F.Y.B.

Com (Semester 2)
Business Administration

“There is no god higher than truth”

 Chapter : 1 Motivation
Question : 1 give the meaning of motivation and explain it’s characteristic
in detail.
Ans.
Introduction :
Management consist of different function that is planning,
organization, staffing, directing, motivation etc. motivation is on of the impotent
function of management.
The extent to which a person can reach in order to satisfy his goals
depends upon the motivation, he is being provided with. The basis of motivation
is needed. Individuals put in efforts to satisfy the needs. Needs are the basis of
motivation. The individual’s activities, behaviors etc ate decided on the basis of
needs. Though motivation, dissatisfaction can be removed and satisfaction can
be achieved. There is a direct relationship between individual’s motivation and
work satisfaction.
Meaning & definition :
According to Dr. George R. Terry, “motivation means the internal
desire laying within a person which stimulates him to take effective steps.”
According to Prof. Saley, “ motivation means an effective desire or
wish directed towards the achievement of desire goals.”
Characteristic of motivation :
a) Motivation is need based :
Man is a social animal. He can not leave without any needs or
desire. The stronger the urge to satisfy the needs, the stronger will be the level of
motivation. Man always try to satisfy higher level of needs because a satisfied
need can not stimulate his behavior.
b) Motivation is a various type :
There are many forms of motivation just as there are many types of
needs. Employees feel that they should achieve something from their efforts. Ex.
recognization for work, internal satisfaction, loyalty, ideal work conditions, high
level of efficiency, individual development etc.
c) Motivation is fluctuating :
The needs which are behind the person keeps on changing and as
a result there is an increase or decrease of the level of motivation. The needs
that motivate a person today may not be the same tomorrow. Thus, the level of
motivation also keeps an changing.
 d) Motivation keeps changing :
The level of motivation defers from person to person that is the
level of motivation does not remain same for all the person. This is because the
motivator, incentives, needs etc. keeps on changing.
e) Motivation is a force :
Motivation is such a force which gets people to comate themselves
toward activity. Employees get stimulated to work and they try to satisfy their
needs like a thirsty person wants water and he will take immediate steps to get
water.
f) Motivation had wide scope :
The area and scope of motivation is very vast. Different ward
signify the vastness of motivation. Sum employees work to earn, some to fulfill
their social responsibilities and some to learn something.

g) Lack of motivation is depression :

The primary requirement of motivation is to satisfy needs. If the
needs are not satisfy, the employees feel physiologically depressed such
depressed person becomes a burden on management as well as himself. There
are many internal as well as external factors or such depression which may be
responsible for such unsatisfied needs.
Different types of motivation for different people :
People do not have same set of needs. Their needs level defers
various people have different set of needs. The needs, expectations, desires etc.
are different from people to people or person to person.
Conclusion :
If the needs of the employee are satisfied through their efforts then
their moral remains high. Successful managers provides motivation to the
employee and for that they try to satisfy their needs and thus, provide them with
desire level of motivation. The stronger the desire of the need. The much more
would be the level of motivation.

Question : 2 write a short note on financial and non-financial incentives.

Ans.
Employees are motivated to fulfill the organizational objectives by
providing financial and non-financial incentives. Motivation provides enthusiasm
to the employees for getting the work done. Motivators are required to know
about the needs of the employees first and then to satisfy them accordingly.
Some of the employees are motivated through financial incentives
and some are motivated through non-financial incentives.
Types of incentives :
 Financial incentives :
Such type of incentives is provided to the employees for increasing
their interest and enthusiasm towards their works. Financial incentives consist of
rise in salary, profit sharing, bonus, employees saving program, retirement
scheme etc.
Financial incentives many a times do not influence employees at
work because human beings can not perform work more then their physical
capacity. However, the strong financial incentives are, but there are many
physical and physiological weakness. In spite of that, there are many motivators
which can motivate the employees without providing financial incentives.
 Non-financial incentives :
Only economic or financial incentives are not enough to motivate
the employees. Managers have adopt other types of incentives for satisfying the
needs of the employees. This are called non-financial incentives.
Among the non-financial incentives, training to employee,
opportunities for their growth and development, employees share in
management, job security, employee welfare programs etc are included. A part
from this, job recognization is given to the hard working employees. The workers
are given participation in management also.
From the above discussion, it has been cleared that both financial
and non-financial incentives play an important roll in motivating the employees
for the achievement of desired objectives.

Question: 3 what is motivation? Explain the importance of motivation.

