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Unit 01 - BASIC MANAGEMENT SKILLS

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Unit 01 - BASIC MANAGEMENT SKILLS

  1. 1. By: Mr.Premanand Desai L/EE B.L.D.E.A’s SHREE SANGANABASAVA MAHA SWAMIJI POLYTECHNIC, VIJAYAPUR-03 E-mail ID:premananddesai@gmail.com cell no : +91 7892881829
  2. 2. Course Title: BASIC MANAGEMENT SKILLS & ENERGY MANAGEMENT Course Code : 15EE62T
  3. 3. Course Outcomes: 1. Describe basics of management skills 2. Understand Maintenance and TQM 3. Explain energy management 4. Describe energy conservation in electrical engineering sectors 5. Understand energy audit 6. Illustrate safety measures and use of computer in energy management.
  4. 4. Unit :01 BASIC MANAGEMENT SKILLS (ಮೂಲಭೂತ ನಿರ್ವಹಣೆ ಕೌಶಲಯಗಳು ) CO-01-Describe basics of management skills
  5. 5. Types of skills 1. Interpersonal skills 2. Team working 3. Negotiation skills 4. Communication skills 5. Time management 6. Stress management
  6. 6. 1.Interpersonal skills • Interpersonal skills are the skills we use every day when we communicate and interact with other people, both individually and in groups. • People with strong interpersonal skills are often more successful in both their professional and personal lives. • Interpersonal skills include a wide variety of skills, though many are centred around communication, such as listening, questioning and understanding body language. They also include the skills and attributes associated with emotional intelligence, or being able to understand and manage your own and others’ emotions.
  7. 7. 2.Team working skills • The process of working collaboratively with a group of people in order to achieve a goal. Teamwork is often a crucial part of a any Job or business, as it is often necessary for colleagues to work well together, trying their best in any circumstance. • Teamwork means that people will try to cooperate, using their individual skills and providing constructive feedback, despite any personal conflict between individuals.
  8. 8. • 3. Negotiation (ವಿಚಾರವಿನಿಮಯ) skills • Negotiation is a method by which people settle differences. It is a process by which compromise or agreement is reached while avoiding argument and dispute. • In any disagreement, individuals understandably aim to achieve the best possible outcome for their position (or perhaps an organisation they represent). However, the principles of fairness, seeking mutual benefit and maintaining a relationship are the keys to a successful outcome.
  9. 9. 4.Communication skills • Communication skills are the abilities you use when giving and receiving different kinds of information. • Communication skills involve listening, speaking, observing and understanding. It is also helpful to understand the differences in how to communicate through face-to-face interactions, phone conversations and digital communications like email and social media.
  10. 10. • 5.Time management skills • “Time management” is the process of organizing and planning how to divide your time between specific activities. Good time management enables you to work smarter – not harder – so that you get more done in less time, even when time is tight and pressures are high. • Failing to manage your time damages your effectiveness and causes stress.
  11. 11. 6.Stress management skills • Stress is basically the tension or anxiety caused by any sort of pressure in everyday life. The ability to handle or minimize the physical and emotional effects of such anxiety is known as one’s stress management skills.
  12. 12. Importance of knowing yourself Understanding and knowing our self in very important in our life, this will help us develop good relations with everyone. 1.Its helps to control emotions. 2.Helps to reach your goals. 3.Helps to reach better decisions. 4.Helps to improve relationships. 5.Helps to realize and improve your full potential. 6.Helps to experience happiness and joy. 7.It helps to lead our life in better way. 8.It helps to improve our personality. 9.Its helps to change our attitudes and improve our values.
  13. 13. Process of knowing yourself 1. Maintain personal diary 2. Practice meditation. 3. Exercise regularly. 4. Go for walk regularly. 5. Do some riding and driving . 6. Do some outings. 7. Develop some hobbies. 8. Develop new interests.
  14. 14. Definition of SWOT Analysis The SWOT means - Strength , Weakness, Opportunities & Threats. A SWOT analysis is a framework for Analyzing your Strengths and Weakness and the Opportunities and Threats you face. This helps you Strengths, minimize weaknesses and take the greatest possible advantage of opportunities available.
