughly examined
before setting objectives. The objectives so derived must clearly indicate what is to be achieved, where
action should take place, who is to perform it, how it is to be undertaken and when is it to be
accomplished. In other words, managers must provide clear guidelines for organisational efforts, so that
activities can be kept on the right track.

Developing premises: After setting objectives, it is necessary to outline planning premises. Premises are
assumptions about the environment in which plans are made and implemented. Thus, assumptions
about the likely impact of important environmental factors such as market demand for goods, cost of
raw materials, technology to be used, population growth, government policy, etc. on the future plans
are made. Plans should be formulated by the management, keeping the constraints imposed by internal
as well as external conditions in mind.

Evaluating alternatives and selection: After establishing the objectives and planning premises, the
alternative courses of action have to be considered. The pros and cons as well as the consequences of
each alternative course of action must be examined thoroughly before a choice is made.

Formulating derivative plans: After selecting the best course of action, the management has to
formulate the secondary plans to support the basic plan. The plans derived for various departments,
units, activities, etc., in a detailed manner are known as ‘derivative plans’. For example, the basic
production plan requires a number of things such as availability of plant and machinery, training of
employees, provision of adequate finance, etc. To ensure the success of a basic plan, the derivative
plans must indicate the time schedule and sequence of performing various tasks.

Securing cooperation and participation: The successful implementation of a plan depends, to a large
extent, on the whole-hearted cooperation of the employees. In view of this, management should involve
operations people in the planning activities.

Providing for follow-up: Plans have to be reviewed continually to ensure their relevance and
effectiveness. In the course of implementing plans, certain facts may come to light that were not even
thought of earlier. In the light of these changed conditions, plans have to be revised. Without such a
regular follow-up, plans may become out-of-date and useless. Moreover, such a step ensures the
implementation plans along right lines.

Types of Planning and their requirements :

Planning is an essential part of every business, whether that is in the form of laying out a strategic
framework, or making contingency plans for emergencies. Organizations that are not well-planned may
be faced with serious consequences. The four main plans are strategic, tactical, operational, and
contingency.

The four main plans of business are strategic, tactical, operational and contingency.

Strategic planning looks at the long-term issues of the organization, and helps develop a plan for growth
or change of business function. Goals developed at the strategic planning-level are often increased by
dividing them into tactical and operational levels.

Operations planning focuses on day-to-day issues, such as staffing levels or inventory quantities.
Operational-level planning includes more detailed objectives with concrete deadlines and task
assignments.

Tactical planning is used to reach the goals set out by strategic and operational planning. Tactical
planning includes short-term objectives and tasks designed to create specific results within a limited
time span. Tactical plans often include operational level plans, and make way for the development of
contingency level plans.

Contingency-level planning includes more detailed action items with specified responses in case of
unexpected events or emergencies, such as natural disasters or extreme weather events that disrupt
business operations.

All four levels of planning are necessary for a business, or individual business projects to succeed.

Strategic Planning

Strategic planning is a management process for defining a company's long-term vision, direction, and
actions. It is a strategy to figure out what potential business opportunities exist for the company. It helps
to align different initiatives, and get people focused on a single goal.]

A good example of strategic planning is when an organization wants to expand their business globally.
They will first need to define their current situation which might include mapping out all their resources,
setting goals for what they want to achieve, and assessing how much resources are available in various
regions. Once they have all this information, they can then create a map of where they want to expand
and what steps need to be taken in order for them to get there.
Tactical Planning

Tactical planning is the practice of prioritizing tasks and delegating them to team members in a way that
will get the task accomplished. Tactical planning means figuring out what needs to be done in order to
achieve a goal, which team member can do it, and when they can get it done.

The tactical planning process begins with a strategic plan. The strategic plan establishes the goals for an
organization or business unit. These goals are then translated into tactical plans by identifying processes,
and necessary tasks required to achieve these goals. Tactical plans are assigned to individual team
members who prioritize their tasks, in order for these tasks to be completed in the most effective
manner possible.

3. Describe and discuss modern theories of leadership. What is the difference between
sucessful and effective leader ? Explain with examples.

Ans.:
4. Describe different types of managerial decisions and the steps and the techniques
used fordecision making. Discuss Individual Vs Group decision making.

