UNIT 1

HUMAN RESOURCE MANAGEMENT

Human: refers to the skilled workforce in an organization.
Resource: refers to limited availability or scarce.
Management: refers how to optimize and make best use of such limited or scarce resource so as
to meet the organization goals and objectives.
Therefore, human resource management is meant for proper utilization of available skilled
workforce and also to make efficient use of existing human resource in the organization.

Human Resource Management involves management functions like planning, organizing,

directing and controlling

• It involves procurement, development, maintenance of human resource

• It helps to achieve individual, organizational and social objectives
• Human Resource Management is a multidisciplinary subject. It includes the study of
management, psychology, communication, economics and sociology.
• It involves team spirit and team work.
• It is a continuous process.

PERSONNEL FUNCTION
• A company's personnel function has to do with managing and motivating the members
of the workforce in the organization.
• Personnel work involves everything from selecting and recruiting new employees to
putting together the paperwork for employee termination and retirement.
• As employees enter a new company, the job of the personnel department is to
introduce them to those parts of the company they are to work for.
• They also conduct any required training classes.
• Connecting the employees with the company's payment system, including setting up
direct deposit, is sometimes the role of the personnel department.

RECRUITMENT AND SELECTION

• Recruitment and Selection is an important operation in HRM
• It designed to maximize employee strength in order to meet the employer's strategic
goals and objectives.
• It is a process of sourcing, screening, short listing and selecting the right candidates
for the required vacant positions.
 Recruitment
Recruitment is a process of identifying, screening, short listing and hiring potential resource
for filling up the vacant positions in an organization. It is a core function of Human Resource
Management.

Recruitment is the process of choosing the right person for the right position and at the right
time. Recruitment also refers to the process of attracting, selecting, and appointing potential
candidates to meet the organization’s resource requirements.

Purpose and importance of Recruitment in an organization:

• It determines the current and future job requirement.

• It helps in increasing the success rate of selecting the right candidates.

• It helps in reducing the probability of short term employments.

• It meets the organization’s social and legal obligations with regards to the work force.

•It determines the present futures requirements of the organization and plan according.

•It helps in increasing the success ratio of the selection process of prospective candidates

Factors Affecting Recruitment

1. Internal Factors
Organizations have control over the internal factors that affect their recruitment functions. The
internal factors are:

•Size of organization

•Recruiting policy

•Image of organization

•Image of job

2. External Factors
External factors are those that cannot be controlled by an organization. The external factors
that affect the recruitment process include the following:

•Demographic factors
It includes age, religion, literacy level, gender, occupation, economic status, etc of employees.

•Labor market
Labor market controls the demand and supply of labor. For example, if the supply of people
having a specific skill is less than the demand, then the hiring will need more efforts. On the
other hand, if the demand is less than the supply, the hiring will be relative easier.

•Unemployment rate
If the unemployment rate is high in a specific area, hiring of resources will be simple and
easier, as the number of applicants is very high. In contrast, if the unemployment rate is low,
then recruiting tends to be very difficult due to less number of resources.

•Labour laws
Labour laws reflect the social and political environment of a market, which are created by the
central and state governments.

•Legal consideration
Job reservations for different castes such as STs, SCs, and OBCs are best examples of legal
considerations.

•Competitors
When organizations in the same industry are competing for the best qualified resources, there
is a need to analyze the competition and offer the resources packages that are best in terms
of industry standards.

SOURCES OF RECRUITMENT

METHODS OF RECRUITMENT:-
1. Direct method
2. Indirect method.

Direct method:
• It includes Sending travelling recruiters to educational and professional Institutions,
Employees contact with public and manned exhibits.
• Most widely used method is sending to collages and technical schools
• it is done with co-operation with the placement offices of the collage, which helps in
attracting students, arranging interviews, furnishing space and providing students
profile/resumes.
• For managerial, professional and sales personnel, campus recruitment is widely
used.
• Firms like DCM, TATAS, BIRLAS, RELIANCE, INFOSYS, WIPRO, ORACLE, GOLDMAN
SACH etc, used this method of recruitment extensively.

INDIRECT METHOD:
• Advertising in newspaper, on the radio, in trade and professional journal, technical
magazines and brochures.

THIRD PARTY METHODS:

• private employment agencies are widely used;

• Employment exchanges;
• professional organisations or executive recruiters;
• Organizing seminars-inviting Professors to take part in seminars, visit plants to
impress them, who in turn will speak well of the company to attract required
personnel.
• employee referrals;
• trade union also provide unskilled, skilled workers in sufficient numbers under
agreements
• Computer data banks;
Modern sources of Recruitment:
• WALK-IN
• Consult in
• Head hunting
• Body shopping
• Mergers and acquisition
• outsourcing
 Selection
Selection is defined as the process of choosing the right candidates for the vacant positions.

Selection is called as a negative process with its elimination or rejection of as many

candidates as possible for identifying the right candidate for the position.

In others words, selection can also be explained as the process of interviewing the candidates
and evaluating their qualities, which are required for a specific job and then choosing the
suitable candidate for the position.

The selection of a right applicant for vacant position will be an asset to the organization, which
will be helping the organization in reaching its objectives

Advantages of Selection
A good selection process offers the following advantages:

• It is cost-effective and reduces a lot of time and effort.

• It helps avoid any biasing while recruiting the right candidate.

• It helps eliminate the candidates who are lacking in knowledge, ability, and proficiency.

•It provides a guideline to evaluate the candidates further through strict verification and
reference-checking.

•It helps in comparing the different candidates in terms of their capabilities, knowledge, skills,
experience, work attitude, etc.

Selection Process and Steps

1. Employment Interview
Employment interview is a process in which session in conducted with the applicant to know
a candidate better. It helps the interviewer to discover the inner qualities of the applicant and
helps in taking a right decision.

2. Checking References
Reference checking is a process of verifying the applicant’s qualifications and experiences
with the references provided by him. These reference checks help the interviewer understand
the conduct, the attitude, and the behavior of the candidates an individual and also as a
professional.
3. Medical Examination
Medical examination is a process, in which the physical and the mental fitness of the
applicants are checked to ensure that the candidates are capable of performing a job or not.

4. Final Selection
The final selection is the final process which proves that the applicant has qualified in all the
rounds of the selection process and will be issued an appointment letter.

Performance appraisal
"It is the process of evaluating the performance and qualifications of the employees in terms
of the requirements of the job for which he is employed, for purposes of administration
including placement, selection for promotions, providing financial rewards and other actions
which require differential treatment among the members of a group as distinguished from
actions affecting all members equally."

Performance appraisal is a systematic and objective way of judging the relative worth or ability
of an employee in performing his job. It emphasizes on two aspects;

1. Systematic

2. Objective

The objectives of performance appraisal are as follows:

1. Salary increase

Performance appraisal plays a role in making decision about salary increase. Normally salary
increase of an employee depends on how he is performing his job.

2. Promotion

Performance appraisal plays a role in making decision about promotion. Normally internal
promotion of an employee depends on how he is performing his job.

3. Training and Development

Performance appraisal tries to identify the strengths and weaknesses of an employee on his
present job. This information can be used for devising training and developing programmes
appropriate for overcoming weakness of the employees.

4. Feedback

Performance appraisal provides feedback to employees about their performance. It tells them
where they stand. A person works better when he knows how he is working, how his efforts
are contributing to the achievement of organizational objectives. Besides, if they know their
weakness, they will try to overcome them.

5. Pressure on employees

Performance appraisal puts a sort of pressure on employees for better performance. If the
employees are conscious that they are being appraised if they work well then they made
positive approach towards the work.

Methods of Performance Appraisal

1. Traditional methods
a) Ranking method

b) Paired comparison

c) Grading

d) Forced distribution method

e) Forced choice method

f) Checklist method

g) Critical incidents methods

h) Graphic scale method

i) Essay method

j) Field Review Method

2. Modern methods
i. Appraisal by results or objectives

ii. Behaviourally anchored rating scales (BARS)

iii. Assessment centres

iv. 360-degree appraisal

Ranking Method
• Ranking is the oldest and simple method of appraisal in which a person is ranked against
others on the basis of certain traits or characteristics.
• This is very simple method when the number of persons to be ranked is small.
• This method has limited value for performance appraisal

Paired comparison
• This method is adopted for use in the large groups.
• In this method, each person is compared with other persons taking only one at a time.
Usually, the only trait that is considered is the overall suitability to perform the job.
• The appraiser puts a tick mark against the person whom he considers the better of the
two, and the final ranking is determined by the number of times that person is judged
better than others.
Grading
• This is a method where certain categories of abilities of performance are defined well in
advance.
• Persons are put in a particular category depending on their traits and characteristics.
• The categories may be outstanding, good, average, poor, very poor or may be in terms
of letter like A,B,C,D etc., with A indicating the best and D indicating the worst.
• This method is generally useful for promotion based on performance.

Forced Distribution Method

• In this method, the appraiser is forced to appraise the appraisees according to the
pattern of a normal curve.
• The basic assumption in this method is that the employee’s performance confirms to a
normal statistical distribution.
 • For example 10 per cent of the employees may be rated as excellent, 20 per cent as
above average, 40 per cent as average, 20 per cent below average and 10 per cent as
poor.
• The basic advantage of this method is that it overcomes the problem of adopting a
central tendency of rating most of the employees to a point, particularly high or near
high to appease them.

Forced – Choice Method

• The forced – choice rating method contains a series of group statements and the
appraiser checks how effectively the statement describes each individual under
evaluation.
• Though both of them describe the characteristics of an employee, the appraiser is
forced to tick only one which appears to be more descriptive of the employee.
• Out of these two statements, only one statement is considered for final analysis of
rating.
• For example, an appraiser may be given the following two statements.

1. The employee is hard working

2. The employee gives clear instructions to his subordinates.

• Both these statements are positive but the appraiser is asked to rate only one which is
more descriptive of his subordinate’s behaviour.
• This is done to avoid subjectivity in rating. Out of the above two statements, only one
statement is to be considered for final ranking.
Check – List Method
• Under this method HR department prepares a series of questions.
• Each question has alternative answers ‘Yes’ or ‘No’.
• The appraiser concerned has to tick appropriate answers relevant to the appraisals.
• Different questions may have different weightage of scores.
• HR department will compute total score and evaluate.

Graphic Scale Method

• Graphic scale is also known as linear rating scale.
 • This is most commonly used method of performance appraisal.
• In this method, a printed appraisal form is used for each appraisees.
• The form contains various employee characteristics and his job performance.
• The various characteristics are leadership, dependability, cooperativeness,enthusiasm,
creativity, analytical ability, decisiveness, emotional maturity etc., depending on the
level of the employee.
• Job performance includes quantity and quality of work performance, specific targets
achieved,regularity of attendance etc.
• The degree of quality may be measured on three point or five point scale.

