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  2. 2. VISWAJYOTHI SCHOOL OF MANAGEMENT VISWAJYOTHI COLLEGE OF ENGINEERING AND TECHNOLOGY BONAFIDE CERTIFICATE This is to Certify that this report titled “Organization Study atDeepika” Is the bonafide work of Ms. FIJO JOSE who carried out the studyunder my supervision. This report is submitted to Mahatma Gandhi University,Kottayam as partial fulfillment of requirement for the award of degree of Masterof Business Administration.…………………………………………Mrs. Anu GeorgeFaculty Guide……………………………………… ………………………………..Dr. R.V. Jose Signature of PrincipalProf. & Academic DirectorSubmitted for the Viva Voce examination held on …………………………………..Signature of External Examiners1………………………………….. 2……………………………
  3. 3. DECLARATION I FIJO JOSE hereby declare that the report entitled “OrganizationStudy at Deepika” submitted to Mahatma Gandhi University in partialfulfillment of the requirements for the award of the degree of Master of BusinessAdministration is a record of original work done during my period of study in theViswajyothi School of Management, Viswajyothi College of Engineering andTechnology under the guidance of Mrs. Anu George. Place: Date:
  4. 4. ACKNOWLEDGEMENT This Project work was a great experience for me. I was exposed to themedia industry for the first time. I am greatly thankful to each and everyone whoassisted the tasks in any phase of its development. First and foremost, I thank theAlmightly God, the light of my life granting me the strength, courage andknowledge to complete this project successfully. I would like to express my heartfelt thanks to, our Principal, Dr. M. G.Grasius, Viswajyothi College of Engineering and Technology for his kindpatronage. I extend gratitude to Dr. R.V Jose Director of Department of managementStudies, Viswajyothi College for his constant encouragement. I am immensely thankful to my internal project guide Mrs. Anu George,MBA faculty of Viswajyothi College, for her creative and healthy suggestionsregarding this project work. I express my sincere gratitude to Mr. K. C. Thomas, Resident Manager.I thank all the Department heads for their support during this study. I also thankthe staff of Rashtra Deepika Ltd., Kochi without whose support this study wouldnot have been possible. Last but not the least I would like to thank my friends, family members andthe rest of the faculty members of my college who gave me full encouragement. FIJO JOSE
  7. 7. LIST OF TABLES TABLE TITLE PAGE NO: NO:4.1 Allocation of unit circulation manager and 36 executive for Rashtra Deepika4.2 The basic wages are given every 15 days 404.3 Advertisement Tariff 434.2 Allied Publications 44
  8. 8. LIST OF FIGURES FIGURE TITLE PAGE NO: NO:3.4 Organizational Structure 204.1.1 Structure Of Production Department 254.2.1 Structure Of Editorial Department 294.2.2 Function of Editorial Department 304.3.1 Structure Of Marketing Department 324.4.1 Structure of Circulation Department 34 (Deepika) Structure of Circulation Department (Rashtra 35 Deepika)4.5.1 Structure of Administration Department 474.6.1 Structure of H.R. Department 50
  9. 9. CHAPTER-1
  10. 10. 1.1 INTRODUCTION This project deals with the Organization study conducted in Rashtra Deepika Ltd.Kochi. The Rashtra Deepika Ltd. Company came into existence in 1887, and has its HeadOffice based in Kottayam. The newspaper is published from 8 units in Kerala. Due to timeconstraints, the study was limited to the Kochi division. The Organizational Study was conducted at Rashtra Deepika Ltd., Kochi. This studyhelped me to understand the functions, structure, policies and different procedures of theorganization. The main objective of this study was to identify the functions of various divisionsin the organization and also to gain knowledge about the organizational atmosphere and to findthe importance of this industry in the society. James Hookes quotes that "MBA students need more than professed values. They needto know that the world is morally complex and morally dangerous. They need to know that baddeeds can come from good values. They need to know that valuing integrity enough to keepones hands off other peoples money is only the beginning, not the end of business ethics."
  11. 11. 1.2 SCOPE OF THE STUDY  The organization study incorporates the structure, products, policies, the different activities and a SWOT analysis of the organization.  It also sheds light on the organizational atmosphere and the challenges and the opportunities of the industry in general.  This study aims at generating the practical awareness about the management.  This study helps to understand different management activities.  This study helps to make a comparison between the classroom knowledge with the real situation in the organization.  This study helps to interact with the organizational executives of the company.
  12. 12. 1.3 OBJECTIVES OF THE STUDY Several attributes such as the activities taking place within a company, how its differentdepartments function, how these departments are interdependent etc can be studied personally,and proves to be of immense value when an actual job is embarked upon later. It is alsoessential to know how the different resources of the company, like money, material men andmachinery are managed by the officials to achieve the vision of the organization. The objectiveof this study is to shed light on these aspects, to understand the functioning of the organization,to obtain first hand experience of a managerial job environment and to interact with the peoplewho manage and ensure the smooth running of the organization.The main objectives of the study are:  To familiarize with the business organization.  To familiarize with different departments in the organization and their functioning.Specific objectives include:  To relate theory with practice.  To understand how key business practices are carried out in the organization.  To understand how information is used in the organization for decision making at various levels.  To understand the organizational structure.
  13. 13. 1.4 REASONS FOR SELECTING THE COMPANY  Deepika is one of the first Newspapers published in Malayalam.  It is one of the most reputed and diversified news paper among Keralites.  Rashtra Deepika is the ultimate word when it comes to expert journalism, and the company has more than a century of experience in the industry, making it a perfect choice for doing an Organizational Study.  Every year the company is having a good sales turnover.
  14. 14. 1.5 STUDY PLANThe study was for a period of one month.First weekThe first week was spent in the production department and Editorial department where thetrainee collected information about the various production and editorial details.Second weekIn the second week, the study was concentrated on collecting data from the Marketing andcirculation department.Third weekDuring the third week, the trainee visited and collected data from the following departments.a)Administrativeb)Human ResourceFourth weekDuring the last week, the trainee reviewed the documents and spent time for the preparation ofreport.
  15. 15. 1.6 METHODOLOGY The main tool used for the study was observation. Interaction with the companypersonnel also revealed an ample of information.Primary Data Primary data was obtained directly by interacting with the concerned personnel invarious departments and also by observing the workflow.Secondary Data Secondary data was obtained from the companys process documents, reports, books,journals, and websites.
