mis 001 gm-1

Dr. S A Pillai, MIIRSM (UK)MD, IIMSHE

PRESENTATION ON

GENERAL MANAGEMENT IN INDUSTRY

MIS-001 PGDM 1st semesterGeneral Management in Industry

After schooling from UP Board, passed BSc Engineering (Electrical) from IT, BHU in 1971

Qualified lead assessor for ISO 9001 quality management systems

Joined BHEL in 1972, worked in different capacities in sales, quality ,P & A, Safety and Management functions and superannuated as GM (HR) in July’ 08

Joined IIMSHE as Director in Aug’08

ABOUT FACULTY


Human Resource Management Management Functions Management Behaviors Communications

AGENDA


Men i.e. Human Resource is recognized as the most important element or asset since men & not organization create excellence & wealth

Industry is an entity where input material is processed into useful saleable product

Main elements on asset of an Industry are as given below which enables production in industry:

- Man -Money- Machines -Materials- Methods

WHAT IS AN INDUSTRY?


It is a process of bring right skilled people & organization together so that the goals of each are met

HRM is concerned with the most effective use of people to achieve organizational & individuals goals

It is a way of managing people so that they give their best to the organization

HR along with financial & material resources contribute to the production of goods and /or services in an organization

What is HRM ?


Machinery , Material , Money by themselves cannot improve efficiency or contribute to an increased rate of return on investment

It is a through combined & concerted efforts of people that money, materials or machines are harnessed t achieve organizational goals

But these efforts , attitudes & skills have to be sharpened continuously to optimies effectiveness of HR. This is where HRM plays a crucial role

What is HRM ?


To help the organization reach its goal To employ skills & abilities of work force efficiently To provide the organization with well trained &

well motivated employees To increase to fullest employee’s job satisfaction &

self actualization To develop & maintain quality of life To communicate HR policies to all employees To help maintain ethical policies & behaviors

Objectives of HRM


An organization that exists to produce goods & services has a good chance of survival if it consists of right people

Vast majority of people work to support themselves & their families

But people also work for many reasons other than security such as to keep busy, to feel useful, to create & achieve something

They want to gain recognition, achieve status and stretch their capabilities

CHALLENGES OF HRM


To meet this multifarious needs, people join force i.e unions which create several obstacles & problems

Central challenge is continued improvement of organization

Another important function of HRM is to improve contribution made by people to organization through effective & efficient use of resources

CHALLENGES OF (CONT..)


HR can be viewed as the sum of knowledge , skills, attitudes, commitment, values and the like of people of an organization

HRD aims for acquisition of capabilities that are needed to do the present job or the future expected job

HRD aims at overall development of HR in order to contribute to the well being of employees, organization & society at large

CONCEPT OF HRD


HRD means developing and tapping hidden qualities in people in order to make them accomplish organizational goals

In other words HRD aims at helping employees to acquire competencies required to perform all their functions effectively and make their organizational do well

CONCEPT OF HRD(Cont..2)


MANAGEMENT FUNCTIONS


Management functions means:

* Managing the operations of any organization.* The concept of management functions are equally applicable in PSU, MNC, Pvt. Sector, Firm, Service Sector, Hospital, University, Charitable Trust or Political Organization.


Management Functions (Cont…)

The starting point for developing an understanding of the managerial concept is the various tasks which every manager has to perform and responsibilities he has towards the different society segment with whom he interacts in connection with job.


A PROFESSIONAL MANAGER- A person who practices management as profession is a

professional manager.- Professional manager’s basic concern is the

organization or the company with which he works.- Professional manager is mainly responsible for

performance of the organization.- Managing involves collecting and utilizing resources:

* Money * Men * Material * Machines * Methods

- In the most optimal manner for achievement of some predetermined objectives or results.


Tasks of A Professional Manager Providing purposeful direction to the company. Managing survival and growth. Maintaining company’s efficiency in terms of profit

generation. Meeting the challenge of increasing competition. Managing for innovation. Maintaining balance between creativity and

conformity. Meeting the challenge of change. Decision making. Problem solving and decision making.


