The Scenario

ACKNOWLEDGEMENTThe satisfaction that accompanies that the successful completion of any task would be incomplete without the mention of people whose ceaseless cooperation made it possible, whose constant guidance and encouragement crown all efforts with success. I am grateful to Mr.V.Gajendran for the guidance, inspiration and constructive suggestions that helpful me in the preparation of this assignment. I also thank my colleagues who have helped in successful completion of the assignment.TABLE OF CONTENTS

PAGE

1. INTRODUCTION03

2. TASK 01043. TASK 0213

4. TASK 03155. TASK 04176. TASK 05207. TASK 06238. TASK 07249. TASK 082710. CONCLUSION29

11. REFERENCES30INTRODUCTION

In this assignment there are four tasks. Even though there is a link within these tasks, each task deals with a separate topic. Task-01 will demonstrate the use and the type of documents and also this task expecting me to write an official letter to request for stationeries. Task-02 will illustrate about report writing and notice writing. Also I am going to prepare a report to the higher management in order to make aware them about the miss use of the organizations stationeries and prepare a notice to make the employees aware about the scenario.Task-03 will explain the importance of distributing a message by using different communication methods.Task-04 will discuss about the importance of arranging discussions and minutes writing. Task-05 will illustrate about the behavioral factors will be maintained in order to make the activity productive. In Task-06 I am going to produce an action report to avoid the above stated stationery misses use in the organization. In Task-07 I am going to explain the process of decision making. And Task-08 will demonstrate the limitations that one has to face in a communication activity.TASK 01

The Oxford dictionary define a document as a piece of written, printed or electronic matter that provide information or evident. Generally we could define the documents as a tool of physical evident of an information, data or record related to the subject of the process. A document is a work of nonfiction writing intended to store and communicates information, thus acting as a recording. Documents are often the focus and concern business administration and government administration. The word is also used as a verb as "documenting" describes the process of making a document.

The term Document may be applied to any discrete representation of meaning, but usually it refers to something physical like one or more printed pages or to a "virtual" document. e.g. electronic document (digital) format.

Literature Review

Documents are sometimes classified as Secret, private or public. They may also be described as draft or proof. When a document is copied the source is referred to as the original. There are accepted standards for specific applications in various fields, such as:

Academic: theses, desertion, paper, journal

Business and accounting: invoice, quote, REP, proposal, contract

Law and politics: Summons, certificate, license, gazette

Government and industry: white paper

Media and marketing: brief, mock up, script

Such standard documents can be created based on a template. Traditionally, the medium of a document was paper and the information was applied to it as ink either by hand (to make a hand-written document) or by a mechanical process (such as a printing, press or, more recently, a laser printer)

Through time, documents have also been written with ink on papyrus (starting in ancient Egypt) or parchment; scratched as runes on stone using a sharp apparatus; stamped or cut into clay and then baked to make clay tablets(e.g., in the Sumerian and other Mesopotamian civilizations). The paper, papyrus or parchment might be rolled up as a scroll or cut into sheets and bound into a book. Today short documents might also consist of sheets of paper stapled together. Modern electronic means of storing and displaying documents include desk top computer and monitor with printer, personal digital assistant, dedicated e book devices, electronic paper, information appliances, digital audio players, and radio and television service providers. Digital documents usually have to adhere to a specific file format in order to be useful.Documents of Westford

Different types of organizations use different and variety of documents. The Westford campus also uses variety of documents according to its process applications. Initially we could identify the different units of the Campus as per their functions.

1. Administrative function

2. Financial function

3. Academic function

4. Marketing function

1. Administrative Function

Administration function is undertaken by the Administration department, financial function is undertaken by the Financial /Bursary department Academic function is handled by the academic department or the faculty and the marketing function is handling by the marketing department. All these departments use different type of documents to keep their process in record form. These formats are printed and kept ready for use by the customer or end user who will fill up the forms and complete the forms with data or records. When these forms are completed and accepted by the relevant authorities it will become an official document and kept in official custody.

Administration DepartmentDocuments used by the administration department could be classified into two categories.

Documents used by the staff (Internal Customer)

Documents used by the public (External customer)Documents used by the internal customers (staff) could be listed out as per their function or task.