  16. 16. 1.7 LIMITATIONS OF THE STUDY 1. To understand an organization and its working completely, a period of 30 days was not sufficient. 2. Other departments of the company were warned to be out of bounds, so it was not possible to study in detail their activities and overall atmosphere. 3. The company by policy never reveals its financial information and this limits the exhaustiveness of the study. 4. The detailed data of other companies related to the same business could not be obtained and hence a comparative study was not possible. 5. The time constraint is also a limitation of this study. 6. Most of the employees were busy with their job so much interaction was not possible.
  17. 17. 1.8 CHAPTER SCHEMEChapter 1 1st Chapter contains General Introduction, Scope of the Study, Objective of the Study,Reason for Selecting the Company and Study Plan,Chapter 2IInd chapter contains Industrial Profile, World scenario, Indian Scenario and State Scenario.Chapter 3 IIIrd Chapter contains Company profile, Objectives of the Company, History &Philosophy, Organization Structure, Different Phases of Development, Future plants &Procedures and Financial performance of the company.Chapter 4 IVth Chapter contains Departmental Details, Structure and Functions of ProductionDepartment, Editorial Production Department, Marketing Department, CirculationDepartment, Administration Department and Human Resource Management, Responsibility ofKey personnel and Department future plan.Chapter 5 Vth Chapter contains SWOT Analysis, Observations and Suggestions.Chapter 6 VIth Chapter contains Conclusion and Bibliography.
  18. 18. CHAPTER-II
  19. 19. 2.1 INDUSTRIAL PROFILE Man’s urge to communicate with ones neighbours led to the development of languagesas well as newspapers. In the past new stories were revealed by word of mouth than through thewritten materials.An American Dramatist Arthur Miller says, "A good newspaper is a nation talking to itself”. The earliest version on a newspaper was a daily sheet published in 59 BC in Romecalled Acta Diurna (daily even). The earliest known printer newspaper was in Beijing in 748AD. The 1700 were a century in which market elements were created that encouraged thedevelopment of daily newspapers. The first daily newspaper was The Daily Courant inLondon 1702. Newspaper and Newspaper advertising have been the most important tools in shapingthe growth and development of the modern society. More than anything, they have been veryinstrumental in bridging communication gap between people and contribute to the air ofawareness in a society. One of the most crucial tasks of the newspaper industry is to contributetowards the economic and industrial development of a country through the assimilation ofpeoples thoughts and opinions.
  20. 20. 2.2 WORLD SCENARIO The first newspaper in the world of which there is a record was Pecking Gazettepublished between AD 600s and 900s China. It was printed by wood block, the kind ofprinting invented by the Chinese in the year 594. Less than* 100 years after Johannes Guttenberg developed printing press in year in 1447, thereappeared pamphlets and single sheet notices announcing particular events. The first English newspaper was Oxford Gazette brought out in 1665 in England. Thatpublication gave rise to the word NEWSPAPER in 1670.
  21. 21. 2.3 INDIAN SCENARIO The colonial power of British introduced newspaper in India. The first newspaper inIndia was Bengal Gazette published in English by an English man J.A Hickey in 1780. In1819, Gangadharan Bhattacharya and Harichandra Roy launched a paper in Calcutta by nameBengal Gazette in Bengali. It was the first newspaper launched in an Indian language. The Indian Newspaper industry has passed through various stages of evolution to reachthe stage that it enjoys today that of a leading press arena in the world. There are hundreds ofnewspapers that reach out to the people of this vast country in enormous numbers everymorning. A typical Indian daily newspaper is almost like a staple diet, which brings to himnews from around the globe. Indian newspapers have played a very significant role in shaping the countryseconomical development. In fact, the newspaper industry of any country for that matter spreadsthe knowledge and awareness amongst the people by propagating itself as a medium for a widearea of topics such as politics, sports, social issues, medicine, entertainment, advertising,marketing and so on. The popularity of newspaper has lived through ages. We know that newspaper and newspaper advertising have been very instrumental inbranding the communication gap between people that contributes to the air of awareness in thesociety. Newspaper is an important media for spreading both national and international news. Itplays a crucial role in the society. In recent years, Indias steamroller economy has diversified well beyond tech andoutsourcing, including a big boom in the news media. Circulation has been steadily growing atIndian newspapers, and new dailies and magazines are popping up on a monthly basis. India isa fascinating country where history is being made in many respects so it is a great place forgood journalism.
  22. 22. 2.4 STATE SCENARIO The newspaper in Kerala was introduced in 1887. The first newspaper launched wasDeepika on 14th April 1887. After Deepika, the next newspaper to be launched was MalayalaManorama in 1888. But the circulation was very limited due to the low literacy rate at thattime. During 1990s, there was a tremendous growth in the newspaper industry in Kerala withthe emergence of other newspapers like Deshabhimani, Kerala Kaumudhi, Mathrubhumi etc.At the initial stage, most part of the funds needed by the dailies were raised from theproprietors personal investments or as the donations collected from the public. But now, thefinance is raised from advertisements, circulations etc.
