Office Communication Assignment 3

8/8/2019 Office Communication Assignment 3

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Homework Title / No. : Interview with Office Manager

Course Code: 547

Course Instructor: Lect. Savita Mam

Date of Allotment: 15-10-2010 Date of submission: 25-10-10

Students Roll No. RR1907A21 Section No. : 1907

Declaration:

I declare that this assignment is my individual work. I have not copied from any other

students work or from any other source except where due acknowledgment is made

explicitly in the text, nor has any part been written for me by another person.

Students Signature: Rahul Sharma

Evaluators comments:

Marks obtained: Out of:


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ICICI Prudential life Insurance

Introduction about Company:

(Office out view of ICICI Prudential)

ICICI Prudential Life Insurance Company is a joint venture between ICICI Bank - one of India'sforemost financial services companies-and prudential plc - a leading international financial

services group headquartered in the United Kingdom. Total capital infusion stands at Rs. 47.80

billion, with ICICI Bank holding a stake of 74% and Prudential plc holding 26%.

We began our operations in December 2000 after receiving approval from Insurance Regulatory

Development Authority (IRDA). Today, our nation-wide reach includes over 1,900 branches

(inclusive of 1,074 micro-offices), over 210,000 advisors; and 7 bancassurance partners.

For three years in a row, ICICI Prudential has been voted as India's Most Trusted Private Life

Insurer, by The Economic Times - AC Nielsen ORG Marg survey of 'Most Trusted Brands'. As

we grow our distribution, product range and customer base, we continue to tirelessly uphold our

commitment to deliver world-class financial solutions to customers all over India.


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Introduction about Topic:

Office Communication:

Communication management is essential to running a successful business operation and

improving staff productivity and morale. Office Communication advice on: counseling skills,workplace violence prevention, workplace conflict management, business writing & grammar,communication styles, business etiquette and protocol, listening skills, team management, and

dealing with difficult people.

Address of the organization:

Plot No. 22-23, GT Road,

Jalandhar, Punjab, 144001

Office Manager:

Mr. Paras Thakur

(Sr. Marketing Manager and Office Manager)

ICICI Life Insurance

Contact No. 9988547471


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Interview with Office Manager:

While interviewing the office manager, questions was based on following parameters:

Office Layout External communication methods Internal communications methods Suggestions to refine the process

These are the questions which have been asked by me:

What is the size of your office place?[ Mr. Thakur ] The size of our office is 25*50 ft. and we are planning to extend it. Higher

authorities are working on it.

What are your functions regarding office management?

[ Mr. Thakur ] Well I have so many responsibilities to do but the main functions on my

shoulders is to coordinate the work system.

Planning, organization, and controlling the clerical aspect of the organization, including the

preparation, communication, coordination and storage of data to support production and

other important operations of an industrial establishment.

Often I also engage in marketing.

Also my tasks are to monitor the work processes and to evaluate the outcome. The outcomes

of work are intended for what can be called the final receiving system, as for instance, client,

customer, and other departments.

Is the size is appropriate for working?[ Mr. Thakur ] As I already told you that the space is appropriate but we are trying to extend

it for smooth operations.

How many employees are there in your office?[ Mr. Thakur ] Well we have strength of 40 employees which includes our top management,

clerical staff. Agents, cashiers, Sales managers, and lower level staff.


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What is the layout of your office?[ Mr. Thakur ] Our office is divided into 3 sections:

Clerical Section

Management Section

Products section

Picture of Office layout (it is as same as ICICI office)

How many branches you have in jalandhar city and how you communicate withthem?

[ Mr. Thakur ] We have 3 other branches in jalandhar city, one is in model town, second is

in PAP chowlk, and the other one is in jyoti chowlk. Various sources of communications are

used to communicate with them like Cell phones, Landline, Letter heads, Memorandums, E-

mail, Blogspot, Circulars etc.


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What kind of sources you used for internal communication?[ Mr. Thakur ] we have various sources of communications which allows us to pass the

information from one individual to another and they are in the form of electronic, print , face

to face, and workspace facilities.

Electronic: - Communications that are delivered and/or accessed electronically, either bycomputer, telephone, television or other devices. Examples include email, intranet, videoand webcasts, DVD, electronic newsletters, podcasts, blogs, Wikis, voicemail, conference

calls, SMS text messaging, screensaver messaging, desktop alert messages, desktop newsfeeds and internal social media tools (e.g.: internal Twitter-style sites such as Yammer)

Print: - Paper-based communications. Examples include magazines, newsletters, brochures, postcards and other 'desk drops', posters, memos, communication packs or

'toolkits' for line managers, etc. Face-to-face: - One-to-one and one-to-many forums where people are physically present.

Examples include a 'cascade' of team meetings or briefings, conferences, site visits, 'back

to the floor', consultation forums, 'brown bag' lunches, round-table discussions, 'townmeetings', etc.