Attendance:

This document is used to record the attendance of an employee including the time of arrival and departure and absenteeism. In modern world this document is replaced by digital time clock or thumb print recorder.

Leave:

The leave register is used to record the leave of an employee. This record various leave such as medical, casual, privileged, duty and no pay leave.

Holiday work application:

This document records the purpose and approval of the employees who intend to work on holidays which warrants higher management approval or consent.

Travelling & Subsistence application:

This document records the details of travelling and subsistence details of an employee and contains the approval of the superior who grant permission for the official travelling.

Promotion/Increment:

Employees promotion applications and increment applications are recorded in this document and preserved for future reference.

Transfer:

The transfer application forms are used to apply for transfer from one department to another department and records are maintained by the human resources department.Documents used by the external customers (students) could be listed out as per their function or task.

Application for enrolment:

This document is used by the students who apply for the campus for admission. This application form will be scrutinized by the management and next step will be taken to test the student eligibility to enroll in the faculty. This application will contain all the record of the student as his bio data.

Student Registration:

This document will function as a record of students who selected for the admission by the management after completing the admission test.

Student Record Book:

Student record book will carry all the records of the students activities while they are in the campus. This will contain their core information in the faculty and their achievement.

Application for library:

The students who wanted to use the library or to borrow books from the library should become member of the library. Therefore they have to apply for the membership of the library. The students have to make declaration to return the books promptly to the management.

Application for Recreation/Gymnasium:

The students who wanted to use the sports or gymnasium has to apply for the membership to make declaration to abide by the rules and regulation of the club. This document will contain all the detail of the students and their option to use the variety of sport. Application for Car park:

The students who wanted to use the car park has to apply for permission to use the car park and the management will allocate available parking slot to the students and this document will keep the record of the user.

Application for Examination:

The students will use this application form to apply for the examination on every semester. The examination department will keep track of this record and issue admission card for the eligible students to sit for the examination.

2. Financial Department (Bursary)

Documents used by the financial department could be classified into two categories.

Documents used by the staff (Internal Customer)

Documents used by the public (External customer)

Documents used by the internal customers (staff) could be listed out as per their function or task.

Salary Sheet:

Every employee of the Westford will be issued with a salary sheet to mark their monthly salary and this will be documented by the bursar department for record keeping and to keep track of their emolument. Also each employee will be issued with individual salary sheet for their payment.

Miscellaneous payment:

The employees are paid with various payments such as bonus, incentive, allowances etc. These payments other than salary are categorized under miscellaneous payment and these records are kept with necessary details for future reference.

Penalty/surcharges:

Penalty and surcharges are recovered through this document and this document will carry all the details of the penalty and surcharge in detail for future reference.

Reimbursement:

The expenses paid by the officers who are entitling for reimbursement of the expenses will be reimbursed by this document with necessary approval.

Receipts:

All the payment received by the institute will be documented by a receipt by the relevant authority and the receipt will carry all the details of the payment made and the purpose. This document will be kept under custody of authorized persons for audit purpose.

Documents used by the external customers (students) could be listed out as per their function or task.

Paying in Voucher:

This form will be used by the students or other users to make payment to the institute for various purposes and this document will carry all the details of payment and the purpose of the payment.

Reimbursement:

As mentioned earlier this document will be used to make withdrawal of payment made earlier by those who entitled to get this kind of reimbursement benefit Miscellaneous payment:

As mentioned earlier this document will be used to make payment other than the core business of the institute such as parking, library etc.

Withdrawals:

When a person made a payment and later wanted to cancel the payment or partially cancel the payment may do so through this document. A student who wanted to withdraw from the examination could use this form to withdraw his exam fees.3. Academic Department

Documents used by the Academic department could be classified into two categories.

Documents used by the staff (Internal Customer)

Documents used by the public (External customer)

Documents used by the internal customers (staff) could be listed out as per their function or task.

Student Record:

Every faculty will maintain students record for their internal use and reference. This student record will carry all the detail of the student and his progress of the studies.