  23. 23. CHAPTER-III
  24. 24. 3.1 COMPANY PROFILE Deepika, a Malayalam language newspaper, is one of the oldest newspapers incirculation. Deepika publishes editions from Kottayam, Kochi, Kannur, Thrissur,Thiruvananthapuram and Kozhikode. It was controlled by the Syro Malabar Church of Keralafrom its inception till 1989. In August 1989, the Deepika and its sister publications came underthe ownership of Rashtra Deepika Ltd., a public limited company. The readership of thenewspaper is drawn mainly from the Syro Malabar Catholic laity.3.1.1VISION OF THE COMPANY The newspaper’s founding fathers envisaged the evolution and advancement of literacy in Kerala through the rich and educative columns of the newspaper. The management, 122 years later, today remains committed to the noble goals had put forward at the inception of the newspaper, namely: To represent the needs of the common man to the rulers. To protect and safeguard the inalienable rights of the people. To fight for Truth, Justice and Freedom and to unite the separated brethren of Kerala. Deepika also pledges to remain standing out as a voice of the voiceless; perpetuating truth, justice, freedom and equality. It always aims at being a credible, authentic, secular and dignified newspaper, committed to genuine social, cultural and ethical values. It further serves as a mouthpiece of the oppressed, a source of inspiration for many and has carved out a distinctive personality for itself in the world of newspapers; leading by example from the front. 3.1.2 MISSION OF THE COMPANY Our reader comes first. We commit ourselves to their service and will ensure their satisfaction in every service we offer. We will stand by the people for social justice and security by providing accurate
  25. 25. and objective information on time. We will also strive to influence public opinion for positive social change. Our employees are our assets. We will ensure transparent and professional work environment and constantly assist our people to grow along with the Company. We cherish the contribution of our business associates in the value addition of our products and services. We will treat them as partners in our continuous effort for quality improvement. We recognize the plurality of our society and our role in it. We will promote and undertake social and cultural activities that will educate, enrich, and synergize the society we leave in and bring people closer. We appreciate the confidence our shareholders have in us. We commit ourselves to protect their interests in the Company and will strive to increase shareholder value in both monetary and prestige terms. We will ensure, as a team, quality and consistency in every task we undertake. Also we will always conduct ourselves in a manner that befits the dignity and image of our organization. 3.1.3 DEEPIKA MOTTO Excellence in performance. Best Service to all our readers and customers. Respect for ourselves, our colleagues, our company, our products and our customers.3.2 OBJECTIVES OF THE COMPANY Rashtra Deepika aims to stand 1st everywhere. Deepika is 122 year old edition. It was ajourney of impressive progress and growth for the company from 1887.
  26. 26. The Team: -> Focuses on all problems.> Delegates and develops.> Seeks help.> Helps others succeed.> Create high performance standards.
  27. 27. 3.3 HISTORY & PHILOSOPHY Deepika is the oldest malayalam language newspaper in circulation and is also countedamongst the most popular Newspapers in Malayalam. The word "Deepika" in Malayalammean lamp and the Newspaper was first published on 15th April, 1887. The principalobjective of Deepika during its inception was to represent the needs of the common people tothe rulers and to protect and safeguard the prime rights of the people. Deepika was first published by a Syrian Christian Priest, Nidhirikkal Manikkathanar,under the main head "Nazarani Deepika". As its first name denotes, Deepika began as a paperof Syro Malabar Nasranis or Catholics of Keralas Syrian tradition. For many years it was runby Carmelites of Mary Immaculate (CMI), a religious order of the Roman Catholic Church. In1989 its was transferred to a Public Limited Company, "Rashtra Deepika". On August 1, 1939, the newspaper shifted to Kottayam, which has since become anerve center for printing and publishing in the state. To give it a more secular outlook, itsname was also then changed to Deepika. Over the years, Deepika has continued to make astrong impact on the masses, becoming the voice of the voiceless, staunchly standing out fortruth, justice, freedom and equality for all. It is today a credible, authentic, secular anddignified newspaper committed to genuine social, cultural and ethical values. It is a mouthpieceof the oppressed, a source of inspiration for many and has carved out a distinctive personalityfor itself in the world of newspapers in Kerala; bravely and boldly leading by example fromthe front. In 1986, Deepika’s year-long centenary celebrations were inaugurated by Pope JohnPaul II and the newspaper commemorated its 100th year of publication in April 1987. Wellover the past 120 years, Deepika has grown in strength and stature, standing out boldly for thepeople, fearing and favoring none. It has relentlessly fought for the well being of farmers, theweaker sections and the rights of the minorities, irrespective of caste or creed. It has alsomaintained a neutral political stand, earning the appreciation of politicians and leaders, bothnational and regional, which has helped it earn added credibility and respect. In August 1989, Deepika was converted into a Public Limited Company, RashtraDeepika Ltd. This was to facilitate the organization to gain corporate dimensions, stimulationand new ethos so as to enable it to meet the myriad challenges of the ever growing and highly
  28. 28. competitive world.The event has been the turning point in the history of the organization,which has grown leaps and bounds,ever since. Deepika publishes editions from, Kottayam, Kochi, Thrissur, Kannur,Thiruvananthapuram and Kozhikode. The readership of the Newspaper is drawn mainly fromthe Syro Malabar Catholic laity.Dr.Francis cleetus is the Chairman , Rev. Dr. James Aerthayilis the Vice Chairman, Mr. P.P. Sunny is the Managing Director and Fr. Alexander Paikkada isthe Chief Editor of the Newspaper3.3.1 PUBLICATIONS3.3.1.1Deepika Daily Founded in 1887, Deepika was the first Malayalam dailyin Kerala standing for thecause of Truth, Justice, Freedom and Equality. Watching over the transition of the Indian landthrough turmoils of the British Colonial Raj and Royalty era, giving direction to a fledgingState of independent India, today, 122 years since the first edition came out in print, Deepika ismore than a daily for its readers. Its a lifetime molder. Rashtra Deepika Apart from being the largest circulated Evening daily in the State of Kerala, it is one ofthe most influential voices in the print media today in Kerala, with a strong base in theeducationally progressive sections of the society. Rashtra Deepika is the only evening dailycertified by ABC in Malayalam. Business Deepika It is the unquestionable leader amongst the Malayalam financial weeklies in Kerala.Articles with real time overviews and the like, make it the most favoured publication amongprofessionals, investors, businessmen or anyone who would like to be updated on business andeconomic trends. Sthreedhanam This monthly special for women is a fast track publication that gives delightful insightsinto the relevant topics relating to womens life and family, beauty, personal care, latest trends
  29. 29. in fashion, family health etc., It plays a major role in formulating opinions in the minds ofempowered women of Kerala. Karshakan Karshakan, an agricultural monthly catering to the needs of farmers and agriculturists,was launched in March 1993. Karshakan is the preferred magazine of every strategist whowishes to enter the environs of rural Kerala. It appeals effectively to the agricultural sector; itechoes the heartbeats of Kerala farmers from plantation owners to small-scale farmers. Childrens Digest This English monthly has everything that would appeal to the rationale of children andtheir life and it encourages those who are young at heart. Kuttikalude Deepika Kuttikalude Deepika, the first Malayalam monthly for children is now a fortnightly,eagerly awaited by youngsters. It is the foremost choice of the little ones and discreet parents.Popular for its features, stories and puzzles, it combines all the elements to make a classic withthe juniors. Rashtra Deepika Cinema Weekly Rashtra Deepika Cinema, Keralas largest - selling film magazine was launched inSeptember 1995. It has more than a million readers every week, serving them with the glitterand glamour of the cine world. In October 1997, the Deepika made history again when it became the first Malayalamdaily on the Internet. is the largest read online Malayalam Daily in the world withan average daily hit of 40,00,000 and over 5,00,000, unique readers from 196, the English edition is one of the premier online editions in SouthIndia. The modern web radio- Deepika Global Radio is widely appreciated around the globe.Deepika Global SMS sends shocking news to more than 20,000 Malayalees in 122 countries.Helping the Helpless, a charity fund promoted by has distributed approximatelyfive million rupees within a short-period. E-KATHU- a professional e-mail programme in
  30. 30. Malayalam helps the Malayalees in different countries to communicate in their own mother -tongue to their dear ones.3.3.2 Special PublicationsSeasonalDeepika Varshika PadhipuThirusanidhanam (Sabarimala Season)Nursing Directory (English)Directory of Higher Education in India (English)Non Seasonal (Not Regular)Indian Christian Directory (2005)Health (2006)Exotic Eastern Paradise (2007)These which are not regular are priced high.Free PublicationsSmart drive 07The Gold Souk Ende VideThese are given along with the newspapers free at cost.Other productsThis includes diaries, calendars etc. stories and puzzles, it combines all the elements to make aclassic with the juniors.