Providing purposeful direction to the Company Set objectives or targets to be achieved. Constantly monitor the progress and activities

to ensure that things are moving in desired direction.

Keep watch over the actions of employees to ensure they work in desired direction.

Prevent all such actions which may take the organization away from set direction.


Managing survival and growth “Survival of the fittest” is the law of jungle which

is equally applicable to the competitive market place where organisation struggle for survival

Ensuring survival of the organisation is the most critical task of the manager.

Besides survival manager has to ensure growth otherwise the organisation will be behind in the race by newer, healthier and more efficient organisation.


Managing Survival and growth (cont...) The survival and growth and of any

organisation depend on two factors: The first is the set of factors which are

internal to the organisation and are largely controllable. Those factors are choice of technology, efficiency of workers, competency of managerial staff, company image, financial resources etc.


Managing Survival and growth (cont...) The survival and growth and of any organisation

depend on two factors: The second factors of those which are

external to the organisation and over which if has little or no control. These factors are Govt. policy, laws & regulations, change in customer’s tastes or requirement, attitude, values, increasing competition.


Maintaining Orgainsation’s efficiency in terms of profit generation

A manager has not only to perform and produce results, but do so in the most efficient manager.

To produce results a manager requires input in the form of money, men, materials and machines.

The more output that manager can produce with the same input, the greater profit will be generated.


Maintaining Organisation’s efficiency in terms of profit generation (cont…)

Profit is the surplus or difference. The manager can generate between the value of inputs and outputs.

Profit is essential for survival and growth of a business.

Profit generated is uses for expansion, upgradation of technology, growth or paying dividends to shareholders.


Maintaining Organisation’s efficiency in terms of profit generation (cont…)

Business activities are undertaken to satisfy a need of the society in a manner which results in profit. It is not a charitable activity which is run merely to provide goods and services to society irrespective of whether, it is making profit or not.

Profit gives the cushion to take risk thing big and venture into relatively unknown areas.


Maintaining Organisation’s efficiency in terms of profit generation (cont…) Profits are one the cheapest sources of

financial growth, as they involve not interest liability nor putting the freedom at stake by having representative of financial institutions on Company’s Board.

Profitable company can turn unprofitable because of obsolete technology, inability to meet high fixed cost, high level of wastages, or product may be in demand by the customers.


Meeting the challenges of increasing competition

• In today’s fast changing world, one the critical tasks of a manager is to anticipate and prepare.

Competition is increasing in terms of more competitors, more products, wider variety of products, better quality of products, and a customer who is today better informed and more aware than ever before.


Meeting the challenges of increasing competition (cont…) The manager today has more

potential customers with easy access to these customers but yet the markets is flooded with many competitors approaching the same customers.


Managing for Innovation Innovation is finding new, different and better

ways of doing existing tasks. In business innovation has to be defined in terms

of additional valve to the existing products or services.

Value is not expressed in terms of cost or price but in terms of the difference it makes to the customers.


Managing for Innovation To plan and manage for innovation as an

on going task, the manager must have a close contact and relations with customers as the customers of source of innovation.

The manager must train his salesforce to keep their eyes and ears open for any type of information, ideas, suggestion, complaints, criticism and feed it back to the company.


Maintaining balance between creativity and conformity

Developing a new idea, concept can be very creative, challenging and exciting.

But it is very difficult to translate these ideas into a successful business.

This requires detailed planning, and organizing finance, marketing, administration etc.


Meeting the challenges of change A manager has to be change agent. The social, political, economic,

technical, cultural environment in which the company operates is always changing,

The company must keep pace and change accordingly.


Meeting the challenges of change (cont…) Within a organization, new types of

production technology may be introduced, existing products may be phased out, etc. All these imply a change.

A man by his very nature resist change, people perceive change as threat to their security. Change implies learning a fresh the new methods or processed and most people resist making this extra efforts.