Answer.
Introduction:
As per Ans. No. 1
Meaning and definition:
As per Ans. No. 1
Importance of motivation:
The basis of motivation is the satisfaction of human needs.
Motivation directs the employees towards the achievement of goals. Motivation is
a process of providing. Necessary stimulation to the individual’s to achieve the
desired goals.
1) Helps in achievement of goals :
Motivation is the basis of satisfaction of human needs. Human
beings always try to remain active in order to satisfy his needs. A person’s
behaviors, desires, activities etc. are determined on the basis of his goals.
Motivation helps the employee in the achievement of predetermine goals.
2) Motivation is a force :
Motivation increases the interest level within an employee to work.
Many a times it happens that employee have the capacity and the ability to do
work but they lake the desire to do work. Motivation provides the force to the
employees to achieve the predetermine goals.
3) Develops moral and discipline :
It has been rightly said that there is a direct relationship between
motivation and job satisfaction. If the employee are able to satisfy their goals and
needs, their moral and enthusiasm increases and ultimately it will lead to
discipline among the employees.
4) Creates harmonious relations between labour and management :
 Mangers get an idea about the needs and desires of the employee
and the accordingly provides incentives to employees. This helps to build
harmonious relationship between labour and management.
5) Increase in work efficiency :
Motivation is provides to the employee in order to make them
efficient and effective. The efficiency of the employee increases and it helps in
maximum utilization of available resources.
6) Increase in productivity :
Efficiency of the employee and its productivity has a direct
relationship. If work efficiency of the employee increases. Through, high
productivity, production increases and per unit cost of production decrease.
Which ultimately helps in to achievement of predetermine goals of the
organization.

Question : 4 Write a short note on Maslow’s theory of motivation.

Ans.
In 1954, Abraham maslow had given physiological rule about
motivation in his book and he has also state that man is a social animal. Without
needs he can not live.
Needs and desires move from lower position to higher position.
After the primary needs are satisfied, the higher order needs are considers.
Abraham maslow had given and order of needs which are to be satisfied
according to their priority.

1) Physiological needs :
Physiological needs are also known as basic needs. A person’s
existence depends upon this needs. Therefore, among all the needs, the person
tries to satisfy the basic needs cloth, food and other needs are satisfied lectern.
Maslow states that a hungry person will see food every where and he will not be
interested to satisfying other needs. The nature and physiology of people are
such that when one needs gets satisfied, then only people will move to next
higher order needs. Needs have know and they keep on multiplying.
2) Safety and security needs :
After satisfying the physiological needs, people move towards the
next level of needs. When peoples basic needs are satisfied, they try to satisfy
and security needs. They prefer to have security against heat, cold, accident,
rights etc. in modern times, people prefer security of employment, income and
surrounding. After this needs are satisfied, they try to satisfy the next level of
needs.
3) Social needs :
After satisfying basic and safety needs, people prefer to get love
and affection from each other. Man is a social animal and he would like to remain
in groups. In groups they always expect good behavior, love and affection from
each other. They prefer to work, co-operate and provide assistant to each other.
These social needs can be satisfied through group behavior.
4) Esteem needs :
After the basic, safety and social needs are satisfied, a person
would like to satisfy it’s ego and self esteem needs. He would like to become a
leader in the group direct other and becomes more famous. Such needs can be
divided in to two groups (1) self satisfaction (2) outside factors
Self satisfaction includes values, recognization, trust, confidence,
knowledge etc.
Outside factors includes security attention of friends, relatives,
trying to secure the recognization and to recognize efforts.
5) Self actualization needs :
After satisfying all the above needs, people try to satisfy their needs
of behaving and becoming a roll model. Every person tries to reach this level of
needs till they are not satisfied.
Critical evaluation :
Though man is a bundle of wants, his all needs are not satisfied.
After satisfying physiological needs, satisfy needs other needs are satisfied in
order. After physical needs the need of self actualization does not arise. This is
true but not in every case. Some people try to satisfy their physical needs after
their social needs are satisfied. It is not necessary that human being satisfy their
needs in chronological order.
 CHEPTER : 2 COMMUNICATION
Question : 1 what is communication ? explain the different methods of
communication.
Ans.
Introduction :
Communication is at the center of every human activity.
Communication is the primary activity in human society. Comm. Is most
important for making a human being civilized. As we can not imagine a
developed language without wards, similarly we can not imagine a society
without comm. Human beings progress depends on his capacity to exchange
though and experience with other human being.
Meaning and definition :
The exchange of thoughts, filling, experiences and information by a
person with other person is called a comm.. for the management and
administration of an industrial unit, orders are issued and reports are received.
For this purpose comm. Is required. In this manners, the comm. Becomes an
important activity.
According to Charles Redfield, “ comm. means exchange of
thoughts among person.”
According to wester, “ mutual exchange of thoughts, opinion and
information means comm..”
Types / Methods of communication :
1) Oral communication :
In this method of comm., employees are issued orders, instruction,
direction, personally. Similarly subordinate also provide oral information to the
manager. Oral information is exchanged through personal discussion, meeting,
lecture, conversation on telephone etc.
 Advantages of oral communication :
 Information can be clearly provided due to personal
contacts.
 Explanation can be given instantly.
 There is less possibility of mis-understanding or confusion.
 It saves time and energy.
 Personal relation among the people improve and friendly
atmosphere can be created.
 When urgent decision are to be taken, this methods
becomes more convenient.
 Limitation/Disadvantages of oral communication :
 This method may not be convenient, when detailed
information is to be given.
 If the person receiving the information and the person
giving it are at a distance, this method is not useful.
 When the details are to be obtained as a proof this method
in not convenient.
2) Written communication :
In this method comm.. is done written form. When similar or same
type of information is to be provided to several person, written comm.. becomes
more convenient. Dr. terry suggest that four C’s are to be kept in mind for written
comm.. that is complete, clear, concise and correct.
The advantage written comm.. is that it can be used as a proof in
future, though, there are like delay and dispatching, time consuming, lack of
knowledge about language etc. written comm.. is more convenient.
3) Formal communication :
The exchange of information as per the organizational procedure is
called formal comm.. such exchange of information depends upon the
organizational structure. Ex. resolutions to be passed in the meeting of board of
directors. In short, on the basis of designation in the organization post. He can
issue orders or instruction to the
employees. This Top level is called formal
comm..
Middle level

