“EMPLOYEES COMMUNICATION AFFECTING

THEIR MOTIVATION”
IN
COLUMBIA GARMENTS LTD

1
 Southeast University

ASSIGNMENT ON “EMPLOYEES COMMUNICATION AFFECTING

THEIR MOTIVATION”

Course Title : MANAGERIAL COMMUNICATION

Course Code: BUS 516

Submitted To:

SYEDA KHADIZA AKTER

LECTURER
SOUTHEAST BUSINESS SCHOOL
SOUTHEAST UNIVERSITY

Submitted By:

Name ID Mobile no
Md. Badiul Alam 2020210005026 01747003399
Joy Sarkar 2020210005024 01916327159
Salman Siddique 2020210005004 01676755412
Elias Hossain 2020210005023 01839666986
Asif Adnan 2020210005014 01916909902
S.M.Nazmul Haque 2020210005018 01676875545

Date of Submission: 30 January 2021

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 Letter of Transmittal

To
Syeda Khadiza Akter
Lecturer
Southeast Business School
Southeast University, Dhaka

Subject: Submission of project on “Employees communication affecting their

motivation” of Columbia Garments Ltd.

Dear Miss,
We would like to submit our project report titled “Employees communication
affecting their motivation” prepared as a part of the requirement for Friday
MBA program of Southeast University Business School. We are successfully
completed our project at Columbia Garments Ltd. Working on this report was a
great learning experience. We hope you will find the report to be objective,
systematic and reliable. We would like to take this opportunity to thank you for
all the support and guidelines that you have provided.

Yours Sincerely,
Md. Badiul Alam
On behalf of the Group

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 Acknowledgment

At the beginning of preparing this report, we would like to convey gratitude to

The Almighty Allah.
We have received endless support and guidance in preparation of this
Employees communication affecting their motivation project from many
sources. We would like to take this opportunity to thank them all.
First, we would like to thank our class teacher Syeda Khadiza Akter, Lecturer,
Southeast University, Dhaka. We are extremely thankful to her for the endless
support as usual that she has provided during our project time.

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 Executive Summary
Communication is the most vital ingredient of an organization. In fact, an
organization cannot be conceived of without communication. An organization is
a group of persons constituted to achieve certain specific objectives. The
achievement of these objectives largely depends upon a proper co-ordination
and integration of human effort in an organization. The people working in an
organization are interrelated; their activities are also interrelated because all
activities are performed only to achieve the organizational objectives. Co-
ordination and integration of various human activities are possible only if
there is an effective system of communication in the organization which
provides for exchange of information and sharing of various ideas. The more
effective the system of communication, the better is the relation between
workers and the management. It is communication which gives life to the
organization; so, it is rightly known as the life blood of an organization.
The study concludes that the communication policy & procedure in Columbia
Garments Ltd is found effective but not highly effective and not properly
communicate. The study on employee communication highlighted so many
factors which will help to motivate the employees. The study was conducted
among 50 employees and collected information through structured
questionnaire. The study helped to findings which were related with employee
motivational programs which are provided in the organization. The organization
can still concentrate on specific areas which are evolved from this study in order
to make the communication system more effective. Only if the employees are
properly communicated - they work well and only if they work well the
organization is going to benefit out it. Steps should be taken to improve the
communication policy & procedure in the future and disseminate the policy
within the organization as well.

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 Table of Content
CHAPTER 1 8-12 CHAPTER 3 Pg. No