Essay Method
• Instead of using structured forms for performance appraisal, some companies use free
essay method.
• In essay method appraiser assesses the employees on certain parameters in his own
word.
• Such parameters may be:

1. Work performance in terms of quality, quantity and costs.

2. Knowledge about the job

3. Knowledge about organizational policies, procedures and rules,

4. Employee’s characteristics and behaviour

5. Employee’s strength and weakness

REWARD SYSTEM
An incentive or reward can be anything that attracts an employee’s attention and stimulates
him to work. An incentive scheme is a plan or programmes to motivate individual or group
performance.

It may consist of both monetary and non monetary elements.

The effective use of incentives depends on three [Link] individual 2. Work situation
3. Incentive plan.

Rewards are classified into two types

1. Direct compensation

2. Indirect compensation.

DIRECT COMPENSATION includes wages, overtime work, bonus based on performance, profit
sharing and opportunities to purchase stock options.

INDIRECT COMPENSATION includes insurance plans, pensions, pay for time not worked, etc.

OBJECTIVES OF REWARD SYSYTEM:

I) To improve the profit through reduction in unit cost of labour and material.

II) To increase productivity and

III) To avoid or minimize additional capital investments for expansion of production.

Legal requirement and regulation for working condition

• Working conditions covers areas such as space, temperature, lighting, ventilation,

humidity and welfare facilities, including access to drinking water.
• Working conditions covers areas such as welfare facilities, ventilation, cleanliness,
space, lighting and temperature.
• The employer must ensure that your workplace comply with the Workplace Health,
Safety and Welfare Regulations.

Under the law, employers must:

• decide what could harm you in your job and take precautions to stop it;
• explain how risks will be controlled and tell you who is responsible for this;
• give you the training and information you need to do your job safely;
• provide you with any equipment and protective clothing you need and ensure it is
maintained;
• provide toilets, washing facilities and drinking water;
• provide first aid facilities;
• record injuries, diseases and dangerous incidents at work and report these to the
Health and Safety Executive where relevant;
• Have insurance that covers you in case you get hurt at work or ill through work.
 Employer’s liability for health and safety
The Workplace Health, Safety and Welfare Regulations – which became law in 1993 – lay down
minimum standards for workplaces and work in or near buildings.

These regulations apply to most types of workplace except transport, construction sites and
domestic premises.

Workplaces must be suitable for all who work in them, including workers with any kind of
disability.

You have the right to a safe and healthy workplace which is suitable for all who work in or visit
them.

Employers and controllers of non domestic premises have a general duty to make sure that
the workplace meets certain conditions.

• Maintenance: make sure the workplace, equipment, devices and systems are
maintained, in working order and in good repair.
• Ventilation: make sure enclosed workplaces are ventilated and have enough fresh and
purified air.
• Temperature: maintain a reasonable temperature inside building during working hours.
Enough thermometers must be provided.
• Lighting: must be suitable and efficient and natural so far is reasonably practical.
Emergency lighting must be provided where lighting failure would cause danger.
• Cleanliness: keep workplaces and furnishings clean. Waste materials must not
accumulate, except in suitable containers.
• Space: make sure workrooms have enough floor area, height and unoccupied space.
• Workstations: must be suitable for the worker and work. A suitable seat must be
provided where necessary.
• Floors: must be suitable and not uneven or slippery, presenting a safety risk. They must
be kept free from obstructions likely to cause a slip, trip or fall.
• Windows: make sure that windows, and transparent and translucent surfaces, consist of
safe material, are clearly marked, and safe when open.
• Traffic: organise workplaces to allow safe traffic circulation by pedestrians and vehicles.
• Doors: make sure doors and gates are suitably constructed and comply with certain
specifications.
• Escalators: make sure escalators function safely, are equipped with necessary safety
devices.
• Toilets: provide suitable and sufficient sanitary conveniences.
• Washing: provide suitable and sufficient washing facilities.
• Water: provide an adequate supply of wholesome drinking water and cups.
 Relation with trade union
• Trade Union in our country is governed by Trade Union Act.1926.
• The main objective of this act is to provide for the registration of Trade Union and to
give them legal status and immunity to their Office-bearers and members from civil and
criminal liability in respect of legitimate Trade Union activities.
• It is central legislation, but is administered by state Governments.
• Based on Ramanujan committee report GOVT has approved, registration of a union
having 10% or 100 workers, as against 7 members, prior to amendment, but for small
units it will be 10% or 7 members if unit has 70 workers to protect the interest of the
workers in a mall unit.

I. Primarily Trade Unions are organizations of workers that work for the maintenance and
enhancement of their economic status by insisting on improvement in working
conditions and other facilities and benefits.
II. Trade unions increase the resistance power of employees through collective bargaining.
III. Trade unions were emerged to protect and defend the workers from injustice of
employers.
IV. Trade unions protect the workers right to higher and better life.
V. The union provides a mechanism through which employees can make their voice heard
by the top management.

Because of all these it is necessary for the organisation to have a good relation with the trade
union so that the organisation will able to run more smoothly.

The different stages of collective bargain are as follow:

1. Charter of Demands: - the trade union notifies the employer of a call for Collective
bargaining negotiations typically contains issues relating to wages, bonuses, working hours,
benefits, allowances, terms of employment, holidays, etc.

2. Negotiation: - As a next step, negotiations begin after the submission of the charter of
demands by the representatives of the trade union.

3. Collective Bargaining Agreement: - Next, a collective bargaining agreement will be drawn

up and entered into between the employer and workmen represented by trade unions.

4. Strikes: - If both parties fail to reach a collective agreement, the union(s) may go on strike.
 WORKERS PARTICIPATION IN MANAGEMENT
• Workers Participation in Management means the workers are given a chance to share
the function of the management in achieving the organizational goals of the
undertaking.
• This participation is achieved through the representatives of the workers at all the
levels of the management.
• Participative management represents industrial democracy in action and workers and
management should both be re-educated to play their roles as partners in the process
of production and put industrial democracy to work effectively.

The objectives of workers’ participation in management are as follows:

• To raise level of motivation of workers by closer involvement.

• To provide opportunity for expression and to provide a sense of importance to workers.
• To develop ties of understanding leading to better effort and harmony.
• To act on a device to counter-balance powers of managers.
• To work on universal solution for solving industrial relation problems.
• Workers' participation can encourage communication at all levels. Since both partners
of production are involved in the decision-making there will be fewer changes of
distortion and/ or failure in communicating the decision.
• Joint decision- making ensures the there will be minimum industrial conflicts.
• Workers' participation at the plant level can be seen as the first step to establishing
democratic values in society at large.

WORKING IN CROSS CULTURAL

A business environment where participants from different countries or regions interact,

bringing different values, viewpoints and business practices. Often this setting requires
substantial training and employee support.

BENEFITS
• Multiple views
• More and better ideas
• Enhancing concentration to understand others arguments.
• Increasing creativity
• Increasing problem solving skills
• Better understanding of foreign cultures
• Capable of working more effectively with foreign clients.
CHALLENGES
 • Miscommunication
• Interaction problems
• Different decision making process
• Hard to reach an agreement
• Stress
How to conquer the challenges
• Create environments in which people can meet and mix as equals.
• Be open to other’s opinions.
• Find ways to deal with ambiguity.
• Be patient to language problems among colleagues.

MULTI-LINGUAL ENVIRONMENTAL

CHALLENGES
• Miscommunication
• Interaction problems
• Different decision making process
• Hard to reach an agreement
• Stress

Steps to Improve Communication in Your Multilingual Workplace

• Implement multilingual workplace training.

• Recruit bilingual employees.
• Embrace the cultural differences of your workforce.
• Value everyone’s role on the team.
• Set a good example.
 UNIT -2
HUMAN VALUES AND MANAGERIAL EFFECTIVENESS

INDIAN INSIGHT ON MANAGING SELF

Self management means:-

• Willing and able to assess and apply own skills, abilities and experience
• Being aware of own behaviour and how it impacts on others.

Self management includes:-

• Managing workload and making effective use of time

• Being well prepared for meetings and presentations
• Demonstrating an awareness of own values, motivations & emotions
• Keeping up to date with what is happening in professional area
• Having an enthusiastic and positive ‘can-do’ approach
• Maintaining a healthy life balance
• Speaking and writing by using clear and concise language
• Showing consistency between words and actions
• Being self motivated
• Accepting and demonstrating personal responsibility for health and safety,
data protection and other compliance areas

Others

• Giving and receiving constructive feedback as part of normal day-to-day

work activity
• Developing and maintaining personal networks of contacts
• Ensuring own behaviour, words and actions support a commitment to
equality of opportunity and diversity
• Chairing meetings effectively, ensuring everyone has an opportunity to
contribute
• Getting the best from others through effective communication
• Managing own response when faced with challenging situations
Organisation

• Taking an active interest in what is happening more widely in the

organisation
• Keeping up to date with what is happening in wider HE environment

HUMAN RELATIONSHIPS
• Human relations can be simply understood as the interactions among
people, especially between employers and their workers, to help both
groups achieve their own objectives.
• As for the management aspect, the objectives will be the growth, survival
and profit of the organization.
• However, at the same time, the workers will be concerned with goals such
as good working areas and meaningful jobs which bring them an
opportunity to contact other teammates (Hodgetts and Hegar, 2008).
• Human relations covers all types of interactions among people—their
conflicts, cooperative efforts, and group relationships.
There are many theories which were developed and revealed to show how
important ‘human relations’ are in a business to help it perform well. Elton
Mayo, who is “the father of human relations” (Lussier 2010), introduced the
Hawthorne Studies that changed the dominant view about employees being no
different from any machine in the 19th century.

After the studies, researchers revealed major conclusions of the

Hawthorne studies.
• Firstly, it is clearly shown that employees are not motivated merely by
money, but other factors such as the social network in which every
individual can interact with others in “a fun working” environment.
• Secondly, “supervisor-employee human relations” influence the
quality of employees’ productivity (Lussier 2010). The effective and
supportive supervisors can bring about the workers’ satisfaction and
also their better performance.
 • Finally, it is undeniable that informal work groups make a significant
effect on every employee’s attitude and the development of the
organization. Therefore, to create “a win-win situation” for the
managers and workers, the manager need to make worker have fun
because “a happy worker is a productive worker” (Hodgetts and
Hegar 2008).

MOTIVATION
• Motivation can be defined as stimulating, inspiring and inducing the
employees to perform to their best capacity.

• Motivation is a psychological term which means it cannot be forced on

employees. It comes automatically from inside the employees as it is the
willingness to do the work.

• Motivation is an internal feeling. The internal feelings such as need, desire,

aspirations etc. influence human behaviour to behave in a particular
manner. For example, desire to have a new house, respect and recognition,
etc.

