Nair sir b.c. ipcc(new) 20.3.2012


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Nair sir b.c. ipcc(new) 20.3.2012

  2. 2. 2“Communication is the Process by which information istransmitted between individuals and / or individuals, individualsand / or organisations and / or organisations and organizations,so that an understanding response results”. 2
  3. 3. 3 JAMES MOONEY“Communication is the process of telling,listening and understanding.” 3
  4. 4. 4 NEED FOR COMMUNICATION•Increase in size of business firms.•Multiple locations of business units.•Technological Advancement [manage/ persuade to accept new Tech]•Cut – throat communication [Advertising / Publicity]•Trade Union movement [Healthy Relations]•Human Relations•Public Relations•Personal Asset – for Speeches / Letters / Reports.•For Teachers / Lawyers / Judges / Receptionists / Managers. 4
  5. 5. 5 PROCESS OF COMMUNICATION1 Sender has an 8 Receiver idea 9 sends feedback 7 Sender Receiver2 Encodes Channel Decodes and 6 Medium Sender3 Transmits Receiver gets message 5 message 4 5
  6. 6. Sender - Speaker, writer, actor, Teacher 6Message - Something to be communicatedEncoding - Puts idea into words / symbols / Pictures / gesturesChannel & Medium - (Time Table) Mail Loudspeaker Lecture Letter SpeechReceiver - To whom it is directedDecoding - Receiver attaches meaningFeedback - Responds or Reacts – Final outcomeManager - WorkStudents - Nodding head – EncouragesYawning - Discouraging 6
  7. 7. 71. To Give / receive information2. To provide advice3. To Provide Counseling4. To Issue orders / Instructions5. To Impart Education / Training Contd....... 7
  8. 8. 86. To Give / Receive Suggestions7. To persuade people8. To Issue warnings / Notices :9. To Improve Morale - Notices / Meetings / Bulletins to prevent rumours.10. To Motivate People - Praise / Appreciation11. To improve discipline 8
  10. 10. 1. Formal communication 10 Downward Upward Cross or Horizontal Communication Communication Diagonal Communication Communication Written Oral Reports Informal Informal meetings meetings Instructions Instructions Suggestions Conferences Conferences Policy Meetings Grievance Task teams Task teams Statement Procedure Procedures Telephone Complaint Quality circles Quality circles system Letters Speeches Group meetings Bulletin boards Bulletin boards Handbooks Ombudsperson Company Lunchtime newsletter Meetings Orders Exit interview Committees Committee meetings 10
  11. 11. 11 Directions and Means ofOrganisational Communication 11
  12. 12. 12 Orders Instructions Directives Reports Policies Suggestions Procedures Grievances Budgets Complaints Counseling Lectures Proposals Awards Requests ClarificationsDownward Communication Upward Communication 1 2 Inter - departmental memos Inter - Personal dialogues Line and staff parleys Telephone conversations Union - Management Meetings 3 4 Cross / Diagonal Communication 12
  14. 14. 14Seed / DirectionTruthFeeling of Insecurity / UncertaintyFeeling of lack of securityFormation of coterie (favoured group) Types1. Single chain2. Gossip Chain3. Probability Chain4. Cluster Chain 14
  15. 15. 15Transmission of Information along Grapevine [ KEITH DAVIS ] 15
  16. 16. 16 ADVANTAGES OF GRAPE VINESpeedy – (Just between U & me)Valuable feed back – (Factory shifting)Support to Formal Channel (along with)Psychological Satisfaction (Employees closer to one another) DEMERITSMisunderstandingIncredibleDamage to organisationRumours / scandals 16
  17. 17. Types / Directions / Dimensions of 17 Communication According to According to According to Direction Structure Media 1. Formal 1. Verbal1. Downward2. Upward 2. Informal Oral Written3. Horizontal4. Diagonal / Cross 2. Non Verbal 17
  18. 18. 18 Verbal Communication (Use of Words) [ Speaking – Listening – Understanding ] LISTENING Types1. Marginal Listening - (Speed – 1 : 3)2. Discriminative Listening – (useful – useless)3. Evaluative Listening – (Mental summary – agree – disagree)4. Appreciative Listening – (Nod head)5. Empathic Listening – (CEO to worker)6. Fake Listening – (Pretending) 18
  19. 19. 19 Non Verbal Communication (Other than words – Pictures – Drawings – Sound etc.) Sign Body Para Space Artifactullanguage language language Surroundings Commu. and Time 1 2 3 5 4 Audio Visual Sign Haptics Silence sign or Aids 6 7 Poster – Movies Buzzer – WM / Lift Drawing – Architect Bell – School / College Chart – Co. report Push Button Bell – Mgr. Map – Tourist Siren – Factory / Air Raid Diagram – product Hooters – Local Train Photographs – Tours Whistles – Rly engine Cartoons – Vodaphone Ambulance – Both Traffic light - Red / yellow / green VIP vehicles – Red light Ambulance – Blue Light 19
  20. 20. Non Verbal Communication Contd. 20 Sign Body Para Space Artifactullanguage language language Surroundings Commu. and Time 1 2 3 5 Or 4 Haptics Silence Kinesics 6 7Message conveyed by body movements are called body language. They are used orinterlinked with speaking or talking to express attitudes / moods / status / anger /fear / sympathy / pity / love/ etc.HEAD – straight – honour – self respect – confidence Down – guilt – apology – modesty – boringFACE – Index of mind / forehead / lips / cheek musclesEYES – (Fixed eyes – concentration) (Raised eyes surprise / fear) (Smiling eyes – happiness) (Long fixed gaze – interest) (Evasive eyes – lack of interest) (glowing face – thrill of happiness – friend )POSTURE – Sitting erect / confidence – Bending – respect love Bending sideways – recollectingGESTURES – Movement Arms / legs / hands / heads 20
  21. 21. Non Verbal Communication Contd. 21 Space Sign Body Artifactul Surroundings Language Language Communication and Time Haptics Silence Para Language Word StressLike language – To be used for conveying messages more effectively. Did u go to your 1 Pitch variation 3 college today ? High level 5 Have u seen thisSpeaking Mangers My new book ?Speed Low level low pitch 4 Have u read this Angry person – Pause New syllabusEasy parts fastDifficult - slowly high Pause at right Non fluencies Cool - Low moment Space filtersVolume Variation To emphasize U- see, eh, ya,Loudness speech the upcoming 6 Oh, what u call itSize of audience 2 subject or gain you know, etc.(20/75/100/150/300 students) attention 21
  22. 22. Non Verbal Communication Contd. 22 Sign Body Para Space Artifactullanguage language language Surroundings Commu. and Time 1 2 3 5 4 Haptics Silence 1 6 7 SPACE Intimate – 18 inches – family members / close friends OR PROXIMICS Personal – 18 inch to 4 ft. colleagues / visitors Social – 4 ft to 12 ft – Formal / official bus communication Public – more than 12 ft. Public address announcements Speaker 22
  23. 23. Non Verbal Communication 23 (Other than words – Pictures – Drawings – Sound etc.) Sign Body Para Space Artifactul Surroundings Commu.language language language and Time 1 2 3 5 4 Haptics Silence Artifactul Haptics Silence 6 7 Factors that form part Communication through Silence is more eloquent than of one’s personality touch words Clothing Touch reveals our perceptions / Charlie chaplins Make-up needs / attitudes Hairstyle Depends upon culture highly Silent movies are more effective Polished shoes sensitive than modern films Combed hair Silence – anger Pen 1.Mothers touch to the child Silence – Disapproval Cell-phone (Solace) Watch 2.Touch – assures friend are Silence – Approval (They reveal one’s age, assurance Silence – Pause Emphasis educational, social and 3.Pat – Don’t worry – take easy Silence – respect Eco. Status and create 4.Cricket captain – Appreciation impressions. They help to 5.Hands together – welcome Silence – fear project a clean image) 6.With Bowed head fed –up 7.Holding hand – friendship 23
  24. 24. How can a message be conveyed more effectively through voice? 24 (5 marks)Answer :Voice is the most important element of para language. It plays animportant role in communication. It is the first tool of effectivecommunication. It conveys the message in a very effective way. Amessage can be conveyed more effectively through voice by consideringthe following points:1. Variation of pitch : Pitch means quality of sound. In order to break the monotony of the speech, variation of pitch is essential. Variation of pitch is also necessary to keep ,he listener interested in the speech which is the very essence of communication.2. Variation of volume : Variation of volume puts life into ones speech. Variation of volume should be done according to the size of audience. The volume should be such which makes the speaker audible.