  15. 15. Benefits of SWOT analysis 1. It is scalable 2. It is simple to the participants. They can grasp the concepts and process easily. 3. It can be practiced at individual and corporate level. 4. Less expensive- SWOT analysis can be done internally provided the internal facilitator has the experience to manage. 5. Inclusive – It allows the participation of team and results are more likely to represents the real environments.
  16. 16. Enumerate usage of SWOT analysis 1. Set objectives 2. Environmental scanning 3. Analysis of existing strategies. 4. Strategic issues defined 5. Develop new/revised strategies. 6. Establish critical success factors. 7. Preparation of operational ,resource, Project plans for strategy implementation. 8. Monitoring results.
  17. 17. Definition of Perception (ಗ್ರಹಿಕೆ) The process by which individuals select, organize, and interpret the input from their senses to give meaning and order to the world around them. Components of perception include the perceiver, target of perception, and the situation.
  18. 18. How to improve Perception 1. Knowing Oneself Accurately, 2. Empathize (ಅನುಕರಿಸು) with Others, 3. Having a Positive Attitude(ರ್ತವನೆ), 4. Positive Impression Formation, 5. Communicating Openly, 6. Comparing One’s Perception with that of Others, 7. Improving Diversity Management Programmes.
  19. 19. Definition of communication (ಸಂವಹನ or ಸ೦ಪರ್ಕ ) It is defined as the “Process of transfer of information from sender to receiver, with the information being understand by the receiver”. or “Communication is an exchange of facts, ideas, opinions or emotion by two more persons ”
  20. 20. Special features of communication. 1. Communication is a two way traffic. 2. Communication is unavoidable. 3. Communication is a social process. 4. Communication is a continuous process. 5. Communication is universal.
  21. 21. Communication process
  22. 22. The communication process is the guide towards realizing effective communication. The communication process helps in sharing of common meaning between sender and receiver and individuals that follow the communication process will have the opportunity to become more productive in every aspect of their profession.
  23. 23. • Sender : The communication process beings with the sender, who is wishing to sends a message to the receiver. • Message : A message may be an idea or thought , the sender wants to convey to the receiver. • Encoding : Encoding is putting a message into words or images, that can be understood by both sender and receiver. • Transmission channel: The channel is the medium through which the message can be transmitted from one person to another.
  24. 24. • Receiver : The receiver is a person or group to whom message is to be transmitted. • Decoding : Decoding is the process by which the receiver interprets the message and translates it into meaningful information. • Feedback : Feed back is the reaction, without it, the sender of the message cannot know whether the recipient has received the entire message. • Noise: Noise may disturbance that obscures, reduces or confuses the clarity or quality of the message being transmitted.
  25. 25. Channels of communication. The communication channels are the means of transmitting the message from sender to receiver. Some suggested channels of communication are listed below. If you present your message with class and dignity, you will get the desired response.
  26. 26. The some important communication channels are : 1. Use of mobile. 2. Use of telephone. 3. Use of television. 4. Use of news letter. 5. Use of personal letter. 6. Use of post cards. 7. Use of formal printed invitation. 8. Use of mail news or magazine articles 9. Use of questionnaires. 10. Use of newspaper column. 11. Use of face to face contact by salesman or mediator etc.
  27. 27. Formal and informal communication network • Formal Communication Network : This network is designed by the management to dictate(ನಿರೆದವಶಿಸು) who should talk to whom to get job done. It is created to regulate the flows of communication as to avoid any confusion and make it more orderly, timely and smooth.
  28. 28. Informal Communication Network • It is not intentionally formed network by the management. It arises to meet the needs ,spontaneously that are not satisfied by formal process. • In fact this is the network formed by the workers without the knowledge of the management or in canteen, play ground, cinema hall, evening meetings, morning jogging place where the workers meet informally and build the informal relationship by communicating with each other without considering their branch, post, position, etc. It is also called as grapevine communication.
  29. 29. • People communicate through symbols, signs, behavior, signals, speech, words. listening, silence, eye contact, head movement, postures, mannerism etc.