Bottom level

4) Informal communication :
The exchange of business information due to personal relations
among the person working in a unit is called informal comm.. Ex. when the sales
manager asks question to salesman about the customer opinion of the product
then it is called an informal comm..
Similarly, when the production manager suddenly ask one of the
employees about the machines or production methods during the recess time
then it can be called informal comm..
5) Downward, Upward and Horizontal :
the information going from top level of management to bottom level
is called downward comm.. Ex. when the managing director ask the secretary to
prepare a notice for calling a meeting.
Information going from bottom level to top level is called upward
comm.. Ex. salesman sends his sales report to sales manager.
When the information is exchange on the same level of
management between the persons working at the same level is called horizontal
comm..
Conclusion :
Comm.. is the most important function of management. Basically,
comm.. is a two way process in which information is exchange among the
different level of management.
Question : 2 what is communication ? explain the process of
communication in detail.
Ans.
Introduction :
As per Ans. No.1
Meaning and definition :
 As per Ans. No.1
Process of communication :
Comm.. is the exchange of information from one person to another
person which results in to understanding. Prof. David K. bellow has present a
model of comm.. process.
1) Emerging place (sender) :
All the comm.. emerge from a particular place. When the
requirement of informing the other person emerges, the process of comm.. starts.
The sender of the massage forms an idea about the information to be sent. Ex.
when a child gets hungry, he starts crying. After reading the sales reduction
report, the sales manager tries to convey instruction to his staff to make more
efforts to increase sales. Thus, due to different reasons the needs of comm..
arises.
2) Encoding :
In order to sent the information to the receiver, the sender has to
draft a massage in a code language which the receiver can understand. The aim
of encoding is to give specific form to the needs, thoughts or facts so that it can
be expressed in a particular language.
3) Massage :
The physical form of expression by the person sending information
is called the massage. Spoken wards, expressed wards, facial signs or hand
signals can becomes a massage. The massage is revealed in the meaning that
the sender wants to convey something. The person receiving the massage will
get/understand which meaning depends upon the drafting of the massage.
Hence, the sender and receiver of the massage should understand the massage
in same form.
4) Channel :
The medium through which the massage is sent called channel. It
connects the emerging place(sender) with the person receiving the massage.
Generally, appearance and voice are the two channels through which the
massage is sent through channel.
5) Decoding :
The massage received is in the formed a sign or symbols which is
required to be interpreted. This process is called decoding. The person sending
the massage turns it in to a code, while at the other end of the process, the
codes are turned in to the massage. Thus, encoding and decoding are
completely opposite to each other.
6) Receiver :
The person receiving the massage is called receiver. He interpret
the massage and response on the basis of the massage received. The receiver
should be able to understand the language send by the sender. For this purpose,
there should be equal level of understanding between both the person.