1.1 INTRODUCTION 8 3.2 Types of Business Communication 16

1.2 DEFINING COMMUNICATION 9 3.2.1: Internal business communication 16

1.3 NATURE OF COMMUNICATION 9-11 3.2.2 External business communication. 17

1.4 SIGNIFICANCE OF THE STUDY- 11 3.3 Methods of Business Communication 17-19

1.5 OBJECTIVES OF THE STUDY- 11 3.4 Importance of Communication 19

1.6 LIMITATIONS OF THE STUDY 12 3.4.1 Information Sharing 20

CHAPTER 2 13-14 3.4.2 Feedback 20

2.1 RESEARCH METHODOLOGY 13 3.4.3 Influence 20

2.2 Sampling Design. 13 3.4.4 Problem-solving 20

2.3 Universe 13 3.4.5 Assists in decision-making 20

2.4 Sample Size- 13 3.4.6 Facilitating change 20

2.5 Sampling Procedure- 13 3.4.7 Group building 21

2.6 Methods of Data Collection 13 3.4.8 Gate keeping 21

2.7 Primary Sources- 13 3.4.9 Conveying the right message: 21

2.8 Secondary Sources- 13 3.4.10 Helps in Co-ordination of Effort 21

2.9 Questionnaire- 14 3.4.11 Good industrial Relations 21

2.10 Nature of Questions Asked- 14 3.4.12 Development of managerial skills 21

2.11 Sample 14 3.4.13 Ensuring Effectiveness of policies 21

2.12 Variables of the Study- 14 3.4.14 Motivating People 22

2.13 Presentation of Data 14 3.5 Modes of Communication 22-24

2.14 Tools and Techniques for Analysis. 14 3.6: 7c’s of Communication 24

CHAPTER 3 15-24 CHAPTER 4 25-36

3.0 LITERATURE REVIEW 15 4.1 About Columbia Garments Ltd 25

3.1 The concept of Business Communication 16 4.2 Location of the factory 26

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 CHAPTER 4 Pg. No

4.3 General information about factory 27

4.4 Organogram of Management 28

4.5 Layout Chart 29

4.6 Major Buyer with Their Logo: 30

4.7 PRODUCTS: 31

4.8 Social Responsibilities of Columbia Garments Ltd 32-32

4.8.1 Caring for Environment: 32

4.8.2 Social and Ethical Behaviors: 32

4.8.3 Khokon Charitable Foundation 32

4.9 Mission and Vision of Colombia Garments Ltd 34

4.10 ORGANISATION CHART OF ADMINISTRATION WING 35

4.11 ORGANISATION CHART OF PRODUCTION WING 36

CHAPTER-5 37-38

5.1 ANALYSIS & FINDINGS 37

5.2 FINDINGS 38

CHAPTER-6 39-40

6.1 RECOMMENDATION 39

6.2 CONCLUSION 40

Appendix 41-42

CERTIFICATE 43

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 “AN ANALYTICAL STUDY
ON
EMPLOYEES COMMUNICATION AFFECTING THEIR PROPER
MOTIVATION”

CHAPTER-1
1.1 INTRODUCTION:
Management is the art of getting things done by others. Getting work done is a
difficult task. It is a related to communication. The success of any organization
depends upon the communication within the organization as well as outside.
The management can strategically motivate the employees based on such
reasons.
Communication means to create a common understanding. Communication is
an important aspect of human behavior. It stands for natural activity of all
human beings to convey opinions, feelings, information, and ideas to others
through words (written or spoken), body language, or signs. Communication is
an integral part of life. From birth till death every living being is communicating
in his or her own way, be it birds, animals, trees or human beings. The word
Business stands for any economic activity undertaken with a view to earn profit.
The communication undertaken in the process of this activity is termed as
business communication. From the very inception of the idea of the Business, to
run the day-to-day activities of the Business, communication is involved. It
includes oral, written, formal, informal, upward, downward, lateral, diagonal,
inward outwards as well as non-verbal communication. Communication is the
most vital ingredient of an organization. In fact, an organization cannot be
conceived of without communication. An organization is a group of persons
constituted to achieve certain specific objectives. The achievement of these
objectives largely depends upon a proper co-ordination and integration of
human effort in an organization. The people working in an organization are
interrelated; their activities are also interrelated because all activities are
performed only to achieve the organizational objectives. Co-ordination and
integration of various human activities are possible only if There is an effective
system of communication in the organization which provides for exchange of
information and sharing of various ideas. The more effective the system of
communication, the better is the relation between workers and the management.
It is communication which gives life to the organization; so, it is rightly known
as the life blood of an organization.

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1.2 DEFINING COMMUNICATION
The term communication has been derived from the Latin word ‘communis’ that
means ‘common’ and thus, if a person effects communication, he establishes a
common ground of understanding. Literally, communication means to inform,
to tell, to show, or to spread information. Thus, it may be interpreted as an
interchange of thought or information to bring about understanding and
confidence for good industrial relations. It brings about unity of purpose,
interest, and efforts in an organization.

Definitions: There are several definitions of the term communication. A few of

them are being reproduced below:

“Communication is the sum of all things; one person does when he wants to
create understanding in the minds of another. It involves a systematic and
continuous process of telling, listening and understanding.”– Allen Louis

Communication has been defined “As the transfer of information from one
person to another whether or not it elicits confidence.”– Koontz and O’ Donell

“Communication is an exchange of facts, ideas, opinions or emotions by two or

more persons. – George Terry

Communication is defined as “the process of passing information and

understanding from one person to another, it is essentially a bridge of meaning
between people. By using the bridge of meaning a person can safely cross the
river of misunderstanding.”
– Keith Davis

1.3 NATURE OF COMMUNICATION

The analysis of the above definitions implies that communication has the
following characteristics, which define the nature of Communication.

1. It is process: The term process has been defined as an identifiable flow of

interrelated events moving over time towards some goal or an end. Accordingly,
communication is a process in which there are some identifiable inter-related
events which starts with the sender. Then it moves by encoding messages,
through some channel till the receiver receives the massage and ends with the
feedback.

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2. It is inevitable: Communication is essential physically, socially and
psychologically. If an individual is provided all physical comforts but is not
allowed to read, write, speak and listen, he will become mentally retarded.

3. Meaning Based: communication is meaning-based. As has been very

succinctly said by a specialist, “The most immediate need for communication is
to be able to refer to things in the real world, that is, to be able to name things,
states, events, attributes, using words”. In addition, we must be able to link
words together to make meaningful sentences and language. Hence, there is a
need to be clearheaded about what we want to say.

4. Communication is intentional as well as unintentional: While some

communication is intended, that is, it is purposely done, much of the
communication may be unintentional, that is, we might convey, in many ways,
even what we do not wish to communicate.

5. Communication is systematic: Every component of Communication is

affected by the other. The one who sends the message, the message itself as well
as the receiver of the message; all are interrelated and affected by each other.