  31. 31. 3.4 ORGANIZATION STRUCTURE Fig. 3.4
  32. 32. 3.5 DIFFERENT PHASES OF DEVELOPMENT1886 : Nasrani Jathyega Sangam was formed for the development of the community. It decided to start a news paper.15th April : First edition of Nasrani Deepika was published, this was done twice1887 a month.3rd Jan : Nasrani Deepika became a daily.19271st Aug : Name was changed to Deepika and the publications head office1939 was based in Kottayam.1958 : Kuttikalude Deepika was introduced.16th Sep : Rashtra Deepika was formed.198929th Oct : Business Deepika published in Kochi.199216th July : Sthreedhanam magazine was published in Pala.199415th July : Business Deepika International was 1st issued in Mumbai.1995Sep 1995 : First edition of Rashtra Deepika Cinema was launched.8th Jan : Childrens Digest was introduced.1997Oct 1997 : Deepika Online started.23rd May : Indian Christian Directory was inaugurated in Rome.20001st Oct : Introduction of Europe Deepika.200417th Nov : Deepika International was launched in Dubai.2004
  33. 33. 3.6 FUTURE PLANS & PROCEDURESFUTURE PLANS:The company is mulling the revamping of its Daily and other publications in a phased manner.More improved output quality, professional coverage of news, starting of new editions,effectively and economically developing its infrastructure, publications quality, news sources,personnel output etc. are being planned. Improved business promotion techniques andstrategies are on the anvil.Ways of facilitating faster productivity and reducing production costs as well as otheroverheads are being planned. The company further aims to enhance its readership portfolio andbecome an even more forward looking, progressive, popular and profitable newspaper in thedays ahead, living up to the myriad expectations of its discerning readers.MAIN FUTURE PLANS ARE:New Editions : 5New Publication : 2New Press : 1New Sub Offices : 10PROCEDURES:- New procedure includes implementation of latest techniques such as computer to place(CTP) latest printing method etc.
  34. 34. 3.7 FINANCIAL PERFORMANCE OF THE COMPANYRevenue:-Sale of Publication : 32croresAdvertisement Income : 45 croresMiscellaneous Income : 5 croresTotal Revenue : 82 croresExpenses:-News print Cost : 30 croresPrinting Cost : 10 croresDistribution Cost : 8 croresSalary : 8 croresAdministration Expenses : 2 croresPromotional Expenses : 2 croresInk Cost : 3 croresPlate Cost : 2 croresComputer to Plate (CTP) Expenses : 2 croresMiscellaneous Expenses : 2 croresTotal Expenses : 69 croresGross Profit : 13 croresNet profit after tax : 5 croresNet profit : 8 crores
  35. 35. CHAPTER-IV
  36. 36. DEPARTMENT DETAILS Deepika is a large organization and hence it has a six of departments. Though eachdepartment functions within its own perimeter, interdepartmental harmony is notable. Alldepartments try to hold the brand Deepika higher. Each department and its functions areexplained below. The various departments are: 4.1 Production Department 4.2Editorial Departmentr 4.3 Marketing Department 4.4 Circulation Department 4.5 Administration department 4.6 Human Resource Department
  37. 37. 4.1 PRODUCTION DEPARTMENT The production department of the newspaper has embarked on a quality improvementeffort. The look and quality of the physical newspaper sheet is determined by the productiondepartment. Production department makes sure that the reader enjoys holding the paper in hisor her hands.4.1.1 STRUCTURE OF THE PRODUCTION DEPARTMENT Fig. 4.1.1 Printing Engineer Assistant Printing Engineer Technicians Printing Supervisors Printing Staff
  38. 38. 4.1.2 FUNCTIONS OF PRODUCTION DEPARTMENT Rashtra Deepika Ltd. has its own printing press only in Kottayam, Calicut and Kannur.In all other units, the printing is done on yearly contract basis. For the Kochi unit, the printingpress is located at Eloor, Udhyogamandalam at press by name Printek Press where other newspapers such as Janayugam and Economic Times are also printed. Preprinting Process The documents send by the Editorial department is received at the printing press by anFTTP server. They are worked upon on using Adobe Acrobat Professional before they areprinted. The black & white pages are printed on butter sheet and the colors that can be added tothe same are CYMK (Cyan, Magenta, Yellow & Blue). The server is maintained in the press at Eloor by having 2 hard disks and 2 bootingsystems for security and safety purposes. The butter sheet is cut and stuck on the Astron Sheets using cello tape for RashtraDeepika which is 76cm in width and has a smaller length compared to Deepika, (one Astronsheet covers 4 pages). The astron sheets are then exposed to light for preparing the plates whichare used for printing. Previously instead of exposing the Astron sheets to light it was handwashed. Printing Process The plates are used for printing. In the Eloor Press, 4 units are used by Rashtra DeepikaLtd. 2 for colour and 2 for black and white. Out of the 2 which are used for colour, one isexclusively used for the outer pages and 1 for inner pages. In Deepika, which has 12 pages 8pages are black and the rest 4 are white in color. The units which print colour pages, has 4 reels of color one each for cyan, magenta,yellow and blue. These colors are blended in needed proportions to get the required shades. The print order issued by the unit office is used as reference by the printing supervisorand the same is placed in the printing unit.
