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Management Skills (Communication (Meetings (Duties of the Chairperson:,…
Management Skills
Communication
Barriers to Effective Communication:
- Language: using technical terms that the receiver may not understand.
- Authority: too many people giving instructions.
- Noise: not clearly hearing the verbal message, leading to misinterpretation.
- Time: not allowing enough time to read, understand and respond to the message.
- Information Overload: receiving too much information in too short a time.
- No Record: leading to future disagreements over what was said.
Factors to consider when choosing a medium:
(a)Language:using technical terms that the receiver wont understand.
(b)Authority: too many people giving the different instructions.
(c)Noise: not hearing the message clearly or being misinterpreted.
(d)Time: not being given enough to read/listen/respond.
(e)No Record: important information can be lost if not written down.
Which Factors Affect The Medium You Use?
(1) Urgency: how urgent is the information?
(2) Suitability: are some forms more efficient than others?
(3) Secrecy: how confidential is the information?
(4) Legal Requirements: certain forms must be written down.
(5) Cost: how much does the communication cost?
(6) Speed: how fast can the information be communicated?
(7) Technology: what technology is available to transmit the message.
Types of Communication: Verbal (the spoken word), Written (the written word) and Visual (what is seen).
Meetings
AGM (Annual General Meeting), EGM (Emergency/Extraordinary General Meeting), Ad Hoc (deal with a specific problem) Formal Meeting (attended by shareholders, needs to have a quorum).
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Duties of the Secretary:
- Before the meeting send out the notice and agenda, arrange the venue and provide all necessary material.
- During the meeting read out the minutes and make notes of everything discussed at the meeting.
- After the meeting write up the minutes of the meeting and arrange the next meeting with the chairperson.
Leadership
Autocratic
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Communication comes only one way, from the top down.
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Evaluation: Won't work in modern businesses as employees do not like a dictator type manager. No manager can always be right, so not consulting can lead to inefficient decisions. It has a negative effect on staff morale.
Democratic
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Evaluation: Its the most popular form in modern businesses. Management consulting leads to better decision making, good staff morale and facilitates the introduction of change in the workplace.
Laissez-Faire
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Evaluation: Not suited to the majority of companies. Lack of leadership can lead to a lack on consistency in decision making. Suitable for highly qualified and skilled people, such as scientific researchers.
Motivation
Maslow's Theory of Motivation
Maslow believed that we every person has needs which must be satisfied. Each persons needs are arranged on progressive levels. A person's job can satisfy these needs.
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Evaluation: Maslow provided managers with information regarding what motivates employees at work so they give their maximum commitment. It highlights the need to make work interesting and challenging to avoid employee inefficiency and absenteeism. It also highlights that wages and job security are just some of the motivating factors for employees.
McGregor's Theory X and Theory Y
Theory X Managers believe that most employees dislike work, avoid responsibility and lack ambition and dislike change and resist it. As a result they believe they must motivate employees by supervising the work closely, offer incentives and bonuses to get work done and threaten staff to ensure co-operation.
Theory Y Managers believe that most employees enjoy work if it is interesting and challenging, are committed, ambitious and driven and are motivated if consulted. As a result they motivate employees by making work interesting, aiming to satisfy their higher needs, discuss how the work should be done.
Evaluation: McGregor showed how employees react to different styles of manager and its impact on the business. He showed the benefits of a consensus style which is democratic rather than autocratic.