Meeting the challenges of change (cont…)

There will always be change. It is the manager’s task to ensure that the charge is introduced and incorporated in a smooth manner with least disturbance and resistance.

Sharing details of change, educating people benefits of resulting from changes and building favourable opinion of the key. People in the organisation by involving them in the change process, makes manager’s task easy.


Meeting the challenges of change (cont…)

The ideal way of introducing proposed change is a few people and let the idea grow and build till the people themselves come round to asking for change.

However it may not be possible always to introduce change by consensus. There may be many limitation of time or money which may make the consensus method impractical.


Decision making Problem solving and decision making are inter

related. Making of a decision is the outcome of problem solving.

On unavoidable responsibility in the life of a manager is that of making decision.

A decision can be defined as a choices between alternative courses of action.

Sometimes it is difficult to choose between the alternative choices because the correct course of action is not always apparent.


Decision Making (cont…) An able manager makes decision bases on

the following:- reliable information.

- Seeks reactions to what he has in mind informally from trusted individuals with when he works.

- Compares his rational thoughts about the likely decision to be taken.

- Collects information which is supportive as well as unsupportive to his views.


Decision Making (cont…) Discuss with experienced managerial colleagues who

may provide useful observations on the issue. Manager may not be forced to take premature

decisions. Decision of routine nature are delegated to

subordinates. The most important aspect in decision making is the

need to be flexible and not rigidly attached to any particular approach.


Decision Making (cont…) A rational model of individual decision making

may be described as:- The decision maker wants to achieve the best

deal or outcome.- All relevant criteria and alternatives are known

to decision make.- Decision maker has ability to analyse the

information.


Decision Making (cont…)

• Ranking or numerical values are assigned to the preferences of decision maker in order of importance.

The preference of decision maker remain constant over time, producing consistency.

The alternative i.e. decision chosen eventually commands the highest score.


Decision making process Classify the issue or plan. Define and distinguish the issue from its symptoms. Make reasonable assumptions about unknown information. Generate a list of alternatives. Evaluate each alternative- determine its cost and benefits. Select and justify the appropriate alternative. Implement the chosen alternative. Monitor and review the effectiveness of the decision and take

corrective action when appropriate.


Problem solving and decision making

A typical approach to problem solving would include the following steps:

- Diagnosis of the problem.- Choosing a solution.- Solving the problem.- Implementing the solution.- Monitoring the result.


Diagnosis of the problem Problems are seldom isolated. They are

interrelated and several problem exist at the same time.

Before defining a problem, a manger picks up several signals that a problem exists.

Symptoms are detected which suggest that something is going wrong.

For example, symptoms may suggest that certain precautionary measures not taken w.r.t. safety.


Diagnosis of the problem (cont…) The effective manager will observe how

people around him are viewing actual or potential problems.

Manager will be sensitive to how the people around him will react.

By comparing his own perception of the problem with the perception of those around him, the able manager is better placed to define the problem.

It is note worthing that isolating and defining the problems is no easy task.


Choosing a solution The able manager mobilizes his team

towards an acceptance solution, but tries to build in flexibility in approach so that a change of direction can take place subsequently, if necessary.

Where problems are inter related, a number of than could be solved simultaneously.


Solving the problem If there are number of problems awaited solutions,

it is likely that the easier is tackled first. The manager should encourage the introduction of

fresh ideas and approaches to the solution of the problems and continuously review the progress in exploring the solution.

If required or in case of complex problem, the help of external specialist may be taken to arrive at solution.


Solving a solution (cont…) If the appropriate solution is not found

then, redefine the problem followed by a search for possible solutions that are likely to fit the problem.

However well qualified a person is to solve the problem, there are always benefits to be derived from tapping the minds of knowledgeable people.


Solving a solution (cont…) Often in practice, a solution to a problem may

be a compromise, in the sense that it is not a perfect solution but one which commands greatest degree of support from the managers team.

