Mis 001 gm-1

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

PRESENTATION
ON
GENERAL MANAGEMENT IN
INDUSTRY
MIS-001 PGDM 1st semester
General 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.

(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.

(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.

 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.

 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.

• 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.

PRESENTATIONPRESENTATION
ONON
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 inA great deal of our time is spent communicating both in
our leisure and at workour leisure and at work
 Not only communication is vital in our everyday life ,itNot only communication is vital in our everyday life ,it
must be good and effectivemust be good and effective
 In safety management , communication is of paramountIn safety management , communication is of paramount
importance because improper or failure in communicationimportance because improper or failure in communication
could result in harm ,injury ,or fatalitycould result in harm ,injury ,or fatality
Importance of communicationImportance of communication

 Management has necessary information forManagement has necessary information for
planning ,controlling ,organizing and directing theplanning ,controlling ,organizing and directing the
activities of organizationactivities of organization
 The activities of different depts can be co-The activities of different depts can be co-
ordinated and all contribute to meeting aims ofordinated and all contribute to meeting aims of
organizationorganization
 Individuals understand what is required of themIndividuals understand what is required of them
and they are integrated into organizationand they are integrated into organization
 Good relationships with all concerned isGood relationships with all concerned is
maintainedmaintained
Importance of communication (cont)Importance of communication (cont)

Methods of communicationMethods of communication
 Communication could be formal or informalCommunication could be formal or informal
 Informal communication is more effective sinceInformal communication is more effective since
it is through network of social relationshipsit is through network of social relationships
which exists in the organization.which exists in the organization.
 Broadly following are 3 methods ofBroadly following are 3 methods of
communicationscommunications
 VerbalVerbal
 WrittenWritten
 visualvisual

Verbal communicationVerbal communication
 Majority of our time is spent inMajority of our time is spent in
communicating verbally. It includescommunicating 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 besince it is direct, misunderstanding can be
quickly clarifiedquickly clarified
 Feedback is immediateFeedback is immediate

 Disadvantages of verbal communicationDisadvantages of verbal communication
 No permanent record availableNo permanent record available
 Information is between to persons onlyInformation is between to persons only
 Large amount of technical information canLarge amount of technical information can
not be communicated.not be communicated.
 Message may be distorted by onwardMessage 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 inIn PSUs , this method is essential in
many situations but it has also its ownmany 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 receiptsInformation can be absorbed at the receipts
own speedown speed

Disadvantages of written communicationDisadvantages of written communication
 May not be cost efficientMay not be cost efficient
 Time consumingTime consuming
 Lack of personal touch could result inLack of personal touch could result in
misinterpretationmisinterpretation
 Feedback is not immediateFeedback is not immediate
 Can’t be quickly modified afterCan’t be quickly modified after
transmissionstransmissions

Visual communicationVisual communication
 Includes following which has limitedIncludes following which has limited
impact but help in presenting technicallyimpact but help in presenting technically
completed statistical informationcompleted statistical information
-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 butIt is 4 to 5 times more effective than verbal but
it has limited useit has limited use
 Common methods of nonverbal communicationCommon 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 beVerbal or written communication could be
made effective by followingmade effective by following
1.1.Use language which can be easilyUse language which can be easily
understood by receptorsunderstood by receptors
2.2.Use simple, direct, commonly usedUse simple, direct, commonly used
wordswords
3.3.Sentences should be grammaticallySentences should be grammatically
correct, short and without spelling mistakescorrect, short and without spelling mistakes

Effective communicationEffective communication (CONTINUED)(CONTINUED)
4.Avoid jargons or slang words or phrases4.Avoid jargons or slang words or phrases
5.Give personalized touch5.Give personalized touch
6.Communication should reflect positive attitude of6.Communication should reflect positive attitude of
communicatorscommunicators
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 oneThe 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 toIt helps to get your ideas across effectively and to
get the desired results in business and personalget the desired results in business and personal
life.life.
 It is a skill one can learn and everybody shouldIt 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 theOne must arouse and hold the interest of the
reader of communication from first word to lastreader of communication from first word to last
and not throw in waste paper basket.and not throw in waste paper basket.

Interesting and effective writingInteresting 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 areThe more concrete and concise these elements are
in a communication, they take less time and liked byin a communication, they take less time and liked by
reader.reader.

Interesting and effective writingInteresting and effective writing
 Reader does not have time to go through the longReader does not have time to go through the long
letters and hence it should contain only essentialsletters 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 threeAs a general rule ,one can organize a letter into three
parts—parts—
 Tell why you are writingTell why you are writing
 Give important factsGive important facts
 Describe what you would like the recipient to doDescribe what you would like the recipient to do

Interesting and effective writingInteresting and effective writing (Continued)(Continued)
 Keep language lively – focus on keepingKeep 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 therelease was not accepted by the
president.president.
Better :- president refused to free theBetter :- president refused to free the
prisoner.prisoner.

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

ClarityClarity
 The following will make letter easilyThe following will make letter easily
and clearly understood.and clearly understood.
-Keep paragraph short. Frequent-Keep paragraph short. Frequent
paragraphs break up solid/ heavy lookparagraphs break up solid/ heavy look
of letter.of letter.
-Keep sentences short-Keep sentences short
-Keep word short-Keep word short

CLARITYCLARITY (Continued)(Continued)
 Avoid round about words and useAvoid round about words and use
simple word as given in the next slidesimple word as given in the next slide
in the table:-in the table:-

Clarity (Continued)
Word Instead of
For On behalf of
About With regard to
In In the matter of
During In the time of
To 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 of
About In the connection with
About In regard to
For For the purpose of

Positive attitudePositive attitude
 A study of Harvard University found that aA study of Harvard University found that a
person gets job or a promotion 85% of theperson gets job or a promotion 85% of the
time it is because of his attitude and onlytime it is because of his attitude and only
15% of the time because15% of the time because ofof intelligence,intelligence,
knowledge & performance.knowledge & performance.
 Thus positive attitude is the most importantThus positive attitude is the most important
and applies to every sphere of life personaland applies to every sphere of life personal
as well as professionalas well as professional
 No one can be a good executive withoutNo one can be a good executive without
positive attitude.positive attitude.

Positive attitudePositive attitude (continued)(continued)
 Our attitude determines how we look at aOur attitude determines how we look at a
setbacksetback
 To a positive thinker, attitude can be a steppingTo a positive thinker, attitude can be a stepping
stone to successstone to success
 To a negative thinker, it can be stumbling blockTo a negative thinker, it can be stumbling block
 To a positive thinker, every problem comes withTo 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 moreWhy 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 valuableThey do so investing in their most valuable
asset- peopleasset- people
 The change in people’s attitude is the mostThe change in people’s attitude is the most
vital for any organization to increasevital for any organization to increase
productivity and profitability.productivity and profitability.

How to recognize people with positive attitudeHow to recognize people with positive attitude
 People with positive attitude have a certainPeople with positive attitude have a certain
personality traits that are easy to recognize.personality traits that are easy to recognize.
They areThey are
 CaringCaring
 ConfidentConfident
 PatientPatient
 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 lifeIncreases 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 teamworkFoster teamwork
 Solves problemsSolves problems
 Improves qualityImproves quality
 makes cordial and peaceful atmospheremakes cordial and peaceful atmosphere
 Breeds loyaltyBreeds loyalty
 Develop interpersonal relationship withDevelop 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 esteemBuild 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

Mis 001 gm-1

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