ORGANIZATIONAL BEHAVIOR

Group members:

Sagheer ahmed
19313

Bilal younus
19337

Nouman anjum
19383

B.B.A industrial management

6th semester (A)

Government collages university

Faisalabad
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GOHAR TEXTILESORGANIZATIONAL BEHAVIOR

Visited Organization

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 ORGANIZATIONAL BEHAVIOR

Name: - Gohar Textile Mills (Pvt) Ltd

Chairman and chief executive officer

Ch. Maqbool, Ch. Liqat Ali

Directors
Liqat Ali, Gohar Mustafa, Aftab Gohar

Director Operation
Aftab Gohar

Chief finance officer

Sh. Asif

Auditors
TMC

Bankers
Habib bank Corporate Alflah Bank Allied Bank

Head office
208- Chak Road, Zia Town, Faisalabad
Mills
3-Km Chak Jhumra Road, Khurrianwala, Faisalabad

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Assignment topics:
1) Business Communication in organizations and barriers.
2) Team work, conflict and negotiation at workplace.

What is communication?
Communication as dictionary described it is the imparting or exchanging of information by
speaking, writing, or using some other medium.

What is business communication?

It is something which helps the managers to perform the basic functions of management-
Planning, Organizing, Motivating and Controlling. Communication skills whether written or oral
form the basis of any business activity. Thus, it can be said that effective communication is the
building block of an organization.

Directions of Communication
Organizational communication takes place upward, downward and horizontally. Downward
communication flows from the managerial and executive levels to the staff through formal
channels such as policy manuals, rules and regulations and organizational charts. Upward
communication is initiated by staff and directed at executives; it frequently takes the form of a
complaint or a request. Horizontal communication occurs when colleagues meet to discuss
issues of common interest, resolve problems and share information.

Purpose of business communication

1. Communication promotes motivation by informing and clarifying the employees about
the task to be done, the manner they are performing the task, and how to improve their
performance if it is not up to the mark.
2. Communication is a source of information to the organizational members for decision-
making process as it helps identifying and assessing alternative course of actions.
3. Communication also plays a crucial role in altering individual’s attitudes, i.e., a well-
informed individual will have better attitude than a less-informed individual.

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Organizational magazines, journals, meetings and various other forms of oral and written
communication help in molding employee’s attitudes.
4. Communication also helps in socializing. In today’s life the only presence of another
individual fosters communication. It is also said that one cannot survive without
communication.
5. As discussed earlier, communication also assists in controlling process. It helps
controlling organizational member’s behavior in various ways. There are various levels of
hierarchy and certain principles and guidelines that employees must follow in an
organization. They must comply with organizational policies, perform their job role
efficiently and communicate any work problem and grievance to their superiors. Thus,
communication helps in controlling function of management.

THE MAIN ADVANTAGES OF FORMAL COMMUNICATION

1. Increase overall efficiency: This type of communication is used by following the
predetermined rules so it increases the overall efficiency of the organization.
2. Easy communication system: The top level management communicates with
their employees by using formal downward communication system. Again the
employees communicate with their higher authority to use this system. It is very
much easy to communicate with each other.
3. Permanent record: The copy of formal communication is always preserved in the
file and it is used as reference. As a result, it is easy to seek the copy of it if
necessary.
4. Quick accomplishment of work: Sometimes the rapid communication is to be
needed with the employees. To use the formal downward communication
system, it is possible to communicate with the employees quickly. So the work
may be done timely.
5. Maintenance of discipline: Under the formal communication system the workers
are bound to be careful to their own duty. So ultimately it makes discipline in the
organization.
6. Ease of cooperation and coordination: Cooperation and coordination is very
much essential to carry out the business activity smoothly. Formal
communication is a part of coordination. So, coordinated activities can be done
properly and easily through formal communication.
7. Use as reference: Documents of the formal communication is recorded by the
organization. So, these recorded documents are used as a source of the
employees.
8. Ease of delegation of authority: Authority is delegated by the superiors to the
subordinates through the help of this communication.

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9. Free from mistakes: Since formal communication has a well-defined rules and
regulations. So, there is a little chance of mistakes in exchanging information
within the employees.
10. Others: Increasing attention, reliability, accuracy, smooth communication system,
free form distortion, easy to understand, increasing company goodwill etc.

Formal communication has many advantages, but it is not defective.