Register of Handouts/Tutorials:

A register will be maintained by the faculty for distribution and receipts of the handout and tutorials for students and this document will control and ensure the distribution and acceptance of the handout and tutorials.

Examination schedule:

This document will record the various type of examination with date and time and will contain the details of examination.

Examination application/Exemption:

This register will be used by the authorities to keep record of the examination applications of the students and the exemption granted to them.

Register of Evaluation:

This register will be used to maintain the marks and evaluation made by the examination department. This will contain all the detail of the student results.

Documents used by the external customers could be listed out as per their function or task.

Application for tutorials/Handouts:

This form will be used by the students to obtain the necessary handout from the faculty as well as to receive the tutorials from the faculty.

Application for Consultation:

This form will be used by the students to make application or appointment to meet the lecturers/tutors/supervisors for their academic discussion.

Application for Repetition/Viva:

This form is used by the students to apply for re sit the examination or take part in the oral examination. This form is used by the students who are referred in the subject.

Student Record Book:

Student record book is maintained by the students for their academic activities and examined by their supervisor.4. Marketing Department

Documents used by the Marketing department could be classified into two categories.

Documents used by the staff(Internal Customer)

Documents used by the public (External customer)

Documents used by the internal customers (staff) could be listed out as per their function or task.

Tender Forms:

This format is used by the vendors who apply for various jobs called by the institution to mark their bid.

Pamphlet/Handout:

These notices are issued by the institute to make publicity about their courses and service and the academic activities undertaken by the institute.

Advertisement receipts:

Receipts issued by the advertisement agencies are recorded in this register for record keeping and audit purpose.

Paying in vouchers:

Various payments made to the institute for marketing purpose will be paid under this document. e.g. Tender fees and quotations.

Documents related to Market research:

There are different types of market research formats are available in the institute marketing division to conduct market research to ascertain the institute standing in the market.

Documents used by the external customers (staff) could be listed out as per their function or task.

Opinion / Suggestion forms:

These forms are used by the beneficiaries to send their suggestions and opinions to the management for their marketing study.

Market survey forms:

These formats are issued by the marketing research team to study the market intelligent survey of the institute.Official letter to the higher management in order to request for stationeries

Mr. Terry Rogers Leon

8 Town Lane

Batticaloa

BK6 5KL

SRILANKA

Date: 08 December 2011

Administrative Manager

Westford Campus

Telephone: +42156985652225

Fax: +425685215212521

http://www.westfort.co.uk

Email: bob@west.co.uk

Dear Sir,

REQUISITION FOR STATIONARY

The institute needs stationary for their annual stock. The indent for the necessary stationeries is given in the attached schedule. We intend to maintain the minimum stock level and the new order is placed considering the re order level of the stock determined by each department who uses the stationary with the sole intention of eliminating the wastage.

We hope in the future we could use the Just in time approach to fulfill our stationary requirement and if possible we wish to suggest to the management to make it online of the stationary requirement which will bring down the wastage to zero level.

Thanking you,

Yours Faithfully,

Terry Rogers LeonStationary schedule

NoItemsExisting stockRequirement Stock

Administrative function

1Attendance212

2Leave460

3Holiday Work Application15250

4Travelling & Subsistence Application9100

5Promotion/ Increment1150

6Transfer1530

7Application for enrolment515

8Student Registration4150

9Student Record Book40500

10Application for library12200

11Application for Recreation /Gym575

12Application for Examination151000

Financial Function

1Salary Sheet1050

2Miscellaneous payment7100

3Penalty/ Surcharges4150

4Reimbursement1050

5Receipts625

6Paying in Voucher650

Academic Function

1Student Record515

2Register of handouts/ Tutorials10100

3Examination10100

4Examination Application/ Exemption1540

5Register of Evaluation1050

6Application for tutorials/ Handouts5100

7Application for Consultation525

8Application for Reptilian/Viva1050

Marketing function

1Tender Forms215

2Pamphlet/Handout15150

3Advertisement receipts12150

4Paying in Vouchers20200

5Documents related to market Research1550

6Opinion/Suggestion Forms1240

7Market survey forms1550

TASK 02

To:

Mr. R. Rajendram (chief of administration)

From:

Mr. V.Gajan (Secretary)

Subject: Misuse of stationeries

Date: 09/01/2011

Preparing a Report to higher management about the misuse of the organizations stationeries As it was conveying to my perceive at the conference apprehended on 07/01/2011 to facilitate our organizations stationeries are being distorted, I encompass a conscientiousness to craft you the administration conscious of the truth. That is the motive why I engrave this statement.