• Motivation induces people to behave in such a manner so that they can

achieve their goal. Motivated person need no supervision or direction. He
will always work in desired manner. For example if a person has a motive to
get promotion so he will work efficiently to get promotion.

Importance of Motivation:
1. Motivation helps change negative attitude to positive attitude.
2. Motivation improves performance level of employees.
3. Helps in Achieving the Organisational Goal.
4. Motivation creates Supportive Work Environment.
5. Motivation helps the managers to introduce changes.
6. Reduction in Employees’ Turnover.
 LEADERSHIP
• Leaders and their leadership skills play an important role in the growth of any
organization.

• Leadership refers to the process of influencing the behaviour of people in a

manner that they work willingly and enthusiastically towards the
achievement of group objectives.

• A leader should have the ability to maintain good interpersonal relations with
the employees and motivate them to help in achieving the organizational
objectives.

Features of Leadership

1. Influence the behaviour of others: Leadership is an ability of an individual

to influence the behaviour of other employees in the organization to
achieve a common purpose or goal.
2. Inter-personal process: The relationship between the leader and the
employees decides how efficiently and effectively the targets of the
organization would be met.
3. Attainment of common organizational goals: The leader brings the people
and their efforts together to achieve common goals.
4. Continuous process: A leader has to guide his employees every time and
also monitor them in order to make sure that their efforts are going in the
same direction and that they are not deviating from their goals.
5. Group process: It is a group process that involves two or more people
together interacting with each other. A leader cannot lead without the
followers.
6. Dependent on the situation: It is situation bound as it all depends upon
tackling the situations present. Thus, there is no single best style of
leadership.
Importance of Leadership:

1. Initiating Action: Leadership starts from the very beginning, even before the
work actually starts. A leader is a person who communicates the policies and
plans to the subordinates to start the work.
2. Providing Motivation: A leader motivates the employees by giving them
financial and non-financial incentives and gets the work done efficiently.
3. Providing guidance: He instructs the subordinates on how to perform their
work effectively so that their efforts don’t get wasted.
4. Creating confidence: A leader acknowledges the efforts of the employees,
explains to them their role clearly and guides them to achieve their goals. He
also resolves the complaints and problems of the employees, thereby
building confidence in them regarding the organization.
5. Building work environment: A good leader should maintain personal
contacts with the employees and should hear their problems and solve
them. In case of conflicts, he handles them carefully and does not allow it to
adversely affect the entity. A positive and efficient work environment helps
in stable growth of the organization.
6. Co-ordination: A leader merges the personal interests of the employees
with the organizational goals and achieves co-ordination in the entity.
7. Creating Successors: A leader trains his subordinates in such a manner that
they can succeed him in future easily in his absence. He creates more
leaders.
8. Induces change: He makes sure that employees don’t feel insecure about
the changes.

MANAGING STRESS

College or Office can be a stressful time for anyone. Some stress pushes you to
meet goals by studying more, working harder or sticking with a challenging task.
But sometimes stress reaches an unhealthy level that can prevent you from
functioning well and meeting your goals.
Stress is basically the tension or anxiety caused by any sort of pressure in
everyday life. The ability to handle or minimize the physical and emotional effects
of such anxiety is known as one’s stress management.

IMPORTANCE OF STRESS MANAGEMENT

1. Enables you to motivate employees better: Good stress management help

the morale of employees to stay intact so that they are more motivated
and better focused on their jobs and performance.
2. Reduced chances of workplace conflicts: Among many other factors
contributing to workplace conflicts, the increased level of stress also plays a
major role. However, effective stress management prevents such
distractions and builds teamwork, making everyone’s lives easier and fun.
3. Improves productivity even in stressful situations: With ideal stress
management skills, there will be lesser chances of customer complaints or
poor decision-making even in the most stressful circumstances.

5 Ways to Reduce Stress for Your Employees

1. Set clear goals for your employees.

It's important to be transparent about the goals of the business and how job roles
support these goals. This gives employees peace of mind because they know what
they need to focus on and why.

2. Offer a flexible work environment.

Keeping employees is the most important thing you can do. Some people want a
flexible work environment that helps reduce some of the other pressures in their
lives. For example, if employees have children, be open to letting them come into
the office early and leave early to pick their children up after school. You can also
be flexible about letting employees work from home by having the right
technology in place that facilitates remote work.
3. Share your profits.

This could mean creating a profit sharing plan where they get a percentage of the
profits or a quarterly bonus.

4. Discourage multitasking.

Multitasking makes it hard for the brain to focus. In fact, new research shows that
multitasking drains the energy reserves of your brain. So the best way to get
meaningful input and work product from your employees is to discourage them
from multitasking. You can do this by asking them not to bring laptops or phones
to meetings.

5. Encourage employees to move their bodies.

The mind can’t work at an optimal level without the body. So encourage
employees to take time from their day to exercise at the gym, take a walking
lunch or meeting or try a yoga class. You’ll find that your employees will work
smarter, and have greater focus and clarity of thought.

DECISION MAKING
Decision-making is one of the most important aspects for proper and effective
completeness of work, but the process of arriving at a decision must be precise,
so that it will yield the best results.

To ensure that decision-making is uniform throughout the organization, we

should implement a process that everyone can follow.

1. Understand the Decision You Have to Make

The first step in making a decision is the realization that a decision is necessary. In
other words, we have to identify and define the type of decision that needs to be
made, and how it will change our work process, or improve a product or service
for our customers.
2. Collect All the Information
Proper decision-making requires an evaluation of all the information and data
that you can gather.. In some instances, the information we need is internal
(within your organization), and in other instances, we will obtain that information
from external sources.
3. Identify All Alternatives
After you’ve analyzed the information, you must develop several different options
regarding the decision you have to make.
4. Evaluate the Pros and Cons
Analyzing each alternative for its pluses and minuses can help you eliminate
which possible decision is the wrong one. Your goal in this step is to identify the
options that give you the best chance of success and the least chance of failure.
5. Select the Best Alternative
After you’ve ranked your options, you must choose the one that you think has the
strongest chance of achieving your goal. In some instances, you can combine
several options, but in most cases, there will be a clear-cut direction you want to
take.
6. Make the Decision
A decision is simply a choice until you put it into action. This means that you must
understand the resources available to help that decision become successful. You
may need to have several meetings with your managers and team leaders to
explain your decision to them, and how it will affect their daily tasks or how it will
affect your clients and customers.
7. Evaluate the Impact of Your Decision
It’s critical for us to evaluate our decision after sufficient time has passed, so that
we can analyze the effectiveness of the choice we made.

RESOLVING ETHICAL DILEMMA

An ethical dilemma (ethical paradox or moral dilemma) is a problem in the
decision-making process between two possible options, neither of which is
absolutely acceptable from an ethical perspective.
Although we face many ethical and moral problems in our life, most of them
come with relatively straightforward solutions.

Ethical Dilemma On the other hand is extremely complicated challenges that

cannot be easily solved. Therefore, the ability to find the optimal solution for
ethical dilemmas is critical to everyone.

Every person can encounter an ethical dilemma in almost every aspect of his life,
including personal, social, and professional.

How to solve an ethical dilemma?

By far, the following approaches to solve an ethical dilemma were deduced:

• Refute the paradox (dilemma): The situation must be carefully analyzed. In

some cases, the existence of the dilemma can be logically refuted.
• Value theory approach: Choose the alternative that offers the greater good
and the lesser evil.
• Find alternative solutions: In some cases, the problem can be
reconsidered, and the new alternative solutions may arise.

Examples of ethical dilemmas

Some examples of ethical dilemmas examples include:

• Taking credit for others’ work.

• Offering a client a worse product for your own profit.
• Utilizing inside knowledge for your own profit.

Ethical dilemmas in business

• Ethical dilemmas are especially significant in professional life as

they frequently occur in the workplace. Some companies and
professional organizations (e.g., CFA) adhere to their own codes
of conduct and ethical standards.
 • Violation of the standards may lead to disciplinary sanctions.
Almost every aspect of the business can become a possible
ground for ethical dilemmas.
• It may include the relationships with the co-workers,
management, clients, and business partners.

Example:- The recent corporate case pertain to satyam Computers,

wherein the Company resorted to falsification of Accounts and the
Company’s Chairman [Link] Raju, confessed that he had
manipulated the accounts by US$[Link] wrong doing as
considered as “Debacle of the Indian financial System”.

ENHANCING LIFE SATISFACTION

Researcher Ed Diener defines LIFE SATISFACTION as “An overall assessment of

feelings and attitudes about one’s life at a particular point in time ranging from
negative to positive”

According to Ruut Beethove “Life satisfaction is the degree to which a person

positively evaluates the overall quality of his/her life as a whole. In other words,
how much the person likes the life he/she leads”.

Finally, Ellison and colleagues define life satisfaction as: “A cognitive assessment
of an underlying state thought to be relatively consistent and influenced by
social factors”.

Although there are small differences between the definitions, the underlying idea
is the same: “life satisfaction refers to an individual’s overall feelings about his
or her life. In other words, life satisfaction is a global evaluation rather than one
that is grounded at any specific point in time or in any specific domain.”
 • There a Difference between Happiness and Life Satisfaction.
Happiness is an immediate, in-the-moment experience; although enjoyable, it is
ultimately fleeting. A healthy life certainly includes moments of happiness, but
happiness alone usually does not make for a fulfilling and satisfying life.

Life satisfaction is not only more stable and long-lived than happiness; it is also
broader in scope. It is our general feeling about our life and how pleased we are
with how it’s going.

There are many things that lead to a satisfactory life, they are:-
• Number of domains
• Including work
• Romantic relationships
• Relationships with family and friends
• Personal development
• Health and wellness, and others.

Life Satisfaction and its Contributing Factors

The main contributing factors to life satisfaction are not completely understood.
The factors for each individual vary; but, research has found that they likely fall
into one of four sequential categories:

1) Life chances

2) Course of events

3) Flow of experience

4) Evaluation of life
 In the life chances category

We will find societal resources like economic welfare, social equality,

political freedom, culture, and moral order.

Personal resources like social position, material property, political

influence, social prestige, and family bonds.

And individual abilities like physical fitness, psychic fortitude, social

capability, and intellectual skill.

In the course of events category

The events can involve factors like need or affluence, attack or

protection, solitude or company, humiliation or honour, challenge,
and ugliness or beauty.

The flow of experience category

It includes experiences like desire, anxiety or safety, loneliness or

love, rejection or respect, dullness or excitement, and repulsion or
rapture.

Evaluation of life

It involves comparing our own life with our idea of the “good life,”
and how the good and the bad in our life balances out.
 UNIT – 3
COMMUNICATION AND NEGOTIATION
Communication is a process by which information is exchanged between
individuals through a common system of symbols, signs, or behaviour.