  25. 25. 253. Speed of speaking : Different part of the message should be spoken at different speed. Generally the part easily understandable can be spoken at a high speed while parts difficult to understand should be spoken in a slow speed. The speed thus should be such which ensures fluency.4. Pause : Pause is essential. One cannot go on speaking continuously. But a pause should be used effectively. It should be used at right time which not only give the speaker a time to breathe but also gains the listeners attention.5. Non-Fluencies : Non-fluencies up am, you know etc. if used carefully and sparingly add to the fluency of the speaker, giving him time to breathe and making the listener more.
  26. 26. "To Communicate the written word has several advantages over the 26spoken word." Explain. (5 marks)Written words has several added advantages over the spoken words :(i) While written words provides a permanent record for future reference and serves as a good guide for decision making and planning in future, spoken words on the other hand may be forgotten over a period of time.(ii) Written messages can be read and re-read again and again. Thus it is likely to be understood better. However oral messages are more likely to be misunderstood. The speaker due to his poor vocal expressions, may not be able to make himself clear and the listener may also be in- attentive.(iii) People are more precise and clear cut when they write rather when they speak. This is because written communication is normally penned down after proper planning. While in oral communication very often, the exact message to be conveyed is lost in a mass of words.(iv) Oral messages often gets distorted. This is more so in case of lengthy messages which when communicated through various level of hierarchy. Distortation of messages usually does not "take place in case where messages are conveyed through written words.
  27. 27. State reasons for selecting the oral mode of communication instead of the 27written mode of communication. (4 marks)Answer :Oral communication means communication through words spoken i.e. byspeech :-- In oral communication, both the parties to the process, i.e.sender and receiver, exchange their ideas through oral words either inface to face communication or through any mechanical or electricaldevice, such as telephone etc. In this system person can exchange theirfeelings fully and clarification regarding any doubt or ambiguity may besought. Oral communication is preferred by rank and file employees aswell as supervisors and managers, as they enjoy the opportunity to askquestions and to participate.Advantages :1. Economical : Oral communication is relatively less expensive. It saves the money spent on stationery in an organisation.2. Time saver : Oral communication is fast. It saves the time involved in writing the message.
  28. 28. 283. Flexible : Oral communication is very flexible in sense it provides an opportunity to the speaker to correct himself and make himself clear by changing his voice, pitch, tone etc.4. Quick response : Oral communication is also helpful in getting quicker response from the receiver. The speaker gets immediate response from the receiver. It thus provides immediate feedback to both sender and receiver.5. Personal touch : Oral communication is personal in nature. It is this nature that brings superiors and subordinates closer. It is also an effective tool of persuasion.6. Maintains secrecy : Oral communication has an added advantage of maintaining secrecy. Oral messages can be more easily kept confidential than written messages.7. Group communication : Oral communication is an effective tool for communicating with the groups at large. Group reactions can also be interoperated immediately to arrive at reasonable conclusions.
  29. 29. 29Oral communication means communication through words spoken speech :—In oral communication, both the parties to the process, i.e. sender andreceiver, exchange their ideas through oral words either in face to facecommunication or through any mechanical or electrical device, such astelephone etc. In this system person can exchange their feelings fullyand clarification regarding any doubt or ambiguity may be sought. Oralcommunication is preferred by rank and file employees as well assupervisors and managers, as they enjoy the opportunity to askquestions and to participate. 29
  30. 30. 30Advantages :1. Economical : Oral communication is relatively less expensive. It saves the money spent on stationery in an organisation.2. Time saver : Oral communication is fast. It saves the time involved in writing the message.3. Flexible : Oral communication is very flexible in sense it provides an opportunity to the speaker to correct himself and make himself clear by changing his voice, pitch, tone etc.4. Quick response : Oral communication is also helpful in getting quicker response from the receiver. The speaker gets immediate response from the receiver. It thus provides immediate feedback to both sender and receiver. 30
  31. 31. 315. Personal touch : Oral communication is personal in nature. It is this nature that brings superiors and subordinates closer. It is also an effective tool of persuasion.6. Maintains secrecy : Oral communication has an added advantage of maintaining secrecy. Oral messages can be more easily kept confidential than written messages.7. Group communication : Oral communication is an effective tool for communicating with the groups at large. Group reactions can also be interpreted immediately to arrive at reasonable conclusions. 31
  32. 32. Disadvantages/Limitations 321. Time Consuming : Oral communication may not be time saver always. Many a times it is seen that meetings continue for a long time without arriving at any satisfactory conclusion.2. Poor retention : Oral communication is more likely to be forgotten. The listener cannot always retain oral messages in his memory for long. Sometimes even the speaker may not remember what he actually said.3. Not suitable for lengthy messages : Very often oral communication gets distorted. This is more so in case of lengthy messages when communicated through various level of hierarchy.4. No record : No permanent record is kept in case of oral communication. In the absence of record, oral massages have no legal validity. 32
  33. 33. 335. Misunderstood : In oral communication, much depends upon the tone, pitch, voice etc. The speaker, due to his poor vocal expression. may not be able to make himself clear and the listener may also be in attentive. Thus the message may be misunderstocd.6. Not precise : Oral communication is not precise and to the point. People are more precise when they write rather when they speak. Very often, the exact message to be conveyed is lost in a mass of words. 33
  34. 34. 34Advantages :1. Permanent Record : Written communication provides a permanent record for future reference and serves as a good guide for decision making and planning in future.2. Precise and Accurate : The writer tries to organise his ideas logically before penning them down. As a result written communication tends to be more accurate, precise and reliable.3. Legal evidence : Written messages provide a permanent record and as such are used as legal evidence in a court of law. Written records are more reliable and acceptable as documentary proof. 34
  35. 35. 354. Wide coverage : Written communication has the widest possible coverage. It is perhaps the only means of communication when the sender and the receiver are separated by long distances.5. Easy to Understand : Written messages can be read and re-read again and again. Thus it is likely to be understood better.6. Suitable for lengthy messages : Lengthy messages loose their authenticity in oral communication. Written communication is thus very suitable for transmitting lengthy messages.7. Aids control : Written communication encourages deliberation, permits editing and review, helps to prevent distortion and consequent mis-understandings. 35
