Cecos university of IT & Emerging science Peshawar Hayatabad

phase VI

NAME MUHAMMAD OKASHA

CU ID CU-293-2018
SUBJECT OB
EXAM FINAL TERM
SUBMITTED TO MR.HASHIM ZIA

SEMSTER 4TH ME-2018

QUESTION NO 1
 (a) what is organizational Behavior and what it studies?

Organizational behavior
Organizational behavior is the study of both group and individual performance and
,,

activity within an organization. Internal and external perspectives are two theories
of how organizational behavior can be viewed by companies,,.
Internal Perspective
,,This theory revolves around the idea that, in order to understand individuals in
an organizational environment, an individual must understand the person's
thoughts, feelings and personal values,,.
goal of organizational behavior
,,The bottom line of organizational behavior is to explain and predict behavior
within an organization. By examining behavior in three different levels of
influence,,.
 At the individual, group and organizational level .
,,Organizations can better understand performance in the workplace and improve
interactions among employees. This can also create a competitive advantage
through improved motivation, leadership, communication and organizational
culture, all of which greatly affect a business' bottom line,,.
Influences organizational behavior
That said, influential factors can generally be boiled down to a few main groups:

Social: Leadership styles, coworker personalities, group dynamics, relationships,

etc.
Environment: Lighting, aesthetics, office/desk set-up, etc.
Structure: Employee hierarchy, organizational structure of departments in
business units, etc.
Tools: Access to information, tools, and technology
Processes: Workflow management, reporting structures, project management
styles, etc.
,,The principles of effective organizational behavior can be applied to many aspects
of the workplace. It can be used to improve productivity and performance, boost
employee satisfaction, increase motivation, foster better leadership, understand
decision-making, and facilitate better cross-team collaboration,,.
Study Organizational Behavior:
Organizational behavior studies organizations to identify how they solve problems
and how they maximize efficiency and productivity.
 Correctly applying organizational theory can have several benefits for both
the organization and society at large. Developments in organizations help
boost economic potential in a society and help generate the tools necessary
to fuel its capitalistic system.
 Once an organization sees a window for expansion, it begins to grow and
thus alters the economic equilibrium by catapulting itself forward. This
expansion induces changes not only in the organization’s infrastructure but
also in competing organizations and the economy as a whole.
 One example of how development in organizational theory improves
efficiency is in factory production.
Key Terms
efficiency: The extent to which a resource, such as electricity, is used for the
intended purpose; the ratio of useful work to energy expended.
normative: Of pertaining to, or using a standard.
Organizational Behavior is;
 A Separate Field of Study and not a Discipline Only.
 An Interdisciplinary Approach.
 Applied Science.
 Normative Science.
 A Humanistic and Optimistic Approach.
 A Total System Approach.
(b) Why is it important?
Answer:
,,The study of organizational behaviour gives insight on how employees behave and
perform in the workplace. It helps us develop an understanding of the aspects that
can motivate employees, increase their performance, and help organizations
establish a strong and trusting relationship with their employees.,,.
Motivation
,,Every individual is unique based on their experiences and knowledge.
Organizational behavior is able to help leaders understand the motivational tools
required to facilitate their employees to reach their potential. It is significant for
leaders to analyze the organizational structure that can act in their employee's
interest. Recent years, large corporations such as Google are shifting to a flatter
organizational structure. They enable employees to work independently,
encouraging them to share knowledge and gain more control in decision making,,.
Performance
There are a few factors where behaviours can affect one’s performance. According
to a study from IJEMS , those that come to work with a positive attitude are more
creative and it also lowers stress levels. In contrast, gossip and rudeness disrupt
performance, lower productivity and decrease job satisfaction. Conflicts will arise
causing miscommunications that will lead to a decrease in morale.

Office Characteristics
The office setting such as openness and density can generate different reactions.
The openness of an office can make employees feel a sense of calmness. Density
also has an impact on employee's wellness. It is important not to over-densify office
space because small workstations can cause collaboration to suffer.
(c) Objectives of organizational behavior:
We have identified 8 objectives of organizational behavior;
1. Job Satisfaction
2. Finding the Right People
3. Organizational Culture
4. Leadership and Conflict Resolution
5. Understanding the Employees Better
6. Understand how to Develop Good Leaders
7. Develop a Good Team
8. Higher Productivity
Job Satisfaction
Understanding organizational behavior can shed light on the factors that can foster
or hamper job satisfaction, such as physical settings, organizational rewards and
punishments or work-group characteristics. Job satisfaction, in turn, can foster
higher productivity and reduced turnover, while providing more leverage for the
recruitment of top talent.
Finding the Right People
Organizational behavior can help find the right mix of talents and working styles
required for the achievement of the task at hand. This can assist in deciding who to
include in a team or task force, as well as in deciding who to promote to a
leadership position or even the ideal profile for new hires.
Organizational Culture
As organizations grow larger, it may become difficult to keep a sense of common
purpose and unity of direction. Organizational behavior is useful for understanding
and designing the communication channels and leadership structures that can
reinforce organizational culture.
Leadership and Conflict Resolution
Organizational behavior can assist in fostering leadership, pro-activity and creative
problem-solving.
Understanding the Employees Better
Organizational behavior studies help us understand why employees behave the
way they do, and also thereby predict how they are going to behave m the future.
Understand how to Develop Good Leaders
Organizational behavior patterns help in predicting who among the employees
have the potential to become leaders. They also teach us how to mold these
employees so that their leadership potential is utilized to its fullest.
Develop a Good Team
The teamwork theories of organizational behavior are an essential tool in the hands
of any manager.
Higher Productivity
All of this leads us to the most important goal of achieving the highest productivity
in realizing the visions and goals of any organization.

