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A case study on

Effective Communication should be developed through Trust

BUSINESS COMMUNICATION

Effective Communication

Business Communication
Major types of Business Communication 1. 2. 3. 4. 5. Written communication Face to face communication Tele-communication Online communication Advertisement

Effective Communication

Effective Communication
Five P's of Effective Communication 1. 2. 3. 4. 5. Purpose Preparation Planning Practice Performance

Effective Communication

Transparency, credibility and sticking to the commitments is very important while communicating. Effective Communication is driven through loyalty and trust of the people.

Purpose of this case


Importance of communication in business Understanding unethical practices in business Transparency, Credibility & accountability are a major concern for managers Trust is must in an employee driven company Commitment is a worth of companys values Effective management is won through loyalty

Effective Communication

Case Overview
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Effective Communication

Characters in Case
Mr. Jobaer Chowdhury
B.Sc. in CSE, BRAC University Designation: Project Trainee Internship: 6 months Business Head

Domain Lead

Mr. Arif Rahman


Designation: Project Manager Experience: 9 years

Project Manager

Team Lead

Mr. Kabir Mohammad


Designation: Domain Lead Experience: 13 years

Trainee, Engineers

Effective Communication

Case Overview
Work Profile: Simulating and mending circuits Development & validation
Strengths Mr. Jobaer Chowdhury

Very good at performing task Committed to all deadlines

Achievements 1. He was given the in charge of entire procurement team & reviewing electronic items 2. He found flaws in inventory system .optimized it using software and reduced the whole project life cycle time by 23% 3. His inventory model was accepted & implemented by other teams 4. His manager rewarded him for his innovation

Effective Communication

Case Overview
Mr. Jobaer Chowdhury

Jobaer was very talented and technically expert. Once you provide him with the objective, he does that before the stipulated time with perfection. There is no need of any mentor or supervisor to guide him. He knew his work, deadlines and how to make it done

Jobaer got more priority over other trainees He interacted with client overseas He was in the lime light for a while Opinion Some senior team members were not happy His dynamism & progress were taken Mr. Mashiur Rahman Designation: Senior Engineer as a threat to prestige & position of Experience: 3 years other team members

Case Overview
Ms. Sadia, Project Manager

Effective Communication

Mr. Jobaer Chowdhury

Sadia: Hi! Am I speaking to Mr. Jobaer

Jobaer: Yes, Jobaer Speaking


Sadia: We have an urgent opening for project trainee. Your CV has been shortlisted. You would be hired after undergoing 2 rounds of technical PI.Kindly let me know if you are interested. But the condition apply only when you are not being hired by the current team or any other team Jobaer: Thanks Sadia. I would talk to my manager regarding the same and revert back in case they are not hiring me.

Case Overview
Mr. Jobaer Chowdhury

Effective Communication

Mr. Arif Rahman

So he had a talk with his current manager, Mr. Arif who asked his manager Mr. Kabir Mohammad about the vacancy Within 2 days he got a reply that Mr. Arif & his manager are very satisfied with his performance Mr. Arif informed him that Jobaers training period will be extended to 3 months & will take him as a permanent employee They were ready to hire him at any cost They said that there will be an interview as a formality and either of them will be there

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Effective Communication

Statements by Mr. Arif

Mr. Jobaer

Mr. Arif

No need to worry. You can decline your proposal from Sadia & also from other teams if coming to you. Interview is just a formality. You are in. Now dont think about your interviews much & concentrate on your projects. We have lot of expectation from you. One of our team members will be in the panel to take care.

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Effective Communication

Jobaer in Interview

Mr. Jobaer Chowdhury

Jobaer rejected Miss Sadias offer Jobaer waited for the day to come During the interview, none of his managers were present Jobaer was fired in the interview He was asked out of context questions which were not related to his work. Neither he had worked nor did it match with the profile of the work he was about to be assigned. Jobaer managed the out of box questions as he was resolving partly the technical disputes of other team

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Jobaer,we cannot hire you because you couldnt

perform well in the interview

Mr. Arif
Why Mr. Arif, I performed well till date. I am having a

very good track record for last 5 months & feedbacks were very good as given by you only. I kept to all my deadlines. You people awarded me. Because of you only I denied Sadias offer. You only assured me that the interview was just a formality & I need to concentrate on my work.

Mr. Jobaer

Mr. Arif

Our Companys policy says that while recruitment it is the interviewer who decides the final selection. The panel of your interviewer is not ready to hire you. They have an opinion that the task to which you were going to be assigned is different from your current profile & does not meet their expectation. So you can apply for your resignation latest by next 5 days so that it gets updated to the database before your tenure of training ends by default

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Case Overview
Mr. Jobaer Chowdhury

Effective Communication

Ms. Sadia,Project Manager

Jobaer: Hi Sadia, Jobaer speaking. Earlier you called me regarding a

opening in your team. Is it still there


Sadia: Jobaer there is no vacancy in our team expected probably till next

6 months
Jobaer: Thanks Sadia.

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Effective Communication

Jobaers Perception
Jobaer did not ask for the feedback after interview as he was assured that its not going to impact anyway. He knew that as per companys policy Interns are hired temporarily for projects & thus have no assurance about confirmation of their job after completion of the project even if they had performed well. He also didnt have any documentary proof as everything was intended to him orally. He could have talked to HRs, But in his company he knew that HR will only say that if the line managers are not ready then no one can do anything as the entire decision is based on managers. Jobaer was helpless. Finally he resigned

Mr. Jobaer

HR Cannot help

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Effective Communication

Teaching Notes
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Effective Communication

Prior action to overcome the situation


When the feedback was delayed, Jobaer should have thought about the other odd situations. He should have been very alert for his interview He should have talked to HR regarding other vacancies. He should have intelligently managed to use the written documents like mail about the assurance given by the manager , so that his claims to HR would have been strong He should have talked to his managers manager about the issue He should have given a trial, to freely convey the same to his domain HR

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Effective Communication

Major Communication Barrier


Lack of transparency in communication Lack of fulfillment of commitment by the manager Lack of trust Perception: Jobaer believed that HR cannot solve his problem in any way Lack of privileges to junior level employees to discuss & resolve their personal issues.

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Effective Communication

Conflicting statements
No need to worry. You can decline your proposal from Sadia & also from other teams if coming to you. Interview is just a formality. You are in. Now dont think about your interviews much & concentrate on your projects. We have lot of expectation from you Our Companys policy says that while recruitment its the interviewer who decides the final selection. The panel of your interviewers is not ready to hire you. They have an opinion that the task to which you were going to be assigned is different from your current profile & does not meet their expectation

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Effective Communication

Mistakes committed by the Management


Project manager should have kept control on his emotions and waited till the results of the interview came out
He shouldnt have assured Jobaer, rather should have told him to prepare well without giving any guarantee before hand Project manager should have justified Jobaer stating him the actual reasons for not selecting him & should have cleared all his doubts Jobaer should have been given with adequate time to make necessary arrangement before he applies for resignation

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Effective Communication

Role of HR & its policy


Open door policy should be implemented HR department should train their managers about maintaining transparency, accountability & credibility within employees Feedback should be collected from employees when they are leaving job about the reason for leaving HR Dept. should train managers about communication barriers and improve their communication skills.

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Effective Communication

Conclusion
Maintaining effective communication, transparency & sticking to commitment plays an important role
Doubts of the bottom line employees should be clarified Employee should have faith in organization

Organizational structure should be simplified so that the employees can sort out the problems with HR easily

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Effective Communication

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