For example- Certain safety measures to control dust in working environment are proposed, but they fall short of desired practice because the production manager is not prepared to authorise the expenditure for a more elaborate set of measures.


Implementing the solution

Applying the solution to the problem. The process of implementation may

face difficulties which should be resolved to the extent possible.


Monitoring the result In monitoring the result, the manager

will want to know the degree of success in solving the problem.


PRESENTATION PRESENTATION

ON ON COMMUNICATION SKILLSCOMMUNICATION SKILLS


Importance of communicationImportance of communication Methods of communicationMethods of communication Effective communicationEffective communication Effective written communicationEffective written communication

AGENDAAGENDA


A great deal of our time is spent communicating both in our leisure and at A great deal of our time is spent communicating both in our leisure and at workwork

Not only communication is vital in our everyday life ,it must be good and Not only communication is vital in our everyday life ,it must be good and effectiveeffective

In safety management , communication is of paramount importance because In safety management , communication is of paramount importance because improper or failure in communication could result in harm ,injury ,or fatalityimproper or failure in communication could result in harm ,injury ,or fatality

. .

4 IIMSHE4 IIMSHE

Importance of communicationImportance of communication


Management has necessary information for Management has necessary information for planning ,controlling ,organizing and directing the planning ,controlling ,organizing and directing the activities of organizationactivities of organization

The activities of different depts can be co-ordinated The activities of different depts can be co-ordinated and all contribute to meeting aims of organizationand all contribute to meeting aims of organization

Individuals understand what is required of them and Individuals understand what is required of them and they are integrated into organization they are integrated into organization

Good relationships with all concerned is maintainedGood relationships with all concerned is maintained

Importance of communication (cont)Importance of communication (cont)


Methods of communicationMethods of communication Communication could be formal or informal Communication could be formal or informal Informal communication is more effective since Informal communication is more effective since

it is through network of social relationships it is through network of social relationships which exists in the organization.which exists in the organization.

Broadly following are 3 methods of Broadly following are 3 methods of communicationscommunications

VerbalVerbal WrittenWritten visualvisual


Verbal communicationVerbal communication Majority of our time is spent in Majority of our time is spent in

communicating verbally. It includes communicating verbally. It includes meetings, dealing with contractors, meetings, dealing with contractors, talking on phone etc.talking on phone etc.

Advantages of verbal communication areAdvantages of verbal communication are since it is direct, misunderstanding can be since it is direct, misunderstanding can be

quickly clarifiedquickly clarified Feedback is immediateFeedback is immediate


Disadvantages of verbal communicationDisadvantages of verbal communication

No permanent record available No permanent record available Information is between to persons onlyInformation is between to persons only Large amount of technical information can Large amount of technical information can

not be communicated. not be communicated. Message may be distorted by onward Message may be distorted by onward

transmissiontransmission Things may be said out of contextThings may be said out of context


Written communicationWritten communication In PSUs , this method is essential in In PSUs , this method is essential in

many situations but it has also its own many situations but it has also its own advantages and disadvantages.advantages and disadvantages. Advantages of written communicationAdvantages of written communication Permanent recordPermanent record Reference can be made to clarify pointsReference can be made to clarify points Information can be absorbed at the receipts Information can be absorbed at the receipts

own speed own speed


Disadvantages of written communicationDisadvantages of written communication May not be cost efficient May not be cost efficient Time consumingTime consuming Lack of personal touch could result in Lack of personal touch could result in

misinterpretationmisinterpretation Feedback is not immediateFeedback is not immediate Can’t be quickly modified after Can’t be quickly modified after

transmissionstransmissions


Visual communicationVisual communication Includes following which has limited Includes following which has limited

impact but help in presenting impact but help in presenting technically completed statistical technically completed statistical informationinformation

-Posters -Posters -Notices -Notices -Visual aids -Visual aids -Films, slides -Films, slides -Photographs -Photographs


Non verbal communicationNon verbal communication

It is 4 to 5 times more effective than verbal but It is 4 to 5 times more effective than verbal but it has limited useit has limited use