This is how the organizations stationeries are being misrepresented:

Institutes stationeries are not taken for private uses Credentials are wasted by printing drafts slightly than printing the final copy

Fountain pens are superfluous before their full use An employee uses their own stationeries carefully Let they required stationeries from the sanctioned persons acquiescence Gets the instant action for against the stationery misusing staff without any favoritism

Yours Faithfully,

A.Anton

(Administrator)Preparing a notice to make the employees aware of the scenario

TASK 03

Explaining the Importance of Distributing a Message

Communication is the activity of conveying meaningful information. Communication requires a sender, a message, and an intended recipient, although the receiver need not be present or aware of the sender's intent to communicate at the time of communication; thus communication can occur across vast distances in time and space. Communication requires that the communicating parties share an area of communicative commonality. The communication process is complete once the receiver has understood the sender.

Examining the Use of Different Communication Method

Mainly there are 4 types of communication methods, they are:

Verbal communication

Non verbal communication

Formal communication

Informal communication

Verbal communication

The Verbal communication refers to the spoken words in the communication process. Oral communication can either be face-to-face communication or a conversation over the phone or on the voice chat over the Internet. Spoken conversations or dialogs are influenced by voice modulation, pitch, volume and even the speed and clarity of speaking. The other type of verbal communication is written communication. Written communication can be either via snail mail, or email. The effectiveness of written communication depends on the style of writing, vocabulary used, grammar, clarity and precision of language.

Non verbal communication

Non-verbal communication includes the overall body language of the person who is speaking, which will include the body posture, the hand gestures and body movements. The facial expressions also play a major role while communication since the expressions on a persons face say a lot about his/her mood. On the other hand gestures like a handshake, a smile or a hug can independently convey emotions. Non verbal communication can also be in the form of pictorial representations, signboards, or even photographs, sketches and paintings.

Formal communication

Formal communication includes all the instances where communication has to occur in a set formal format. Typically this can include all sorts of business communication or corporate communication. The style of communication in this form is very formal and official. Official conferences, meetings and written memos and corporate letters are used for communication. Formal communication can also occur between two strangers when they meet for the first time. Hence formal communication is straightforward, official and always precise and has a stringent and rigid tone to it.

Non Formal communication

Non formal communication includes instances of free unrestrained communication between people who share a casual rapport with each other. Informal communication requires two people to have a similar wavelength and hence occurs between friends and family. Informal communication does not have any rigid rules and guidelines. Informal conversations need not necessarily have boundaries of time, place or even subjects for that matter since we all know that friendly chats with our loved ones can simply go on and on.TASK 04

Discussing the Importance of Arranging Discussions

As a professional in the working world, there will be times when you will be required to participate in discussions. If you have trouble speaking out the turn, interrupting others or if you are lack of confidence in properly expressing yourself, the techniques about handling yourself in a discussion can be invaluable. This is a helpful advice for any individual, working with other people in any industry. Discussing ideas in a group is one of the best ways to solve the problem. When a person becomes a burden in group discussions due to lack of experience or have an excess amount of excitement or a general lack of social skills, these factors can contribute to how you are viewed by your colleagues and superiors in the workplace.

If you are in a managerial position, it is imperative to provide an open forum for discussion where your subordinates feel comfortable sharing their ideas. If a person participating in a discussion feels that their opinion will be ignored then the members within the group will hesitate to share what could be valuable solutions to business issues in discussions.

Importance of Discussion

Group Discussion makes some students weak in the knees. That is because everyone is looking in your face. You have to speak up and keep talking. Everyone is watching everything. Your diction, style of talking, fillers and facial expressions and body language are aged.

But Charlie if you are well equipped with current social affairs, general knowledge and basic understanding and most of all confidence you will fly through the GD.