It is also defined as “Two-way process of reaching mutual understanding, in which

participants not only exchange (encode-decode) information, news, ideas and
feelings but also create and share meaning. In general, communication is a means
of connecting people or places.”
IMPORTANCE OF COMMUNICATION

1. Base for Action: Communication acts as a base for any action. Starting of
any activity begins with communication which brings information
necessary to begin with.

2. Planning Becomes Easy: Communication facilitates planning. Planning is

made easy by communication.

3. Means of Coordination: Communication is an important tool for

coordinating the efforts of various people at work in the organisation.

4. Aids in Decision-Making: The information collected through

communication aids in decision-making. Communication facilitates access
to the vital information required to take decisions.

5. Provides Effective Leadership: A communication skill bring manager near

to his subordinates and exchange ideas and submits appropriate proposals,
knows their opinions, seeks advices and make decisions. This enables a
manager to win confidence of his subordinates through constantly
communicating with them and removing probable misunderstandings.

6. Boosts Morale and Motivation: An effective communication system

instills confidence among subordinates and workers ensuring change in
their attitude and behaviour. The main cause of conflict and dissatisfaction
is misunderstanding which can be removed through communication skills.
 7. In an organisation communication facilitates the flow of information and
understanding between different people and departments

8. Communication helps understand people better removing

misunderstanding and creating clarity of thoughts and expression.

9. It also educates people.

[Link] communication brings people together, closer to each other.

INTERPERSONAL COMMUNICATION

Interpersonal communication is the process of exchange of information,

ideas, feelings and meaning between two or more people through verbal
and/or non-verbal methods.

It often includes face-to-face exchange of messages, which may take form

of a certain tone of voice, facial expressions, body language and gestures.

Commonly used interpersonal communication within a business

organization includes water cooler talks, client meetings, employee
performance reviews and project discussions. But, of course, online
conversation is a large part of people’s interpersonal experience today.

ELEMENTS OF INTERPERSONAL COMMUNICATION

1. Source-Receiver

Source refers to the party that formulates and sends messages while receiver
receives and understands messages. The term source-receiver emphasizes the
dual role of a person as a source and receiver.

2. Messages

For interpersonal communication to exist, messages must be sent and received. In

face-to-face communication, verbal and non-verbal messages are exchanged
through speech, facial expressions, body movements and gestures. In online
communication, messages are communicated with words, emoticons, photos,
videos and audios.

3. Feedback

Feedback conveys information about the messages sent. In face-to-face

communication, nods of agreement, smiles, puzzled looks, confusion etc are
feedback and can be monitored as we are speaking. In online communication,
feedback is delayed.

4. Channel

Channel refers to the medium between source and receiver through which
messages pass

5. Noise

Noise refers to any interference faced while receiving a message. It can be

physical, physiological, psychological or semantic. Noise cannot be eliminated
completely but it can be reduced.

6. Context

Every communication takes place within a context. Context refers to an

environment that influences the forms and content of communication.
Types of interpersonal communication

In a broad sense, interpersonal communication is categorized into two types.

Verbal communication

Verbal communication includes the exchange done with spoken words. This
includes what we say and how.

According to Albert Mehrabian, words (what we say) make up only 7% of our

communication while our tone of voice, pauses, rhythm etc (how we say) make
up 38% of our communication. The latter is also known as Para-verbal
communication.

Non-verbal communication

Non-verbal communication, on the other hand, constitutes 55% of our

interpersonal communication. Our action speaks volume and is a key aspect in
communication. Even when we are silent, we are communicating a message.

When it comes to online non-verbal conversation, interpersonal communication

may be asynchronous or synchronous.

BARRIERS TO INTERPERSONAL COMMUNICATION

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

b. 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.
c. Lack of attention, interest, distractions, or irrelevance to the receiver.
d. Differences in perception and viewpoint.
e. Physical disabilities such as hearing problems or speech difficulties.
 f. 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
g. Language differences and the difficulty in understanding unfamiliar
accents.
h. Expectations and prejudices which may lead to false assumptions or
stereotyping. .
i. Cultural differences

Communication in an Organization

Communication is a very important part of any organization. It takes place among

business entities, within markets, various groups of employees, buyers and
sellers, service providers and clients, sales person and prospective buyers, and
within the organization and with the press.

Communication can be Internal, External, Upward, Downward, Formal, Informal,

Lateral, Interactive and Mass.

Effective communication is important for the development of an organization.

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.

Communication serves as the foundation of every aspect of a business. Thus, it

can be said that effective communication is the building block of an organization.

Some of the benefits of effective communication skills in an organisation are:

1. Communication keeps the foundation of motivation. It helps the employer

to know how a job is being performed and to improve performance if it is
not up to the mark.
2. Communication acts as a source of information and helps in the decision
making process and helps in identifying the alternative course of action.

3. Communication also helps in building people’s attitude. A well informed

person will always have better attitude than a less informed person.

4. In the current business scenario, no business can survive in isolation.

Socializing is very important and communication is the tool that helps in
socializing.

5. Apart from the other functions of management, it also helps in the

controlling process of management.

NEGOTIATING TO MANAGE CONFLICTS

• Conflicts and disagreements arise when the differing needs, wants, aims
and objectives of people are brought together.

• When two minds think differently on any subject, conflicts take place as
everyone think of their own profits first.

• Negotiation is an effective way of solving any type of conflict.

 • Negotiation occurs in business, non-profit organizations, government
branches, among nations and in personal situations such as marriage,
divorce and in everyday life.

• People settle their differences by compromising and reaching an agreement

by negotiating.

MEANING OF NEGOTIATION

• Negotiation is a process of discussion between two or more disputants,

who seek to find out a common solution for a common problem, such that
it meets their needs and of interests.
• During negotiations, parties involved must feel comfortable with what has
been agreed so that they can move forward and develop an ongoing
relationship.
• Either parties can take the process of negotiation themselves or they can
take help of any professional negotiator.

ELEMENTS OF NEGOTIATION

Negotiation can be successful only when the parties involved are clear about the
matter and the manner in which it is to be performed.

Negotiation involves three basic elements, which are:-

1. Process

2. Behavior

3. Substance

• The process of negotiation is the manner in which parties negotiate which

is the context of negotiation and the tactics used by parties.
 • Behavior refers to the communication and negotiation styles that parties
use.

• Substance refers to the matter for negotiation.

Further negotiation can be successful if the following points are considered

before performing it:-

a. The parties involved must be clear about the subject of negotiation.

b. There must be good and effective communication between parties.

c. Good communication involves active listening, understanding and

acknowledging each other’s points.

d. Parties should aim at getting a win-win result from negotiation.

e. The aim of every negotiation must be to provide a result with which both
the parties are satisfied.

STAGES IN NEGOTIATION

1. Preparation: ‘proper preparation prevents poor performance’. It is crucial in

negotiating in areas like presentations, businesses etc. Parties must be clear with
their objectives and must plan their approach towards its attainment.
2. Discussion: Key elements of this stage are questioning, listening and clarifying.
Parties involved should try to understand each other’s viewpoint and should take
notes during the discussion to record all points put forward related to the case.
Discussion also involves asking questions and understanding the key points
important for reaching an agreement.
 3. Reassessment of tactics: Here parties consider viewpoints of each other, set
their priorities and summarize before starting to make proposals and bargain.
4. Make Proposals: Now, the parties make the proposals before each other. A
proposal is an offer with a condition or conditions. The parties must show
flexibility in their offers and must know when to adjourn in a negotiation.
5. Bargaining: This stage focuses on what is termed a win-win outcome where
both sides feel that their point of view have been taken into consideration and
both sides feel they have gained something positive through the process of
negotiation.
6. Agreement: After viewpoints and interests of both sides are considered,
agreement is achieved. Agreement must be clear so that both parties know what
has been decided.
7. Implementing a Course of Action: From the agreement, a course of action is
developed which is to be followed by the parties. Course of action is the manner
in which parties perform their duties.

EFFECTIVE COMMUNICATION
Effective communication is about more than just exchanging information. It’s
about understanding the emotion and intentions behind the information.

In other words, the communication is said to be effective when all the parties
(sender and receiver) in the communication, assign similar meanings to the
message and listen carefully to what all have been said and make the sender feel
heard and understood

More than just the words you use, effective communication combines a set of 4
skills:

1. Engaged listening
2. Nonverbal communication
3. Managing stress in the moment
4. Asserting yourself in a respectful way
ENGAGED LISTINING: - Effective communication is less about talking and more
about listening. Listening well means not just understanding the words or the
information being communicated, but also understanding the emotions the
speaker is trying to convey.

NONVERBAL COMMUNICATION: - Nonverbal communication, or body language,

includes facial expressions, body movement and gestures, eye contact, posture,
the tone of your voice, and even your muscle tension and breathing.

We can enhance effective communication by using open body language—arms

uncrossed, standing with an open stance or sitting on the edge of your seat, and
maintaining eye contact with the person you’re talking to.

MANAGING STRESS IN THE MOMENT: - In situations such as a job interview,

business presentation, high-pressure meeting, or introduction to a loved one’s
family, for example, it’s important to manage your emotions, think on your feet,
and effectively communicate under pressure.

ASSERTING YOURSELF IN RESPECTFUL WAY: - Being assertive means expressing

your thoughts, feelings, and needs in an open and honest way, while standing up
for yourself and respecting others. It does NOT mean being hostile, aggressive, or
demanding. Effective communication is always about understanding the other
person, not about winning an argument or forcing your opinions on others.

ASSETIVENESS IN COMMUNICATION

Being assertive means expressing your thoughts, feelings, and needs in an open
and honest way, while standing up for yourself and respecting others. It does NOT
mean being hostile, aggressive, or demanding. Effective communication is always
about understanding the other person, not about winning an argument or forcing
your opinions on others.

TO IMPROVE ASSERTIVENESS FOLLOWING SHOULD BE DONE:-

Value yourself and your options. They are as important as anyone else’s.

Know your needs and wants. Learn to express them without infringing on the
rights of others
Express negative thoughts in a positive way. It’s OK to be angry, but you must
remain respectful as well.

Receive feedback positively. Accept compliments graciously, learn from your

mistakes, and ask for help when needed.

Learn to say “no.” Know your limits and don’t let others take advantage of you.
Look for alternatives so everyone feels good about the outcome.

Communication skill for motivation

As someone in a leadership position, motivating your team is one of your most

important tasks.

Motivation boosts productivity, workplace morale, and reduces turnover. That's a

win-win-win if you ask.

One of the most overlooked ways to motivate your team is through

communication. Through effective communication your employees feel more
empowered. It also gives them a sense of belonging and responsibility.