6. A two-way traffic: A significant aspect of communication is involvement of

at least two people, i.e., a sender and a receiver. In fact, one person cannot
communicate to himself. A receiver is must to complete the communication act.
There is no communication, until the massage sent by the sender is being
received by the receiver. A personnel director may send hundreds of memos and
warning letters to employee, but communication is not complete unless it is
received and read by them. Since communication is an exchange of views,
opinions, directions etc., it is a two-way traffic. The “two way” can be
understood in many ways. It is not just the sender is involved in communication,
but the receiver, is also equally involved in the process. In another way,
Communication is both ways, upward as well as downward, in an organization.
Messages, directives, opinions, etc., are sent to lower levels in the hierarchy of
management. Likewise, grievances, complaints, opinions feelings, points of
view etc., are communicated upward along the line, i.e., from workers (lower
level) to management (higher level). George Terry has rightly remarked,
“Simply talking or writing, without regard to the recipients’ response, is
conducive to misunderstanding.” Thus, communication should be both ways.

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7. Communication is a social process: Human being is a social animal. He
cannot live in isolation. Communication is a process which helps the human
being to interact and socialize. Hence, it is a social process.

8. Dynamic Process: Dynamic means “ever changing”. Communication is not a

constant, onetime event. It is a dynamic process, which is changing all the time.

9. Continuous Process: Communication is a continuous process. Often, it is

repeated to achieve the desired results. It is an ongoing process, in which one
interaction is followed by the other.

10. Communication is both interaction and transaction: The participants of

communication exchange ideas and information and influence each other in the
process. They share and exchange both thoughts and meanings.

1.4 SIGNIFICANCE OF THE STUDY-

• Building of good labor relations through proper communication.
• Basis of co-operation through effective communication.
• Communicate in realizing organizational goals.
• Maximum utilization of factors of production.
• Willingness to work.
• Reduce absenteeism.

The study is intended to evaluate the communications skill of employees in the

organization. A good communication policy & procedure is essential to achieve
goal of the organization. If efficient communication develops within the
employees of organization are made not only in this particular organization but
also any other organization; the organizations can achieve the efficiency also to
develop a good organizational culture by developing communication skill.

1.5 OBJECTIVES OF THE STUDY-

The research selects this topic name as “A study on the employees’ motivation
affecting their efficiency” for the survey research work to study the following
objectives.

1. To study the effect of Communication on productivity, job satisfaction

and work performance of employees.
2. To identify the factors affecting the motivation within the organization.
3. To maintain employee employer relation.
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 4. To increase in productivity in terms of effective communication.
5. To reduce dispute among workers through effective communication and
increase motivation.
6. To maintain employee employer relation.
7. To study the important factors which are needed to communicate the
employees.
8. To provide the practical suggestion for the improvement of organization’s
performance through communication.

1.6 LIMITATIONS OF THE STUDY-

The limitations of the study are the following.
 The data was collected through questionnaire. The responds from the
respondents may not be accurate.
 The sample taken for the study was only 50 and the results drawn may
not be accurate.
 Since the organization has strict control, it acts as another barrier for
getting data.
 Another difficulty was very limited timespan of the project.
 Lack of experience of Researcher.
The analysis was made on the data given by the employees whom when
contacted were ready to give their response and other valuable information.
The effect of motivation of employee on their productivity is very important so
to identify all the facts like communication gap and relationship or association
between satisfaction of human needs, their motivation and productivity we carry
out the present study. This project work helped us to increase our practical
knowledge on the management field.

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 CHAPTER-2

2.1 RESEARCH METHODOLOGY-

Research is a systematic method of finding solutions to problems. It is
essentially an investigation, a recording and an analysis of evidence for the
purpose of gaining knowledge. According to Clifford woody, “research
comprises of defining and redefining problem, formulating hypothesis or
suggested solutions, collecting, organizing and evaluating data, reaching
conclusions, testing conclusions to determine whether they fit the formulated.
“Hypothesis”.

2.2 Sampling Design.

A sample design is a finite plan for obtaining a sample from a given population.
Simple random sampling is used for this study.
2.3 Universe-
The universe chooses for the research study is the employees of Columbia
Garments Ltd.
2.4 Sample Size-
Number of the sampling units selected from the population is called the size of
the sample. Sample of 50 respondents were obtained from the population.
2.5 Sampling Procedure-
The procedure adopted in the present study is probability sampling, which is
also known as chance sampling. Under this sampling design, every item of the
frame has an equal chance of inclusion in the sample.
2.6 Methods of Data Collection-
The data were collected through Primary and secondary sources.
2.7 Primary Sources-
Primary data are in the form of “raw material” to which statistical methods are
applied for the purpose of analysis and interpretations. The primary sources are
discussion with employees, data collected through questionnaire.
2.8 Secondary Sources-
Secondary data are in the form of finished products as they have already been
treated statistically in some form or other. The secondary data mainly consists
of data and information collected from records, company websites and also
discussion with the management of the organization. Secondary data was also
collected from journals, magazines and books.

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2.9 Questionnaire-
A well-defined questionnaire that is used effectively can gather information on
both overall performance of the test system as well as information on specific
components of the system. A defeated questionnaire was carefully prepared and

specially numbered. The questions were arranged in proper order, in accordance

with the relevance.
2.10 Nature of Questions Asked-
The questionnaire consists of open ended, dichotomous, rating and ranking
questions.
2.11 Sample
A finite subset of population selected from it with the objective of investigating
its properties called a sample. A sample is a representative part of the
population. A sample of 50 respondents in total has been randomly selected.
The response to various elements under each questions were totaled for the
purpose of various statistical testing.
2.12 Variables of the Study-
The direct variable of the study is the employee communication indirect
variables are the incentives, interpersonal relations, career development
opportunities and performance appraisal system.
2.13 Presentation of Data.
The data are presented through charts and tables.
2.14 Tools and Techniques for Analysis.
Correlation is used to test the hypothesis and draw inferences.