  36. 36. 36Disadvantages/Limitations :1. Time consuming : Written communication is not suitable when the message is to be sent immediately. It is time consuming event which requires time in not only sending it but also in putting the message in writing.2. Rigid : Written communication is rigid and lacks flexibility. The doubts and queries cannot be clarified immediately.3. Costly : Written communication is a bit more expensive than oral communication. It costs a lot in terms of stationery, postage and typing costs.4. Lack of secrecy : It is difficult to maintain secrecy in written communication. 36
  37. 37. 375. Delayed feedback : Written communication is mostly handicapped by its inability to get immediate feedback. The sender of the message is not able to judge the response of the receiver from his facial expression.6. Increases the workload : Written communication creates mountains of paper cluttered around the premises of the organisation. The staff has a tough time in managing it very often valuable papers are lost. Therefore staff/managers have to be extra careful about the papers. 37
  38. 38. 38Advantages :1. Para language aids the verbal communication. Verbal communication is incomplete without para- language.2. One can very easily judge the speakers background both educational and cultural from the way he speaks.3. Para language also indicates the speakers position in the hierarchical structure of the organisation.4. Para language is also helpful in dealing with a particular person.5. Para language is not rigid and one can improve it by observing and listening the good speakers. 38
  39. 39. 39Disadvantages1. Para language cannot be fully relied upon as it is only a like language.2. Listener has to be open minded otherwise the para language may prejudice him.3. Para language can thus be misleading or misguiding.4. It requires extra care to get the exact content of the language.5. Due to speakers belonging to different speech community it is difficult to achieve uniformity. 39
  40. 40. 40Time Language is another type of non verbalcommunication. Under it people communicate with eachother in terms of time by showing them in a sophisticatedway, the worth of time. Time pervades our thinking anddominates our communication. All communication is meantto be suitably timed. Time management is now one of themost important part of overall management. 40
  41. 41. State the major limitations of Paralanguage. 41 (3 marks)Answer :Limitation of para language1. Para language cannot be fully relied upon as it is only a like language.2. Listener has to be open minded otherwise the para language may prejudice him.3. Para language can thus be misleading or misguiding.4. It requires extra care to get the exact content of the language.5. Due to speakers belonging to different speech community it is difficult to achieve uniformity
  42. 42. 42"Communication in an organization is a multidirectional". Discuss thestatement by explaining briefly the different types of channels ofcommunication based on directions of communication. (7 marks)Answer :Yes, it is true that communication in an organisation is multidirectional ormultidimensional. There a various directions in which it flows. It usually takesthe form of the pyramid. On the basis of direction, communication may be offour types :—1. Downward Communication : Communication that flows from the top level of the organisation to the bottom level along with the scalar chain are known as downward communication. Example for such type of communication are orders, instructions, rules, policies, programmes and directives etc. It specifies the extent of the subordinates authority and their responsibility.
  43. 43. 432. Upward Communication : Upward communication is just the opposite of downward communication. In this communication system, the message is transmitted from the bottom of the organisation upwards to the top of the organisation through the middle managers along with the line. Usually this includes workers grievances, suggestions and reactions. This communication system was not appreciated by the superiors. But it has assured importance in modern times and is considered to be a main source of motivating employees.3. Horizontal Communication : The flow of information between departments or people of equal level in an organisational structure may be termed as horizontal or lateral communication. The two departments may be under the same superior or may have different heads. Such communication may be written or oral. The main object of lateral communication is to co-ordinate the efforts of different departments or persons.
  44. 44. 444. Diagonal Communication : Diagonal Communication is between people who are neither in the same department nor on the same level of organisational structure. It cuts across departmental lines. It generally takes place when members cannot communicate effectively through other channels. These upward, downward, horizontal or diagonal communication may be oral, written, formal, informal or even gestural. 44
  45. 45. BARRIERS TO COMMUNICATION 451. NOISE Any barrier Physical noise / machine / aircraft / TV Poor lighting / Poor telephone connections / microphone / adverse weather2. Lack of planning – Lack of preparing3. Semantic Barrier – Systematic study of meaning / sender and receiver attach diff. meaning “Take it” “Burn it”4. Cultural Barriers - a. Welcoming b. Surname / first name c. ya / yes sir d. Mr. Mrs. e. North America5. Wrong Assumptions. - Visit to a factory 45
  46. 46. 46 6. Emotions – Anger Upset Sad Happy Coming late7. Filtering – Manipulate – to the favour receiver8. Information overload SBI CARD Reader’s Digest Times of India insertions9. Poor Retention People forget messages reaching them at each level 30% of message is lost10. Poor Listening11. Goal Conflict Dept & sub dept / MT Com vs MT Science12. Offensive style use persuasive style 46
  47. 47. 4713. Long chain of Command Army general to soldier14. Closed mind 47
  48. 48. What are the socio-psychological barriers to communication? 48 (5 marks)Answer :Communication to be effective should be free of barriers which obstructthe free flow of communication. Social and psychological factors are themost difficult barriers to communication. These consist of the following:1. Attitude and opinions : The personal attitude and opinions of the receiver often interfere with communication. If the message is consistent with the receivers attitude and opinion they receive it favourably. When the message is inconsistent with the receivers attitude and opinions, they are not likely to be received favourably.2. Emotions : Emotions like fear. anger, worry, nervousness block the mind. It also blurs the thinking power and one fails to organise the message properly. When the message is not organised properly it cannot be conveyed effectively.
  49. 49. 493. Status difference : Status consciousness is a very serious barrier. Subordinates fail to communicate to with their superiors because either they are too conscious of their low status or too afraid of being snubbed off. Similarly many executives keep distance from their subordinates thinking it too degrading to consult them.4. In attention : In attention arises due to mental preoccupations or distractions. These causes barriers to communication.5. Closed mind : A person with closed mind is not willing to listen and is not prepared to reconsider his opinion. As such it is very difficult to communicate with such person.6. Distrust : Distrust after fails to deliver the right message. When the receiver is biased or hostile towards the sender the message is either ignored or misinterpreted.