  30. 30. Barriers to communication 1. Physical barriers : Separate working areas for people of different status. 2. Perceptual barriers : It depends on how our thoughts, assumptions and perceptions shape our own realities about a person, people, thing, job etc. 3. Emotional barriers : The communication should be free and open it should not be influenced by emotions like fear, mistrust and suspicion. 4. Cultural barriers : The people have to work with different culture having a different behaviour to remain in it, sooner or later you need to adopt the behavioural patterns of the group. 5. Language barriers : To improve our personality, we need to learn the different languages, so as to work with different people in the universal market. 6. Gender barriers : We have to work in a common platform and both men and women are treating equal in the present market scenario. 7. Interpersonal barriers : These are due to less contact with people, rituals (ಆಚರಣೆಗಳು ), working activities, honesty, etc. leads to maintain the distance themselves from others.
  31. 31. overcome barriers to communication A sender can overcome barriers by using the following methods: 1. Using appropriate Language: The sender should use appropriate language, simple words so that receiver can understand correctly. 2. Understanding the receiver: The sender should study how the message will be interpreted by the receiver before communicating. 3. Developing confidence in the receiver: A receiver receives the message effectively if he has confidence in the sender. By mastering the subject of communication, sender creates confidence in the receiver. 4. Encouraging feedback: Feedback helps the sender to know whether the receiver has understood the message or not. 5. Using face to face communication: Written communication is not as effective as face to face communication. 6. Using repetition when necessary: Complicated messages can be repeated so that the receiver understands it. However. unnecessary repetition can confuse the receiver. 7. Using pictures: The sender can use pictures or charts to make his message clear.
  32. 32. A receiver can overcome barriers by using the following methods 1. Effective listening: Active listening in one way to overcome barriers. It needs hard work and effort to increase concentration on what the sender is communicating. 2. Avoid judgment: The receiver should not make any judgment about the sender. The judgment distorts the communication. 3. Providing feedbacks: The receiver should provide a true feedback about what he feels.
  33. 33. Effective communication 1. Know yourself : A good communicator knows what he/she is talking about or writing about. 2. Be focused : should be clear , crisp and to the point. 3. Brevity is the soul of wit (ಸಂಕ್ಷಿಪ್ತತೆಯು ಬುದ್ಧಿಶಕ್ತತಯ ಆತಮ): Say what you want to say in short, straight and simple sentence. 4. Know your audience : Know the audience to whom you are talking accordingly you want to change style and adopt the content. 5. Infuse (ಮಿಶರಮಾಡಿ) your words with an earthiness (ಮೃದುತವ) that will appeal to a wider audience.
  34. 34. 6. A good communicator never forgets the need to create right ambience. 7. Be sincere in your utterances (ಉಚ್ಾಾರಗಳು ) 8. Be positive, believe in yourself. 9. Bring alive and exploit the magic in words. 10.Bridge the gap between yourself and your audience.
  35. 35. 11. Keep in mind the seven C'S. I. Candid (ಸದರಾ) II. Complete III. Concrete IV. Courteous (ವಿನಯಶಿದಲ) V. Clear VI. Concise VII. Correct Candid - be straight forward, free and frank. Clear - have clarity both in words and thought Complete - Avoid misunderstanding and misinterpretation. Courteous - Manners make a man, be in right frame of mind. Concise and Concrete - Keep it short and sweet. Correct - Should be accurate in all respect.
  36. 36. Team building “A team is a small group of people with complementary skills and abilities who are committed to a common goal and approach for which they hold each other accountable”.
  37. 37. • Team building is one of the crucial areas in which the employees are to be trained. • Effective teams are necessary for the continual growth, development and management of an organization. • The success of an organization depends on the kinds of team it has. Projects require people to work together, so teamwork has become an important concept in organizations. • Effective reams are an intermediary towards getting good, sustainable results. • Industry has seen increasing efforts through training and cross-training to help people to work together more effectively and to accomplish common goals.
  38. 38. Aspects of team building I. Team identity. II. Team structure. III.Team goals. IV.Team motivation.