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 CHAPTER 3

3.1 LITERATURE REVIEW

Effective organizational communication can lead organization in a successful
way, only if exists. Without proper information and planning any deliberated
decision cannot occur. There is a vast literature on organizational
communication and productivity of employees. However, this research looks
over the influence of effectiveness of internal communication on employees'
productivity. The core concentration in this study is level of communication in
organization and how employees perceive communication, and what are the
effects of internal communication on their work capability. The focus of this
study is on the relation of employees' efficiency in organizational
communication with the support of effective communication, as compared to
previous study that only concentrated on organizational communication and
productivity. Therefore, after recognizing the effectiveness of communication
the employee's productivity flourishes in organizational communication. Flow
of effective communication in organizations develops the strong bonding
between staff and management, then employees get trusted, that make them
more productive.
Communication is a necessary part of everyday work interaction. Managers and
subordinates as well as the customers of the specific organization who are
buying, selling and employed within the organization are directly or indirectly
involved in organizational communication. Knowing the channels needed for
positive communication at workplace will lead to wider influence on other
people and increase of usefulness and helpful at regular organization.
Communication is used as a means of any organization to coordinate
communication and information exchange within the organization to develop
successful management of activities between the employers and employees of
company. Institutes, organizations and industries encourage effective
communication tools in order to make sure that top management and low
members of organization should accomplish fixed objectives, goals and have a
perfect vision of the organization. In organizations communication means are a
necessary part of the industry strategy to encourage members of organization
and increase overall satisfaction in the organization leading to incline of the
organizations assignment and income. Organizational communication is also
defined as the procedure of transferred messages understanding within the
organization’s divisions and departments. The general objective of the
communication and channels used in communication is to develop and
moderate mutual beneficial understanding between the departments in order for
the organization to positively accomplish fixed goals for the company.

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3.1 The concept of Business Communication
Business communication is the process of sharing information between people
within and outside a company. Effective business communication is how
employees and management interact to reach organizational goals. Its purpose is
to improve organizational practices and reduce errors.

3.2 Types of Business Communication

Let us first differentiate the main types of communication in a typical

organization.

3.2.1: Internal business communication:

Internal business communication can be:

• Upward communication: any communication that comes from a

subordinate to a manager. Or from another person up the organizational
hierarchy.
• Downward communication/Managerial communication: anything that
comes from a superior to a subordinate.
• Lateral communication/Technical communication: internal or cross-
departmental communication between coworkers

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3.2.2 External business communication.

External business communication is any messaging that leaves your office and
internal staff. It involves dealing with customers, vendors, or anything that
impacts your brand.
You can sort all communication in this spectrum into four types of business
communication.

1. Getting and receiving instructions and assignments both upward and

downward. This includes an effective delegation from one person to
another. Most problems in business begin with unclear communications
in this area.
2. Sharing and discussing information, including information sharing that
goes on in meetings. When communication fails in this area, it causes
tasks to be done improperly or not at all.
3. Giving feedback, correction, and discipline to people who report to you
so that they can have the knowledge and the tools that they need to do
their jobs better. Giving great, actionable feedback is a key skill for
anyone in a leadership position. Non-verbal communication and body
language also play a role here.
4. Problem-solving and decision-making meetings and discussions. These
are considered among the most important discussions for any
organization. This involves higher critical thinking and better
communication technology.

3.3 Methods of Business Communication

When business communication actually happens, it is either verbal or written.

Furthermore, communication takes place either in person/face to
face or remotely.

Neither of these is better or worse for your company on their own and entirely
depends on the context.

Written communication is great for keeping a paper trail of decisions and

actions made as well as for putting together strategies and plans in place. Verbal
interactions enable instantaneous idea generation and a more open flow of
thoughts.

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These are the methods of business communication applicable to some or all of
the above scenarios:

1) Web-based communication

This includes everyday communication channels like emails and instant

messaging applications (such as Slack, Hangouts).
The benefits of emails and messages lie in the ability to lead private
conversations in a busy office environment, as well as sharing a message with
many people—from a few to hundreds—all at once.

2) Telephone meetings

Phones removed the location barrier to running productive, fast-moving

meetings. It allows for better idea exchange thanks to the non-verbal
communication (tone of voice) compared to written communication. Cloud
phone systems can accelerate onboarding and overall team collaboration.

3) Video conferencing

Great video conferencing systems enable people at remote locations to run

meetings that feel as close to in-person meetings as possible. They take phone
meetings one step up.

4) Face-to-face meetings

In-person meetings can help a business move forward with ideas quickly.
Research shows that in-person meetings generate more ideas than virtual
meetings.
However, having a rock-solid meeting agenda is essential for effective
meetings. 46% of employees rarely or never leave a meeting knowing what they
are supposed to do next.

5) Reports and official documents

Documenting activities that impact other people and departments is a crucial

part of a well-oiled business communication system.
The ability to refer to a written document at any moment reduces the chance for
confusion or disagreement and provides extra clarity in communication.

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6) Presentations

Presentations supported by reports and PowerPoint slide decks are often how
meetings with larger groups are conducted.

These are great for sharing new ideas in a way that creates space for questions
and any clarifications.