  39. 39. In case of any special news, which is collected after the printing process has begun, it isprinted in black and white in the first edition and in the second edition it is printed in colourgiving an elaborate coverage of the news. Paper for printing and inventory control The paper for printing is purchased from wholesale dealers from Maharashtra,Karnataka, Tamil Nadu and Kerala. Each reel of paper weighs from 400-470 kilos. And eachreel can be used for printing 20,000 to 21,000 pages. The press in Eloor uses minimum of 2 reels for Rashtra Deepika and 3 reels for Deepikain one day. The store at the Eloor press maintains minimum of 28 tons in its store. The reels aretransferred directly to the printing press by the wholesalers on receipt of order from theKottayam Head Office and it is accepted by the printing supervisor appointed by the respectedunit. Damages up to l00kgs are exempted above which a demand for discount is allowed. Where the printing is on contract basis the maintenance of the paper for printing is theresponsibility of the printing press. Even the staff and maintenance of the press is theresponsibility of the contractor. Post Printing Process Once the printing process is over, the papers are grouped and wrapped with old editionsand the labels issued from the unit office are stuck on the wrapper. During the monsoons asadditional plastic cover is used, the papers are sent to the stand using auto rickshaws, buses ortwo wheelers. This is in the case of the evening paper Rashtra Deepika. And in the case of themorning paper Deepika the stacks are send to the distributing agency in one trip.4.1.3 RESPONSIBILITY OF KEY PERSONALTo confirm best Printing quality  To minimize cost
  40. 40.  To minimize waste  Timely printing4.1.4 DEPARTMENT FUTURE PLAN  Purchase of two latest printing machines.
  41. 41. 4.2 EDITORIAL DEPARTMENT The editorial department is responsible for pretty much everything that appears in yourpublication that isnt advertising. Its main goal is to report the news accurately and in a reader-friendly way. This department determines what to present and what to avoid.4.2.1 STRUCTURE OF EDITORIAL DEPARTMENT Fig. 4.2.1 The editorial department works in shifts wherein Rashtra Deepika which is the eveningpaper the staff work during the morning hours and during the evening and night shifts the staffwork on Deepika which is the morning daily. Deepika has most of its contents similar exceptfor the local news pages which is changed according to the place under which it covers. On theother hand, Rashtra Deepika concentrates more on the local news. Rashtra Deepika comes
  42. 42. under 2 editions which is printed from 10.30 am and reaches the stands by 1pm and the secondedition, for which the printing begins from 12.30 pm and reaches the stand by 2.30 pm.4.2.2 FUNCTIONING OF THE EDITORIAL DEPARTMENT Fig. 4.2.2 The Bureau collects news from the reporters who are also known as stringers/liners andits posted on the WAN, making it accessible to all units. The reports collected are worked uponby the subeditors under the supervision of the editor. The matter is typed by the DTP staff. The software used for the same is Quark Xpressand Adobe Photo Express. The present program has been used over the past 3.5 years and itsknown for its clarity, speed and layout. The DTP staff uses software called ALP which issimilar to Word Star.
  43. 43. For international news, sites of international news agencies such as PTI, ANI, UNI,AFP etc are accessed by paying a monthly registration fees. The sites in which Rashtra DeepikaLtd. has got registration are PTI (Press Trust of India) and AFP (Associated Free Press). Once the editorial department has finished with the page layout, the content are postedon to the WAN for access to all other units and is send to the printing press via modem.4.2.3 RESPONSIBILITY OF KEY PERSONNEL  To publish current news  To find the news of various part of the world  To find out local interesting stories4.2.4 DEPARTMENT FUTURE PLAN  To develop news network  Starting of Journalism Institute
  44. 44. 4. 3 MARKETING DEPARTMENT This department is the cash cow of the organization. It generates revenue and makessure future profits. Usually this department consists of a lot of creative and diverse personal4.3.1 STRUCTURE OF MARKETING DEPARTMENT Fig. 4.3.1 DIRECTOR MARKETING UNIT ADVERTISEMENT MANAGERS MARKETING ASSISTANT MANAGERS MARKETING EXECUTIVE
  45. 45. 4.3.2 FUNCTIONS OF MARKETING DEPARTMENT Marketing department is divided into Circulation and Advertisement departments. Themarketing is headed by the Marketing Manager, in the Head Office at Kottayam followed bythe Deputy General Manager. In each of the 6 units there is an Advertisement Manager whohas 5 to 6 executives or assistant managers as his subordinates. All these posts are filled at theHead Office on the basis of seniority, performance or direct appointments.Functions of Marketing Division1) Monitoring advertisement collection activities.2) Planning, analyzing and implementing the entire activities in the division.3) Co-ordinating the activities related with the publication of regular and periodical supplement.4) Co-ordinating the activities of field executives both inside and outside Kerala.5) Research and development activities.6) Billing of advertisements.7) Arranging periodical get together of advertisement agencies and regular clients.4.3.3 RESPONSIBILITIES OF KEY PERSONNEL  To achieve targets  100% Collection of bills  To make the company profitable4.3.4 DEPARTMENT FUTURE PLAN  Motivational Training  To appoint more marketing professionals
  46. 46. 4. 4 CIRCULATION DEPARTMENT It makes sure the newspaper reaches as many readers as possible. They sign up newsubscribers for steady income to enhance the profitability of the organization.4.4.1 STRUCTURE OF CIRCULATION DEPARTMENT(DEEPIKA) Fig. 4.4.1 GENERAL MANAGER DEPUTY GENERAL MANAGER AREA MANAGER IN EACH UNIT EXECUTIVES (Depending on number of districts covered by each unit)
  47. 47. STRUCTURE OF CIRCULATION DEPARTMENT (RASHTRA DEEPIKA) Fig. GENERAL MANAGER DEPUTY GENERAL MANAGER UNIT CIRCULATION MANAGERS (number varying in every unit) EXECUTIVES (number of varying every unit)Allocation of Unit Circulation Manager and Executive for Rashtra deepika