  50. 50. 507. Poor retention : Successive transmission of the message are decreasingly accurate. In the process of transmission a part of the message is lost at every stage. This is because of poor retention on the part of the receiver. Thus incomplete message is conveyed.8. Premature evaluation : Premature evaluation prevents effective communication. Some people form a judgement even before receiving the complete message. And once judgement is already formed the mind is closed to the rest of the message.
  51. 51. 5190% of the problems in any organisation are caused by ineffectivecommunication. How ? (Give any five reasons) (5 marks)Answer :It is very true that 90% of the problems in any organisation are caused byineffective communication. It is evident from the following:1. Unclear message : When the sender is not sure of what he wants to communicate, why he wants to do it, to whom he wants to communicate, his message can never be clear. This is more because a clear message can never be sent from unclear mind.. An unclear massage is likely to be decoded in different ways giving different meanings.2. Incomplete message : Incomplete messages keep the receiver guessing. This creates misunderstanding and often delays action.3. Incorrect message : When incorrect message is communicated, wrong decisions are taken in light of incorrect message.
  52. 52. 524. Absence of attention : Both the receiver and sender has to pay their full attention. Lack of attention leads to distortion of message giving out a different meaning.5. Noise : Ineffective communication also results from noise. Noise acts as a major barrier to communication. Noise distracts the persons and incorrect message is conveyed.
  53. 53. PARTS OF BUSINESS LETTER 531 Head Address2 Reference No.3 Date4. Inside address5. Attention line 53
  54. 54. 546. Salutation7. Subject / Caption line8. Body9. Complimentary close10. Signature 54
  55. 55. 5511 Enclosure12 Post script13 Initials14. Carbon copy noting 55
  56. 56. LAYOUT OF LETTERS 56Full Block Modified Block Indented form Hanging form (All left) (Date) (UK / India) USA Right____ ____ _____ ____ ____ _____ ________ ____ ________ ________ ____ ___ _________________ ____ _________________ ____ ________________________________________ ________________________ ________________________________________________ ________________________ ________________________________________________ ________________________ ________________________________________________ ________________________ ________________________________________________ ________________________ ________________________________________________ ________________________ ________________________________________________ ________________________ ________________________________________________ ________________________ ____________________________ ____ ____ ________ ____ ____ ________ ____ ____ 56
  57. 57. CHAPTER 14 57 INTERPERSONAL COMMUNICATION1. It is the passive communication skill which makes people around you feel good2. It conveys respect for other person3. It is important during a conflict4. It focuses on solutions for solving problem 57
  58. 58. 585. It does not impose solutions6. It reflects honesty and integrity7. It demonstrates equality8. It reflects communicators open mindedness9. Communicator shows concern for the other party 58
  59. 59. 59 Principles Interpersonal Communication1. Few participants are involved2. Close physical proximity3. Immediate feed-back4. It is irreversible -(Bullet/words out of month)5. It is contextual Relation Situational Environmental Cultural Context Context Context Context(Reaction to Class room Furniture Rude each other) Board room Locations Mild Temperature Politeness Time Trustworthiness Season 59
  60. 60. Functions of Interpersonal Communication 60 1. Gain Information about others How they think We know them better 2. Build understanding Content message – meaning Relationship message – how it is send 3. Establish identity Image we present to Others Based on our relationship 4. Interpersonal NeedsPeople feel to be included in group – groups provide outlet to express.Some people don’t want to be leaders. For them groups provide controlover the aspects of their lives. 60
  61. 61. 61 ACTIVE LISTENING1. Hearing and Listening a. Sensing b. Filtering c. Remembering 61
  62. 62. Guidelines for active listening 621. Stop Talking2. Put the talker at ease3. Show the talker, you want to listen4. Remove distraction5. Be patient6. Hold your Temper7. Go easy on arguments / criticisms8. Show an open mind9. Empathize10. Ask questions 62
  63. 63. CRITICAL THINKING – (CT) 63 1. Questioning every aspect of our thinking process 2. It is known as Socratic questioning 3. Critical thinking is the skilful use of 1. Experience 1. Decisions FOR 2. Information 2. Actions GUIDINGUSE OF 3. Observation 3. Beliefs 4. Reasoning 63
  64. 64. 64What is Critical Thinking ?The use of Experience , Information , Observation, andReasoning for Guiding Decisions, Actions and Beliefs. 64
  65. 65. 654. C.T. means questioning Every step in your thinking process such as a. Have you tested your assumptions ? b. Is your reasoning sound ? c. Are you sure that your judgment is unbiased? d. Is the thinking process logical ? e. Is the thinking process complete ?5. C.T. helps you take good judgements / ethics6. C.T. leads to success and wisdom 65
  66. 66. For C.T., we need to develop skills to 66 a. Analyze cause and effect b. Classify sequence c. Compare and contrast d. Infer (external logic to solutions) e. E valuate f. Observe g. Predict h. Rationalize i. Prioritize j. Summarize 66
  67. 67. QUALITIES OF A CRITICAL THINKER 67 Open Well Experimental Contextual True conclusionsMinded informed(Be open (all fronts) (“what if”) (Relevant) (fact)to others) 67
  68. 68. 68 EMOTIONAL INTELLIGENCE (E.I.)1. Everyday emotions affect our lives influence and our decisions2. E.I. refers to the capacity to recognize ones own feelings vis-à-vis those of others3. E.I. helps to motivate our self and manage the emotions in oneself and manage as well as in our relationships.4. E.I. or E.Q. is different from I.Q.5. I.Q. measures cognitive capabilities which E.Q. measures non cognitive capabilities.6. E.Q. is complimentary to academic intelligence 68
  69. 69. 697. E.Q. protect our health from Toxic emotions8. May people with high IQ, but lower EQ end up working for people who have lower IQ but higher EQ.9. Future belongs to those who have relationship skills10. Everyone acquires a set of emotions by birth. E.g. Self awareness / Self Discipline / Sympathy But they can be structured and strengthened through out our adulthood.11. Therefore, all leading organizations put lot of stress on nurturing and sharpening the EQ of their people. 69
  70. 70. COMPETENCIES OF EQ 70Personal Competence Social CompetenceSelf awareness Social awareness Relationship management 70