DISADVANTAGES OF FORMAL COMMUNICATION

1. Wastage of time: Top level management communicates with their employees by
maintaining the board of succession, not by-passing any executive or any level.
That is why it takes a lot of time and it wastages much time of the concerned
person.
2. Inflexibility: Ordinarily the formal communication is inflexible. If somebody out
of the channel intends to change his views it is not possible. Even when it is
needed to change, it is very much difficult.
3. Lack of initiative: Under this communication system everybody does their duty
by following specific predetermined system. So it makes the obstacle to develop
the creativeness of the employee.
4. Authoritarian attitude: In this system the sender is higher authority and the
receiver is lower staffs. Generally, the superior’s order cannot be disobeyed. It
creates an authoritarian culture in the organization.
5. Lack of cordiality: In the formal communication system the subordinate staffs
strictly follow the order of superior authority. So the implementer of the order
does not obey their duty properly.
6. Costly: In this system the organization policy and rules are obeyed properly.
Sometimes it creates crucial situation and it is a time being factor. For these, the
cost of formal communication system is higher than those of others.
7. Others: Lack of personal relation, delay in decision making, not suitable for
motivation, creates misunderstanding, create mental distance.

Barrier in business communication

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Definition
These barriers to communication are specific items that can distort or prevent communication
within an organization. The ability for a company to recognize the communication issues and
come to a resolution can drastically improve working conditions, sales and organizational
culture.

Categorization of Barriers to Communication

Language Barriers

Language and linguistic ability may act as a barrier to communication.

However, even when communicating in the same language, the terminology used in a message
may act as a barrier if it is not fully understood by the receiver(s). For example, a message that
includes a lot of specialist jargon and abbreviations will not be understood by a receiver who is
not familiar with the terminology used.

Psychological Barriers
The psychological state of the communicators will influence how the message is sent, received
and perceived.

For example:
If someone is stressed they may be preoccupied by personal concerns and not as receptive to
the message as if they were not stressed.

Physiological Barriers
Physiological barriers to communication may result from the receiver’s physical state.

For example

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a receiver with reduced hearing may not fully grasp the content of a spoken conversation
especially if there is significant background noise.

Physical Barriers
An example of a physical barrier to communication is geographic distance between the sender
and receiver(s).
Communication is generally easier over shorter distances as more communication channels are
available and less technology is required. The ideal communication is face-to-face.
Although modern technology often helps to reduce the impact of physical barriers, the
advantages and disadvantages of each communication channel should be understood so that an
appropriate channel can be used to overcome the physical barriers.

Systematic Barriers
Systematic barriers to communication may exist in structures and organizations where there are
inefficient or inappropriate information systems and communication channels, or where there is
a lack of understanding of the roles and responsibilities for communication. In such
organizations, people may be unclear of their role in the communication process and therefore
not know what is expected of them.

Attitudinal Barriers
Attitudinal barriers are behaviors or perceptions that prevent people from communicating
effectively.
Attitudinal barriers to communication may result from personality conflicts, poor management,
resistance to change or a lack of motivation. To be an effective receiver of messages you should
attempt to overcome your own attitudinal barriers to help ensure more effective
communication.

Common Barriers to Effective Communication:

The use of jargon.
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Over-complicated, unfamiliar and/or technical terms.

Emotional barriers and taboos.

Some people may find it difficult to express their emotions and some topics may be completely
'off-limits' or taboo. Taboo or difficult topics may include, but are not limited to, politics,
religion, disabilities (mental and physical), sexuality and sex, racism and any opinion that may be
seen as unpopular.

Lack of attention, interest, distractions, or irrelevance to the receiver.

Differences in perception and viewpoint.
Physical disabilities such as hearing problems or speech difficulties.
Physical barriers to non-verbal communication.
Not being able to see the non-verbal cues, gestures, posture and general body language can
make communication less effective. Phone calls, text messages and other communication
methods that rely on technology are often less effective than face-to-face communication.

Language differences and the difficulty in understanding unfamiliar accents.

Expectations and prejudices which may lead to false assumptions or stereotyping. People often
hear what they expect to hear rather than what is actually said and jump to incorrect
conclusions. Our page The Ladder of Inference explains this in more detail.

Cultural differences. The norms of social interaction vary greatly in different cultures, as do
the way in which emotions are expressed. For example, the concept of personal space varies
between cultures and between different social settings. See our page on Intercultural
Awareness for more information.

