Unit 3rd Communication

Memo A memoranda is a short piece of writing used by an officer of an organization to communicate with in the organization . it is most common form of written communication between people. Some organization insist that small events and requests should be recorded in the form of memo. It has following advantage Written communication in memo leaves no scope for ambiguity and confusion. Since it is record of fact or decisions , it can be used in future to establish accountability. It gives time to receiver of communication to deliberate upon it , and react accordingly. Format of memo-

Date : To: Subject : Body

Reference No. From:

Signature:

Purpose of writing memo For conveying routine message For submitting periodical reports For communicating change in the organization For issuing instructions to the staff For asking certain special information For writing suggestions Advantages of memo Inexpensive Convenient Future reference Quick Fixing accountability Guideline for writing memo Careful planning and clear thoughts are required for witting a good memo. The process of memo writing involves the following stages: Stage 1 the exploratory stage Note down everything you want to convey about the topic Do not evaluate what you note at this stage Stage 2 drafting stage Write the purpose of the memo Underline every item that is important Write heading for each category Start writing memo For writing long memo following sequence should be follow: Introduction Discussion Concluding remarks Stage 3 the writing stage

Unit 3rd Communication

At this stage the draft memo is reviewed and revised to give it final shape. This is due to make the memo brief and clear. Major categories of Memo Documentary memos: the documentary memos are generally used for conveying information from one department to another. Congratulatory memos: the high officials can use memo to congratulate their employees on their outstanding achievements. Disciplinary memos: these memos are used as disciplinary measure by the managers against an employee whenever he violates some company rules. Case study method of learning A case is usually a "description of an actual situation, commonly involving a decision, a challenge, an opportunity, a problem or an issue faced by a person or persons in an organization."1 In learning with case studies, the student must deal with the situation described in the case, in the role of the manager or decision maker facing the situation. An important point to be emphasized here is that a case is not a problem. A problem usually has a unique, correct solution. On the other hand, a decision-maker faced with the situation described in a case can choose between several alternative courses of action, and each of these alternatives may plausibly be supported by logical argument. To put it simply, there is no unique, correct answer in the case study method. Why study cases Help in develops analytical and critical thinking ability. the case study helps the student to apply their concepts of management to the actual situation. The case study method aims at developing the ability of diagnosing problems analyzing and evaluating alternatives, and workable plans for actions. This method help the student to resolve a complex and difficult situation. Types of cases In the field of management, two types of cases may be used, namely Theoretical or Academic Cases- Case studies which are meant for reading and clarifying theoretical concepts in functional areas like marketing, human relation and communication and so on called theoretical case studies. Factual or Real Cases Case studies which describe and illustrate an organizations experience and efforts to overcome the different problems are called factual cases. Structured and unstructured cases In a structured case , leading questions are given at the end. These questions indicate the direction in which the discussion will go on. The main value of the structured case is that the discussion will start quickly. In an unstructured case, only facts are given without leading questions . the participants search and select the problem on which they are focus. This helps them to learn how to get on the real issues in a given situation. Objective of case study methodTo sharpen the conceptual skills of the students. To develop analytical and application oriented skills among the students. To improve the decision making ability of the students. To improve communication and human relations skills of the students. Guideline for case analysis Reading the case- the case under review requires a through reading before any solution could be presented for solving the critical problems. It involves the following process Previewing : the case study should be read very carefully three times. The first quick view reading provides the familiarizes ; the second provides the initial understanding and third reading provides a full command of the fact. Skimming: after reading the case thoroughly the student should be able to separate highly important information from less important information. Therefore the skimming of the crucial facts is essential arriving better conclusion. Identify the case Limits: it is essential to identify external limit and span of the case. These limits are boundaries which may be expressed in term of area, income group, age group, education level etc. These limits provide direction to the case analysis thus avoiding confusion. Scanning the Problem- After obtaining a through knowledge of the facts of the case, the student should proceed to identify the main problem and discover relationship between the problem and factor responsible for it.

Unit 3rd Communication

Making Assumptions- Assumption does not mean anything a case analyst can imagine or take the things for granted. A good postulation is one which is normally done by any normal person under normal circumstances. Each assumption made is made based on reasoning by the case analyst. Finding the Alternative solution- after analyzing the case, the case analyst has to apply his mind, use his mental faculties of perception , conception and sound judgment to arrive at the possible solution. Approaches of case analysis System approach: the system approach is base on the generalization an organization is a system and its components interrelated and interdependent. Under this approach the overall objective and performance of the organization are taken into account and not only the objective and performance of its different department. Theory gives emphasis on interdependency and interrelationships between various parts. Contingency approach: the latest approach to management is known as contingency approach. This approach suggests that there is no one best way to handle any management problem. The application of management principles and practices should be contingent upon the existing circumstances. Behavioral Approach- this approach utilizes the method and technique of social science such as sociology and psychology for study of human behavior. Data is objectively collected analyzed by social scientist to study various aspect of human behavior. Decision approach this approach pertinent scientific tools for providing a quantitative basis for managerial decision .in brief management problems can be expressed in term of mathematical symbols and relationships.