  71. 71. 71 CHAPTER 15 GROUP DYNAMICS 1. Group is a collection of people 2. Not a Random collection 3. Different from crowd GROUP DYNAMICSDynamic is a Greek word which means “force”. So group Dynamics should mean“forces” operating within a group such as1. Internal nature of the group2. Formation of those groups3. Structure & processes4. The way group affects individuals5. The way group affects other groups 71
  72. 72. 72In other words, “Group Dynamic is continuously changing and adjusting relationshipsamong group members”.Like individuals, groups also have their personality. Characteristics of group personality : 1. Spirit of conformity 2. Respect for group values 3. Resistance to change 4. Group prejudice 5. Collective power 72
  73. 73. GROUPTHINK 731. It is the weakness of “Decision Making” of the group2. Group members look for consensus and conformity3. When it is extended / stretched too for, it leads to “group think”.4. Free ideas become causality.5. The overwhelming desire of the members to arrive at unanimity leads to “Group think”.6. Due to group think, group members fail to explore alternative solutions.7. This is because the group wants to present a “unified or cohesive” image to outsiders. 73
  74. 74. 74 HOW TO REDUCE GROUPTHINK? Open Divide into Group members Conduct a Developdiscussions sub discuss with special diverse groups trusted meetings for ideas outsiders misgivings opinions & seemed arguments guessing etc. are aired 74
  75. 75. 75 NEGOTIATIONS / BARGAININGWin - loss Lose - win Compromise Win - win Lose - lose Lose - lose 75
  76. 76. PROCESS / STEPS FOR NEGOTIATION 76Step 1 PREPARING Expect unforeseen situationsStep 2 ARGUING Build a case based on logic & StrengthStep 3 SIGNALLING Aware of dead lockStep 4 PROPOSING Propose solutionsStep 5 PACKAGING Consider all proposalsStep 6 BARGAINING what we can exchange for consensusStep 7 CLOSING make final decisionStep 8 AGREEING Seal it & Sign Both side happy Shake hands Good bye 76
  77. 77. CHAPTER 16 77 ETHICS IN COMMUNICATION1. Meaning of “ethos” & ethics2. In the field of communication ethics deal with “Right & wrong”, “Fair & unfair” in communication3. Ethical communication includes : (a) All relevant information (b) True in all respect (c) Accuracy & sincerity (d) Not hiding negative news 77
  78. 78. 78(e) Portray graphic data fairly(f) Honest with employees, clients, suppliers, shareholders and public(g) Acting in good faith(h) Uphold organizational values(i) Part of social Responsibility 78
  79. 79. ETHICAL DILEMMAS IN COMMUNICATION 791. Secrecy : When & (a) Honorable and Acceptable When not? (b) Dishonorable and inacceptable2. Needless whistle – blowing An employee goes public with information about corporate abuses / negligence is known as whistle – blower Community has Corporations have Greed, jealousy & a right to know a legitimate right to Revenge motivate about corporate expect employee – some whistle - – practices loyalty blowers 79
  80. 80. 803. Leaks (Anonymous whistle – blowing) (good + Bad)4. Rumours / gossips (Events / persons)5. Lying6. Euphemisms use of a less offensive expression (Dilemma – good / bad) “Died” “Bribe” “Stealing” “Passed away” “Consideration Fee” “Borrowing ” 80
  81. 81. 81Guidelines to handle ethical Dilemma is communication Legal consideration Moral ConsiderationIf there is a law, there 1. Maintain candouris no dilemma (Truth, Honest, Trust) 2. Accuracy 3. Avoid deception 4. Keep confidence 5. Timeliness 6. Confront in ethical behavior 81
  82. 82. 82 CHAPTER 17 COMMUNICATING CORPORATE CULTURE / CHANGEWhat is culture?Culture is the way we live & think. It is the collection ofattitudes, beliefs and values that sustain and direct our lives ourperception is shaped by our culture.What is corporate culture?Like individuals, corporates also have culture.“It is the personality of an organization”Values, beliefs and corporate ethics determine corporate culture.The appropriateness of all actions are governed by corporateculture. 82
  83. 83. ELEMENTS OF CORPORATE CULTURE 831. The Paradigm - Vision / Mission / Values2. Origination Structure3. Power structure - (DM centers)4. Control system5. Symbols - Co. logo / symbols6. Rituals & Routines7. Stories & Myths (Founders) TATA Steel Ltd. 83
  84. 84. Organizational Change : 84 Means change inMission New Technology Merger collaboration TQM BPR 6 sigmas Why people resist to change Loss at From a Uncertainty personal level status quo principle Security why change? what to expect Friends Status quo fine People don’t know Contacts change more Money harmful Freedom objectionable Pride way of change Responsibility negative attitude Authority towards change Good working Challenge to authority Conditions / status More confusion 84
  85. 85. REASONS FOR ACCEPTING CHANGE 85 Personal Gain Other factors More security New challenge More Money Respect the source More Authority Liked how it was More Status communicated More Pride Reduce Boredown Better wo : Conditions Better future Self-satisfaction perception that Less time & effort change is neededCOMMUNICATION AND CHANGE – APPROACHES (How to overcome resistance?)Communication Education Involvement 85
  86. 86. 86 How to change? design a communication system for change What to To whom to When to How to communicate ? communicate ? communicate ? communicate ? Maximum To all who are As early as possible Oral information of directly & indirectly – Before, during and grapevine exists affected & involved after implementationconfuse convey your No one should be of change own feelings / left out concerns / Writtenemployees feel that you are a part of 1. Quick feedback 1. Record is needed them 2. Cool down emotions 2. Message is complex 3. Express drafts 3. Requires repeated 4. Message is reading confidential 4. Copies to be circulated 5. Message is personal 5. Stepwise procedure is 6. Personalities needed required 7. Discussion is needed 86
  87. 87. INNOVATION 871. Doing new things or existing things in different ways.2. Different from invention – identifying something unknown is invention doing new things for different ways is innovation.3. Barriers to innovation : (a) Highly structured organization (b) Group thinking (c) Authorization style (d) Too many rules & regulations (e) Lack of Research (f) Short Term focus (g) Over consultation 87
  88. 88. 88HOW TO BUILD AN INNOVATIVE ORGANIZATION?1. Acceptability2. Reward – Recognition3. Boost innovation4. Sound information system5. Faster informal communication6. Bureaucracy Vs. Chaos 88
  89. 89. 89 CHAPTER 18 (1) COMMUNICATION INBUSINESS ENVIORNMENT (Drafting of Documents) 89
  90. 90. 90Draft a Specimen of Notice of a Board Meeting along with Agenda of the First Board Meeting. 90
  91. 91. Specimen of Notice of Board Meeting 91 Notice of the Board Meeting ABC Ltd. (Regd. Office __________)To, (Director)Dear Sir / Madam,This is to inform you that the first meeting of the Board of directors will be held at theRegistered Office of the company on 5th September, 2011 at 3.00 p.m. to transact thebusiness as per the enclosed agenda.You are requested to please attend the meeting. Yours faithfully, By order of the Board,Encl. – AgendaPlace ………………..Date ………………… Secretary. 91