Common methods of nonverbal communication Common methods of nonverbal communication -Positioning -Postures-Positioning -Postures -Gestures -Head movements-Gestures -Head movements -Facial expressions -The eye expressions-Facial expressions -The eye expressions


Effective communicationEffective communication Verbal or written communication could be Verbal or written communication could be

made effective by following made effective by following 1.1.Use language which can be easily Use language which can be easily

understood by receptorsunderstood by receptors 2.2.Use simple, direct, commonly used Use simple, direct, commonly used

wordswords 3.3.Sentences should be grammatically Sentences should be grammatically

correct, short and without spelling mistakescorrect, short and without spelling mistakes


Effective communication Effective communication (CONTINUED)(CONTINUED)

4.Avoid jargons or slang words or phrases4.Avoid jargons or slang words or phrases

5.Give personalized touch 5.Give personalized touch

6.Communication should reflect positive attitude of 6.Communication should reflect positive attitude of communicators communicators

7.Put only relevant few facts without exaggeration7.Put only relevant few facts without exaggeration

8.Avoid personal attack or criticism8.Avoid personal attack or criticism

9.Be brief.9.Be brief.


Good written communication skillGood written communication skill The ability to communicate clearly in writing is one The ability to communicate clearly in writing is one

of the most important skill.of the most important skill. It helps to get your ideas across effectively and to It helps to get your ideas across effectively and to

get the desired results in business and personal get the desired results in business and personal life.life.

It is a skill one can learn and everybody should It is a skill one can learn and everybody should learn to be successful.learn to be successful.

One must arouse and hold the interest of the One must arouse and hold the interest of the reader of communication from first word to last reader of communication from first word to last and not throw in waste paper basket.and not throw in waste paper basket.


Interesting and effective writing Interesting and effective writing The purpose of writing is to communicate a thought , The purpose of writing is to communicate a thought ,

an idea, a sentiment, a fact.an idea, a sentiment, a fact. The more concrete and concise these elements are The more concrete and concise these elements are

in a communication, they take less time and liked by in a communication, they take less time and liked by reader.reader.


Interesting and effective writing Interesting and effective writing Reader does not have time to go through the long Reader does not have time to go through the long

letters and hence it should contain only essentials letters and hence it should contain only essentials and avoid unnecessary sentences.and avoid unnecessary sentences.

As a general rule ,one can organize a letter into three As a general rule ,one can organize a letter into three parts—parts— Tell why you are writing Tell why you are writing Give important factsGive important facts Describe what you would like the recipient to do Describe what you would like the recipient to do


Interesting and effective writing Interesting and effective writing (Continued)(Continued) Keep language lively – focus on keeping Keep language lively – focus on keeping

language active and preciselanguage active and precise

-Weak :- the demand for the prisoner’s -Weak :- the demand for the prisoner’s release was not accepted by the release was not accepted by the president.president.

Better :- president refused to free the Better :- president refused to free the prisoner. prisoner.


Accuracy Accuracy

It is very important because the person It is very important because the person you are writing to, may not know you you are writing to, may not know you nor he is familiar with circumstances nor he is familiar with circumstances which caused you to write. Therefore which caused you to write. Therefore be specific giving all the pertinent be specific giving all the pertinent information accurately.information accurately.

Clarity Clarity The following will make letter easily The following will make letter easily

and clearly understood.and clearly understood. -Keep paragraph short. Frequent -Keep paragraph short. Frequent

paragraphs break up solid/ heavy look paragraphs break up solid/ heavy look of letter.of letter.