Ans: Over the decade, the role of managers has changed considerably. Once seen as people who keep
everything ticking behind the scenes, managers now have a much more visible role as leaders within an
organization. While this shift in perception has made them more visible, it also means that managers
need to be able to demonstrate how they make decisions on a day-to-day basis.

Whether you are an aspiring manager or already manage other people in your organization,
understanding project definition, different techniques for making decisions will help you to both
delegate tasks and make the right choices when necessary. In this article, we will take you through some
of the most common methods used in Decision making in management and offer advice on when each
one is most useful. You can take Project Management Courses for beginners to better understand the
roles and responsibilities of a project manager.

What is Decision Making in Management?

Decision making in management is the process of making a choice between two or more options. This
involves evaluating the pros and cons of various choices and choosing the best option to achieve a
desired outcome. In management, decision making is about acting in a way that meets organizational
goals and objectives.

For example, a business manager may decide to invest in marketing to attract new customers. This
decision could involve analyzing the costs, benefits, and risks involved with each possible course of
action and choosing the best course of action for the organization.

Management decision is an important part of managing any organization. It allows managers to set goals
and figure out what actions are needed to meet those goals,and evaluate whether those actions are
working as intended. Management decision meaning refers to managers guiding their organizations
down the right path toward success.

Characteristics of Decision Making

1. Rational-thinking

Rational thinking is a process in managerial decision making that helps us to make sound decisions. It
involves systematically analyzing options and choosing the best course of action based on logic and
evidence. To think rationally, we must first identify our goals and objectives.

2. Process

Many people view decision making as a cold, rational process. However, there is much more to it than
simply choosing the most logical option. In reality, decision making is influenced by a variety of factors,
both conscious and unconscious. For example, our emotions play a role in the decisions we make, as do
our personal values and beliefs.
3. Selective

A key characteristic of managerial decision making is that it is selective. That is, deciding involves picking
the best options. There are many factors that influence what gets selected, including the clarity of the
options, the relevance of the criteria, and weighing the various factors.

4. Purposive

A purposive approach to decision making is one that is based on the specific goals and objectives of the
individual or organization. This type of decision making takes into account the desired outcome of the
decision, and considers all of the available options in order to select the best possible course of action.

5. Positive

Decision making process in management is an essential skill in any area of life, whether you're choosing
what to eat for lunch or deciding which company to work for. While there are many different
approaches to decision making, there are some common characteristics that tend to lead to positive
outcomes.

6. Commitment

If you want to make successful decisions, it is crucial that you have commitment. This means having the
drive to see the decision through, even when it gets tough. It also means being able to defend your
decision to others, even if they do not agree with you.

7. Evaluation

Evaluation is a key characteristic of good decision making. This involves considering all of the options
and weighing their pros and cons before making a choice. It is important to be as objective as possible
when evaluating the different options, and to look at the situation from all angles.

What is Decision Making Process

Decision making in operations management is the process of choosing among alternatives. It involves
considering various factors, assessing the costs and benefits of each option, and making a decision that
takes these factors into account. The goal of any decision-making process is to reach a conclusion that is
as informed as possible given the available information. Also, check to avail PMP Certification Online to
grow ahead in the future.

When a person is faced with a challenging or difficult situation, this can force them to make a choice
that may not be in their best interest. This can lead to poor decision making and outcomes. For this
reason, it is important to understand decision making process and how it can be improved.

Decision Making Process in Management with Example

Let us check the decision-making process in management with examples.

1. Establishing Objectives

Establishing objectives is among the crucial decision-making steps in management. Without clear
objectives, it can be difficult to make effective decisions that will help the organization meet its goals.
Establishing objectives involves setting specific goals that need to be achieved within a certain
timeframe.

For example, if you are the CEO of an e-commerce start-up with your business expanding, you would
want to hire the right employees for various roles. Firstly, you would have to establish your objectives
regarding which parts of your business you would need to hire new people.

2. Identify the Decision

The next important step in the decision-making process in management is identifying the problem that
needs to be addressed. Once the problem has been identified, the manager will gather information
about possible solutions. This may involve consulting with others, doing research, or running simulations.
After weighing the pros and cons of each option, the manager will choose the course of action that they
believe is most likely to succeed.