  92. 92. Agenda of First Board Meeting 92 (Specimen) Agenda1. To elect the chairman of the meeting.2. To produce the Certificate of Incorporation, the Memorandum and the Articles of Association.3. To Appoint Managing Director.4. To Appoint Secretary.5. To Appoint Auditors.6. To Appoint Bankers and to open Bank A/c.7.To adopt company’s seal.8. To fix quorum for the Board’s meeting.9. To discuss any other business with the permission of the Chair. 92
  93. 93. 93Draft an Agenda of a Subsequent Board Meeting of Board of Directors OR Routine BOD MeetingAns. Agenda of the Subsequent Board Meeting Agenda1.To read and approve the minutes of the last Board meeting.2.To consider application for transfer of shares.3.To consider letter of resignation of the Manager of Kanpur Branch.4.To consider trading returns for the quarter ended ….. 20 …...5.To consider any other business with the permission of the Chair. 93
  94. 94. Draft Notice Convening Statutory Meeting 94 MT Educare Ltd. Regd. Office D.D. Road Mulund Mumbai 400 080To,The Members Notice Convening Statutory Meeting U/S 165Notice is hereby given that the Statutory Meeting of the members of the company willbe held on Monday, the 25th of November 2011 at 10 am at KalidasHall, Mulund, Mumbai 400080. 94
  95. 95. Agenda 95To consider and pass the Statutory Report.To discuss the progress made by the Company since in corporation.To produce the list of Members U/s 165(6)To discuss any other matter with the permission of the chair.Place : Mumbai By order of the board, Sd/-Dated : 1st November 2011 Secretary 95
  96. 96. NOTES 96A member entitled to attend the meeting is also entitled to appoint a proxy to attend avote on his / her behalf.Proxy may or may not be a member.Proxy duly stamped and signed should reach the Register Office of the Company atleast 48 hours before the time of the meeting. 96
  97. 97. Notice of extra ordinary General Meeting 97Notes : Other contents, remaining the same, only agenda is drafted here. Agenda1. To consider and pass the special resolution for alteration of Articles of Association dealing with quorum for Board Meeting.2. To change the name of the Company from “Mahesh Tutorials Ltd ” to MTEducare Ltd.3. To discuss matters relating to the expansion activities of the Company and to finalise the issue of GDR / ADR for financing expansion.4. To discuss any other matter with the permission of the chair.NOTES1.About Proxy2.Explanatory statements for items 1, 2 and 3 U/s 173 97
  99. 99. 99 1. Specimen minutes of the first Board meeting (Tabular from) JAIPUR INTERNATIONAL TRADERS LIMITED MinutesOf the first meeting of the Board of Directors held on Wednesday, the 13th July 2011,at 3 p.m. at the Registered Office the Company at 20, Kalbadevi Road, Mumbai.Present :Shri H.S. Rawat (In the chair)Shri M.K. Daftari (Director)Shri T. K. Yadav (Director)Shri M.S. Solani (Secretary)M/s H.L. Desai & Compnay Auditors 99
  100. 100. 100 No. ofMinutes Subject of Minutes Details of Minutes1. Chairman of Meeting Shri H.S. Rawat was unanimously elected Chairman of the meeting.2. Chairman of Company Resolved : “That Shri H.S. Rawat be, and he is hereby appointed Chairman of the Board and of the Company.”3. Incorporation and Shri Sanjay Jain, the Solicitor of the Company, appointment of produced Certificate of 30th June 19.., and Incorporation dated reported that all the directors present had signed usual acceptance of office. 100
  101. 101. 101 No. of Subject of Minutes Details of MinutesMinutes4. Appointment of Resolved : “That Shri M.S. Solani, be and he is Secretary hereby appointed Secretary of the Company at a salary of Rs.8,500 per month, the appointment to be terminable on three months’ notice on either, side and that an agreement embodying these and other terms applicable to Company’s officers be drawn up accordingly.5. Appointment of Resolved : “That Messrs. Sanjay and Company, Solicitors Solicitors, Kalbadevi Road, Mumbai, be and they are hereby appointed Solicitors of the Company.6. Appointment of Resolved : “That the Punjab National Bank, Bankers Kalbadevi Road, Mumbai, branch, be and they are hereby appointed bankers to the Company and that the Secretary be and he is hereby authorised to open an account with the said bank.” 101
  102. 102. 102 No. ofMinutes Subject of Minutes Details of Minutes7. Seal Shri Surinder Kumar Khanna, Secretary, produced designs and estimates for the common seal of the Company.8. Next meeting The next meeting of the board was fixed to be held on Wednesday, the 27th July, 19.. at 4 p.m. Place : Mumbai Sd/- Sd/- Dated : July 2011. M.S. Solani H.S. Rawat Secretary Chairman 102
  103. 103. 103 2. Minutes of a subsequent Board meeting (Tabular form) REDDY AND JAGDALE LIMITED MinutesOf the Board Meeting held at the registered office of the Company at 12,Bazar Road, Nasik on 20th October 2011, at 4 p.m.Present :Shri. K.D. Reddy (in the Chair)Shri. M.C. ReddyShri. P.L. JagdaleShri. B.K. ReddyIn attendance: Shri. S. K. Das Gupta, Secretary 103
  104. 104. No. of Subject of Minutes Details of Minutes 104Minutes21. Minutes of the previous The minutes of the previous Board meeting held on Meeting October 15, 19 .. were read out by the Secretary and confirmed by the meeting.22. Share transfers Resolved : “That a committees consisting of Shri P.L. Jagdale and Shri B.K. Reddy, directors be and is hereby appointed for the purpose of share transfers and transmissions in terms of the Articles of Association of the Company.23. Export of Indian Resolved : “That a Committee consisting of Shri M.C. Handicrafts Reddy and Shri P.L. Jagdale, Directors and Shri S.K. Das Gupta, Secretary be and is hereby appointed for exporting Indian handicrafts to the States and other western Countries.”25. Next meeting The next meeting of the Board was fixed for 27th October 19.. at 3 p.m. at the Registered office of the Company Place : Mumbai Sd/- Sd/- Dated : October 2011 S. K. Das Gupta K. D. Reddy Secretary Chairman 104
  105. 105. 3. Specimen minutes of the statutory meeting 105 S.M. MAHADEVAN AND COMPANY LIMITED Registered Office ---Minutes of the statutory meeting of the Company held at the Registered office of theCompany on Monday, the 11th April, 19.. at 2 p.m.Present : Shri M.K. Dastoor (in the Chair) Shri G.K. Munim (Director) Shri S.M. Patel (Director) Shri P.L. Sampat (Director) Prof. K.S. Nair (Secretary) M/s Shah & Company (Chartered Accountants)And 40 shareholders as per list attached 105
  106. 106. 106In attendance :Shri R.S. Daruwala, SecretaryShri M.A. Hashmat, Solicitor1. Notice of the meeting The Secretary read the Notice dated 10th March 19.. convening the meeting.2. Chairman’s Remarks The Chairman reported that the meeting was convened in compliance with Section 165 of the Companies Act, 1956.3. List of Shareholders The Chairman told the members that a list of the shareholders had been put on the notice board of the Company and was open to inspection during the course of the meeting. 106