QUESTION NO 2
(a)Define Diversity and Ethics
Diversity
The concept of diversity encompasses acceptance and respect. It means
understanding that each individual is unique, and recognizing our individual
differences. These can be along the dimensions of race, ethnicity, gender, sexual
orientation, socio-economic status, age, physical abilities, religious beliefs, political
beliefs, or other ideologies. It is the exploration of these differences in a safe,
positive, and nurturing environment. It is about understanding each other and
moving beyond simple tolerance to embracing and celebrating the rich dimensions
of diversity contained within each individual.
diversity” refers to both an obvious fact of human life namely, that there are many
different kinds of people and the idea that this diversity drives cultural, economic,
and social vitality and innovation. Indeed, decades of research suggest that
intolerance hurts our well-being and that individuals thrive when they are able to
tolerate and embrace the diversity of the world.

Ethics
 Ethics are the set of moral principles that guide a person’s behavior.
 Ethical behavior is based on written and unwritten codes of principles and
values held in society.
 Ethics reflect beliefs about what is right, what is wrong, what is just, what is
unjust, what is good, and what is bad in terms of human behavior.
 Ethical principles and values serve as a guide to behavior on a personal level,
within professions, and at the organizational level Are the set of moral
principles that guide a person’s behavior.
behavior: The way a living creature acts.
ethics: The study of principles relating to right and wrong conduct.
values: A collection of guiding principles; what one deems to be correct,
important, and desirable in life, especially regarding personal conduct.
Ethics are the set of moral principles that guide a person’s behavior. These
morals are shaped by social norms, cultural practices, and religious influences.
Ethics reflect beliefs about what is right, what is wrong, what is just, what is
unjust, what is good, and what is bad in terms of human behavior. They serve
as a compass to direct how people should behave toward each other,
understand and fulfill their obligations to society, and live their lives.

While ethical beliefs are held by individuals, they can also be reflected in the
values, practices, and policies that shape the choices made by decision makers
on behalf of their organizations. The phrases business ethics and corporate
ethics are often used to describe the application of ethical values to business
activities. Ethics applies to all aspects of conduct and is relevant to the actions
of groups.
 EXAMPLE
The concept of corporate social responsibility emphasizes ethical behavior in
that it requires organizations to understand, identify, and eliminate unethical
economic, environmental, and social behaviors. viduals, groups, and
organizations.

(b) Analyse the influence of diversity and ethics on the behavior

of individuals in work place?
Answer:
Influence of diversity on the behavior of individuals in work place:
Different kinds of diversity can have a profound impact on people's identity, or how
we think about, conceive of, and define ourselves and our relationships to others.
Individuals
For many individuals, diversity and identity interact in ways that change and evolve
throughout a person's life span. For instance, Deb has a client who was assigned
the gender of 'male' at birth, but now identifies as 'genderqueer,' not really
affiliated with either of the traditional genders in the male-female binary. We also
knows that individuals identify with their cultural and racial backgrounds to varying
degrees, and that here is no right or wrong way for race or culture to influence a
person's identity. For example, Deb is African-American, and it is very important for
her to take pride in her history and the traditions associated with her racial identity.
At the same time, she has many friends who are also African-American but do not
think of this as a major part of their identity.
Major influences, called primary influences, are considered to be at the center of
who we are because they exert a significant impact on our early socialization and a
powerful, sustained impact on our experiences, values, assumptions and
expectations throughout every stage of life. Primary influences include race,
ethnicity, age, gender, and physical or mental impairment.
Ethics in the workplace, making them work
Our actions affect not only ourselves, but also those around us. Many of our
professional decisions involve ethics. If we tell a lie, we can lose someone’s trust
and undermine our own integrity. If we use shoddy materials or workmanship on
the job, we can jeopardize the safety of others.
Questions of morality and ethics can be found at all levels of society. Ethical
behavior is equally important in the workplace as it is in our personal lives.
Everywhere business is conducted, ethics matters.
individual factors
Many individual factors affect a person's ethical behavior at work, such as
knowledge, values, personal goals, morals and personality. The more information
that you have about a subject, the better chance you will make an informed, ethical
decision.
For example:
what if you had to decide whether to approve building a new company store? What
if you did not have the knowledge that the store would disturb an endangered
species nest? Without the appropriate knowledge, you could be choosing an
unethical path.
Values are an individual's judgment or standard of behavior. They are another
individual factor that affects ethical behavior. To some people, acting in an
improper way is just a part of doing business. Would you feel that it is ethical to
make up lies about your competitor just to win a contract? Some people's standard
of behavior will feel that lying for a business financial win is not unethical.

