OCM 3 Marks Each

Characteristics of Informal Communication :

• The characteristics can be noted as under :
• Informal communication depends on the human relations.
• Informal communication does not require orders or any control.
• It can be explained orally or through symbolic language.
• It is simple and flexible.
• There is no such process in informal communication.
• Informal communication is not supplementary but complementary to the formal communication.

A person must possess the following qualifies to be a good and effective leader.

• Physical Qualities :

• Good health is a prime requisite for en effective leader, which enable him to remain active. Besides this, physical structure, attractive personality, cheerful nature, inspires the subordinates.

• Intellectual Qualities :

• A good leader should have intellectual qualities. These qualities include decision making power, mental ability, grasping power, scientific approach, curiosity, reasoning relationship, human skill etc.

• Other Qualities :

• In addition to the above, a leader should have pleasant personality, courage, sense of co-operation, zeal, tact, interest in work, affection, patience etc.

Functions of supervisor :

• To plan the functions and to remove the hurdles.
• To provide necessary guidance and direction to complete the work on time.
• To supervise the employees constantly to save time and labour.
• Supervisor does the function of integration of employee’s personal interest with the interest of productivity of business.
• To motivate and encourage the employees to increase their efficiency
• To maintain feeling of oneness among the employees.
• To make the communication work faster.
• To give guidance regarding the use of new technology introduced in the business.
• To maintain discipline among employees.
• Supervisor does not have to work as controller but as an educator.
• Supervisor does not have to work as controller but as an educator.
• The supervisor become a friend, philosopher and guide to his workers and helps them constantly in their work.

• Importance of Direction :

• The importance of direction, in accordance with the different activities of management are as follows :
• Increase in efficiency :
• Direction gives the clarity of the functions of the employees, authority and responsibility.
• So, their efficiency increases.

• Assessment of Efficiency :

• Assessment and evaluation of employees performance is done through direction.
• Matters like whether the employees have done work as per direction or not, how much work is completed, how much efficiency is increased etc. Can be accessed through direction.
• Motivation of Employees:
• Direction makes employees aware of the right procedure of work, policy and rules of the business unit. So they are motivated to work.

• Effective Planning :

• A planner can chalk out a plan by collecting necessary information through the subordinates. The implementation of planned objectives depends on the direction given to the employees.

• Effective Organization :

• Due to direction, even employees become aware about his authority and responsibility.
• So, orders and instructions given by the boss are followed properly which makes entire organization effective.

• Co-ordination and Control :

• Direction reduces the chances of work related mistakes and errors.
• Therefore it becomes easy to get the work from employees as per decided targets and controlling becomes effective.

• Increase in Enthusiasm :

• Employee’s interest in work get increased through direction.
• They can bring solution, if any hurdle is created.
• As a result there is continuity in work which boost up the employees enthusiasm.

• Finding out Deviation :

• Through direction, it can be supervised that whether the functions are done as per decided standards or not.
• So the undesirable deviations can be found out and regulated in the initial stage of production and deviation can be controlled by taking effective steps.

Just like the war, directing is a very crucial act which has to be performed flawlessly.

• Any mistake in guiding or providing instruction can lead to havoc. It may affect production, productivity, quality, etc.
• Just like the war, directing also uses several tools, techniques and manpower.
• Direction takes special care of points at which special efforts are to be put.
• At the same time, the leaders continuously need to motivate the employees to keep their morale high so that they accomplish their work as desired.
• Hence, directing is like strategizing for the war.

Communication:

• Communication is the process of exchange of words, letters, instructions and opinions.
• As per New Mann and Summer, “Communication is an exchange of facts, ideas, opinions or emotions by two or more persons.”
• Communication is an important part of management and an element of directing.
• Communication is a process of exchanging words, letters, instructions, thoughts, opinions etc.
• Manager must have on time and correct information of various departments of the unit. For this, the bottom level staff has to send information to the upper level in the form of report.
• The process of providing information is known as reporting whereas communication includes giving orders and instructions, receiving reports, attending complains and solving them, etc.
• Modern world is growing very fast in the field of science and communication. As a result, the communication has become very fast, efficient and of a large variety.

The function of directing has four elements. They are:

1. Supervision: Supervision means to supervise the function or work done by employees.
2. Motivation: ‘Motivation means the process of stimulating people to perform action and to make it possible to have maximum work satisfaction.’
3. Leadership: The art and skill of creating the desire in others, for achieving objectives is called leadership.
4. Communication: Communication is the process of exchange of words, letters, instructions and opinions.

Communication is a two way process. It includes give and take of information so; it is a wide concept while reporting consists of transmission of information on the progress of activities to the top management by way of reports. Do, reporting is a one-way process which includes reporting which is a one way process. In short, communication is wide concept, while reporting is just a part thereof.

Informal communication is based on the human relations and friendship. The rules regulation or principles of authority and responsibility of the organization do not apply on to it. On account of it, the co-ordination of activity becomes easy and trust among employees increases. So, it is not against the original objective of forma; communication. The main function of formal communication is to achieve objectives by co-ordination and controlling activities. Group of persons created informally help in this function. Still there is no element of responsibility and so, it cannot be accepted as alternative to the formal communication.

Many matters are communicated by speaking. But many of the persons to whom it is spoken neglect it or do not give complete attention. So, they cannot understand the message in right meaning. Only very few persons listen the messages attentively and understand them in the right way. On account of this, proper evaluation of oral communication is not made.

Financial incentives are boon for skilled and proficient employees because financial security to the employees and raises his social status. The employee who has the skill and proficiency can get financial incentives by giving better results.

The strategy of war includes the uses of tools, material and manpower. It also considers the points at which special efforts are to be concentrated, the matter of complexity of economy and continuity. Similarly in the business unit also direction is given for achieving business objectives by maximum utilization of tools and manpower. For this departmental heads are responsible to provide necessary orders and suggestions.. Thus, function of direction and providing guidance is alike making strategy of war.