  107. 107. 1074. Statutory report and Chairman’s address The Statutory report was then taken up. The Chairman reviewed the activities of the Company since its incorporation and referred to its financial position and business prospects. He also invited discussion and questions on the Report which were satisfactorily answered.5. Adoption of Report It was when moved that the Statutory Report as presented be approved. Accordingly, it was unanimously Resolved : “That the Statutory Report be and is hereby approved.”6. Vote of Thanks K.S. Nair, the secretary of the company proposed a vote of thanks to the chair and the meeting terminated. Sd/- Sd/-Place : Mumbai R.S. Daruwala M.K. DastoorDated : 19th April 2011 Secretary Chairman 107
  108. 108. 108 4.Specimen minutes of an Annual General Meeting. BANGLORE CHEMICALS LIMITED MinutesOf the Fourteenth Annual general Meeting of the Company held at the RegisteredOffice on Saturday, the 15th October 19.. at 4 p.m. Present : Shri Ajit Haldar (in the Chair) Shri Topas Majumdar (Director) Shri G.M. Thakur (Director) Shri Vinayak Deshpande (Director) Shri Mohan Chandan (Director) 108
  109. 109. 109In attendance : Shri Rakesh Dayal, Secretary Shri A.K. Pradhan, Solicitor And 125 shareholders, whose names are given in the attached list.1. Notice of the meeting and the Auditors report The Secretary read the notice convening the meeting and the Report of the Auditors of the accounts.2. Directors Report and Accounts The Chairman suggested that the Directors’ report and the Accounts issued therewith be taken as read. In his address, he referred to the all round progress made by the Company. He outlined the diversification projects of the Company and expressed the hope that the Company would continue to de satisfactory business during the period to follow. He moved “That the Directors’ report and Accounts as audited by the Company Auditors now before the Meeting be and are hereby approved and adopted.” 109
  110. 110. 1103. Dividend The following resolution was passed “That a dividend of Rs. 15 per equity share, subjected to income tax as recommended by the Directors be and is hereby approved and the said dividend be paid to the Shareholders whose names stood on the books of the Company as on 6th December, 19..4. Election of Directors Resolved : “That Shri Vinayak Deshpande, the retiring director of the Company being eligible for re-election be and is hereby elected director of the Company.” This resolution was unanimously adopted. Resolved: “That Shri M.S. Lamba, the retiring director of the Company, being eligible for re-election be and is hereby elected director of the Company.” This resolution was also unanimously adopted. 110
  111. 111. 1115. Appointment of Auditors Resolved : “That Messrs. Suneja and Pradhan, the retiring auditors be re-appointed as auditors of the Company from the conclusion of this meeting until the conclusion of the next Annual General Meeting at a fee of Rs. 10,000 p.a.6. Vote of Thanks The meeting terminated with a cordial vote of thanks to the Chairman. Sd/- Sd/-Place : Mumbai Rakesh Daya Ajit HaldarDated : 19th October 2011 Secretary Chairman 111
  112. 112. ANOTHER 112 SPECIMEN OF MINUTES OF ANNUAL GENERAL MEETING DIAMOND INDIA LIMITED Regd. Office : 777, S. V. Road, Mumbai – 400 092.MINUTES of the 25th Annual General Meeting held on Feb. 26, 2007, at the RegisteredOffice of the Company, 777, S. V. Road, Mumbai – 400 092, at 5 p.m.Present : Brijesh Patel Chairman Madan Lal Director Chetan Chauhan Director Farooq Engineer Director Ajit Wadekar Director Ashok Mankad Director With 99 Shareholders (List attached) 112
  113. 113. In attendance : Sandeep Patil Secretary 113 Bishen S. Bedi Auditor Kirti Azad SolicitorSr.No. Subject of Minutes Details of Minutes 1. Notices of Meeting : The Secretary Shri Sandeep Patil read the notice convening the meeting dated January 25, 2007 2. Directors’ Report and With the permission of the members, the Directors Annual Accounts : Report and the Annual Accounts as printed & circulated were taken as read. It was resolved that annual accounts for the year ending December 31, 2006 as audited and certified by the Company’s Auditor Shri Bishen Singh Bedi, be received and adopted. 3. Auditor’s Report : Shri Bishen Singh Bedi, Auditors of the Company read the auditor’s report on the Annual Accounts and the Balance Sheet. It was resolved that the auditor’s report, be received and adopted. 113
  114. 114. 114Sr.No. Subject of Minutes Details of Minutes4. Chairman’s Speech : The Chairman Shri Brijesh Patel made a brief review of the present performance and future prospects of the Company. He invited & answered questions from the members to the satisfaction of all those members who were present at the meeting.5. Declaration of Dividend : The dividend recommended by the Board of Directors at the rate of 50% on Equity Shares of the Company was approved by the member. Necessary resolution in this respect was passed. “RESOLVED” that the dividend recommended by the Board of Directors for the year ended December 31, 2006 at the rate of 50%, be and is hereby approved.”6. Re-appointment of Director “RESOLVED that Shri Madan Lal, Director of the Company, : retiring by rotation and being eligible for re-election, be and he is hereby re-elected as Directors of the Company for another term”.7. Appointment of Director : “RESOLVED that Shri Roger Binny, be and he is hereby appointed as Director of the Company in place of Shri Ajit Wadekar, whose term of Office expired this year. 114
  115. 115. 115Sr.No. Subject of Minutes Details of Minutes8. Special Business : The Board’s proposal for the expansion and modernization of the plant located at Andheri, Mumbai, is approved by the members present at the meeting.9. Appointment of Auditor : Resolved that Shri Bishen Singh Bedi, Auditor of the Company, be and he is hereby reappointed auditor for the year 2007 and that his remuneration be fixed at Rs. 40,000 per annum.10. Vote of Thanks : Shri Farooq Engineer proposed the vote of thanks to the Chair and the Chairman declared the meeting as closed.Place : Mumbai Sandip Patil Brijesh PatelDate : March 8, 2007 SECRETARY CHAIRMAN 115
  116. 116. SPECIMEN MINUTES OF EXTRAORDINARY GENERAL MEETING116 SYNDICATE INDIA LIMITED Regd. Office : 55, Abade Faria Road, Margao Goa 403 601MINUTES of the Extraordinary General Meeting held at the Registered Office of theCompany, 55, Abade Faria Road, Margao Goa, on March 5, 2007, at 5 p.m.Present : Shakespeare Chairman Jeanette Rebello Director Socrates Dias Director Farooq Engineer Director Ajit Wadekar Director Ashok Mankad Director With 55 Shareholders (List attached) 116
  117. 117. 117In attendance : Verus D’Sa Secretary Desmond D’Costa Solicitor Glen Furtado Auditor1. Notice of the Meeting : The Secretary Shri Verus D’Sa read the notice dated February 5, 2007, convening the meeting.2. Removal of Director : Shri Kennedy Rodrigues, Director of the Company to be removed from the Board of Directors for his anti-company activities. Shri Kennedy Rodrigues was to be intimated of the decision by the Secretary.“RESOLVED that Shri Kennedy Rodrigues, be and he is hereby removed from the Officeof Directorship with immediate effect.”3. Approval of Rights Issue : The proposed rights issue of 1,00,000 Equity Shares of Rs. 10 each at a premium of Rs. 60 to the existing shareholders in the proportion of one share for every two shares held, was approved by the members present at the meeting. 117