Here is what they look at when enter a group discussion:

Team player Here they check if you can work in a team. Have patience to hear another persons point of view.

Reasoning ability Given a question like How will inflation affect the job scenario. One must understand the question and think of the various paradigms that can be affected and if there is a solution to it, then how will it be brought about.

Leadership Given a start how you lead the group. Bring out the maximum potential of the other members. How you play it cool and keep calm yet resolve the given task. You should be able to give direction, co-ordinate, contribute and inspire.

Initiative This is given a lot of importance, as you have to know when to speak and when to initiate a new topic.

Assertiveness You have to be sure and confident of what you say. When you are assertive, it shows in your body language.

Flexibility On one side you have to be open to what others are talking on a topic. But on the other side you cannot keep dribbling with the stand you have taken. At the onset think which side of the fence you want to sit on and then take a side of the debate and stick to it.

Listening and awareness go hand in hand You must be alert and know what is happening around you. Listen to what others have to say so you are able to gauge the situation and use it to your benefit.

You will score maximum on your initiative that you take in a conversation. Also once you take up a topic if you keep on track then you score more points. Keeping a cool head when everyone is talking or refuting your point of view and then steering the conversation to its path and asserting your point of view will culminate to scoring more points.Minutes January 7th 2011Directors Present:

Mr.R.Rajendram

Also Present Were:

HR Manager, Marketing Manager, Finance Manager, Planning Manager.

Directors Absent:

Mr.V.Manoraj

The director R.Rajendram called the meeting to order at 9.30am and the secretary Mr.T.R.Leon recorded the minutes. A board of directors was present, and the meeting, having been duly convened, was ready to proceed with discussion.

On January 7th 2011 at 9.30 am we started the meeting was held under the leadership of the director. In this case, we discussed about how to prevent the stationary misuses in our company. During the discussion, the manager mention about our company staff had been used stationery incorrectly. The following suggestions were made by the Manager and Director board to reduce our stationary problem.

Action plan

Staff uses their own stationeries carefully.

Dont use the stationeries for own needs.

Let they needed stationeries from the authorized persons permission

Gets the immediate action for against the stationery misusing staff without any Discrimination

End of the meeting we decided to conduct the next meeting on April 7th 2011 at 10.30 am.

Thank you.

The Secretary

The DirectorTASK 05

Explaining how the behavioral factor should be maintained in order to make the activity productive.

Behavioral factors that are to be maintained in order to make the activity productive in a group discussion depend on three factors they are:

Active participation

Non verbal factors

Animation factors

Any behavior or action which may be observed by a person who is speaking;

Make eye contact with the speaker

Have good posture by facing the person speaking and lean slightly forward towards the speaker.

Concentrate on every word being spoken. (Try and recall the words being spoken.)

Sit and reflect on what has been said before making a response. (Avoid thinking of a response while the speaker is still speaking.

Use non-verbal cues such as shaking your head to tell the speaker you are listening.

Use verbal cues such as "um-huh" to let the speaker know you are listening.

Listening Responses

Sometimes a listener will appear to look away while listening. This does not necessarily mean they have stopped listening, they may be thinking. These are possible responses:

A person looking up is thinking about what is being said in a visual manner. They are visualizing what is being said A person looking off to the side is an auditory listener and is really hearing what is being said.

A person looking down is an emotional listener and is feeling what is being said.

The skills that are usually evaluated in a conversation are; Communication Skills

Good communication skills are skills that facilitate people to communicate effectively with one another. Effectual communication engages the choice of the best communications channel, the technical know-how to use the channel, the presentation of information to the target audience, and the skill to understand responses received from others. Self development, interpersonal skills, mutual understanding, mutual cooperation and trust is also important to set a complete channel of most effective and winning communication skills.

Interpersonal Skills

Interpersonal skills are all the behaviors and feelings that exist within all of us that influence our interactions with others. Whether we are shy or bold, quiet or passive, domineering or cooperative are all different examples of characteristics of interpersonal skills. How do we develop our interpersonal skills? We dont really at least not consciously. These skills are learned from watching our parents, the television and our peers. Children imitate in an attempt to learn. Most of what we believe to be true about ourselves and the world around us, we do not stop and examine. It is only when problems arise that we are given a glimpse into our interpersonal skills and the potential for change that exists.