  48. 48. Table- 4.4.1 UNIT DISTRICTS COVERED NUMBER OF NUMBER OF UCM EXECUTIVESKOTTAYAM (H.O) Pathanamthitta, Idukki, 1 12 Kottayam, Alappy TRIVANDRUM Trivandrum 1 4 KOLLAM Kollam - 2 ERNAKULAM Ernakulam 1 3 TRICHUR Trichur & Palakkad 1 6 CALICUT Calicut & Malapuram 1 6 KANNUR Wayanad, Kannur, Kasergod4.4.2 FUNCTIONS OF CIRCULATION DEPARTMENT Circulation is done through agents and through display of stalls. Here again likeadvertising department the executives are given targets which they have to achieve. Executivesare also in charge of collection. Initially circulation department was concerned with the catholicsociety but with the growth of the organization Deepika had even started circulation outsideIndia and started a Europe edition which failed due to certain reasons. Circulation of Deepika is done in different states of India. Also in Dubai and UnitedKingdom. And in countries outside India the publications are brought to the unit office fromwhere they are send to the foreign readers by air. Circulation of Deepika in Kerala Circulation is done through agents, and through stalls. For entering into an agreement, asecurity of 2 months needs to be deposited by the agency. For stalls an agreement is entered
  49. 49. into and for the amount not sold, discount is given. For other publications of Rashtra DeepikaLtd. the circulation is conducted by this department and 6 months credit is given and paymenthas to be made in the form of cash, cheque or demand draft. Circulation of Deepika outside India For the foreign readers subscription can be made online which is processed through theHead Office at Kottayam. Yearly subscription of up to five years can be made. Currentlycirculation is there only in Dubai. Administrative functioning of the Circulation Department Unit level meeting is held every month in the Head office which is presided over by theManaging Director, General Manager, Deputy General Manager, Unit Managers, SectionOfficers and Financial Officers. Corresponding to this, in each unit area level meeting is held.The unit level meeting sets targets and further discussion on how to attain the targets are madein the area level meetings. The objective is to:  Increase production  Increase distribution  Receiving of cash payments on time. Units are evaluated on how they attain the objectives and maintain consistency, whichbecomes a source of healthy competition among the various units and becomes a decisioncriteria for performance evaluation and giving promotions. The topics for discussion at the meetings held at the HO include  Last months target  Collection  Performance assessment  Next months target4.4.2.4 Other functions performed by Circulation DepartmentBudget preparation On the 1st week of April every unit manager prepares a budget which includes decisionson the readers gifts, agencies gifts (which is mostly distributed during monsoons when
  50. 50. readership reduces), plans to increase readers, sell without return etc. The circulationdepartment helps in the decision making and highlights the possible groups (people) and placeswhere there is a possibility of more sales. Distribution Process for Deepika and Rashtra Deepik1)Unit office prepares  Label  Trip Sheet  Print Order2)Label  Label contains details such as  Name of the distributor  Place of the agency  Land mark The labels are specially used in case of Rashtra Deepika where delivery is not done tohomes and is distributed through small distributors.3)Trip Sheet Trip sheet is used only for Rashtra Deepika and is maintained forABC verification.The details it contains are :  Total number of copies  Number of bundles  Arrival time of the vehicle  Time of departure  Last dropping point  Vehicle Number  Receiver/Drivers name & signature  Co-ordinators name & signature
  51. 51. This has to be returned by the distributor at the unit office and hence a check is kept on thenumber distributed and whether timely delivery was made.4)Print Order This is pasted on the machine for the printing supervisor to refer to. This specifies thenumber to be printed. These three documents are sent to the printing press by the unit office and a soft copy ismaintained in the office computer at the circulation department for further verification. After distribution, copies which are not sold have to be returned to the unit office alongwith a return form which specifies the date and number of copies returned. The return form hasto be signed by the Executive Manager, Circulation Manager and the Financial Manager.Return up to 3% is exempted from wage deduction.5)Records to be maintained in the unit office Other than the trip sheet the circulation department at the unit office has to maintain theDispatch Register and the Security Register which contains the following information:  Name of the transporter  Driver name  Vehicle number  Trip sheet number  Number of bundles carried  Time of loading  Time of dropping at the last point  Trip sheet return with time. These have to be maintained for verification by ABC (Audit Bureau of Circulation).The documents used for verification by ABC include :  Payment Challan  Return form  Agency agreement  Balance confirmation (for 3 months)
  52. 52.  Indent (every month)  Dispatch register  Trip Sheet  Security Register  Vehicle agreement ABC conducts verification every 3 months and certification is given. This also acts as ameasure of reputation for the organization as clients at national level give advertisement on thebasis of the reports issued by ABC.6)Payment to distributors The distribution of Rashtra Deepika relies entirely on distributors who are paid wagesas buying and maintaining vehicles for the same is too expensive and can lead to a loss.The basic wages are given every 15 days Table- 4.2 Mode of transport Rate Bike Rs. 2.10/- per KM Auto Rickshaw Rs. 3.25/- per KM Car Rs.4.00/-perKM Jeep Rs. 4.25/- per KM Bus Rs. 10/bundle Distribution outside Kerala is done by railway mail service.Only on receipt of the return form which is signed the required managers, the distributors areallowed wages. The distributors are also given gifts and are invited in the yearly meeting so as toimprove the relationship of the organization with the distributors.7)Collecting for circulations Collection for Deepika is done monthly and for Rashtra Deepika is done monthly andfor Rashtra Deepika which is printed for 6 days (excluding Sundays) is collected weekly.