Most importantly, when the lines of communication are open, your employees
feel comfortable with the relationship they have with you. In return, their
motivation improves.

What Are Motivational Skills?

Motivational skills can be defined as actions or strategies that elicit a desired

behavior or response by a stakeholder. These strategies and actions vary based on
three major factors:

1. The motivator's style

2. The target audience
3. The personality of the person the motivator seeks to influence
Steps in the Motivational Process

Motivation is a process that requires careful strategy for success. These steps can
help you to reach the desired outcome:

1. Assess the preferences and personality characteristics of the individual or

group to be motivated.
2. Define motivational strategies appropriate for that target.
3. Make it clear how the person can achieve the desired outcome.
4. Communicate benefits, rewards, or sanctions if expectations are or are not
met.
5. Share feedback on progress or lack of progress toward desired outcomes.
6. Address problems or obstacles that are limiting success.
7. Provide rewards for desired outcomes.
8. Issue warnings before enacting sanctions.
9. Recognize people who have responded in the desired manner.

COMPETENT PERSON

Competent person is the one who has the ability to undertake responsibilities and
perform activities to a recognized standard on a regular basis. It combines
practical and thinking skills, knowledge and experience.’

Essential skills or qualities of competent persons:

• adaptation skills
• attitude of modesty and respect
• understanding of the concept of culture
• knowledge of the host country and culture
• relationship-building
• self-knowledge
• intercultural communication
• organizational skills
• Personal and professional commitment.
Knowledge

A competent person should not be chosen lightly, experts say, because he or she
needs to be qualified to identify the hazards associated with a particular
operation. This knowledge can come from a person’s skills, experience and
training.

Skill: - It is the ability to do something well.

Attitude: - A tendency to respond positively or negatively towards a certain idea, object,

person, or situation. Attitude influences an individual's choice of action, and responses to
challenges, incentives, and rewards

FATIGUE
Fatigue is the state of feeling very tired, weary or sleepy resulting from
insufficient sleep, prolonged mental or physical work, or extended periods of
stress or anxiety.
Fatigue can be of 2 types:-
1. Acute
2. Chronic.
Acute fatigue results from short-term sleep loss or from short periods of heavy
physical or mental work. The effects of acute fatigue are of short duration and
usually can be reversed by sleep and relaxation.
Chronic fatigue syndrome is the constant, severe state of tiredness that is not
relieved by rest. The symptoms of chronic fatigue syndrome are similar to the flu,
last longer than six months and interfere with certain activities. The exact cause
of this syndrome is still unknown.
Signs of fatigue
Signs and symptoms of fatigue include:

• tiredness,
• sleepiness, including falling asleep against your will ("micro" sleeps),,
• reduced alertness, concentration and memory,
• lack of motivation,
• depression,
 • headaches,
• loss of appetite,
• digestive problems

Effects of fatigue and their relationship to work

• reduced decision making ability,

• reduced ability to do complex planning,
• reduced communication skills,
• reduced productivity or performance,
• reduced attention and vigilance,
• reduced ability to handle stress on the job,
• reduced reaction time - both in speed and thought,
• loss of memory or the ability to recall details,
• failure to respond to changes in surroundings or information provided,
• unable to stay awake
• increased errors in judgement

Stress
Stress isn’t always bad. A little bit of stress can help you stay focused, energetic,
and able to meet new challenges in the workplace.

When stress exceeds your ability to cope, it stops being helpful and starts causing
damage to your mind and body as well as to your job satisfaction.

If stress on the job is interfering with your work performance, health, or personal
life, it’s time to take action.

Common causes of workplace stress include:

• Fear of being laid off

• More overtime due to staff cutbacks
• Pressure to perform to meet rising expectations but with no increase in job
satisfaction
• Pressure to work at optimum levels—all the time!
• Lack of control over how you do your work
To prevent stress in work place following should be done:-

1. Turn to co-workers for support

2. Lean on your friends and family members.

3. Make time for regular exercise

4. Make smart, stress-busting food choices

5. Avoid nicotine

6. Drink alcohol in moderation.

7. Improve the quality of your sleep

8. Avoid frequently rotating shifts so you can maintain the same sleep
schedule.

CONTROL OF HUMAN ERROR

• It is an error that is typical of humans rather than machines.

• Human error is when someone makes a mistake which causes
an accident or causes something bad to happen.

Human errors can be controlled by following ways:-

1. Encourage responsibility rather than culpability

It’s deeply unpleasant for employees to feel like they’re being watched and
just waiting to slip up, so communicate good work practices and talk about
human error in such a way that emphasizes the importance of ‘creating a high-
reliability workforce.
2. Identify good working practices and regularly reinforce them.
By highlighting what good processes look like and what poor processes look like,
your employees will be able to identify behaviors that can lead to human errors
and take steps to avoid them or change course.

3. Create the right culture

Finally, help your employees to feel comfortable reporting incidents rather than
hiding their mistakes. Discussing incidents in a way that’s support rather than
accuse will help to raise awareness and encourage employees to change their
behavior so that the likelihood of human error occurring is reduced.

Situational Awareness
Situational Awareness is the ability to identify, process, and comprehend
information about how to survive in an emergency situation.

More simply, it is knowing what is going on around you. It is dynamic, hard to

maintain, and easy to lose.

Knowing what is going on all the time is very difficult for any one person,
especially during a high stress survival situation. Therefore it is important that you
know what behavior is effective in maintaining Situational Awareness.

Few ways we can improve your situational awareness are:-

1. Learn to Predict Events

The most effective aspect of Situational Awareness involves the ability to project
the future actions of elements around you.

2. Identify Elements around You

The first step in achieving Situational Awareness is to become aware of the

important elements in your environment. Start by noticing the threats that
surround you. Then expand your awareness to other non-threatening elements.
3. Trust Your Feelings

A gut feeling that things are not right can cause you to lose proper situational
awareness.

4. Limit Situational Overload

Overload causes distraction, increased errors, and high stress. Minimizing
surrounding distractions can improve survival during times of overload.
5. Avoid Complacency

Assuming everything is under control will affect your vigilance. You have to
actively keep yourself in the right mindset.

6. Be Aware of Time

Time is an important factor in mastering Situational Awareness. The pace of your

environment is constantly being changed by the actions of individuals, task
characteristics, and outside elements. When unplanned events begin to arise, be
sure to make the necessary changes to your schedule and goals to help you
survive.

7. Begin to Evaluate and Understand Situations

This will help you build a comprehensive picture of your immediate surroundings
and a better understanding of Situational Awareness.

8. Actively Prevent Fatigue

Fatigue affects your ability to watch for possible danger or difficulties. Try
adjusting your work routine and imposing sleep discipline to prevent wake cycles
longer than 18 hours. Make sure you get at least 5 and preferably 8 hours per day
of sound sleep to minimize sleep deprivation.
9. Continually Assess the Situation

When you are in a survival situation always be prepared for changes around you.
Continually assess and reassess the situation to determine if you are giving
yourself the best possible chance for survival.

10. Monitor Performance of Others

Be alert for changes in the performance of those around you caused by work
overload, stress, and mistakes.

NEED OF FAMILIARISATION AND PROCEDURE

New crew members joining a ship must be familiarized with their duties and
important information about the ship.

This is to ensure that the new people onboard ship understand their responsibilities
thoroughly before commencing their duties.

The main aim of the familiarization training is to make the new crew aware of
important safety procedures that are to be carried out on ships while working or
during emergency situations.

It is the duty of the officer in charge of the training to train the new crew regarding
followings:-

• Instructions on SOLAS and MARPOL

• Important features of muster list
• Guidelines on how to tackle all kinds of emergency situations on ships
• Important documents and publications of ships
• Ship’s Fire Control Plan
• Different types of fire fighting appliances and procedures to use them
Apart from the above mentioned points, the officer must also ensure that the
new crew members know the following:

• Location of life jackets and immersion suits, along with the procedure to
wear the life jacket
• Location of escape routes
• Actions for man overboard situation
• Different types of alarms on board ship
• Location of his or her cabin, along with the location of the nearest escape
route and fire extinguisher
• Procedure for abandon ship alarm
• His or her duties in the muster list and during emergency situations
• Basics of fire prevention on ships
• Actions to be taken in case of medical emergency before further medical
assistance is received
• Operation of fire and water-tight doors fitted on ships
• Important instructions on various drills on ships
• Procedure to operate fire extinguishers
• Procedure to raise an alarm in case of an accident or emergency
 UNIT: - 4
LEADERSHIP TEAM WORK AND POSITIVE ATTITUDE
IMPORTANCE OF TEAM WORK
SEAMANSHIP, MARINE ENGINEERING AND HUMAN RELATION BOOK PG: - 21- 22

TEAM SPIRIT
• Team spirit is the key to success. Team spirit plays an important role both in personal
and professional life.
• When peoples get together for achieving a common goal then the common attitude
shown during work is called team spirit.
• A proverb is established like that, “Coming together is a beginning. Keeping together is
progress. Working together is success”. So, team spirit highlights the importance in
work together.
Importance of team spirit: Team spirit is essential for better bonding among
employees and getting better output. Here are some importances of team spirit.

• All team members are responsible for getting success of a work.

• Team spirit has a faster pace than an individual work.
• Cultivating team spirit helps improve the chemistry of a group and increase the
probability of success.
• Features – Multiple characteristics, unity, positive reinforcement, focus and sense of
urgency in obtaining a specific goal.
• Without team spirit & visible support no achievement can happen.
• Team spirit improves the ability of individuals to work together and boosts morale.

NECESSITY OF POSITIVE ATTITUDE

A positive attitude helps you cope more easily with the daily affairs of life. It brings optimism
into your life, and makes it easier to avoid worries and negative thinking. If you adopt it as a
way of life, it would bring constructive changes into your life, and makes them happier,
brighter and more successful.

Benefits of a Positive Attitude:

• It helps you achieve goals and attain success.

 • It brings more happiness into your life.
• It produces more energy.
• Positive attitude increases your faith in your abilities, and brings hope for a brighter
future.
• We become able to inspire and motivate ourselves and others.
• We encounter fewer obstacles and difficulties in our daily life.
• We get more respect and love from people.
• Life smiles at us.

Positive attitude comes through following ways:

• Positive thinking.
• Constructive thinking.
• Creative thinking.
• Optimism.
• Motivation and energy to do things and accomplish goals.
• An attitude of happiness.

WORK ETHICS
SEAMANSHIP, MARINE ENGINEERING AND HUMAN RELATION BOOK PG: - 24

MOTIVATION AND DECISION MAKING

Refer chapter 2 of HRD notes

MOTIVATIONAL THEORY
1. McGregor’s THEORY X AND THEORY Y
In the 1960s, social psychologist Douglas McGregor developed two contrasting
theories that explained how managers' beliefs about what motivates their people can
affect their management style. He labelled these Theory X and Theory Y. These
theories continue to be important even today.