Leadership Skills

Leaders help themselves and others to do the right things. They set direction, build an inspiring vision, and create something new. Leadership is about mapping out where you need to go to "win" as a team or an organization. Leadership is dynamic, vibrant, and inspiring.

Yet, while leaders set the direction, they must also use management skills to guide their team to the right destination in a smooth and efficient way.

Motivational Skills

Motivation means encouragement. Its a driving force that helps any individual to move further. Many a times we are made to do the same job every day. This is where motivation comes into picture. By motivating the individual he may be encouraged to work and bring new prospects and revenues. .

Why Motivations?

Reduces boredom Brings new prospects and revenues Leads to job satisfaction and mental peace Avoids jealousy and prejudice amongst team Helps to achieve deadlines faster Team Building Skills

Team Building refers to a wide range of activities, presented to businesses, schools, and sports teams, religious or nonprofit organizations designed for improving team performance. Team building is pursued via a variety of practices, and can range from simple bonding exercises to complex simulations and multi-day team building retreats designed to develop a team (including group assessment and group-dynamic games), usually falling somewhere in between. It generally sits within the theory and practice of organizational development, but can also be applied to sports teams, school groups, and other contexts. Team building is not to be confused with "team recreation" that consists of activities for teams that are strictly recreational. Teambuilding is an important factor in any environment, its focus is to specialize in bringing out the best in a team to ensure self development, positive communication, leadership skills and the ability to work closely together as a team to problem solve.

Presentation Skills

Presentation is the practice of showing and explaining the content of a topic to an audience or learner. Presentations come in nearly as many forms as there are life situations. In the business world, there are sales presentations, informational and motivational presentations, first encounters, interviews, briefings, status reports, image-building, and of course, the inevitable training sessions.

Although individuals most often think of presentations in a business meeting context, there are countless occasions when that is not the case. For example, a Non Profit Organization presents the need for a capital fund-raising campaign to benefit the victims of a recent tragedy; a school district superintendent presents a program to parents about the introduction of foreign-language instruction in the elementary school artist demonstrates decorative painting techniques to a group of interior designers; a horticulturist shows garden club members or homeowners how they might use native plants in the suburban landscape; a police officer addresses a neighborhood association about initiating a safety program.TASK 06

Stating the action that I could take to avoid stationery misuse

Appointing a suitable person responsible to take care the stationeries

Punishment

Rewarding

One person will be responsible to care the stationary misuse. Reward and punishment are the two general methods that people use to promote appropriate and good behavior and to demote inappropriate or bad behaviors. Based on these mechanisms I like to prepare action plan that I believe would avoid stationery misuse. A suitable person responsible for stationeries is appointed. On a monthly base a token of appreciation will be given to persons for their appropriate use of stationeries. If someone is found guilty of misusing stationeries, one day salary will be taken away from that person. If a person continues to misuse stationeries, that person will be given a memo. TASK 07

Defining the Terminology of Decision Making Decision making can be defined as an act of making up ones mind about something. The important decisions that one makes have the ability to change ones life. If the decision is going to bring major changes in ones life, one has to make it in a careful way. Therefore, to have high chances of being successful, it is important to make decision in a systematic way. Characteristics of an Effective Decision-Making

It focuses on what is important

It is logical and consistent.

It acknowledges both subjective and objective thinking and blends analytical with intuitive thinking.

It requires only as much information and analysis as is necessary to resolve a particular dilemma.

It encourages and guides the gathering of relevant information and informed opinion.

It is straightforward, reliable, easy to use, and flexible.

Explaining the Processes of Decision Making The decision making process consists of a sequence of sections that fit together depending on the type of problem to be solved. These are:

Problem Definition.

Problem Analysis.

Generating possible Solutions.

Analyzing the Solutions.

Selecting the best Solution(s).

Planning the next course of action (Next Steps)

The above Process is only a guide for problem solving. It is useful to have a structure to follow to make sure that nothing is Handled Properly Nothing here is likely to be brand new to anyone, but it is the pure acknowledgement and reminding of the process that can help the problems to be solved.

