Objectives communication

Prepared by Mr. Hitesh Joshi

1. Prepared by : Mr. Hitesh B. Joshi
THE THE
OBJECTIVES OF OBJECTIVES OF
COMMUNICATION. COMMUNICATION.

2. Prepared by : Mr. Hitesh B. Joshi
 Why have objectives? Mr. Drucker –
provides the answer. “Objectives are
needed in every area where performance
and results directly and vitally affect the
survival and prosperity of a business.”

3. Prepared by : Mr. Hitesh B. Joshi
INFORMATIONINFORMATION

One of the most important objectives of One of the most important objectives of
communication is passing or receiving communication is passing or receiving
information about a particular fact of information about a particular fact of
circumstance. It can be done either circumstance. It can be done either
through spoken or written language. through spoken or written language.
Managers need complete, accurate and Managers need complete, accurate and
precise information to plan and organize; precise information to plan and organize;
and employees need it to translate and employees need it to translate
planning into reality.planning into reality.

4. Prepared by : Mr. Hitesh B. Joshi
 Information on the following aspects is Information on the following aspects is
very vital for the existence and welfare of very vital for the existence and welfare of
any organization.any organization.
EXTERNAL INFORMATION:EXTERNAL INFORMATION:

5. Prepared by : Mr. Hitesh B. Joshi
 Consumer’s responses to its products Consumer’s responses to its products
in comparison with competing products in comparison with competing products
with reference to quality and price.with reference to quality and price.
INFORMATION ABOUT ITS INFORMATION ABOUT ITS
PRODUCTS: -PRODUCTS: -

6. Prepared by : Mr. Hitesh B. Joshi
 Information about sources of credit and Information about sources of credit and
the terms and conditions on which credit the terms and conditions on which credit
is offered.is offered.
INFORMATION ABOUT INFORMATION ABOUT
THE AVAILABILITY OF THE AVAILABILITY OF
CREDIT: -CREDIT: -

7. Prepared by : Mr. Hitesh B. Joshi
 How better quality raw materials can be How better quality raw materials can be
procured on easier terms or if there are procured on easier terms or if there are
any cheaper substitutes available.any cheaper substitutes available.
INFORMATION ABOUT THE INFORMATION ABOUT THE
AVAILABILITY OF RAW AVAILABILITY OF RAW
MATERIALS: -MATERIALS: -

8. Prepared by : Mr. Hitesh B. Joshi
INFORMATION ABOUT THE INFORMATION ABOUT THE
GOVERNMENT RULES AND GOVERNMENT RULES AND
REGULATIONS: -REGULATIONS: -
 Information about the latest rules, Information about the latest rules,
regulations, and policies made by the regulations, and policies made by the
Government.Government.

9. Prepared by : Mr. Hitesh B. Joshi
INFORMATION ABOUT THE INFORMATION ABOUT THE
ADVERTISING MEDIA:-ADVERTISING MEDIA:-
Their efficiency, suitability, relative merits Their efficiency, suitability, relative merits
and the expenses involved.and the expenses involved.

10. Prepared by : Mr. Hitesh B. Joshi
INTERNAL INFORMATION: INTERNAL INFORMATION:
--
 Information about the production and Information about the production and
sale capacity of the organization, detailed sale capacity of the organization, detailed
information about the members of the information about the members of the
staff and strong and weak points of his staff and strong and weak points of his
own organization.own organization.

11. Prepared by : Mr. Hitesh B. Joshi
INFORMATION FOR INFORMATION FOR
PLANNING: -PLANNING: -
ENVIRONMENTAL INFORMATION: ENVIRONMENTAL INFORMATION:
--
 Information about political, social, Information about political, social,
geographical, economic and climatic geographical, economic and climatic
information.information.

12. Prepared by : Mr. Hitesh B. Joshi
COMPETITIVE COMPETITIVE
INFORMATION: -INFORMATION: -
 Information about the rival companies Information about the rival companies
and their products, their strong and weak and their products, their strong and weak
points, their past and present points, their past and present
performances.performances.

13. SUGGESTION

14. Suggestion is a very mild and
subtle form of communication.
Bright ideas are not wasted.

15. A feeling of contribution is healthy for
employees.
It turns negative feelings of complaints
and grievance to positive feelings of
suggestion.

16. Suggestions are welcome, for it is not
obligatory to accept them.
Suggestion can be voluntary known and
submitted through suggestion boxes.
Employees should be encouraged to give
suggestions.
ORDER

17. ORDERORDER

18. ORDER: -ORDER: -
Order is an authorities communication. It Order is an authorities communication. It
is a directive to somebody always a is a directive to somebody always a
subordinate to do something or to modify. subordinate to do something or to modify.
Whatever be the nature and size of an Whatever be the nature and size of an
organisation, orders are absolutely organisation, orders are absolutely
necessary for it.necessary for it.