Theory X
This style of management assumes that workers:

• Dislike their work.

• Avoid responsibility and need constant direction.
• Have to be controlled, forced and threatened to deliver work.
• Need to be supervised at every step.
• Have no incentive to work or ambition, and therefore need to be enticed by rewards to
achieve goals.
Theory X managers tend to take a pessimistic view of their people, and assume that they
are naturally unmotivated and dislike work.
As a result, they think that team members need to be prompted, rewarded or punished
constantly to make sure that they complete their tasks.

Theory Y

This style of management assumes that workers are:

• Happy to work on their own initiative.

• More involved in decision making.
• Self-motivated to complete their tasks.
• Enjoy taking ownership of their work.

• Seek and accept responsibility, and need little direction.

• View work as fulfilling and challenging.
• Solve problems creatively and imaginatively.
Theory Y managers have an optimistic, positive opinion of their people, and they use a
decentralized, participative management style.
This encourages more collaborative , trust-based relationship between managers and
their team members.
People have greater responsibility, and managers encourage them to develop their skills
and suggest improvements.

Appraisals are regular but, unlike in Theory X organizations, they are used to encourage
open communication rather than control staff.

Theory Y organizations also give employees frequent opportunities for promotion

Theory Y has become more popular among organizations. This reflects workers'
increasing desire for more meaningful careers that provide them with more than just
money.
 2. MASHLOW’S HIERARCHY OF NEED THEORY
Maslow's hierarchy of needs is a theory in psychology proposed by Abraham Maslow in his
1943 paper "A Theory of Human Motivation".

This theory states the following:-

(a) Human beings are motivated by a hierarchy of needs.

(b) Needs are organized in a hierarchy of dominancy in which more basic needs must be more or less met
(rather than all or none) prior to higher needs.
(c) The order of needs is not rigid but instead may be flexible based on external circumstances or
individual differences.
(d) Most behavior is multi-motivated, that is, simultaneously determined by more than one basic need.

Maslow used the terms "physiological", "safety", "belonging and love", "social needs" or
"esteem", and "self-actualization" to describe the pattern through which human motivations
generally move.

1. Physiological needs - these are biological requirements for human survival, e.g. air, food,
drink, shelter, clothing, warmth, sex, sleep.

If these needs are not satisfied the human body cannot function optimally. Maslow considered
physiological needs the most important as all the other needs become secondary until these
needs are met.

2. Safety needs - protection from elements, security, order, law, stability, freedom from fear.

3. Love and belongingness needs - after physiological and safety needs have been fulfilled the
third level of human needs is social and involves feelings of belongingness. The need for
interpersonal relationships motivates behavior.

Examples include friendship, intimacy, trust, and acceptance, receiving and giving affection
and love. Affiliating, being part of a group (family, friends, work).

4. Esteem needs - Maslow classified it into two categories:

(i) Esteem for oneself (dignity, achievement, mastery, independence)

(ii) The desire for reputation or respect from others (e.g., status, prestige).

Maslow indicated that the need for respect or reputation is most important for children and
adolescents.

5. Self-actualization needs - realizing personal potential, self-fulfillment, seeking personal

growth and peak experiences. A desire “to become everything one is capable of becoming”.
Self-actualized people are those who were fulfilled and doing all they were capable of.

Characteristics of self-actualizers:
Accept themselves and others for what they are;
Spontaneous in thought and action;
Unusual sense of humor;
Able to look at life objectively;
Highly creative;
Concerned for the welfare of humanity;
Peak experiences;
Need for privacy;
Democratic attitudes;
Strong moral/ethical standards

3. Herzberg’s motivation- hygiene theory

• To better understand employee attitudes and motivation, Frederick Herzberg

performed studies to determine which factors in an employee's work
environment caused satisfaction or dissatisfaction.
• He published his findings in the 1959 book The Motivation to Work.
• The studies included interviews in which employees where asked what
pleased and displeased them about their work.
 • Herzberg found that the factors causing job satisfaction (and presumably
motivation) were different from that causing job dissatisfaction.
• He developed the motivation-hygiene theory to explain these results. He
called the satisfiers motivators and the dissatisfies hygiene factors.

The following table presents the top six factors causing dissatisfaction and the top six
factors causing satisfaction, listed in the order of higher to lower importance.

FACTORS LEADING TO SATISFACTION( MOTIVATION) FACTORS LEADING TO DISSATISFACTION(

HYGIENE)

• Achievement
• Company policy
• Recognition
• Supervision
• Work itself
• Relationship w/Boss
• Responsibility
• Work conditions
• Advancement
• Salary
• Growth
• Relationship with Peers

 Herzberg reasoned that because the factors causing satisfaction are different
from those causing dissatisfaction, the two feelings cannot simply be treated
as opposites of one another.
 The opposite of satisfaction is not dissatisfaction, but rather, no satisfaction.
Similarly, the opposite of dissatisfaction is no dissatisfaction.
 Herzberg argued that there are two distinct human needs portrayed.

1. Physiological needs that can be fulfilled by money, for example, to

purchase food and shelter.
2. Psychological need to achieve and grow, and this need is fulfilled by
activities that cause one to grow.

 Factors that determine whether there is dissatisfaction or no dissatisfaction

are not part of the work itself, but rather, are external factors. Herzberg
often referred to these hygiene factors as "KITA"factors.
 TRAITS APPROACHES TO LEADERSHIP

1) Take challenges/ initiative

2) Builds team
3) Self-awareness
4) Optimistic( positive thinking )
5) Dedicated
6) Believe in self improvement
7) Sense of humor
8) Competent( well qualified )
9) Forward looking
10) Enabling other to act

FIEDLER’S CONTINGENCY APPROACH TO LEADERSHIP

 Fiedler’s Contingency Theory of Leadership states that your effectiveness as a leader is

determined by how well your leadership style matches the situation.
 Fiedler’s Contingency Theory, just like all contingency theories, states that there is no
one best way to lead your team. The best way to lead your team will instead be
determined by the situation.
 It is important to realize that in Fiedler’s Contingency Theory your leadership style is
fixed. You cannot change your style to suit the situation. Instead, you must put leaders
into situations that match their style.
 There are two important factors in Fiedler’s Contingency Theory:

1. Leadership style.
2. Situational favorableness.

1. Leadership Style
• The first step in using the model is to determine your natural leadership style. To do
this, Fiedler developed a scale called Leased Preferred Coworker (LPC).
• To score yourself on this scale you have to describe the coworker with whom you least
prefer to work.
• According to the model, the more favorably you rated the person you least prefer to
work with the more relationship oriented you are. The less favorably you rated the
person you least like working with the more task-oriented you are. So, in a nutshell:
High LPC = Relationship-oriented leader.
 Low LPC = Task-oriented leader.
• Task-oriented leaders tend to be good at organizing teams and projects and getting
things done. Relationship-oriented leaders tend to be good at building good
relationships and managing conflict to get things done.

2. Situational Favorableness
• The next step is to understand the favorableness of the situation you face. This is
determined by how much control over the situation you have as a leader (situational
control).
• Determining situational favorableness is done by examining the following three factors:

a. Leader-Member Relations
This factor measures how much your team trusts you. Greater trust increases the
favorableness of the situation and less trust reduces it.

b. Task Structure
This factor measures the tasks that need to be performed. Are they clear and precise or
vague?
Vague tasks decrease the favorableness of the situation and concrete and clear tasks increase
it.

c. Position Power
This is determined by your authority, meaning the power you have to reward or punish your
subordinates. As you might expect, having more power increases the situational
favorableness.

THE MANAGERIAL GRID

• Developed by R. R. Blake and J. S. Mouton, the Managerial Grid Model helps

Managers to analyze their own leadership styles through a technique known as grid
training.
• The two dimensions of leadership, viz. concern for people on ‘vertical’ axis and concern
for production on ‘horizontal’ axis have been demonstrated by R. R. Blake and J. S.
Mouton in the form of Managerial Grid Model.
Managerial Grid Model is based on two behavioral dimensions:
1. Concern for people: This is the degree to which a leader considers the needs of team
members, their interests, and areas of personal development when deciding how best to
accomplish a task.
2. Concern for production: This is the degree to which a leader emphasizes concrete
objectives, organizational efficiency, and high productivity when deciding how best to
accomplish a task.

• As shown in the figure, the model is represented as a grid with concern for production
as the X -axis and concern for people as the Y- axis; each axis ranges from 1 (Low) to 9
(high).
• The five resulting leadership styles are as follows:

A. (1, 9) Country Club Style Leadership style of leader is most concerned about the
needs and the feelings of members of his or her team. In. this environment, the
relationship-oriented manager has a high concern for people but a low concern for
production.
B. (9,l) Produce or Perish Leadership management style is characterized by a concern
for production as the only goal. Employees are viewed as obstacles to performance
results unless obedience to the manager’s wishes is explicitly granted.
C. (1, 1) Impoverished Leadership is a delegate-and-disappear management style and
basically a lazy approach. The manager shows a low concern for both people and
production.
D. (5, 5) Middle-Of-The-Road Leadership is a kind of realistic medium without
ambition. It is a balanced and compromised style. The manager tries to balance
between the competing goals of the company and the needs of the workers.
E. (9, 9) Team Leadership, the manager pays high concern to both people and
production. Motivation is high. This soft style is based on the propositions of Theory
Y of Douglas McGregor. The manager encourages teamwork and commitment
among employees.
 UNIT: - 5
PERSONNEL MANAGEMENT
NATURE OF JOB AT SEA
• Working at sea has been classified as one of the ten most dangerous jobs in the world.
• It is a job where every day is a new challenge.
• This job is not for the weak hearted, those who get homesick easily, or those who find it
difficult to work in harsh environment.
• Ships are always in a state of motion i.e. swaying movement or heavy rolling or pitching.
This constant motion leads many to motion sickness which is not a very simple issue to
deal with, even for those with the best sea legs.
• Sea voyages expose the ship’s crew to extreme temperature and weather conditions. A
seafarer working on ship should be fit enough to face any kind of weather and work in any
kind of environment.
• Seafarers are required to deal with complex and hazardous machinery on a daily basis.
• Although shipping companies take all the care possible for their crew and provides them
with the best of what is available, it is the condition of the sea, the harsh and ever-
changing weather, and continuous working hours, which make shipping jobs difficult.

DEMAND OF THE CAREER AT SEA

1. TECHNICAL REQIREMENT

 The right qualifications are necessary for working on board a ship.

