ORGANIZATION EFFECTIVENESS THROUGH COUNSELLING, LISTENING, ORIENTATION AND FEEDBACK

1. Communication For
Organizational
Effectiveness

2. COMMUNICATION
Sharing of ideas and information between people.

3. EFFECTIVE
COMMUNICATION
Effective communication combines a set of
skills including nonverbal communication,
attentive listening, the ability to manage
stress in the moment, and the capacity to
recognize and understand your own emotions
and those of the person you’re
communicating with.

4. ORGANIZATIONAL
EFFECTIVENESS
ACCORDING TO FREDERICK TAYLOR:-
EFFECTIVENESS IS DETERMINED BY FACTORS SUCH AS:
* PRODUCTION MAXIMIZATION
* COST MINIMISATION
* TECHNOLOGICAL EXCELLENCE

5. ACCORDING TO ELTON MAYO:-
EFFECTIVENESS IS A FUNCTION OF :
* PRODUCTIVITY
* EMPLOYEE SATISFICATION

6. ACCORDING TO HENRI FAYOL:-
EFFECTIVENESS IS A FUNCTION OF :
* CLEAR AUTHORITY
* DISCIPLINE WITHIN AN ORGANIZATION

7. Organizations can be effective or ineffective
in a number of different ways, and these
ways may be relatively independent of one
another.
◦ Productivity
◦ Efficiency
◦ employee absenteeism
◦ Turnover
◦ goal consensus
◦ Conflict
◦ participation in decision making
◦ Stability
◦ communications.

8. COUNSELLING
PROCESS OF PROVIDING HELP AND SUPPORT TO
PEOPLE TO FACE AND SAIL THROUGH DIFFICULT
TIMES IN LIFE.
HELPS PEOPLE TO SEE THINGS FROM A DIFFERENT
VIEWPOINT AND ENCOURAGE THEM TO DRAFT
THEIR ACTION PLAN

10. Process of improving employees performance and
productivity by providing employee with feedback
regarding areas where he is doing well and areas that
may require improvement.
A supportive process by a manager to help an
employee define and work through personal problems
or organizational changes that affect job performance.
Set of Techniques, Skills, Attitudes to help people
manage their own problems using their own
resources.

11. PURPOSE
* To provide an employee with the info, advice
and assistance they need to contribute fully to
the achievement of organization's objectives.
* To improve the performance of employees or
to maintain already existing desirable level of
performance

12. NEED
Keeping pace with dynamic business environment may land people
in stressful and dilemmatic situations
May result in stress, low productivity and drop in performance.
Some indicators of employees requiring counselling:-
- Not able to mobilise his strengths
- Not performing in expected manner
- Acting disobediently
- Not responding to seniors
- Develop negative attitude

13. - Not able to make decisions
- Not able to solve problems
- Lack of team spirit
- Inter personal relations with superiors & subordinates
- Absenteeism and Late Coming
- Slipping Deadlines
- Problems in adjusting to organizational culture
Aim is to wriggle out stressful situation an individual is in
so that he works constructively

14. PROCESS

15. * Schedule the counselling session and notify the employee.
* Get a copy of the employee’s job description and
appropriate counseling checklist & evaluation form.
* Think about how each outcome or critical element of the
employees’ job supports the mission/objectives of the
organization.
* Decide what you consider necessary for success in each
outcome or critical element.
* Make notes to help you with counseling.

16. During The Counselling Session :
* Discuss mission/objectives of organization and how his/her
performance contributes to success of organization.
* Discuss items that require top priority effort (areas of
special emphasis).
* Discuss what tasks and level of performance you expect for
success.
* Discuss competencies needed to perform duties. Ask
employee for ideas about how he/she might perform/
performed assigned duties.

17. * If Manager and the employee have different views, discuss
them until you both are clear on requirements. Even if the
employee disagrees, he/she must understand what is
expected.
* Emphasize the employee’s positive strengths. Give examples
of what excellence performance is to give the employee
specifics to aim for.
* Ask the employee about career goals and training needs.

18. Follow Up:
* Summarize key points of the counseling on relevant form
* Give the employee a copy and keep the original to use for
the next counseling session.

19. BENEFITS
• Reduces turnover
• Improves productivity
• Increases efficiency
• Reduces conflict and preserves self-esteem
• Improves decision-making
• Increases self-knowledge

20. LISTENING
It is one of the most important aspect of effective
communication. It means not just understanding
the words or information being communicate but
also understand how the speaker feels when they
are communicating.

21. Recent Study that shows average time spent by
a personnel on a workplace

22. NEED
• Helps in taking instructions correctly without any errors
• Solve customer’s complaints more effectively
• From 95% of communication, 45% is of listening
• An essential management and leadership skill
• Good listening helps you to take better decisions and make
better policies in organization.
• On the contrary lack of proper listening can lead to
embarrassing situations because of a gap in coordination and
understanding.

23. PROCESS

24. BARRIERS
• Distraction in your mind
• Wandering attention
• Planning a reply
• Lack of interest
• Being self centered
• Avoiding what is difficult
• Excessive note-taking

25. • Emotional blocks
• Looking for every opportunity to interrupt
• Impatience
• External noise and disturbance
• Poor health

26. IMPROVING LISTENING
• Increase your listening span
• Be prepared to listen
• Take time to listen
• Use Thinking-Speaking time difference
• Be Objective
• Listen between the lines
• Listen for ideas as well as facts
• Give your full attention
• Restate the message (Feedback)
• Don't monopolize
• Use of Verbal & Non-verbal cues

27. Role & Importance of listening
while communicating with
• Seniors
• Peers
• Subordinat
• Customers
• Suppliers

28. ORIENTATION
A procedure for providing new employees with basic
background information about the organization.

29. PURPOSE OF ORIENTATION
• Reduce the new employees anxiety.
• Employees feel welcome.
• Provide information.
• Reinforcing a favorable and impression.

30. STAGES IN AN ORIENTATION
General information about the organization
Specific information about the department where
employees is assigened to.
Evaluation and follow - up.

31. AREAS COVERED IN AN
ORIENTATION PROGRAM
• Introduction to others employees
• Expectation for attendance, conduct and appearance
• Condition of employment such as hours, and pay
periods.
• Explanation of job duties, standards and appraisal
criteria

32. • Safety regulations
• A list of names and position that we receive
instruction from.
• Explanation of organization purpose and goals.
• List of employee benefits
• Copies of insurance plans

33. FEEDBACK
Feedback is audience‘s response, which enables you to
evaluate the effectiveness of your message.

35. TYPES OF FEEDBACK

37. EFFECTS OF FEEDBACK
• Feedback makes communication meaningful.
• It sustain the communication process.
• It tells communication is making sense or not.
• It helps to plan what next to be one or say.
• It complete the whole process of communication.

38. IMPORTANCE OF FEEDBACK IN
COMMUNICATION
• Feedback is integral part of communication.
• Proper feedback helps avoid misunderstanding.
• If the audience has interpreted incorrectly there is
chances to correct it.
• Communication has produced the desired effect or
not can be determined by analyzing receiver ‘s
feedback.
• Giving audience a chance to feedback is crucial for
maintaining an open communication climate.

39. WAYS TO IMPROVE FEEDBACK
• Feedback should be job related and specific, not
flattering.
• A manager should not criticize one’s opinion.
• If there is a negative feedback about a person , the
feedback should be said direct to the recipient .
• Feedback should be well timed.

40. THANK YOU