Teamwork
Definition
group of people work together to achieve a specific goal

Some Benefits of Teamwork

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Better Outcomes:
Teamwork can lead to better business outcomes because the team can bring more resources to
bear against a challenge and there is more oversight to reduce risk of poor individual
contributions. For example, in healthcare teamwork is associated with increased patient safety.

Efficiency:
When a team is able to work well together they accomplish more than individuals can do alone.
This helps a company save money while being more competitive in their market.

Better Ideas:
A good team is made up of diverse members. When these members apply different skills to the
same problem, they come up with a more effective solution than one person working on the
same problem.

Mutual support:
When teams work well together they are supportive of one another. Mutual support can
encourage people to achieve goals they may not have realized they could reach on their own.

Sense of Accomplishment:
When members of a team work to achieve specific goals, there is often a greater sense of
accomplishment than what an employee may feel when working on their own.

Conflict
Conflict is serious disagreement and argument about something important. If two people or
groups are in conflict, they have had a serious disagreement or argument and have not yet
reached agreement.
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Causes of conflict in the workplace

Every employee has needs and certain expectations at work, and conflict could arise in the
workplace when people feel that these are not being met or are being ignored.

What causes workplace conflict?

Conflict in the workplace could be the result of:

 poor management
 unfair treatment
 unclear job roles
 inadequate training
 poor communication
 poor work environment
 lack of equal opportunities
 bullying and harassment
 new changes to products, organizational charts, appraisals or pay systems
 Major causes of workplace conflict

Other major causes of conflict in the workplace include:

Personality clash
The 'personality mix' within a team can be upset when a new member of staff joins or if two
colleagues suddenly fall out. Individuals may also respond to difficult or challenging situations in
an unhelpful or unproductive way.

Unrealistic needs and expectations

Conflict at work can often be caused when employers ignore the needs of employees or set
unrealistic expectations. For example, arranging hours that make it difficult for employees to
carry out childcare responsibilities.

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Business values
Most people have very clear ideas about what they think is fair, and your organization’s
procedures and policies must reflect this. For example, giving someone a fair hearing or
explaining the reasoning behind a decision.

Unresolved workplace issues

For example
An employee might ask to be moved to another team because of their manager's 'aggressive'
leadership style. However, the employee may have other reasons - for example, they may blame
their manager for a lack of training or career progression.

Increase in workload
Sometimes conflict is caused because people feel they are being pushed too hard and that
'something has to give'.

Question answers
What is the benefit of team work?
There is a lots of benefits of team work it give worker relaxation and flexibility, worker share
their job with each other’s. Worker become more productive and work easily. Teamwork
benefits different ideas while individual have only one mind but in team everyone allow to give
idea.

How to resolve conflicts between worker and management or

employee and employer etc.?
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First of all, our organization never face such kind of conflict because of our management system,
we always try to resolve conflicts before arias, but if it happen somehow we find its season and
properly handle it with the help of our skilled managers. They negotiate with them and solve
their problems.

What is your communication channels how you can convey

information to your employers?
Our organization have proper hierarchy, if any information or complain convey they go through
the proper way for example top manager give instruction to middle manager, and middle
manager transfer it to first line managers, and first line managers make work done by workers.
In the same way all the processes work.

Which type of barrier occur between your organizational

communication?
First of all, we try to avoid all the barriers that occur in communication, but unfortunately
somehow something became a barrier.
There is different type of barriers like language, sometime language became a barrier because
our young manager who freshly graduated they speak mostly English and Urdu but our labor or
worker mostly uneducated or matric pass and they speak Punjabi, they difficult to understand
Urdu and English. Second one is lack of resources if our employer send email to inform for
something then sometime but very few time they may be don’t have internet facility on that
moment this create barrier but our organization not have these kind of problems Alhamdulillah.

What do u think business communication is beneficial for your

organization or not?
Business communication is very beneficial for our organization we can motivate or employee
through communication in fact we invest on communication technology to improve our
communication in the same way we hair highly skill person who can communicate effectively we
install technology like internet, email etc. to enhance wo communication because we know
business communication is very important and essential part of high productivity.

Conclusion

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Through the visit of guhar textile we conclude that business communication is very important it
make organization more productive. We can make organization efficient by resolving conflicts
between workers and provide good working condition

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