 Because of the specialized nature of the work on board ship, it is mandatory to have the
right skills.
 All works on board require a very focused skill to be applied practically.
 A person must complete the modular and advance courses required by the company to
get a job on board.
 A person should have the knowledge of different emergencies and the methods to
tackle them before coming on board a ship.
2. PRACTICAL REQUIREMENT
 A person should have good practical knowledge of all the works that are carried out at
sea.
 A person must be able to perform basis and complex seamanship practices while on
board.
  A person must have good practical knowledge of all navigational equipments and
distress signals.

3. PHYSICAL REQUIREMENT
 The sea tests human endurance, both physically and mentally. It is important to be fit
physically to face any situation onboard.
 Since the merchant navy men have to be on the water for a major portion of the year,
their health and fitness become a major concern.
 Sea voyages expose the ship’s crew to extreme temperature and weather conditions. A
seafarer working on ship should be fit enough to face any kind of weather and work in
any kind of environment.
 The physical health of the seaman is at risk all the time because of the extreme toiling
conditions. Long and continuous exposure to direct sunlight or harsh weather while
working on the deck or extremely high temperature and noisy environment in the
engine room can lead to health complications. Hence it is very important to remain
physically fit.

4. EMOTIONAL REQUIREMENT
 This job is not for the weak hearted those who get homesick easily.
 One has to be emotionally very strong to work on board.
 people working on ships must take the right attitude to break monotony and improve
interpersonal relationships on ships.
 Those who are very much emotional and weak hearted always struggles in adapting to
the sea environment.

5. PSYCHOLOGICAL REQUIREMENT
 Psychological wellbeing is beneficial for our overall health and can even mean that we
live longer.
 It means that we can function well, we feel generally good about ourselves and about
life, we feel a sense of life satisfaction, a sense of purpose and a sense that our lives are
on the right track.
 Being psychologically fit is one of the most important requirements for working on
board a ship.
 PERSONAL TRAITS THAT WILL ASSIST IN EFFECTIVE FUNCTIONING ON BOARD
1. A multitasker: - Employees are rarely hired to perform a single function. Companies need
people who are willing to come out of their roles and do whatever is necessary.

2. Do Not Blame Others:- In case of any accident or mishap on board ships, it is a common
tendency among seafarers to blame others. However, a true mariner bound by disciple and
grit, you will come forward and accept your mistake instead of blaming others for the same.

3. Compliment Others Often: - As a mariner, one must strive to compliment fellow seafarers
when they do a great job. Congratulate them on their great performance, it’s not going to
become any kind of hindrance in your path to success or hurt your pride.

4. Shun Your Ego: Ego is the reason for most of the professional troubles on board ships. Some
people put more efforts in cultivating ego than in improving their skill sets. On board ships,
keeping ego will only lead to lack of efficiency and massive misunderstanding among seafarers.

5. Help the Crew Members:- help the crew members irrespective of their ranks. They would go
out of their way to return the favor when we badly need some kind of help.

6. Don’t Mix Professional and Personal Life: On ships one must learn the art of “letting go”
professional differences as they can turn out to be a huge hurdle in ship’s routine operations.

PHYSICAL FITNESS REQUIREMENT TO JOIN MERCHANT NAVY

The candidate must be in good mental and physical health and freeform any kind of bodily
defect to interfere with the efficient performance required at the sea.

1. Constitution: - There should be no evidence of weak constitution by way of imperfect

development of muscles or serious malformation.

Weight below 42 kg and height below 150 cm will be rejected.

The chest should be well developed with a minimum range of expansion of 5 cm.

For female applicants, the height and weight may be reduced by 5 cm (2”) and 3 kg
respectively.

Weight should be proportionate to height and age.

2. Skeletal System: - There should be no disease or impairment of functions of bones or joints,
or of deformity of chest or any joint.

There should be no abnormal curvature of spine, deformity of feet like bow legs, knock knees,
flat feet, etc.

3. Ear, nose and throat:-There should be no impaired hearing, discharge or disease in either
Ear.

No evidence of disease of the bones and cartilage of the nose, or sinuses.

No disease of the throat, palate, tonsils or gums or any disease or injury affecting the Normal
function.

The unaided average threshold at least 30db (decibels) in the better ear and an average of
40db in the other and a whisper from a distance of not less than 5 meters can be heard.

4. Speech

There should be no impediment of speech (e.g. stammering)

5. Cardiovascular System:-There should be no sign of functional or other diseases of the heart

and blood vessels.

An electrocardiogram should be within normal limits.

Neither Systolic blood pressure should not exceed 150mm of Hg nor Diastolic above 90 mm
of Hg

6. Respiratory System:-X-ray of the chest should be normal.

The resting respiratory rate should be below 20 per minute and the holding time should not
be less than 30 seconds.

7. Digestive System: - There should be no evidence of any disease of the digestive system.

8. Eye Sight: - Candidates must possess good binocular vision. Movement of the eyeballs must
be full in all directions and the pupils should react normally to light and accommodation.

Deck Department: Vision should be 6/6 in better eye and 6/9 in the other eye;

HEALTH AND PERSONAL HYGIENE

  Maintaining personal hygiene is necessary for many reasons; personal, social, health,
psychological or simply as a way of life.
 Keeping a good standard of hygiene helps in prevent the development and spread of
infections, illnesses and bad odours.
 Poor hygiene can lead to poor health.
Following should be done to maintain personal hygiene on board ship:-

a) Regularly wash hands throughout the day, especially after touching equipment, passing
money, or using the toilet.
b) Routinely sanitize ship surfaces with soap and cleaner, particularly tables and kitchen
rooms where crew members eat.
c) Use hot air dryers rather than towels in public bathrooms.
d) Wash hands before and after wearing protective gloves; these do not always provide full
protection
e) Caterers must wear hair nets, clean cloths, and fresh aprons
f) Maintain short finger nails and groom when necessary
g) Avoid smoking, spitting, chewing, sneezing, or coughing near serving areas, kitchens,
preparation tables, and other sterile environments
h) Keep the cabin clean and in good hygiene condition.

HUMAN FACTORS AND ITS IMPORTANCE

 It has already become a common understanding that the human factor has had
major contribution behind most accidents at sea.
 Human factor now is considered a very important component of safety wherever is
the site of work.
 it is an indication of human weakness or strength
Some of them are listed below:
a. Fatigue
b. Morale
c. Motivation
d. Loyalty
e. Knowledge, skills and attitude
f. Standards of Certification
g. Conditions of Service.
h. Management Policies
i. Working environment ·
j. Language and Communication

IMPORTANCE ARE AS FOLLOW:-

  Increase Safety / Reduce Risk
 Manage Error
 Reduce Incidents /Accidents + Costs
 Improve Efficiency
 Provide Duty of Care for Employees
 Deliver Positive Return on Investment

ONBOARD HUMAN RELATIONS

• A human relation is an important part to our career success.

• It is defined as relations with or between people, particularly in a workplace.
• Because a company depends on good human relations through its organizational
structure, developing these skills is important.
Following methods can be helpful in maintaining good human relation on board ships

Problem sharing
The mariners should communicate effectively with each other. They should share their
problems as a problem shared in problem halved. As the sailors stay away from families, crew
is their other family. They should talk to each other and maintain social relationships onboard.

Don’t blame others

Before blaming any of the colleagues it is necessary to identify who was involved in a problem.
Otherwise this blame game will turn against you. If you say it’s not my fault and start blaming
others for failures you will have enough enemies.

Knowing each other

Another way to improve human relationships on board is to know each other. Spending time
by playing games and doing other recreational activities together helps sailors to know each
other.

Keeping commitments
On the ship, work is interconnected. If one fails to meet deadlines and commitments, the work
of other sailors also gets affected by it. One should always keep commitments.

Good behavior
Good behavior is the key to good human relationships onboard. Share credit with mates for
accomplishment of tasks. One should try to discuss new ideas and suggestions which you think
are helpful. Congratulate your co-worker for his success. Don’t be ignorant and jealous.
Be open minded
In order to build human relationships onboard, give others a chance to know and understand
who you really are. Creating trust, loyalty, and respect within the crew is a good way to build
good relations among each other.

Avoid gossiping
Gossips are a major reason to kill human relationship onboard. If anybody is having conflict
with someone in one’s group, he should talk to them directly about the problem. Gossiping
about the situation with fellow sailors will worsen the situation, and will cause mistrust. Also it
will take the conflict to another level.

ROLE OF HUMAN ERROR IN ACCIDENTS

 As vast as the oceans are and as huge as ships sailing on them, the probability of
accidents occurring on those ships is also massive.

 Maritime accidents that occur due to natural factors such as a ships being caught in an
unexpected storm, unfavorable tides, strong winds etc. are totally beyond human
control and also make up rather small part of the causes for maritime accidents.

 The causes that top the list like collisions, fires, explosions, ships being lost, tanker
accidents etc are all results of human errors in one way or the other.

 The results of many reports indicated that in most cases (almost 96%) the reason for
maritime accidents was human error.

 Human error can occur in many forms and can even lead to fatal situations. From small
fires that can lead to big explosions to full on collisions, the scale of accidents that can
result from human errors is uncomfortably large.

Below are the main human errors for maritime accidents:-

• Fatigue

• Inadequate Communication

• Lack of general technical knowledge

 • Inadequate knowledge of ship’s system

• Automation Error

• Decision based on incomplete information

• Faulty standards and procedures being followed

• Poor maintenance

Classic example of accident due to human error is:-

1. Grounding of Torrey Canyon that occurred in broad daylight with seemingly no reason to
have met that fate. But it still did so, just because the captain decided to take an
unconventional path.
2. Bunga Teratai Satu: - On 2 November 2000, the Malaysian flag container ship Bunga
Teratai Satu, bound for Sydney, struck the north end of The Great Barrier Reef at 07:23, at
a speed of over 20 knots on a heading of 120°.

The accident occurred when the change in heading from 120° to 164° at 07:00 was not made
by the Pakistani Mate on watch at the time. Investigations revealed that the Pakistani Mate
and his wife, who was on board, were pr-occupied with private phone calls, between 06:45
and 07:15, and the AB on watch had been waiting for an “alter course” command, although
he knew that they were off-course.

IMPORTANCE OF INTERPERSONAL RELATIONSHIP

 A strong bond between two or more people refers to interpersonal relationship.

Attraction between individuals brings them close to each other and eventually results in
a strong interpersonal relationship.

 Working on ships is a “team effort”. A “one-man-show” cannot run the whole ship. In
order to perform operations smoothly and safety on board ships, good interpersonal
relationship among seafarers is a must.

 As the number of people on board ships is limited, there are high chances of ego clashes
and dissatisfaction among crew members. It important it is to enhance interpersonal
relationship between people on board to ensure that all jobs are done smoothly and
safety.

