People are often distracted, half listening, and half thinking about something else. When people find themselves in conflict, they try formulates response on what is being said to them. Non -verbal communication This can also be known as body language because this a way to covey message through the use of our body. “Communication is the transfer of information from one person to another. Most of us spend about 75 percent of our waking hours communicating our knowledge, thoughts, and ideas to others. However, most of us fail to realize that a great deal of our communication is of a non-verbal form as opposed to the oral and written forms.
Non-verbal communication includes facial expressions, eye contact, tone of voice, body posture and motions, and positioning within groups. It may also include the way we wear our clothes or the silence we keep”. (G. W. Porter) Time Management in Business Environment Most business executives feel that number one problem they face is a lack of planning and time to think. Goal should be specific enough to face real life issues. Time management focus on ones goals which provide the vision and motivation to see though task in business world today. Goal setting is the crucial – part in time management.
Stephen Covey explains “goals give a framework for motivation and the important goal one need to make are those that are cover the broad area of our lives”. Goals: The first step in learning to manage your time is controlling your life, to identify what your goals and priorities are. Its ideally sensible to distinguish the goal that are truly important(completion of a research project) from those that may seems urgent but not really important (arranging the weekend outings with buddies) It is not advisable to send an inordinate amount of time doing busy work that appears productive but only to keep one occupied.
Activities: Another objective that helps in time management is to identify those activities that will help to achieve those goals that are important. It is important for business associated to keep record of activities to be done on a list where it could be seen daily because these activities are meant help to achieve goals. The secret to effectively managing time lies in planning, engaging in new opportunities, focusing on long term project. If focus on these listed activities, it will enhanced vision, perspective, balance, discipline, control, and has fewer crises.
It is healthy to set time each day to work on something that is important but not necessarily urgent as a way of getting ahead. In doing so, it gives extra time later to handle the unexpected events that invariably happen to everyone. Calendar/ To-do-List/Scheduling: It is ideally to organise the day-to-day activities by the use of calendar, its help to work towards schedule. Logically if one fails to plan, there are high probabilities to fail. Time management planning can be handle individually, i. e.different people prefer to use a calendar rather than a To-do-List, and so to say others prefer to put all their activities on a scheduling list.
It is handle according to the best suitable way of the individual. Peter Drucker states that “time is the scarcest resource available. ” And yet many times our highest priorities are not reflected in our actual daily activities. it is wise r to review all calendar everyday, update the To-do-List and give more attention to scheduling goals. Flexibility: It is absolutely good to allow time for interruptions and distractions.
Time management experts often suggest planning for just 50 percent or less of one’s time. With only 50 percent of your time planned, you will have the flexibility to handle interruptions and the unplanned emergency. Flexibility enables one to handle any case of urgency or unforeseen event in life. This has a big impact on business executives because it gives them the ability to slot activities and events. Do The Right Thing Right: Noted management expert, Peter Ducker, says “doing the right thing is more important than doing things right.
” Doing the right thing is effectiveness; doing things right is efficiency. It is good to focus first on effectiveness (identifying what is the right thing to do), then concentrate on efficiency (doing it right). Importance of Time Management to Business Managing time is important for managers for various reasons. Getting tasks done right the first time saves the manager useful time that can be used on other tasks. Saving this time means saving time for the company. While time is an enemy for some, people who know how to use time wisely can truly say that time is on their side.
Using effective time management practices will help ensure quality use of time as well as efficiency. If managers are aware of what tasks are important for themselves and their company and do not waste time on unimportant matters, they will have that extra time to focus on high priority matters. Once somebody learns to manage their time in a way that fits their ways they will be able to overlook the obstacle that time had previously placed on them. Many people often simply overlook or fail to realize why they feel pressured by time (Mayer, 1990). Active Listening in Business Environment
In actual fact people speak at 100 to 175 words per minute, but they can listen intelligently at 600 to 800 words per minute. To listen actively, you should help the other person to speak, using attentive body language and encouraging words. Especially when they are uncertain, supporting them with nods ‘yeses’ and eyebrows raised in anticipation can be very effective. “Active listening has several benefits. First, it forces people to listen attentively to others. Second, it avoids misunderstandings, as people have to confirm that they do really understand what another person has said.
Third, it tends to open people up, to get them to say more”. (Divna Persic-Todorovic, pg 44, 1995) In active listening, it is important that the listener have an orientation with the four qualities of empathy, acceptance, congruence and acceptance. Four oriented qualities of Active listener Empathy: This is the desire and compassion of the listener to understand the recipient from the very point of view. This quality enables the listener understand the speaker’s experience by given or show the feeling of “understanding”.
“The empathic listener tries to get inside the other’s thoughts and feelings. The idea is to obtain an emic rather than etic understanding of the situation”. (Communication in Organizations, by Dalmar Fisher). Empathy is surprisingly difficult to achieve. Acceptance: This means having respect for a person for simply being a person. As Rogers and Farson point out, “although it is most difficult to convince someone that you respect him by telling him so, you are much more likely to get this message across by really behaving that way… Listening does this most effectively”.
This attitude encourages the other person to be less defensive and to explore aspects of self and the situation that they might otherwise to themselves. Congruence: This also means corresponding, openness, frankness, and genuineness on the part of the listener. These types of listener are more in touch with themselves. They communicate what they feel and know, rather than hiding their feelings. Nevertheless when one person is open the other side is more likely to be open. These are more likely to interrogate the speaker to make people (speaker) feel they being heard.
For example, an executive producer asking his assistant this question “How did you decide which method to use? ” This is to show the attentiveness in him as a congruent listener. Concreteness: This is refers to concentrating or focusing on specifics rather than generalities. A listener tends to encourage concreteness by asking the speaker or recipient to be more specific. The listener also suggests a break on some pretext when an informal talk is lasting longer than finding it difficult to maintain intelligent interest.