  118. 118. 118Resolved that the Company to proceed with the rights issue of 1,00,000 Equity Sharesof Rs. 10 each at a premium of Rs. 60 to the existing shareholders in the proportion ofone share for every two shares held, to finance the proposed expansion andmodernization of the plant located at Arlem, Salcete – Goa.4. Vote of Thanks : Ms. Priya D’Costa proposed a vote of thanks to the Chair and the Chairman declared the meeting as closed.Place : Goa V. D’sa S. ColacoDate : March 8, 2007 SECRETARY CHAIRMAN 118
  119. 119. ANOTHER SIMPLE ANNUAL / DIRECTORS REPORT 119ANNUAL REPORT (DIRECTORS’ REPORT) OF A COMPANY HIGHLAND INDIA LIMITED 201, Excel Road, Mumbai – 400 001 DIRECTORS’ REPORTDear Shareholders,We have pleasure in presenting our 45th Annual Report together with the auditedAccounts of the Company for the year ended December 31, 2009.1.Operations & General :We are glad to report that your Company has recorded further improvement in itsresults during the year. Our group turnover during the year increased to Rs. 500 crore,an increase of 30% over the last year and the gross profit also increased from Rs. 35crore to Rs. 50 crore. The exports increased to Rs. 40 crore, as compared to Rs. 30crore of last year. 119
  120. 120. 1202.Financial Highlights : Figures in lacs Last yr. Current yr. Sales - Profit Before tax - Less : Provision for Tax - Profit After tax - Appropriations : Dividends - Tax on dividend - General reserve - Balance to Profit & Loss A/c - 120
  121. 121. 3.Dividend : 121For the financial year ended December 31, 2009, the Board has recommended adividend of 25% per Equity Share.4.Personnel Relations :Cordial relations were maintained with the employees in all units at all levels. Wethank the Officers, Staff and Workers of the Company for the dedicated work put in bythem. As a matter of fact, an award of excellence in Industrial Relations inMaharashtra State was presented to out Andheri unit by the Finance Minister.5.Directors :Shri K. S. Nair was appointed as Managing Director with effect from November 25,2011. He was earlier the Vice – President (Finance) of our Company.Shri Leena Nair, Jayshree Mohan, Pankaj Mehta retire from the Board by rotation andbeing eligible offer themselves for re-election. 121
  122. 122. 1226.Auditors :Observations made in the Auditors’ Report are self explanatory and do not requirefurther clarification.You are requested to appoint Auditors for the current Financial Year and fix theirremuneration.Mumbai On behalf of the Board,March 5, 2012 Sd/- MAHESH SHETTY Managing Director Sd/- Anish Thakkar Director 122
  123. 123. PRESS RELEASES 1231. All News Papers devote some space for Corporate News.2. The news items printed therein are prepared on the basis of press Releases Handouts supplied by various organisations.3. Press Releases Do not bring any money / gain either to the Company or to the news paper.4. Press Releases helps to boost the image of the Company.5. Every organisation has a PRO – It is the who releases important news.6. Press Releases usually covers : 1. Important top level appointments. 2. Conferences. 3. Visits of VIP 123
  124. 124. 4. Signing contracts 124 5. Commissioning of plant. 6. Launching New Product 7. Getting export order. 8. Entry into Capital Market.7. PRO issues Press Releases to all news papers into a request to publish them.8. News papers / Magazines may / may not publish them.9. Different from Press Report – Prepared by journalists on the basis of Press Releases. It is done by correspondent. 124
  125. 125. 125 Guide Lines for Drafting Press ReleasesPress Releases should be news worthyTrue / Brief / PreciseSimple LanguageEvery Press Release must have a headingMay / may not have sub heading.Accompanied by covering letter. 125
  126. 126.  Suzlon Energy Rises 7% on  Ceat Records Loss of Rs 34 cr 126Wind Farm Sale Buzz E X for Nine MonthsMUMBAI Suzlon Energy shares rose 7% to touch MUMBAI In the story headlined Anant Goenka toan intra-day high of Rs30.25 on media re-ports A take over as Ceats new MD which appeared onthat the companys subsidiary in Brazil has soldwind farms worth $300 million. How-ever, shares M Tuesday, it was mentioned that Ceat posted a loss of z 33.9 crore for the October-December quarter.of the company shed gains to end at Rs29.20. up P The loss is actually for the nine months ended3.4%, after market participants realised that the L December and not for the third quarter. The errororder was a part of an earlier deal and would nothave any financial implica-tions for the company. E is regretted. S HDIL Promoters Pledge  Dunar Foods Raises Rs.124 crShares with IL&FS Trust O from IFC, TVS CapMUMBAI Promoters of realty developer Hous-ing F BANGALORE Dunar Foods, a basmati riceDevelopment & Infrastructure (HDIL) have proc-essing company based in Haryana, haspledged 16.02 crore shares, or 38.24%, of their P raised z124 crore of equity capital from twostake in the in favor of IL&FS Trust Company. In a investors, International Finance Corp. a Worldregulatory filing with the Bombay Stock Exchange R Bank affil-iate, and TVS Capital. "IFC led theon Tuesday, IL&FS disclosed that the developershave created additional pledge for 34.72% stake E round with an investment of i74 crore," said S Surender Gupta, MD of Dunar Foods. For TVSin their favor, taking the total pledged stake to Capital, which put in z50 crore.38.24% of HDILs equity. S R E  lnfosys, UKs Fabric Bag Corrigendum: SBI has no Large GSK Order LPlans to Lend to Kingfisher BANGALORE Infosys and Britains FabricOn February 22, we had claimed that SBI had lent E Worldwide, a provider of digital marketingRs 1,200 crore to Kingfisher Airlines, in-cluding a A technology, have won a large order fromworking capital of z400 crore. How-ever, the story S Glax-oSmithKline to support the pharmawas subsequently denied by the $Ell and its companys global marketing campaigns. Infosyschairman Pratip Chaudhuri. E said. It de-clined to give the specific size of the S order. "I can only say it is a large (order). 126
  127. 127. 127 SPECIMEN PRESS RELEASES THE INSTITUTE OF CHARTERED ACCOUNTANTS OF INDIA PRESS RELEASE Current Examinations RescheduledThe Institute of Chartered Accountants of India (ICAI) has rescheduled the CharteredAccountants Examinations scheduled to be held in May 2010 in view of the Electionsto the Uttar Pradesh Legislative Assembly in the months of April / May 2010.The Chartered Accountants, IPCC, PCC and CA-Final Examinations, scheduled earlier tobe held from 3rd May to 11th May 2010 have now been rescheduled to commence from4th May 2010 and will be held upto 12th May 2010. The revised examination-wise dateschedule is available on the ICAI website 127
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