  53. 53. While collection can be made by draft, cheque or cash for Deepika in the case of RashtraDeepika, it has to be paid in the from of challan which is maintained as records and includesthe following information  Denomination  Agency details  Code  Place  Name  Data  Amount8)Wages and Commission for agentsDeepikaPrice Rs. 3.50 —— 32% commission ——Rs. 0.10/- per paper goes to welfare fundRashtra DeepikaPrice Rs. 3.00———Rs. 0.65 commission ———— Rs. 0.15 security —— Rs. 0.50 spot commissionWelfare commission can be taken after a period of few months.9)Process of getting advertisements Advertisement which forms the main source of income for the news papers andmagazines published by Rashtra Deepika Ltd. is collected by the the following means a) Direct approach of clients  Agencies  Reporters b) Direct approach of the clients Preparation of Client list by advertisement manager
  54. 54. Executive approach clients Offers are given to clients Here the performances of the executives are evaluated on the basis of targets they have achieved for which they are given incentives. Both in the case of agencies and reports, they are given 15% commission on the advertisement amount. And in the case of executives who are given targets to achieve can meet it, by getting advertisements in the newspapers, magazines or even in the internet site of Rashtra Deepika. ADVERTISEMENT TARIFF Table 4.3 [ALL RATES IN RUPEES AND PER SQUARE.CM] [EFFECTIVE FROM 1st MAY 2009] DEEPIKA RASHTRA DD + RD RASHTRA DAILY DEEPIKA COMBINED DEEPIKA Rate per sq. cm Rate per sq. cm Rate per sq. cm Rate per insertion EDITIONS Inside page Inside page Inside page B&W Colour B&W Colour B&W Colour Ear.Panel Front. PanelErnakulam 97 126 62 81 127 165 2300Kottayam 125 162 63 82 150 195 2500
  55. 55. Kannur 54 70 56 73 88 114 2000Thrissur 79 102 60 78 111 144 2200Calicut 62 81 59 77 97 126 2100Trivandrum 63 82 55 71 90 122 1900Kollam - - 47 61 - - 1400Palakkad - - 43 56 - - 1100Malappuram - - 45 58 - - 1200ALL Edition 360 468 300 390 533 692 4500
  56. 56. DEEPIKA- REGULAR CLASSIFIED WORD RATEAll Edition - Rs. 45/- per word + Rs. 100/- for Heading (Min. 10 Words) (ie; Min. Amount - Rs. 550)Kottayam - Rs. 30/- per word + Rs. 50/- for Heading (Min. 10 Words) (ie; Min. Amount - Rs. 350)Other Editions - Rs. 25/- per word + Rs. 50/- for Heading (Min. 10 Words) (ie; Min. Amount - Rs. 300) RASHTRA DEEPIKA - REGULAR CLASSIFIED WORD RATEAll Edition - Rs. 40/- per word + Rs. 100/- for Heading (Min. 10 Words) (ie; Min. Amount - Rs. 500)Single Edition - Rs. 25/- per word + Rs. 50/- for Heading (Min. 10 Words) (ie; Min. Amount - Rs. 300) AgenciesAgencies are of 2 types:1. Agencies with INS (Indian Newspaper Society) accrediation2. Agencies without INS accrediation. The rules and formalities applicable for the two are different. Agencies with accreditation to INS get a 2 months credit for collection and payment ofthe advertisement amounts, while in the case of agencies which do not have accrediationpayment has to be made in the form of cheque or cash and no credit period can be availed.
  57. 57. Reporters Reporters get advertisements through regional supplements and for them payment hasto be made in the form of a cheque or a post dated cheque for which they are given 60 dayscredit period. Both in the case of agencies and reporters they are given 15% commission on theadvertisement amount. And in the case of executives who are given targets to achieve canmeet it by getting advertisements in the newspapers, magazines or even in the internet site ofRashtra Deepika.4.4.3 RESPONSIBILITY OF KEY PERSONNEL  To increase the circulation of the various publications  To increase the network4.4.4 DEPARTMENT FUTURE PLAN  To conduct 50 public Relation programmes every month  Copies of morning daily to be increased to 5 lakhs per day
  58. 58. 4.5 ADMINISTERATION DEPARTMENT This department looks after the day to day activities of the organization. The feel goodfactor of any organization is determined by this dept. 4.5.1 STRUCTURE OF ADMINISTRATION DEPARTMENT Fig. 4.5.1 GENERAL MANAGER FINANCIAL MANAGER, HR MANAGER ASSISTANT FINANCIAL MANAGER (in all units) CASHIER CLERKS
  59. 59. 4.5.2 FUNCTIONS OF ADMINISTRATION DEPARTMENT This department deals with the Finance, Human Resource, and Costing Management.Basically oriented in the Head office, it has assistant finance managers posted in all units. Finance Finance department in the units maintain the accounts in branch account books which isdone using customized Oracle program which forms a database. This is accessed upon by theHead office and is used to maintain accounts using Tally.1) Collection of payments Payments are accepted in cheque, DD and cash depending on, for what the payment isreceived. Till 5pm, receipts are accepted and after that temporary receipts are issued. For payments made from outside India it is accepted in draft form. Books of accounts are maintained for statutory and internal audit.2) Income, working capital and investments The main source of income remains advertisement and working capital is obtained fromhypothecation of newsprint, stores, and vehicles to banks.Investments remain in Press Trust of India and other unquoted and other statutory investmentsrequired by the government of India.3) Assets and ExpenditureThe assets are:  Land & building  Plant & Machinery  Furniture & Fittings  Office Equipments  Vehicles  LibraryExpenditure includes:  Raw Materials
  60. 60.  Stores  Production expenses  Salaries & wages  Administrative expenses  Selling & distribution Expenses  Interest & Bank Charges  Depreciation  Deferred expenses  Bad debts4.5.3 RESPONSIBILITIES OF KEY PERSONNEL  To make the company profitable4.5.4 DEPARTMENT OF FUTURE PLAN  To make net profit amounting to Rs 15 crores
  61. 61. 4. 6 HUMAN RESOURCE DEPARTMENT It is responsible for the most important asset of the organization which is man power. Itmakes sure each employee is looked after well It analyzes and rewards them.4.6.1 STRUCTURE OF HR DEPARTMENT Fig. 4.6.1 HR DEPARTMENT ASSISTANT HR DEPARTMENT LABOURS
  62. 62. 4.6.2 FUNCTIONS OF HR DEPARTMENT Total number of employees is above 500 and that of the Kochi unit is 65. The HR department is located only in the Head Office based on which the various unitsfunction. Salary and benefitsOther than Basic salary other allowances given include:  Medical allowance  ESI (Employee State Insurance)  Accommodation (HRA/RFA)  Provident Fund  Gratuity4.6.2.2 LTI (Leave Travel Allowance) is given once in 2 yearsOther benefits include:  12 days casual leave  4 days medical leave  If worked for 21 days, then 1 day earned leave. Facilities for women  90 days maternity leave  No night shift for womenOther recreations include:  Family get together on April 14th and Onam celebration. Annual yearly meeting where in the workers on wages are included and they are givengifts. The salaries are based on the Central Government’s wage guard Commission and theperquisites and allowances given are on the basis of the employees post and designation.