Problem Definition

The normal process for solving a problem will initially involve defining the problem you want to solve. You need to decide what you want achieve and write it down. Often people keep the problem in their head as a vague idea and can so often get lost in what they are trying to solve that no solution seems to fit. Merely writing down the problem forces you to think about what you are actually trying to solve and how much you want to achieve. The first part of the process not only involves writing down the problem to solve, but also checking that you are answering the right problem. It is a check-step to ensure that you do not answer a side issue or only solve the part of the problem that is most easy to solve. People often use the most immediate solution to the first problem definition that they find without spending time checking the problem is the right one to answer.

Problem Analysis

The next step in the process is often to check where we are, what the current situation is and what is involved in making it a problem. For example, what are the benefits of the current product/service/process? And why did we decide to make it like that? Understanding where the problem is coming from, how it fits in with current developments and what the current environment is, is crucial when working out whether a solution will actually work or not. Similarly you must have a set of criteria by which to evaluate any new solutions or you will not know whether the idea is workable or not. This section of the problem solving process ensures that time is spent in stepping back and assessing the current situation and what actually needs to be changed.

After this investigation, it is often good to go back one step to reconfirm that your problem definition is still valid. Frequently after the investigation people discover that the problem they really want to answer is very different from their original interpretation of it.

Generating possible Solutions

When you have discovered the real problem that you want to solve and have investigated the climate into which the solution must fit, the next stage is to generate a number of possible solutions. At this stage you should concentrate on generating many solutions and should not evaluate them at all. Very often an idea, which would have been discarded immediately, when evaluated properly, can be developed into a superb solution. At this stage, you should not pre-judge any potential solutions but should treat each idea as a new idea in its own right and worthy of consideration.

Analyzing the Solutions

This section of the problem solving process is where you investigate the various factors about each of the potential solutions. You note down the good and bad points and other things which are relevant to each solution. Even at this stage you are not evaluating the solution because if you do so then you could decide not to write down the valid good points about it because overall you think it will not work. However you might discover that by writing down its advantages that it has a totally unique advantage. Only by discovering this might you choose to put the effort in to develop the idea so that it will work.

Selecting the best Solution(s)

This is the section where you look through the various influencing factors for each possible solution and decide which solutions to keep and which to disregard. You look at the solution as a whole and use your judgment as to whether to use the solution or not. In Innovation Toolbox, you can vote using either a Yes/No/Interesting process or on a sliding scale depending on how good the idea is. Sometimes pure facts and figures dictate which ideas will work and which will not. In other situations, it will be purely feelings and intuition that decides. Remember that intuition is really a lifetimes experience and judgment compressed into a single decision.

By voting for the solutions you will end up with a shortlist of potential solutions. You may want to increase the depth in the analysis of each idea and vote again on that shortlist to further refine your shortlist.

You will then end up with one, many or no viable solutions. In the case where you have no solutions that work, you will need to repeat the generation of solutions section to discover more potential solutions. Alternatively you might consider re-evaluating the problem again as sometimes you may not find a solution because the problem definition is not well defined or self-contradictory.

Planning the next course of action (Next Steps)

This section of the process is where you write down what you are going to do next. Now that you have a potential solution or solutions you need to decide how you will make the solution happen. This will involve people doing various things at various times in the future and then confirming that they have been carried out as planned. This stage ensures that the valuable thinking that has gone into solving the problem becomes reality. This series of Next Steps is the logical step to physically solving the problem.TASK 08

In this job I didnt face any more difficulties because my personal skills development subject mentor trained me healthily so that knowledge keeps me stronger on this issue. At the same time I bit struggled with when I committed to take judgments about the communities. In this task Im listing the facts that I difficult to face. Sharing the difficulty, problem and limitation I generally face when participating in communicative activities

Some people tend to have a hard time listening to people who do not speak in the language properly. Ineffective listening is usually the single biggest hindrance to effective communication between people.