19. TYPES OF ORDER:TYPES OF ORDER: - -
WRITTEN ORDER: -WRITTEN ORDER: -
Written orders are usually given in the Written orders are usually given in the
following cases.following cases.
The order is highly responsible and The order is highly responsible and
essential to keep a record of it.essential to keep a record of it.
If it is troublesome and inconvenient to If it is troublesome and inconvenient to
issue oral orders.issue oral orders.
The person being ordered is remotely The person being ordered is remotely
situated and it is not possible to give him situated and it is not possible to give him
oral orders.oral orders.

20. ORALORAL ORDERS: - ORDERS: -
Oral orders are given in the following Oral orders are given in the following
cases.cases.
The job is required to be done The job is required to be done
immediately.immediately.
It is an ordinary job and there is no need It is an ordinary job and there is no need
of maintaining any written record.of maintaining any written record.

21. GENERAL AND SPECIFIC GENERAL AND SPECIFIC
ORDERS: -ORDERS: -
If orders are related to one particular If orders are related to one particular
activity, they are specific. If there are a activity, they are specific. If there are a
number of activities having operational number of activities having operational
similarities, general orders may be issued similarities, general orders may be issued
to cover all of them.to cover all of them.

22. PROCEDURAL AND PROCEDURAL AND
OPERATIONAL ORDERS: -OPERATIONAL ORDERS: -
Procedural orders specify procedures to Procedural orders specify procedures to
be adopted. Operational orders are more be adopted. Operational orders are more
closely related to the job.closely related to the job.

23. MANDATORY AND MANDATORY AND
DISCRETIONAL ORDERS: -DISCRETIONAL ORDERS: -
Mandatory orders have to he obeyed. Mandatory orders have to he obeyed.
Discretionary orders are usually in the Discretionary orders are usually in the
nature of recommendations.nature of recommendations.

24. CHARACTERISTICS OF AN CHARACTERISTICS OF AN
EFFECTIVE ORDER: -EFFECTIVE ORDER: -
It must be clear and complete so that the It must be clear and complete so that the
person who receives the orders knows person who receives the orders knows
exactly what to do, how to do and when to exactly what to do, how to do and when to
do it.do it.
Its execution should be simple and easy.Its execution should be simple and easy.
It should be given in a friendly way.It should be given in a friendly way.

25. Prepared by : Mr. Hitesh B. Joshi
ADVICEADVICE

26. Prepared by : Mr. Hitesh B. Joshi
 IMPORTANCE OF ADVICE: -IMPORTANCE OF ADVICE: -
 Giving advice is another important Giving advice is another important
objective of communication. However objective of communication. However
competent a businessman may be, he competent a businessman may be, he
cannot have specialised knowledge of all cannot have specialised knowledge of all
branches like finance, taxation, publicity, branches like finance, taxation, publicity,
engineering, of public relations, etc. If he engineering, of public relations, etc. If he
wants to run his business successfully, he wants to run his business successfully, he
will have to seek expert advice quite will have to seek expert advice quite
frequently.frequently.

ADVICEADVICE

27. Prepared by : Mr. Hitesh B. Joshi
 Advice should be both men – oriented and work – Advice should be both men – oriented and work –
 oriented. It should be related to a specific piece of oriented. It should be related to a specific piece of
 work.work.
 Advice should not be given to a person to makeAdvice should not be given to a person to make
 him feel conscious of his inferior knowledge or him feel conscious of his inferior knowledge or
 skill. The advisor should be very friendly in hisskill. The advisor should be very friendly in his
 attitude.attitude.
 Advice should be given for the betterment of the Advice should be given for the betterment of the
 worker and his interest.worker and his interest.
Gentle advice can often promote better Gentle advice can often promote better
 understanding between the advisor and his understanding between the advisor and his
 subordinates.subordinates.
If the subordinate staffs are given freedom to If the subordinate staffs are given freedom to
 react, advice can become a two-way channel of react, advice can become a two-way channel of
 communication.communication.

HOW TO MAKE ADVICE EFFECTIVEHOW TO MAKE ADVICE EFFECTIVE

28. Prepared by : Mr. Hitesh B. Joshi
EDUCATIONEDUCATION

29. Prepared by : Mr. Hitesh B. Joshi
EDUCATIONEDUCATION
Education is a very conscious process of Education is a very conscious process of
communication. It involves both teaching communication. It involves both teaching
and learning. The main purpose of and learning. The main purpose of
education is to widen knowledge and to education is to widen knowledge and to
improve skills. It is carried out at three levels.improve skills. It is carried out at three levels.

30. Prepared by : Mr. Hitesh B. Joshi
AT THE MANAGEMENT LEVELS.
AT THE LEVEL OF EMPLOYEES.
AT THE LEVEL OF OUTSIDE PUBLIC.

31. Prepared by : Mr. Hitesh B. Joshi
EDUCATION FOR THE EDUCATION FOR THE
MANAGEMENTMANAGEMENT
Knowledge is multiplying fast. Managers Knowledge is multiplying fast. Managers
must be aware of latest innovations. They must be aware of latest innovations. They
have to be educated. Their education can have to be educated. Their education can
take place through books, lectures, take place through books, lectures,
seminars, case study, study tours, etc.seminars, case study, study tours, etc.