For example, after establishing the objectives regarding which parts of your business need new recruits,
you would have to identify the course of action with others to recruit the ideal employees for the
various job roles.

3. Gather Appropriate Information

This process of gathering information is known as information gathering. The different sources of
information that managers can use include surveys, interviews, focus groups, observation, and
secondary data sources such as articles and reports. After gathering this information, managers must
then analyze it to determine which option is best.

For example, after identifying the course of action for the new recruits, you, along with your team, have
to gather proper information about the various hiring trends and how to recruit the ideal talents.

4. Identify the Alternatives

One of the most important aspects of the decision-making process in management is identifying the
alternatives. Without knowing what your options are, it can be difficult to make an informed decision.
There are a number of different ways to identify the alternatives, but some of the most common
methods include brainstorming, research, and consultation.

For example, after gathering the appropriate information on how to recruit the ideal talents, identify
what alternatives you can offer to attract talents. Like, can you offer remote working or a hybrid working
model?

5. Weigh the Evidence

When we define decision making in management One key step in this process is known as 'weighing the
evidence'. This simply means taking the time to consider all of the available information before making a
final decision. This can include things like market research, financial data, and even gut instinct. By
taking the time to weigh the evidence, managers can make better-informed decisions that are more
likely to lead to success.

For example, after identifying what alternatives you can offer to attract new recruits, consider all the
options to understand which would be the most profitable for your business. For this, you can take
insights from market research, financial data, and even gut instinct.

6. Choose Among the Alternatives

One of the most important decisions that a manager has to make is which alternative to choose. There
are multiple ways to approach this, such as by first considering all available alternatives, then assessing
each against an explicit set of criteria. Finally, choosing one alternative over another could depend on
other factors such as political considerations and the influence of stakeholders.

For example, after considering all the alternatives and research regarding hiring new recruits, choose
the alternative which is the most profitable for your business.
7. Take Action

There are many approaches to decision making, but one of the most popular is the "take action"
approach. This approach involves taking decisive action in response to a problem, without overthinking
or second-guessing yourself. While this approach can lead to quick results, it also carries the risk of
making impulsive decisions that may not be in the best interest of the company.

For example, after choosing the most profitable ways to hire new talents, take the course of action of
searching and interviewing the individuals.

8. Review the Decision

Finally, after a decision has been made, it is important to review the results and make any necessary
adjustments.

For example, after hiring the new recruits, review the whole process to see where you can make some
changes to make the process more efficient.

5. Describe the importance of organisational communication and the barriers to

effective communication . How an organisations take precautions to make
communication effective? Discuss with examples.

Ans.: Importance of Orgaisational Communication :

A good organizational communication strategy ensures that everyone within the business is on the same
page and aware of the company’s goals and objectives. It helps to strengthen and maintain relationships
between employees, their customers, and their clients. And it can help to improve the overall efficiency
of the business by allowing the orderly flow of information between the employees with valuable
knowledge and the employees who need it.

Barriers to Effective Communication

Communication is defined as the process by which information is exchanged between individuals

through a system of signs, symbols. The concept of communication involves a sender, a message and a
recipient.

The sender sends the message and the recipient is the receiver of the message. The process of
communication is never smooth as it is affected by the barriers of communication.
Barriers to effective communication can result in confusion which can lead to incorrect information
being conveyed or miscommunication which can lead to loss of business.

Following are some of the barriers to effective communication:

1. Semantic barriers

2. Psychological barriers

3. Organisational barriers

4. Cultural barriers

5. Physical barriers

6. Physiological barriers

Let us study in detail about the various types of barriers to effective communication.

Semantic barriers: Semantic barriers are also known as language barriers. These barriers are caused due
to improper communication between the sender and the receiver. The following instances of semantic
barriers can be witnessed in communication.

Poor quality of message: Message when communicated should be precise and easy to understand, that
makes it easy for the receiver to grasp the information conveyed.
Sometimes, due to the lack of clarity or complexity of the way of providing information from the sender,
there can be a case of semantic barriers.

For e.g. A manager is conversing in English to a group of workers who understand and speak Bengali. It
will create confusion among workers as they will not be able to understand what is being conveyed by
the manager.

Technical language: Language barriers also arise when the sender of the message is speaking in technical
terms while the receiver is unaware of the terms. It creates confusion and misunderstanding between
the sender and receiver by acting as a barrier to effective communication.