  63. 63. 4.6.3 RESPONSIBILITIES OF KEY PERSONNEL  To recruit more quality staff in editorial marketing, administration and production department4.6.4 DEPARTMENT FUTURE PLAN  Staff strength to be quantified to 1200
  64. 64. CHAPTER-V
  65. 65. 5.1 SWOT ANALYSISSTRENGTHS1) Customers Deepika has a very loyal customer base. Thus they do not face any threat of losing their customers and the cost of maintaining the customer loyalty would be negligible when compared to that required by other newspapers in the market.2) Employees The employees of the firm are loyal and thus the firm faces a very low employee turnover. The firm has got a pool of capable and highly experienced work force.3) Management A team that is highly committed and confident manages the firm. The firm has been able to attract some of the most talented people to its various departments. Decentralised system of decision making is practiced.4) Brand image Deepika has over the years of its existence built up on its brand name as the paper of the working class. The brand name is also perceived as the one that has Truth in News.5) Social commitment The social commitment of Deepika is very prominent when one considers its involvement in activities beyond journalism. Deepika also makes it a point to provide credible news.6) Management Employee Relationship The firm enjoys a good relationship between the management and the employee. Thus there is a better co-ordination between the various levels in the organization. It is highly noted that in the 122 years of its existence there had never been any types of strikes or lock outs. There are no politically based trade unions although it maintains an excellent relation with its workers.7) Market Position
  66. 66. Deepika enjoys the privilege of being in the first position in the market with regard to circulation and quality. This is one advantage that the newspaper can project in improving aspects such as circulation and advertisement revenue.8) Intelligent Journalism & Intelligent Business Decision Deepika, as a policy prohibits character assassination of any individual and is also careful about portraying sensitive news in a very diplomatic manner. The company is also known to maintain very good relations with other prestigious firms in the same industry.WEAKNESSES1) Generation gap between employees The employees in Rashtra Deepika are mostly older persons. Thus there is a generation gap between employees which will lead to lag in decision making. When the old and the young staff members are put together, chances for an ego clash are higher.2) Improper utilization of distribution network The company is not in a position to utilize its distribution network to its full capacity.3) Stress on advertisements More of an emphasis seems to be placed on advertisements than on news in the Deepika daily.4) Circulation abroad The company does not seem to fully make use of the foreign markets.OPPORTUNITIES1) The Overseas Market The firm can widen its customer base by tapping the overseas market in a better way. The strategy to be followed in case of the foreign markets would have to be developed after a detailed study of the market.
  67. 67. 2) The Youth Market Todays markets are youth centric. However, the Kerala NEWSPAPER industry is yet to tap this market successfully. Rashtra Deepika can capitalize on this gap in the market by coming out with innovative products focusing on youth.3) Innovative Marketing Techniques Todays market is experimenting in marketing and circulation development tactics through tie ups with firms from other industries. Such market developments need to be utilized by the firm so as to improve its position in the market.THREATS1) Threat from other leading competitors.2) Flourishing electronic media3) Children born and brought up outside Kerala prefer English dailies.5.2 OBSERVATION1. Cost discounts of the canteen provided by the company are excellent.2. Medical facilities are good.3. The company is kept neat and tidy.4. The working environment and policies seem to be satisfactory.5. Recreation facility provided by the company is good.6. Employees seem satisfied with the working hours of the company and the leave benefits.7. Acceptance of the latest technologies.8. Corporate Social Responsibility (CSR) is very high.9. Well settled and modernized digital library.10. Best quality in printing.11. Friendly atmosphere in the organization.12. There is no communication gap between employees and the management.
  68. 68. 13. Most of the permanent employees are satisfied with their present job.14. Some of the employees were anxious about their jobs due to the lack of job security.15. Company did not provide vehicle loan for all employees.16. Some of the employees seem dissatisfied with the transportation facility.17. Trade union and the management are on good terms.18. The unions in Malayala Manorama do not have any political affiliation.19. Workers participation in management.20. Space marketing is used as a method of marketing.5.3 SUGGESTIONS1) The company must give a life long pension scheme for its employees.2) Company must take contract employees as permanent according to their experience and performance.3) Management must provide vehicle loan to all categories of employees.4) Transportation facility should be provided for all employees.5) Employees of the works department suggest an increase in their uniform stitching and washing allowance.6) Improve the overtime payments.7) New updated technologies should be added to existing ones.8) Try to provide sufficient resources to make work easier.9) Try to understand whether employees are aware of their competencies.10) Do take suggestions from employees for improvement and involve them in decisions taken concerning them.
  69. 69. CHAPTER-VI
  70. 70. CONCLUSION It’s a great fortune to get a chance to do training at Rashtra Deepika, one of the leadingfirms in the field of news media. This training helped to understand what the company is allabout and the companys functioning and also to assess the various aspects of Human Resourcepractices undertaken by the Department of Human Resources at this prestigious institute andalso how the department functions and how the decisions taken by this department affects thefunctioning of the organization as a whole. The employees are the asset of every organization. The company should make it a pointto select the most appropriate persons as their employees. In the past, selection was aboutmatching people to clearly defined jobs. Now emphasis is on wider criteria aimed at identifyingflexible people able to fulfill multi-skilled roles. Selection procedures are costly butconsequences of choosing unsuitable recruits can be even more costly. The study revealed that the job satisfaction of employees was the key factor for thesuccess of any organization. Deepika stands as an evident example for this. The various ITApplication used by the organization was commendable and the SWOT analysis proved thatDeepika could easily overcome the threats with its strengths. In short, Deepika has trulybecome a pioneer in the newspaper industry.
  71. 71. REFERENCES www.wikipedia.ors.