7) Feed back :
 The response of the person receiving the massage whether he has
understood it or not is called feedback. It is an important elements of comm..
process. If the massage is not properly understood or not properly implemented
then the comm.. process continue. Thus, the person receiving the massage the
sender and the person sending the massage becomes the receiver. In short, the
receiver of the massage response to the original sender of the massage on the
basis of massage received.
Conclusion :
As per Ans. No. 1

Question : 3 what is comm.. ? explain the obstruction/obstacle in comm..

process.
Ans.
Introduction :
As per Ans. No.1
Meaning and definition :
As per Ans. No.1
Obstacles in comm.. process :

1) Destruction of massage ( badly expressed massage ) :

Destruction is created in the comm.. system due to different in the
information to sent by the sender and original information can not reach to the
receiver.
The possible destruction in any massage depends upon there
factors (1) relative efficiency of language (2) type of language used (3) the level
of difference in the approach of sender and receiver.
Due to lack of skill of information on the part of the sender obstructs
him in sending a clear massage. Due to inefficient use of language, such
obstruction are created and massage becomes badly expressed massage.
Information is required to be sent at the bottom level of the
organization but due to the type of language used by the upper level, lower staff
members can not understand the massage. During translation also some
important points might be reduced from the information. This obstruction is
identify as fatly transmission or fatly translation.
Destruction is also created due to difference in approach of the
sender and the receiver of massages. Every department has it’s special method
of thinking. Hence, there is possibility of distortion being created in the comm..
2) Filtering :
The sender of the information changes the information in the
manner which is convenient to him, it’s called filtering. Presenting the fact in
different form as well as hiding the fact is possible in filtering.
Due to following reasons filtering is done in the information so
transmitted.
 When there is much increases in the distance between top level and
lower level management in the organization.
 When there is increased in the size and capacity in the organization.
 When there is geographic expansion of organizational activity.
 3) Communication overload :
The effectiveness of the system gets reduced if there is overload of
information in any one center of comm.. system. The manager gets so much
information that he is enable to take necessary step. Such situation called
comm.. overload.
4) Improper timer :
The time element is important for comm.. in the organization. It is
necessary that the concerned employee get complete information at a time or in
necessary order. Timing decided during the transmission must be properly follow.
If the information does not reach in proper time or before time then it can result in
loss to the unit. The timing in comm.. false important because it create prestige,
it’s outside word.
5) Loss by transmission and poor relation :
It is assumed that thirty percent of the information gets reduced in
oral comm. Hence, it is not possible to depend on oral comm.. in big units. There
is a risk of loss of transmission of the massage or getting it reduced or change.
There is less capacity to collect and retained the information in oral comm. In
such a situation, written comm.. must be used.
6) Inattention :
Failing in hearing or reading the massage is a common
phenomenon. During discussion, the listener may have something different in his
mind so there is a little or no effect of the massage being conveyed. This type of
behavior is common. The comm.. efforts with in attentive person leads to failure.
7) Distrust on communication :
The effectiveness of the comm.. can be measured from the extent
to which the person receiving massage considers how authentic is it. If the
person receiving the massage has any duet about the necessity of it’s
implementation then the comm.. gets distorted. Such a situation arises due to the
distrust on the person conveying the massage.
8) Vague presumption :
Presumptions are made in comm.. and as a result there is authority
empowered to an employee may be precise but in certain circumstances a
question may arise whether he should go beyond his limit or not. At that time, if
the base of the massage is in vague presumption, then information becomes
useless.
9) Premature evaluation :
To form and opinion in the midway of comm.. process becomes
obstructive. According to Carl Rogers, for the success of comm.., it should be
completely heard so that proper decision can be taken.
10) Non-acceptance :
It is not enough that information is conveyed in comm.. but the
implementation of the information must be done. It may so happen that the
massage may be implicated but not accepted mentally. If the manager is not
satisfied by the sales policy and accepted, then also he can implement the policy
but can not get the desired result. When there is lack of clarity in the massage
then it becomes difficult to accept it by the person who receive it.
11) Failure to communicate :
It night so happened that there is a need of comm.. but it may be
ignored. The manager has to communicate with the employees for different
meters, it may happen that by the standard of selection, necessary matters may
be left out. Such a situation effects the efficiency of the unit.
12) Personal relation :
Inherent distrust and disharmony among employee obstruct the
comm.. process. Good relation between the employees and their higher officer
increases the effectiveness of the comm.. and vice versa.
13) Selection of the medium :
For exchange of information, convenient medium should be
selected. Selection of convenient medium increases the effectiveness of the
comm.. while the selection of the inconvenient medium reduces the effectiveness
of the information.
Conclusion :
As per Ans. No. 1