-Keep sentences short-Keep sentences short -Keep word short-Keep word short


CLARITY CLARITY (Continued)(Continued)

Avoid round about words and use simple Avoid round about words and use simple word as given in the next slide in the table:-word as given in the next slide in the table:-


Clarity (Continued)

Word Instead ofFor On behalf of

About With regard toIn In the matter of

During In the time ofTo In order to If In the event of

Some In a number of cases For For the purpose of In In the case of

Occasionally On a few occasions Because In view ofAbout In the connection with About In regard to

For For the purpose of

Positive attitude Positive attitude A study of Harvard University found that a A study of Harvard University found that a

person gets job or a promotion 85% of the person gets job or a promotion 85% of the time it is because of his attitude and only time it is because of his attitude and only 15% of the time because 15% of the time because ofof intelligence, intelligence, knowledge & performance.knowledge & performance.

Thus positive attitude is the most important Thus positive attitude is the most important and applies to every sphere of life personal and applies to every sphere of life personal as well as professional as well as professional

No one can be a good executive without No one can be a good executive without positive attitude.positive attitude.


Positive attitude Positive attitude (continued)(continued)

Our attitude determines how we look at a Our attitude determines how we look at a setback setback

To a positive thinker, attitude can be a stepping To a positive thinker, attitude can be a stepping stone to successstone to success

To a negative thinker, it can be stumbling block To a negative thinker, it can be stumbling block To a positive thinker, every problem comes with To a positive thinker, every problem comes with

an equal or greater opportunityan equal or greater opportunity


Importance of attitude to organizationImportance of attitude to organization Why some organizations are more Why some organizations are more

successful than others?successful than others? It is because they think and act positively. It is because they think and act positively.

They do so investing in their most valuable They do so investing in their most valuable asset- peopleasset- people

The change in people’s attitude is the most The change in people’s attitude is the most vital for any organization to increase vital for any organization to increase productivity and profitability.productivity and profitability.


How to recognize people with positive attitude How to recognize people with positive attitude People with positive attitude have a certain People with positive attitude have a certain

personality traits that are easy to recognize. personality traits that are easy to recognize. They are They are

Caring Caring ConfidentConfident Patient Patient HumbleHumble CheerfulCheerful Live balance lifeLive balance life


How to recognize people with positive attitudeHow to recognize people with positive attitude((continued)continued)

-Avoid criticism-Welcome everywhere-Courteous - well behaved -concerned about others-honest-committed


Benefits of positive attitudeBenefits of positive attitude Benefits to individualBenefits to individual

Makes a pleasing personalityMakes a pleasing personality is energizingis energizing Increases enjoyment in life Increases enjoyment in life Inspires others around youInspires others around you Helps to contribute to societyHelps to contribute to society


Benefits to the organizationBenefits to the organization Increases productivityIncreases productivity Foster teamwork Foster teamwork Solves problemsSolves problems Improves qualityImproves quality makes cordial and peaceful atmospheremakes cordial and peaceful atmosphere Breeds loyaltyBreeds loyalty Develop interpersonal relationship with Develop interpersonal relationship with

employees, customers, suppliersemployees, customers, suppliers


How to develop positive attitudeHow to develop positive attitude Change focus, look for the positive or brighter sideChange focus, look for the positive or brighter side Be an optimistBe an optimist Make a habit of doing it nowMake a habit of doing it now Develop an attitude of gratitudeDevelop an attitude of gratitude Get into a continuous education programGet into a continuous education program Build a positive self esteem Build a positive self esteem Stay away from negative influencesStay away from negative influences Learn to like the things that need to be doneLearn to like the things that need to be done Start day with something positiveStart day with something positive


Winner / positive thinker versus loser / negative thinkerWinner / positive thinker versus loser / negative thinker

The winner always has a program. The winner always has a program. The loser always has an excuse.The loser always has an excuse. The winner says “let me do it for you”.The winner says “let me do it for you”. The loser says “ that is not my job”.The loser says “ that is not my job”. The winner sees an answer for every problem. The winner sees an answer for every problem. The looser sees a problem for every answer.The looser sees a problem for every answer. The winner says “ it may be difficult but it is possible.” The winner says “ it may be difficult but it is possible.” The looser says “it may be possible but it is too difficult.The looser says “it may be possible but it is too difficult.


THANK YOU


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