7) Forum boards and FAQs

An internal area for employees to refer to frequently asked questions on various

departmental topics and to ask new ones that will make them more productive
and up to date on a matter.

8) Surveys

Both internal and customer surveys are an ideal way to gather feedback and
ratings on important topics. Surveys facilitate a healthy cycle of feedback-
supported improvements and open a communication channel between all levels
inside an organization.

9) Customer management activities

This can include any customer relations activity. Examples include live chat
support, customer relationship management (CRM) systems, customer
onboarding process, customer reviews, and more.

3.4 Importance of Communication

Communication plays a vital role in every walk of life. According to Luthans,

some estimates of the extent of its use to go up to about three –fourths of an
active human being’s life, and even higher proportions of a typical manager’s
time. The world is changing fast and with it, every organization is becoming
more and more sophisticated. So, communication has first of all to be given due
recognition as an integral part of process change. Whenever a change in the
direction of technology, structures or objectives takes place, it becomes easier
with the help of communication. The importance of communication can be
judged from the functions performed by it. Following are the important
functions of communication.

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3.4.1 Information Sharing: The main purpose of communication is to transmit
information for a source to target individuals or groups. Various type of
information is transmitted in the organization: policies and rules, and changes
and development in the organization etc. There may be need for fast diffusion of
some information in the organization, e.g., special rewards and awards given,
settlements with the union, and major changes in the organization.

3.4.2 Feedback: There is a need to give feedback to the employees on their

achievements, to the department on their performance, and to the higher
management on the fulfillment of goals; and, difficulties encountered in the
communication of feedback helps in taking corrective measures and making
necessary adjustments, and it motivates people in developing challenging and
realistic plans.

3.4.3 Influence: information is power. One purpose of communication is to

influence people. The manager communicates to create a good environment,
right attitudes, and congenial working relationship. All these are examples of
influencing.

3.4.4Problem-solving: In many cases communications aim to solving

problems. Communication between the management and the unions on some
issues (negotiation) is aimed at finding solutions for a problem and to evolve a
consensus.

3.4.5Assists in decision-making: The most important function of every

manager is decision-making. In order to make accurate and appropriate
decision, a manager needs to obtain information available in various channels of
communication. Here the way decision is communicated will have an impact
upon the outcomes of the organization in terms of cooperation and support of
the people to achieve organizational goals. For arriving at a decision several
kinds of communication are needed, e. g., exchange of information, views, and
available alternative etc., communication helps a great deal in decision –
making.

3.4.6 Facilitating change: The effectiveness of a change introduced in an

organization depends to a large extent on the clarity and spontaneity of the
communication. Communication between the managers and employees helps in
recognizing the difficulties in the planned change, and in taking corrective
action.

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3.4.7 Group building: Communication helps in building relationships. If
communication breaks down the group may disintegrate. Communication
provides the necessary lubrication for the proper functioning of a group.

3.4.8 Gate keeping: Communication helps to build linkages of the organization

with the outside world. The organization can use its environment to increase its
effectiveness.

3.4.9 Conveying the right message: The main object of communication is to

convey the right message to the right person, i.e., to the person for whom it is
meant. The message conveyed should be well understood and accepted by the
receiver in the right perspective. In other words, it should carry the same
meaning which has been conveyed so that it may be translated into action
effectively.
3.4.10 Helps in Co-ordination of Effort: Communication is an effective tool
for co-coordinating the activities of different persons engaged in running a
business. Co-ordination without communication is a remote possibility. In
organizations, there exist a lot of differences, which are many a times formally
created by an organization through departments, divisions, delegation,
decentralization, authority and power. Through various effective
communication mechanisms like letters, circulars, meetings conferences,
telephone, cellular phones etc., these differences are minimized, and activities
are properly coordinated to achieve organizational goals. The individuals or
groups come to know what others are doing and what is expected from only
through communication.
3.4.11 Good industrial Relations: communication develops good industrial
relations as it conveys the feelings, ideas, opinions and viewpoints of one party
two the other parties. The two parties –the management and the subordinates
come closer through communication. They understand each other and dispel any
misunderstanding. Thus, it promotes cooperation and good industrial relations.
3.4.12 Development of managerial skills: Communication helps managers to
understand human behavior at work. Communication of facts, ideas, opinions,
information, feelings etc., add value to the knowledge of managers about
various happenings, in the organization and behavior of people. Thus,
communication is a process of learning.
3.4.13 Ensuring Effectiveness of policies: The organization formulates
policies and programs to guide the work force. This should be conveyed
properly to those who are really responsible for the execution of work to
achieve the organization objectives. Only effective communication can translate

21
the policies into action. Effectiveness of the policies can be judged from the
success which surely depends upon an effective communication system.
3.4.14 Motivating People: If people working in organizations are not regularly
informed about their management’s expectations, plans and policies with
respect to their future career and growth, promotion and welfare measures, they
feel frustrated.
3.5 Modes of Communication:
Communication is the most vital ingredients of any organization. In fact, an
organization can’t be conceived of without proper communication. So proper
and effective communication measures the growth as well as the sustainable
management system of the company.