 Working on ships is not an easy task and dissatisfaction and demotivation can easily be
developed among seafarers as a result of various kinds of stresses hence good
interpersonal relationship will help in reducing this.
  As the number of people working on board is limited, everyone should try to know each
other in order to understand the values, knowledge and skills each one has. This is the
first step towards developing interpersonal relationship on board ships.

 Positive interpersonal relationships will allow effective communication and

understanding among employees.

 Individuals in an interpersonal relationship share common goals and objectives.

 Individuals in an interpersonal relationship respect each other’s views and opinions.

BUILDING POSITIVE ATTITUDE AND BEHAVIOUR BY DEVELOPING A PROFESSIONAL

AND ORGANISATIONAL CULTURE

A positive attitude helps you cope more easily with the daily affairs of life. It brings optimism
into your life, and makes it easier to avoid worries and negative thinking. If you adopt it as a
way of life, it would bring constructive changes into your life, and makes them happier,
brighter and more successful.

Benefits of a Positive Attitude:

• It helps you achieve goals and attain success.

• It brings more happiness into your life.
• It produces more energy.
• Positive attitude increases your faith in your abilities, and brings hope for a brighter
future.
• We become able to inspire and motivate ourselves and others.
• We encounter fewer obstacles and difficulties in our daily life.
• We get more respect and love from people.
• Life smiles at us.

Positive attitude comes through following ways:

• Positive thinking.
• Constructive thinking.
• Creative thinking.
• Optimism.
• Motivation and energy to do things and accomplish goals.
• An attitude of happiness.
 UNIT: - 6
ORGANISATION AND STRUCTRE
COMPANY’S ORGANISATIONAL CHART

• A company's organizational chart typically illustrates relations between people within an

organization.
• Such relations might include managers to sub-workers, directors to managing directors,
chief executive officer to various departments, and so forth.
• When an organization chart grows too large it can be split into smaller charts for
separate departments within the organization.
• The different types of organization charts include:
1. Hierarchical
2. Matrix
3. Flat (also known as Horizontal)
 • There is no accepted form for making organization charts other than putting the
principal official, department or function first, or at the head of the sheet, and the
others below, in the order of their rank.
• The titles of officials and sometimes their names are enclosed in boxes or circles.
• Lines are generally drawn from one box or circle to another to show the relation of one
official or department to the others.
SHIPBOARD ORGANISATIONAL STRUCTURE

Organisation in simple word means ‘a group of people that perform tasks necessary
for achieving results’.

In case of ship, organisation means people necessary to operate and maintain a ship.

There are basically two distinct departments on the ship:-

1. Nautical or deck department

2. Engine department
3. Catering department
 • Nautical department is responsible for navigation, cargo operation, general
maintenance of ship and administration.
• Nautical department consists of master, chief officer, second officer, third officer,
deck cadet, able and ordinary seaman, bosun and pumpman.
 The engineering department is responsible for upkeep and maintenance of all
machinery on ship and the propulsion system.
 Engineering department consists of chief engineer, second engineer, third engineer,
fourth engineer, junior engineer, engine cadet, oiler, greaser, junior rating and
electrical engineer.
 Catering department includes catering officer, chief cook and general steward.
 They are responsible for cooking food for offices and crew and general cleanliness in
accommodation.

FUNCTION AND RESPONSIBILITY OF SHIPBOARD STAFF

MASTER’S DUTIES AND RESPONSIBILITY
1. Master is the overall in charge of the ship.
2. Master is the ship’s highest ranked responsible officer, acting on behalf of ship’s owner.
3. Master is responsible for safe operation and safe navigation of the ship.
4. Master is responsible for maintain peace, order and discipline on board ship.
5. Master ensures that all EPIRB, emergency batteries, GMDSS and radar transponder are
properly maintained.
6. Master keeps the confidentiality of document.
7. He/she is responsible for disposition of marine casualties.
8. He/ she is responsible for safeguarding ship’s important document.
9. Master grants the shore leave when the ship is ashore.
[Link] adopts the measures during emergencies.

Other duties are given in seamanship, marine engineering and human relation book part
:- 1

Page no:- 49,61 to 65

CADET’S ROLE ON BOARD AND EXPECTATION FROM HIM/ HER

1) Following the senior officer’s instructions.

2) he/she must apply safe working practices in all your duties.

3) To execute assigned duties safely, work procedure, to best ability, and report any hazardous
condition with delay to the duty officer.

4) Most diligently follow instructions and structure of onboard training, make sure to
complete the task or questions listed on the training/cadet record book. Also make sure you
keep up to date of your training record book, ask questions on what you don’t understand to
your duty officer.

5) he/she must actively seek to learn the duties of the ranks (mostly the next rank of yours).

6) he/she also assists in following operation:-

a) Tank Soundings
b) Ship Maintenance
c) LSA/FFA Maintenance
d) Deck Work
e) Berthing/Unberthing Operations
f) Port work and Cargo Operations
g) ISPS Watch
h) Paperwork At Sea
i) Navigation

EXPECTATION FROM HIM/HER

1. Knowledge of shipboard operations.

2. Physically ability to meet demands of job that may include:-
 lifting heavy objects
 climbing stairs
 standing for long periods of time and being confined to small spaces
3. Basic knowledge of safety protocols.
 UNIT:-9
SOCIAL RESPONSIBILITY
CHANGING CONCEPT OF SOCIAL RESPONSIBILITY
I. Social responsibility is the idea that businesses should balance profit-making activities
with activities that benefit society. It involves developing businesses with a positive
relationship to the society in which they operate.
II. Social responsibility is an ethical framework and suggests that an organization or
individual has an obligation to act for the benefit of society at large.
III. Social responsibility means sustaining the equilibrium between the two.
IV. This responsibility can be passive, by avoiding engaging in socially harmful acts, or
active, by performing activities that directly advance social goals.
V. Social responsibility must be inter-generational since the actions of one generation have
consequences on those following.
VI. For instance if a company follows the guidelines of Environment Ministry for emissions
on dangerous pollutants and even goes an extra step to prevent or reduce the emission
of such pollutant, such companies are showing the social responsibility.

Corporate social responsibility:

• Corporate social responsibility or CSR has been defined as the continuing commitment by
business to behave ethically and contribute to economic development while improving the
quality of life of the workforce and their families as well as the local community and society
at large.
• CSR is one of the newest management strategies where companies try to create a positive
impact on society while doing business.
• The other motive behind this is that the companies should not be focused only on
maximization of profits.

Scientists and engineers:

• One common view is that scientists and engineers are morally responsible for the negative
consequences which result from the various applications of their knowledge and
inventions.
• After all, if scientists and engineers take personal pride in the many positive achievements
of science and technology, why should they be allowed to escape responsibility for the
negative consequences related to the use or abuse of scientific knowledge and
technological innovations?
• Furthermore, scientists and engineers have a collective responsibility for the choice and
conduct of their work.
• They are the most important element of our society and thus they are very much
responsible for showing social responsibility towards the society.
• They should contribute as much as possible for the well being of the society and help in
making a better place to live.

Tools of Ethics
• Consciously or unconsciously, we engage in some kind of ethical reasoning every day of our
lives.
• To improve our ethical reasoning, we must analyze it and practice it daily.
• The key tools of the ethical language are values, rights, duties, rules, and relationships.

Values:
When you value something, you want it or you want it to happen.
Values are relatively permanent desires that seem to be good in them like peace or goodwill.
Values are the answers to the why questions.
For example, are you reading this book? You might reply that you want to learn about
management.
Why is that important? To be a better manager.
Why do you want that? To be promoted and make more money sooner.
Why do you need more money? To spend it on a VCR.
Such questions go on and on, until you reach the point where you no longer want something
for the sake of something else. At this point, you have arrived at a value.
Corporations also have values such as size, profitability, or making a quality product.

Rights and Duties:

A right is a claim that entitles a person the room in which to take action.
In more formal terms, one might call this room a person’s sphere of autonomy or more simply,
his or her freedom.
Rights are rarely absolute; most people would agree that the scope of individual rights is
limited by the rights of others.
Moreover, rights are correlated with duties.
Whenever someone has a right, someone else has a duty to respect it.
A duty is an obligation to take specific steps to pay taxes, for example and to obey the law in
other respects.

Moral Rules:
Moral rules guide us through situations where competing interests collide.
You might think of moral rules as tie breakers guidelines that can resolve disagreements.
Moral rules, which are rules for behaviour, often become internalized as values.

Human Relationships:
Every human being is connected to others in a web of relationships.
These relationships exist because we need one another for mutual support and to accomplish
our goals.
From a small child’s relationship with parents to a manager’s relationship with an employee
are parts of human relationship.

RELATIVISM-CHALLENGES
Relativism is the belief that the truth is not always the same but varies according to
circumstances. Traditionalists may disagree, but in today's world, cultural relativism rules.
Different strokes for different folks might be the simplest and least controversial expression
of relativism.
What is good or bad, right or wrong, or true or false, can be different for different people.
Relativism is not only controversial but right at the heart of some of the most divisive issues of
our day, issues like whether evolution should be taught in schools and whether the United
Nations has a right to censure China for human rights abuses. The answers to these questions
depend on what you believe about relativism.
What is moral or what is true depends on something else, such as culture, situation, or some
other ‘frame of reference.’
Or, to put it another way, relativism is the idea that things are only moral or true within certain
limits, or in certain senses. This implies that nothing is universally true, false, right, or wrong.

Types of Relativism:
1. Descriptive versus normative relativism
Descriptive relativism simply describes the differences between cultures, without saying
anything about how they should be.
“Normative” is the kind of relativism usually discussed by philosophers—i.e. the question of
whether we should be relativists.
2. Cultural relativism:
cultural relativism is usually about what behaviours are acceptable or unacceptable—such as
tipping, marrying children, and eating beef, all practices which are right in some cultures and
wrong in others.
3. Truth relativism:
It means that truth is relative, as discussed in previous sections; this is the one kind of
relativism that is equally opposed by some religious and some scientific authorities.

Challenges of relativism
Controversies about Relativism:-
1. Does relativism mean that we must tolerate ideas and practices that we believe are
wrong?
2. There is no rule to tell us when to be relativists and when to enforce our own beliefs.
We believe that it is wrong to interfere with others’ freedoms if they’re not hurting
anyone.
3. On the other hand, we believe in protecting people from harm, which is why we don’t
allow female genital mutilation. So, we seem to be relativists, within limits—limits we
are still arguing about in our society.
4. The same is true for relativism about truth. Some Americans believe that it is wrong to
teach only evolution, and not creationism, in schools. They argue that we are obligated
to present all beliefs. But, most people who do not share their faith argue that they
misunderstand relativism; even if truth is relative, that doesn’t mean that a story from a
holy book should be presented as a scientific theory.
5. The tension between relativism and our belief that some things are just right or wrong
continues to be a huge source of social controversy.