Psychological Barriers: Psychological barriers play an important role in interpersonal communication as

the state of the mind of the sender or the receiver can make it difficult to understand the information
that is conveyed, which often leads to misunderstanding.

Here are some instances where psychological barriers to communication can be seen.

1. Premature evaluation of information by the receiver even before it is transmitted can lead to barriers
in communication, as it will create premature conclusion to the message, which withholds the original
message.

2. Inadequate attention from the receiver’s end at the time of communication can lead to barriers of
communication as the information conveyed by the sender is not properly received by the receiver.

3. When information is passed within multiple sources, the final information is distorted as the receivers
of the message are not able to retain everything that was conveyed. This can cause communication
barriers.

Organisational barriers: Organisational barriers are those barriers that are caused due to the structure,
rules and regulations present in the organisation. The various types of barriers that can be encountered
due to superior subordinate relationships where the free flow of communication is not possible.
Sometimes the complexity of organisational structure and multiple managers make it difficult to convey
information properly, and the information gets distorted leading to miscommunication.

Cultural barriers: Cultural barriers are those that arise due to lack of similarities among the different
cultures across the world. A term that can be harmless in one culture can be regarded as a slang in
another culture. Moreover, various beliefs can differ from one culture to another.

Physical barriers: Physical barriers to communication are those that arise due to certain factors like
faulty equipment, noise, closed doors and cabins that cause the information sent from sender to
receiver to become distorted, which results in improper communication.

Effective communication at workplace

To get our work done, we can’t turn to the people around us as easily—we have to make a deliberate
effort to reach out, connect with others, and build relationships with them.

Effective communication at the workplace refers to the clear and efficient exchange of information
between individuals or teams within an organization. It involves the use of appropriate channels, active
listening, and clear articulation to foster understanding, collaboration, and productivity.

Effective communication in the workplace is about making that connection with others in your
organization and creating an environment where everyone feels included and heard. It’s about
communicating in a way that allows your team to accomplish its goals and make progress.

We’ve all had the experience of being interrupted during a meeting or blocked from getting access to a
key piece of information—it’s not fun having to reach out for help again and again when something
should just be easy for you.

That’s what we mean by effective workplace communication: getting the information that you need in
order to do your job well, when you need it, from the people who can provide it.
14 Tips to foster effective communication at the workplace

1. Give your whole attention

Have you ever been in communication where someone was busy looking at their smartphone while
talking or listening to you? That’s called being absent-minded. It’s a sign of poor communication.
Therefore, be mindful of how you’re communicating. Offering a full focus by maintaining eye contact
during conversations and meetings will contribute greatly to effective communication. Nod your head
affirmatively while in a conversation to convey your focus visually.

2. Get a team communication app

Lack of communication can be a major buzzkill for numerous workplace failures. Team communication
apps are getting quite popular today to make life easier and collaborate well. It is actually quite time-
consuming for teams, clients, and managers to keep track of long email threads. This is where the team
collaboration app makes all the difference – helps users to work together on different activities and
projects and breaks all barriers to effective communication.

Every project needs an effective communication stream to reflect the progress of the project. The
modern workplace is on its way to digital transformation. So, you need to invest in key systems and
applications for productivity and communication. According to the needs of your project,
communication tools can be an effective way for the whole team to meet up. With task management
software, you can make communication streamlined between your team members. They can exchange
messages about the tasks and all relevant information can be shared in the same place. It prevents long
email threads that have long been one of the communication approaches. With an understanding, the
technology is evolving to support you always.

The moral of this story is that if you don’t have proper communication channels set up in your
workplace, you’re going to end up wasting a lot of time doing things that aren’t really getting your
projects done. Luckily for you, there’s an easy way to fix this problem: team communication software
like ProofHub.

Tired of managing multiple communication channels for your team? Try out a team collaboration app
from our list of 17 Best Team Chat Apps for 2023 and simplify your communication.

3. Inform and inspire

More than just passing on the information, be careful of explaining and clarifying your thoughts and
ideas to have an effective one. Passing the information is just half the equation. Plan ahead what you
want the audience to remember from the conversation. Do you want them to take any kind of action?
The most effective communication will make your people take action.