1. Electronic modes of communication.

2. Mass communication.

Electronic mode of Communication: Electronic modes transmit signals

instantly from any source to any destination in the world by using modern
electronic technology.
Following electronic modes for communicating may be the newly added
product in the product line.
3.5.1.1 Telephone: By using telephone I can easily communicate with our listed
customer. In that case mass people will not get the message.
3.5.1.2 Mobile: By using mobile phone we can transmit short voice call about
the product or giving predefined massage.
3.5.1.3 E-mail: By using email we can convey our product details to the
enlisted customer. In that case mass people will not get the message.
3.5.1.4 E-conference: By arranging e-conference we can share our product
details within the connected supplier/dealer. But we cannot
communicate with the mass people.
3.5.1.5 Internet: The world becomes a global village by the blessing of
internet. By using various type of application, we can easily transmit
message instantly and get feedback as well. But we cannot reach out
the mass people because very few people use internet.

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3.5.2 Mass communication: Mass communication is a process in which a
person, group of people, or an organization sends a message through a channel
of communication to a large group.
On the other hand, mass communication can be defined as the process of
creating, sending, receiving and analyzing message to large audiences via verbal
or written media. The following mass communication modes can be the placed
for the newly added product in the product line.

3.5.2.1 Newspaper & Magazines: Newspaper and magazines is the common

means of mass communication. We can easily communicate with the mass
people by advertising the desired product that we are going to added in the
product line.
3.5.2.2 Hoardings & Billboards: Hoardings & Billboards are the most
attractive elements that are seen in the city. These are mainly used for
advertisement of any product. These are usually placed up high and
can be seen from distance.
3.5.2.3 Radio: Radio is the most popular oral communication by which we
add oral advertisement about the product.
3.5.2.4 Television: Television is the most popular audio-visual
communication medium. Television is treated as the effective medium
of mass communication where any organization can add their product
and get the optimum output.
3.5.2.5 Film: Film is highly versatile medium and can be used for many
purposes and adopted to different conditions. If any organization
creates a film which is related to its product and focused the uses of
practical life, It will easily get the attention of viewers. The ultimate
result is that the product is being popular day by day.
3.5.2.6 Internet: World is become the global village by the blessing of
internet. The more effective the system of communication, the better is
the relation between the producer and end user.

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3.6: 7c’s of Communication:
Effective communication is the most integral part of every spare of life either in
office or in personal life. The more effective the system of communication, the
better outcome will be observed.

The following way out will be considered of 7C’s in organization.

1. Courtesy/Consideration: I will definitely maintain courtesy while

working with my colleagues. I will never lose my temper and always put
myself in their place if any cases arise. I will focus on teamwork and
carry positive and appreciable mentality. I will show interest with others
perception and show respect to others and always keep in mind that
‘Courtesy cost nothing but buy everything’.
2. Clarity: I will definitely check the clarity while encoding and decoding
message and make it clear to other receivers. Whenever I convey message
to others, must use precise and simple words for easy understanding. I
will cover the main idea at the time of conversation so that everybody can
get the purpose.
3. Correctness: Whenever I convey message within the organization or
outside the organization, I will focus on correct and authentic information
with formal & understandable language. If I will make any
communication hazy, will affect in future.
4. Concreteness: I will be specific when making any decision and always
focus on the straightway so that others can understand the importance of
task. I will also deal with object-oriented task related to organization
goal. Always try to use image building words like ‘’ you are the most
potential member in our organization’’.
5. Credibility: Credibility is meant the primary focus of communication. If
anybody proves one’s acceptance at the first time to others, then
everybody admires him even though he speaks roughly. I will definitely
communicate in my organization with credibility.
6. Completeness and Consistency: whenever I convey any message, will
consist of all information related to the topics. For example, when I order
any goods, I need to put up goods details like quantity, quality,
construction, when to deliver, whom to deliver and how much cost
involved.
7. Conciseness: Whenever I communicate, I will focus on the main point
related to my topics rather than putting irrelevant topics. Avoid
unnecessary reception while communicating.

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 CHAPTER-4
COMPANY PROFILE

4.1 About Columbia Garments Ltd

Columbia Garments Limited is a sister concern of M&J group. M&J Group

entered into manufacturing activities in 1965 by establishing a flour milling
company which products are very known to all like-Saad Atha, Moyda & Suji.
The business horizon gets expanded in 1989 when the garment manufacturing
factory was opened. Now with its 6 sister concerns, M & J Group is a leading
manufacturer in Bangladesh. The group is producing a wide range of top quality
denim bottoms including some non-denim products of men, women, boys &
girls. M & J Group aspires to be the leader supplier in global fashion business
by offering best expertise and knowledge in producing Ready Made Garments.
Having more than 400,000 sft floor spaces, producing 8 million pieces of
garments per year with over 2,500 machine facilities, M & J Group perfectly
combines strength and expertise in garment manufacturing services suitable for
industry needs. With the mission of providing the top-quality services to its
customers, the group always aims to improve efficiency of production processes
using the latest technologies. It has an excellent environment in the Human
Resource Management having very good employee- management
communication and relationship, attractive remuneration, benefits and incentive
schemes, superb working condition. The highest level of job satisfaction
resulted in retaining of skilled manpower through which the sheer success for
the company was obtained. At the same time the company believes its
employees are the asset of the company and they are the most important element
of our precious environment. Therefore, its pursuit of excellence includes
occupational health safety measurements of its employees at the company’s
policy.
Columbia Garments Limited has got the certification of ACCORD (EU Buyer)
& ALLIANCE (American Buyer) for maintaining the sustainable business for
their employees where they focused and assessed on Building Safety, Electrical
Safety & Fire Safety.