Workspace: - the working environment. Examples include notice boards, plasma andLCD screens, accessories (e.g.: mouse mats), window decals, etc.

Circulars: It is the most common in our office communication pattern.

What kind of sources you used for external communication?[Mr. Thakur ] Well we have a plenty of sources for external communication

like..

Brochures or flyers

Direct mail -- Mail sent directly from us to our customers can be highly customized to suit theirnature and needs. We may want to build a mailing list of your current and desired customers.

Collect addresses from customers by noticing addresses on their checks, asking them to fill outinformation cards, etc. Keep the list online and up-to-date.

E-mail messages -- These can be wonderful means to getting the word out about our business.

Design our e-mail software to include a "signature line" at the end of each of our e-mailmessages.

Magazines -- Magazines ads can get quite expensive. Find out if there's a magazine that focuses

on our particular industry. If there is one, then the magazine can be very useful because it alreadyfocuses on our market and potential customers.


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News releases -- This can be powerful means to conveying the nature of our organization and itsservices.

Newspapers (major) - Almost everyone reads the local, major newspaper(s). we can get our

business in the newspaper by placing ads, writing a letter to the editor or working with a reporter

to get a story written about our business. Advertising can get quite expensive. Newspaper areoften quite useful in giving advice about what and how to advertise. Know when to advertise --this depends on the buying habits of our customers.

Newspapers (neighborhood) -- Ironically, these are often forgotten in lieu of major newspapers,

yet the neighborhood newspapers are often closest to the interests of the organization'sstakeholders.

Online discussion groups and chat groups -- As with e-mail, we can gain frequent exposure toourself and your business by participating in online discussion groups and chat groups. Note.

Posters and bulletin boards -- Posters can be very powerful when placed where our customerswill actually notice them. But think of how often we've actually noticed posters and bulletinboards yourself.

Radio announcements -- A major advantage of radio ads is they are usually cheaper than

television ads, and many people still listen to the radio

Telemarketing -- The use of telemarketing is on the rise.

Television ads -- Many people don't even consider television ads because of the impression that

the ads are very expensive. They are more expensive than most of major forms of advertising.

Web pages

Yellow Pages -- The Yellow Pages can be very effective advertising if our ads are well-placed in

the directory's categories of services, and the name of your business is descriptive of ourservices.

VNR: Video News Release


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A video news release by ICICI

What is your process to disseminate the information to the employees?[ Mr. Thakur ] We have aprocess ofcommunication to disseminate the information to our

employees as well as to our branches. And it flows in following way:

Information is given by

top management

Office Manager givesthis information to

operator

Office manager then

rectify the information

and give back to top

management

Top management

goes through it

and then it is

internally

communicated to

our employees


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If there is any mistake in communication process, how you rectify that?[ Mr. Thakur ] It is quite an interesting questionwellif there is any rectification in any kind

of information we again use any internal source to correct that information and then

distribute it to employees and other branches.

What is the office tools used for communication process?[Mr. Thakur] For communication process we always initiate with technology and we use

variety of office communications systems like..

y Pure IP PBXsy Hybrid PBXsy Analogue PBXsy Voice Maily Proprietary Telephonesy Application to Telephony

SIP Cordless Phone System

y SIP Cordless Phone System


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Network Camera

y Network Cameray Network Camera Recorder

Electronic Whiteboard

y Interactive Whiteboardy Color Panaboardy Standard Panaboard

High-Speed Scanner

y Workgroup Scannery High Volume Scannery Low Volume Scanner


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Multi-Function Laser

y A4 Color Multi-Functiony A4 Monochrome Multi-Function

Business Fax

y Business Faxy Plain Paper Fax

Digital Imaging System

y Color Digital Imaging Systemy Black & White Digital Imaging System

Printer

Dot Matrix Printer


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Tell me some suggestions you want in your system.[Mr. Thakur] he said

Communications are incomplete until the recipient confirms that the messages have been

received. Theyre of limited value if the recipient doesnt fully comprehend whats beingcommunicated, and theyre worse than useless if the information is wrong.

We must establish appropriate channels to distribute the information to our concerns so

that it helps us to run our organization in a effective manner.

Thanks!!!!!!!!!

By taking this interview session with Mr. Paras Thakur I feel and learn that communication is

the means by which we inform one another, give instructions, exchange ideas, grant permission,conduct commerce, shout warnings and express satisfaction, etc. Implicit in any of our verbal or

written interchanges is a presumption that the information is reliable both in substance andauthority. We must be confident that we can trust the message and that the person who composes

it is both qualified to communicate the message and in some way accountable for its content.

Rahul Sharma

Lovely Professional University.

Jalandhar, Punjab. 144001

Documents

Office Communication Assignment 3