4. Practice active listening

Employees who listen well tend to work better. Listening is twice as important as talking and one big
important part of effective communication skills in business. Listening should not be taken for granted.
Do not just sit back, barely awake, letting the speaker’s words wash over you. The more you listen well,
the better you receive the information.

Do you know how to listen well? Here’s how?

Make eye contact with the speaker

Respond appropriately

No interruptions, please

Examine your body language

5. Choose the best method of communication

To communicate well means to understand and be understood. Knowing the right methods of
communication is as important as having effective communication skills.

Visual communication via charts, maps, images, and graphs.

Verbal communication through face to face, by phone, and other media.

Non-verbal communication through body language, eye contact, gestures.

Written communication through letters, e-mails, books, magazines, and the internet.

6. Don’t beat around the bush

Keeping in mind the importance of communication at the workplace, the next big thing is clear, concise
communication. Whether you’re into verbal communication or non-verbal communication, do not get
into a long speech to get your point across. You do want to respect everyone’s time, so be brief, to the
point, and balance brevity with a human touch.

7. Personal skills

Interpersonal communication skills will do good for both your professional and personal life. You will
need it every day in your life. It includes skills related to emotional intelligence or being able to
understand your own and others’ emotions. For example, high self-esteem and confidence can help you
have more positivity about yourself and what you can do, including communication. And positivity leads
to effectiveness.

8. Confident, persuasive, and patient

There is a difference between being able to communicate and communicating effectively. Along with
the above tips, having just a little patience, confidence and persuasiveness can help you communicate
your information more effectively. Confidence means taking care of what your body language is. Your
own sense of self-worth will make you feel effective, rather than helpless.

Smile

Keep your arms uncrossed

Maintain an erect posture

Maintain eye contact

Keep your devices away

9. Use time wisely

Utilizing coffee breaks can keep the team-building spirit strong and give everyone an opportunity to get
to know each other better. Team bonding is a better way to improve communication channels. Coffee
breaks is an ideal opportunity for informal meetings and discussions. It encourages healthy
communication amongst colleagues and also promotes the exchange of ideas. Let your team members
have coffee breaks at the same time to create an ideal environment for team members to relax and
discuss issues. And this art of conversation will often encourage the team to discuss work as well. Thus
coffee will not only act as an energy booster throughout the day but also promote productivity with
relaxed conversations.
10. Conduct team-building activities

Team building activities have a great impact on the productivity and overall teamwork of your team. It
can help your people to communicate better, and also help them to build good relationships with one
another. Create structure opportunities for your employees to collaborate through activities like team
lunch, ice breaker games in meetings, group meetings, fitness sessions, puzzle-solving games, or any
outdoor activity. You can schedule these activities at the end of the month or weekly to get your team
together in the room.

11. Show appreciation

Tell your employees, coworkers, and colleagues about how much you care and respect them. Showing
appreciation is an effective way to deal with low employee morale and to make your team members feel
like they matter. This is a method to promote communication in the team. Give a token of appreciation
to your team members by congratulating them for great ideas, thanking a team member for finishing a
task, and expressing gratitude even for small acts.

12. Encourage two-way feedback

In order to have a smooth work environment, it is important to have two-way communication. In the
workplace, feedback is important to generate results, where the main objective is to strengthen
progress towards company goals. A common mistake that leaders make when offering feedback is
turning it into a one-way dialogue (feedback). They give no opportunity to employees to present their
own comments and concerns. Encouraging two-way feedback is a sign of good communication in the
workplace that will give your team a chance to self-evaluate. Give detailed feedback to increase team
communication and to coach your team members. You can keep a written record of feedback via your
task management system which can help to increase overall team communication and productivity.

13. Having one-on-one interactions

Successful teams are made of team members who are purposeful in their interactions. One-on-one
interactions are important with every individual you hire to make sure employee engagement doesn’t
fall short in your workplace. During these interactions, set your expectations and needs. Tell them about
what your project demands, and what are the norms of your company for employees, and give them
adequate preparation time to maximize their potential. When having one-on-one interactions, make
sure you know when to listen to what your employees have to say. The leaders need to put their best
foot forward for their new hires to get to the bottom of things.
14. Effective communication skills

Growing better communication habits for the future means practicing effective communication skills
and being a powerful communicator. But what are the examples of effective communication.