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4.2 Location of the factory

26
4.3 General information about factory

Company Name Columbia Garments Ltd.

Legal Status Private Limited Company

Line of Business Readymade Garments Manufacturing

Membership Type Ordinary Member

Year of Establishment 1989

Floor Space 90,000 square feat

Number of machine 963

Capacity 2.70 million pieces per annum

BGMEA Membership Number 704

Work Force 2174

Products Bottoms (Denim, Non-Denim)

Market Segments Men, Women, Boys

Head office address M & J Group

Red Crescent Concord Tower (8th, 12th & 13th Floors)
17, Mohakhali C/A, Dhaka 1212, Bangladesh
Tel: (880-2) 5881-4048, (880) 9610101010
Fax: (880-2) 883-7137
E-mail: info@mj-group.com

Factory Address Vogra Chandana, Gazipur Sadar, Gazipur 1704 Bangladesh

Nature of Business Completely 100% Export oriented Denim manufacturing &

Exporting Industry. Also have the permission to import Materials
related with export.

Machinery setup : Complete sewing & stitching setup for 9-lines.

Complete setup for producing finished garments approximately
12000-14000 pieces per day

Export Market US, EU and Canadian markets

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4.4 Organogram of Management

28
4.5 Layout Chart

29
4.6 Major Buyer with Their Logo:

Buyer Name Logo

Replay

ZARA

Target

H&M

New Yorker

Esprit

GAP

Old Navy

Macys

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4.7 PRODUCTS:

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4.8 Social Responsibilities of Columbia Garments Ltd

4.8.1 Caring for Environment:

Using advanced technologies in all our production processes we're aiming to

take care of environmental concerns effectively. We have waste treatment
facilities (ETP) to bring down the waste quality at environmentally acceptable
level before discharging.

4.8.2 Social and Ethical Behaviors:

As an essential part of our core values, we naturally undertake the responsibility

to help people aiming to improve their living and working quality. Nevertheless,
our competitive advantage of corporate reliability also relies on our social and
ethical behaviors including followings:
Buyers' code of conduct is strictly being followed in all areas with strong
emphasis to human rights, occupational health and safety issues
 Adherence to all local and international compliances as regards to work
environment, physical environment and welfare of work forces.
 In-house doctors provide round the clock medical services.
 Childcare rooms for the working mothers.
 Free lunch for all employees to ensure proper dietary intake.
 Work forces' voices are being heard and considered through Compliant
Committee.

4.8.3 Khokon Charitable Foundation (KCF):

Khokon Charitable Foundation - named after the deceased brother of the

owning family of M & J Group - was set up in July 2007. KCF aims to help the
people whose lives are dominated by poverty, illiteracy, disease and other
handicaps. With multifaceted interventions, this foundation strives to bring
about positive changes in the quality of life of the rural poor of Sirajganj district
in Bangladesh. With this view in mind, KCF already started helping the people
of Haluakandi, the village where the founder of M & J Group late Mr. Mofiz
Uddin Talukder was born.
Following are the core areas where KCF would like to concentrate by allocating
its resources:
1. Medicare Facilities
2. Monthly Allowance
3. Pre-Schooling

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4.8 Certification of Columbia Garments Ltd

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4.9 Mission and Vision of Colombia Garments Ltd

Mission…
Our mission is to manufacture top quality ready-made garments by practicing
advanced technology in production processes to attain superior customer
satisfaction and maintain excellence.

Vision…
Our vision is to become a leader as a dependable and trend setter supplier of
ready-made garments in global fashion business by.
Strictly following the latest fashion trends and industry needs offering world
class products using advanced technologies and always adhering to on time
deliveries

Core values...
Our core values are built on superior customer satisfaction principles we strive
to achieve every day by maintaining.
• Fashion sensibility
• Service quality
• Corporate dignity and reliability
• Legal, ethical, social and environmental responsibility
• Personal sincerity
• and latest technology

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4.10 ORGANISATION CHART OF ADMINISTRATION WING

The managing human resource in the organization is an important task. Human

resource department is doing the management of human resource in the
organization Columbia Garments Ltd. follows a system in HR department that
each authority coming under the General Manager (works) has to report
directly.

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4.11 ORGANISATION CHART OF PRODUCTION WING

The production manager and his team are responsible for realizing the visions of
the company within constraints of technical possibility. This involves
coordinating the operations of various production activities and maintains a
good flow of work without any blockage.

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 CHAPTER-5

5.1 ANALYSIS & FINDINGS

This document aims at providing employees and management members with the
information that can be beneficial both personally and professionally. Every
business enterprise has multiple objectives including of adequate profit for
payment of a reasonable rate of return to the owners and for investment in
business through satisfaction of customers, maintenance of a contended
workforce and creation of a public image. The basic job of management of any
business is the effective utilization of available human resources, technological,
financial and physical resources for the achievement of the business objectives.
The study undertakes various efforts to analyze all of them in great details. The
researcher in this project at the outset gives the clear idea of the entire
department existing in the company. From the study, the researcher was able to
find some of the important factors which motivate the employees. Factors like
financial incentives and nonfinancial inventive, performance appraisal system,
good relationship with co-workers, promotional opportunities in the present job,
employee participation in decision making are very much affect the level
employee motivation. It is also clear from the study that the company is so eager
in motivating their employees and their present effort for it so far effective. The
human resources can play an important role in the realization of the objectives.
Employees work in the organization for the satisfaction of their needs. If the
human resources are not properly motivated, the management will not be able to
accomplish the desired results. Therefore, human resources should be managed
with utmost care to inspire, encourage and impel them to contribute their
maximum for the achievement of the business objectives.