  39. 39. i. Team identity : It is important that, everybody wants to be a part of the team. People identify themselves with the social teams. Therefore - • Organize the trips, training weekends, etc. • A unique name for your team. • A special kit, logo, etc. • Remember your players and the history of the team. • Install some pride in what. ii. Team Structure : Within each team you can define clear roles. A leader must be selected in order of interact with others, such as managers, supervisors, etc. first is role clarity, every player knows what to do in every situation, second is the acceptance of the role. Each player should feel comfortable in the position he is playing. Last is the performance of the player in the role. iii. Team Goals : Help the team to set themselves clear and realistic goals. Makes the players understand that they need to adhere to team standards, each individual player shares responsibility for the success of the team. give the individual players and the team as a whole feedback on their progress. Accept no rivalry, encourage co-operation
  40. 40. iv. Team Motivation : when you can meet an individual needs of player , those players will be motivated to achieve. Ask for sacrifice for the team, Loyalty towards each other. Install a sense of responsibility in the players.
  41. 41. Skill needed for team 1. Listening : It is important to listen to other people's ideas and they will give an other idea to emerge. 2. Questioning : It is important to ask questions, interact and discuss the objectives of the team. 3. Persuading (ಮನವೊಲಿಸುವುದು): It is important to exchange, defend, rethink and if needed, change the ideas. 4. Respecting :It is essential to treat others ideas and views with respect and accept when they prove worth. 5. Helping : It is core principle in team work. 6. Sharing : Sharing creates a conducive environment for the team to work. 7. Participating : It makes the work easier and simple. 8. Communication : To work effectively in a team you have to acquire good communication skills.
  42. 42. Model of team building. 1. Establish the credibility : First establish the knowledge and believability of team members. 2. Allow ventilation : The members must have their anxieties and unresolved issues, should be cleared before starting. 3. Provide an orientation : Giving verbal specific directions and provide clear expectations and models of behaviour. 4. Invest in the process : Set the team to identify its problems and concerns as early as possible. 5. Set group goals : Create the environment to set the mission statement, then set the goals, specific activities and behaviours to accomplish these goals. 6. Facilitate the group process : Members are taught about how groups function with different techniques.
  43. 43. 7. Establish intergroup procedures : This involves setting up a meeting format, which includes reporting minutes, making announcements, discussing problems and issues, proposing solutions, taking actions and giving new works. 8. Establishing intergroup processes : Even though the team is of self managed, the leaders must be selected in the order of interact will others, such as managers, supervisors etc. 9. Change the role of members : Often the roles of members arc changed to get more experience of different positions during team work. 10.Final position : At this position, the team is on its own and is self-managing.
  44. 44. characteristics of effective team 1. Friendly 2. Listen to others 3. Recognize and reward 4. Leadership is rotated 5. Decision by consensus(ಒಮಮತ) 6. Encourage and appreciate 7. Committed to goals 8. Spontaneous communication 9. Open minded
  45. 45. Role of team members • Care about each other - to have effective team efforts. • Open and truthful - to step forward and to get good result. • Maintain the high levels of trust. • Consensus decisions. • Committed to have excellence for getting results they desired. • Maintaining the low level of conflict. • Real listening - to have effective communication. • Express feelings - to keep emotions and feelings out of the workplace.
  46. 46. Also it is important for the team members to ensure following : • Be clear about the objectives of the team. • Identify individual skills. • Reflect the work methods. • Set targets for improvement. • Develop close relationship. • Have an open relationship.
  47. 47. MODEL QUESTIONS BANK • Cognitive Level: Remember 1. List the Benefits of SWOT analysis 2. Enumerate usage of SWOT analysis 3. Define perception 4. Define SWOT Analysis 5. Define communication 6. List Special features of communication 7. List the Channels of communication 8. List the various Barriers to communication 9. List the Types of effective communication 10. List the aspects of team building 11. List the skill needed for team 12. List the characteristics of effective team 13. List the role of team members
  48. 48. Cognitive Level: Understanding 1. Describe interpersonal skills 2. Describe Team working 3. Describe Negotiation skills 4. Describe Communication skills 5. Describe Time management 6. Describe Stress management 7. Describe Importance of Knowing yourself 8. Explain the process of knowing yourself 9. Explain how to improve perception 10. Explain Formal and informal communication network 11. Explain the various Barriers to communication 12. Explain how to overcome barriers to communication 13. Explain Types of effective communication 14. Describe team building 15. Explain aspects of team building 16. Explain skill needed for team 17. Describe a model of team building 18. Explain role of team members

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