32. Prepared by : Mr. Hitesh B. Joshi
EDUCATION FOR THE EDUCATION FOR THE
EMPLOYEESEMPLOYEES
 Like managers, the employees should Like managers, the employees should
also be also be
in touch with latest innovations in the field in touch with latest innovations in the field
ofof
 commerce and technology. Employees commerce and technology. Employees
can becan be
 educated through talks, demonstrations, educated through talks, demonstrations,
bulletins, etc.bulletins, etc.

33. Prepared by : Mr. Hitesh B. Joshi
EDUCATION FOR THE EDUCATION FOR THE
OUTSIDE PUBLICOUTSIDE PUBLIC
 The outside public needs knowledge on The outside public needs knowledge on
the the
new products, brands, comparative prices new products, brands, comparative prices
andand
 discounts. This knowledge is offered discounts. This knowledge is offered
through through
advertisements, newspapers and articles.advertisements, newspapers and articles.

34. Prepared by : Mr. Hitesh B. Joshi
WARNINGWARNING

35. Prepared by : Mr. Hitesh B. Joshi
If employees do not follow the
norms of the organisation or
violate the rules and regulations, it
may become necessary to warn them.

36. Prepared by : Mr. Hitesh B. Joshi
Tardiness, negligence, defiance,
tampering with the records,
mishandling equipments, lack of
regularity, spreading rumours,
misleading new employees are some
of
the actions that call for a warning.

37. Prepared by : Mr. Hitesh B. Joshi
Warning is a forceful means of
communication. Some warnings
are general. “No Smoking”,
“No
Talking”, “Beware of Dogs”,
etc.
are general warnings.

38. Prepared by : Mr. Hitesh B. Joshi
More often, warnings are given
to particular persons. They
involve disciplinary actions in
the
form of warning.

39. Prepared by : Mr. Hitesh B. Joshi
The aim of giving a warning
should be the betterment of the
organisation. Warning may be
given orally or in writing.
Warning should be confidential.

40. Prepared by : Mr. Hitesh B. Joshi

41. Prepared by : Mr. Hitesh B. Joshi

Morale stands for mental health. It is Morale stands for mental health. It is
the sum of several qualities like the sum of several qualities like
courage, patience, resolution and courage, patience, resolution and
confidence. High morale and efficient confidence. High morale and efficient
performance go hand in hand. It acts asperformance go hand in hand. It acts as
 a kind of lubricant among people, a kind of lubricant among people,
binds them with a sense of togetherness.binds them with a sense of togetherness.

42. Prepared by : Mr. Hitesh B. Joshi

HOW TO CREATE HIGH MORALEHOW TO CREATE HIGH MORALE
Every worker gets work suited to his Every worker gets work suited to his
physical and intellectual calibre.physical and intellectual calibre.
He feels his work is important and He feels his work is important and
the the
authorities appreciate it.authorities appreciate it.

43. Prepared by : Mr. Hitesh B. Joshi

He is free to do his work, as he likes.He is free to do his work, as he likes.
He is encouraged to give He is encouraged to give
suggestions.suggestions.
The atmosphere of the organisation The atmosphere of the organisation
should be pleasant.should be pleasant.

44. Prepared by : Mr. Hitesh B. Joshi

The superiors are efficient and theirThe superiors are efficient and their
 attitude is constructive. They enjoy the attitude is constructive. They enjoy the
respect of workers.respect of workers.
Promotional avenues are available to Promotional avenues are available to
the workers.the workers.
Genuine grievances of the workers are Genuine grievances of the workers are
promptly removed.promptly removed.

46. Prepared by : Mr. Hitesh B. Joshi
Motivation energises and activates aMotivation energises and activates a
 person and chanalizes his behaviour person and chanalizes his behaviour
towards the desired goals. A towards the desired goals. A
motivated worker does not need motivated worker does not need
much supervision. He does his work much supervision. He does his work
as if it were his own. Offering as if it were his own. Offering
monetary incentives is the most monetary incentives is the most
effective form of motivation.effective form of motivation.

47. Prepared by : Mr. Hitesh B. Joshi
The following points deserve The following points deserve
consideration in discussing motivation as a consideration in discussing motivation as a
form of communication.form of communication.
The workers should be invited to give The workers should be invited to give
suggestions.suggestions.
They should be allowed to participate in They should be allowed to participate in
the decision making process.the decision making process.

48. Prepared by : Mr. Hitesh B. Joshi

If a suggestion coming from a junior If a suggestion coming from a junior
employee is accepted, he will feel motivated employee is accepted, he will feel motivated
to work hard, and prove that his suggestion to work hard, and prove that his suggestion
was a really good.was a really good.
Apart from the satisfaction of their basic Apart from the satisfaction of their basic
human needs like food, clothing and human needs like food, clothing and
shelter, all human beings yearn for security, shelter, all human beings yearn for security,
existence. They would definitely feel existence. They would definitely feel
motivated to work in an organisation.motivated to work in an organisation.

49. Prepared by : Mr. Hitesh B. Joshi