37
5.2 FINDINGS

The findings of the study are follows:-

 Columbia Garments Ltd has a well-defined organization structure.
 There is a harmonious relationship is existing in the organization between
employees and employer.
 The employees are really motivated by the management.
 The employees are satisfied with the present communication system of
the company.
 Most of the workers agreed that the company is eager in recognizing and
Acknowledging their work.
 The study reveals that there is a good relationship exists among
employees.
 Majority of the employees agreed that their job security to their present
job.
 The company is providing good safety measures for ensuring the
employees safety.
 From the study it is clear that most of employees agrees to the fact that
performance appraisal activities and support from the coworkers in
helpful to get motivated.
 The study reveals that increase in the salary will motivate the employees
`more.
 The incentives and other benefits will influence the performance of the
employees.
 The above finding shows that communication system is functional which
really motivate the employee as well.

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 CHAPTER-6
RECOMMENDATION & CONCLUSION

6.1 RECOMMENDATION

The suggestions for the findings from the study are follows:-
 Most of the employees agree that the performance appraisal activities are
not communicated properly, so the company should try to communicate
performance appraisal system properly, so that they can improve their
performance.
 Nonfinancial incentive plans should also be communicated as well as
implemented; it can improve the productivity level of the employees.
 Organization should give importance to communication between
employees and gain co-ordination through it.
 Skills of the employees should be appreciated.
 Better carrier development opportunities should be given to the
employees for their improvement.
 If the centralized system of management is changed to a decentralized
one, then there would be active and committed participation of staff for
the success of the organization.
 Authority delegation should be encouraged to create successor.

39
6.2 CONCLUSION

The study concludes that the communication policy & procedure in Columbia
Garments Ltd is found effective but not highly effective and not properly
communicate. The study on employee communication highlighted so many
factors which will help to motivate the employees. The study was conducted
among 50 employees and collected information through structured
questionnaire. The study helped to findings which were related with employee
motivational programs which are provided in the organization. The performance
appraisal activities really play a major role in motivating the employees of the
organization. It is a major factor that makes an employee feels good in his work
and results in his satisfaction too. The organization can still concentrate on
specific areas which are evolved from this study in order to make the
motivational programs more effective. Only if the employees are properly
motivated- they work well and only if they work well the organization is going
to benefit out it. Steps should be taken to improve the communication policy &
procedure in the future and disseminate the policy within the organization as
well. The factors that motivate the employees may change with change in time
because the needs of employees too change with change in time. So continuous
communication and monitoring & close observation of factors that motivate the
employees is necessary to maintain a competent work force. Only with a
competent work force an organization can achieve its objective. The suggestions
of this report may help in this direction.

40
 Appendix

Questionnaire for Management

(Answer the questions wherever needed or’ tick where applicable)

1. Name of Organization ------------------------------------------------------------

2. Which are the functional departments are available in your organization. ?

a) Production Dept. b) Quality Control Dept.

c) Marketing Dept. d) Sale and Purchase Dept.
e) Financial and Account f) Storage Dept.
g) Administrative h) HR & Compliance Dept.

3. Which type of legal organization?

a) Individual Proprietorship b) Partnership-joint Family

c) Partnership (others) d) Public Limited Company
e) Private Ltd. co. f) Public Co-operation
g) Co-operative

4. How many total employees in your organization?

5. How may levels of management in your organization?

6. Being a successful manager, which media should you prefer to get the work done
form your subordinated (Please specify)

7. Do you feel that high job security improves more productivity?

8. Do you feel that job security helps in maintaining high morale?

9. On which basis you are making promotion of workers?

a) Experience of Seniority
b) Competency or Merit
c) Both

10. Do you think that salary paid to workers is sufficient or satisfactory?

Yes/ No

41
11. Does your organization provide any opportunity in future for advancement in job as
well as training which will maintain high morale of employees?
Yes/ No

12. Do you provide paid leaves/ paid holidays and other financial packages to the
employees for maintaining high morale at the work?

13. Do you provide following facilities to your employees at the workplace?

a) Building Conditions b) Temperature

c) Lightning Arrangement d) Ventilation
e) Toilets/Urinals and Lavatory

14. Does your organization provide any social security measures to employees to
maintain high morale?

a) Protection against illness

b) Provident fund
c) Old age pension and Gratuity
d) Health Insurance

15. Do you feel that good communication system improves worker’s productivity,
efficiency and their performance?

16. What measures are you adopting to maintain the morale of worker?

17. Please give your opinion to maintain the proper communication within the workers so
as to boost the overall labor management relations.

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 C E R T I F I C A T E

TO WHOM SO EVER IT MAY CONCERN

This is to certify that Mr. Md.Badiul Alam, Asif Adnan, Md. Elias Hossain, Joy Sarkar &
Salman Siddique student of Master of Business Administration department from Southeast
University, Dhaka has visited to our factory and collected necessary information as per their
part of syllabus.

We wish him better future prospects.

For Columbia Garments Ltd

Md. Akramul Hoque

Manager (HR, Admin & Compliance)

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