The following is a list of some of the most common barriers to listening,

PREOCCUPATION - Some people are so preoccupied with their problems that they fail to concentrate on what another person says. By failing to give someone our full attention, it may seem that we are trying to defend our own position so vigorously we cannot afford to let down any of our guard. Some people are so preoccupied with their own interests, concerns, or goals that they only hear what relates to their activities. Preoccupation negates the possibility of empathetic understanding that is essential for any relationship.

LACK OF INTEREST - Many people only listen to the things that will bring them those benefits. Tuning a preacher out is a common pattern for many churchgoers. They have grown used to not agreeing with their pastor. Many closed minded people fail to see the relevance of past messages. Elders lose interest in the concerns of certain groups in the church because they are not interested in problems outside of their domain. Youth may tune out elders because they consider the older generation out of touch with the needs of contemporary youth culture.PHYSICAL OR EMOTIONAL CONSTRAINTS - Certain factors may hinder the way people listen to what is really important. Perhaps people are so hungry, tired, or discouraged that they do not have the mental or emotional strength to listen to someone tells about which is important for them.

EXTERNAL INTEFERENCE - Certain physical distractions can inhibit people from hearing 100% of what is being said. Poor sound equipment can limit the amount of information that is communicated clearly. Outside noise from people's conversation, sporting activities, or car horns may discourage people from getting every word of a message.

NEGATIVE ATTITUDES - Skeptical attitudes can hinder the communication between people. Distrust tends to block communication. Many of the Pharisees failed to hear what Jesus Christ said because of their attitudes of unbelief, resentments or fear.LACK OF DISCIPLINE - Some people fail to hear what others say because they have not trained their minds to be disciplined and focused. Give others your entire attention when they are speaking. Jesus even gave His time and attention to listen to the needs of children.

MISUNDERSTANDING - Many preachers are disappointed because their audience fails to grasp the key principles of their sermons. Even worse, some people will put a negative spin to a message. Certain people distort what has been said by hearing something different than what was intended. Finally, some people will only hear what they want to hear. Their minds are closed to hearing what the Holy Spirit is speaking to them about. God knows what specific changes need to be made in each person's life. Our verbal communication needs to be backed up with a consistent life of love, faithfulness, and self-control if people are to consider our communications as credible.Explaining the personal oriented development and knowledge I could achieve within the course of time

To overcome the difficulties, problems and limitation, and to develop personal oriented skill and knowledge two areas support me strongly.

Learning: In order to increase my vocabulary I read a lot.

Practice: In order to develop personal oriented skills, the IDM gives me chance to present what I learned both in writing and in presenting in the class (Presentation).CONCLUSION

In task 1 I have explained what are the different types of documents that we can used for our day to day office work. In addition I have prepared an official letter to the higher management in order to request for office stationeries. In task 2 I did prepare a report the higher management in order to make aware them about the miss use of the organizations stationeries & prepared a notice to make the employees aware about the scenario and also described importance of distributing a message by using different communication method in 3rd task. In task 4 explained arranging discussions and provide evidence about a certain discussion by stating minutes. In task 5 explained behavioral factors should be maintained in order to make the activity productive. And I prepared an action plan to aware the miss use of the organizations stationary in task 6. In task 7 I have described about the process of decision making. In the last task discussed about the difficulties, problems and even limitations that I have to face generally when participating for above stated communicative.REFERENCES__________________________________________________________________

Book:

Personal Development and Management Skills

Chris Routledge and Jan Carmichael (Nov 2007) ISBN: 1843981483Electronic Article:

http://en.wikipedia.org/wiki/Personal_development.

http://www.wikihow.com/Develop-Interpersonal-Skills http://www.skillsyouneed.com/ps/personal-development.html http://www.sqa.org.uk/files_ccc/CB3496_self_management.pdf__________________________________________________________________

NOTICE

Dear all,

It has been brought to my notice that the stationeries in all the departments of our organization are being misused by some employees. As a first step I would like to request you to use the stationeries sparingly. Here after, if anyone is proved to be guilty of misusing the stationeries of the organization will have to bear the consequences.

The Management,

Westford Campus

Table 1.1

_______________________________________________________________________________

30 - 30 (IDM City Campus #3/HND/Sem1/Personal Skills Development /Admin.of Westford)

YOKANATHAN PREMANANTH - Edexcel Reg. No. CH56848