QUESTION NO 3
 (a) Motivating employees play a key role in organizations. Explain in
your words Two-factor theory and Douglas McGregor Theory X
and Theory Y of motivation?
Douglas McGregor’s Theory X and Theory Y
In his 1960 management book, The Human Side of Enterprise, Douglas McGregor
made his mark on the history of organizational management and motivational
psychology when he proposed the two theories by which managers perceive
employee motivation. He referred to these opposing motivational methods as
Theory X and Theory Y management. Each assumes that the manager’s role is to
organize resources, including people, to best benefit the company. However,
beyond this commonality, they’re quite dissimilar.

Theory X Management
According to McGregor, Theory X leadership assumes the following:
 Work is inherently distasteful to most people, and they will attempt to avoid
work whenever possible.
 Most people are not ambitious, have little desire for responsibility, and
prefer to be directed.
 Most people have little aptitude for creativity in solving organizational
problems.
 Motivation occurs only at the physiological and security levels of Maslow’s
Needs Hierarchy.
 Most people are self-centered. As a result, they must be closely controlled
and often coerced to achieve organizational objectives
 Most people resist change.
 Most people are gullible and unintelligent.
Essentially, Theory X assumes that the primary source of most employee
motivation is monetary, with security as a strong second.
The Hard Approach and Soft Approach
Under Theory X, management approaches to motivation range from a hard
approach to a soft approach.
The hard approach to motivation relies on coercion, implicit threats,
micromanagement, and tight controls— essentially an environment of command
and control. The soft approach, however, is to be permissive and seek harmony in
the hopes that, in return, employees will cooperate when asked. However, neither
of these extremes is optimal. The hard approach results in hostility, purposely low
output, and extreme union demands. The soft approach results in increasing desire
for greater reward in exchange for diminishing work output.
It would appear that the optimal approach to human resource management would
lie somewhere between these extremes. However, McGregor asserts that neither
approach is appropriate since the foundations of Theory X are incorrect.

The Problem with X Theory

Drawing on Maslow’s Hierarchy of Needs, McGregor argues that a need, once
satisfied, no longer motivates. The company relies on monetary rewards and
benefits to satisfy employees’ lower level needs. Once those needs have been
satisfied, the motivation is gone. This management style, in fact, hinders the
satisfaction of higher-level needs. Consequently, the only way that employees can
attempt to satisfy higher level needs at work is to seek more compensation, so it is
quite predictable that they will focus on monetary rewards. While money may not
be the most effective way to self-fulfillment, it may be the only way available.
People will use work to satisfy their lower needs and seek to satisfy their higher
needs during their leisure time. Unfortunately, employees can be most productive
when their work goals align with their higher level needs.

McGregor makes the point that a command-and-control environment is not

effective because it relies on lower needs for motivation, but in modern society
those needs are mostly satisfied and thus no longer motivate. In this situation, one
would expect employees to dislike their work, avoid responsibility, have no interest
in organizational goals, resist change, etc., thus creating a self-fulfilling prophecy.
To McGregor, motivation seemed more likely with the Theory Y model.
Theory Y
The higher-level needs of esteem and self-actualization are continuing needs in
that they are never completely satisfied. As such, it is these higher-level needs
through which employees can best be motivated.
In strong contrast to Theory X, Theory Y leadership makes the following general
assumptions:
 Work can be as natural as play if the conditions are favorable.
 People will be self-directed and creative to meet their work and
organizational objectives if they are committed to them.
 People will be committed to their quality and productivity objectives if
rewards are in place that address higher needs such as self-fulfillment.
 The capacity for creativity spreads throughout organizations.
 Most people can handle responsibility because creativity and ingenuity are
common in the population.
 Under these conditions, people will seek responsibility.
Under these assumptions, there is an opportunity to align personal goals with
organizational goals by using the employee’s own need for fulfillment as the
motivator. McGregor stressed that Theory Y management does not imply a soft
approach.
McGregor recognized that some people may not have reached the level of maturity
assumed by Theory Y and therefore may need tighter controls that can be relaxed
as the employee develops.

XY Theory Management Application: Business Implications for Workforce

Motivation
If Theory Y holds true, an organization can apply these principles of scientific
management to improve employee motivation:

Decentralization and Delegation:

If firms decentralize control and reduce the number of levels of management,
managers will have more subordinates and consequently will be forced to delegate
some responsibility and decision making to them.
Job Enlargement:
Broadening the scope of an employee’s job adds variety and opportunities to
satisfy ego needs.
Participative Management:
Consulting employees in the decision making process taps their creative capacity
and provides them with some control over their work environment.
Performance Appraisals:
Having the employee set objectives and participate in the process of evaluating
how well they were met ensures that the employee understands the goals of the
company and works to support them.

(b) How will you motivate employees as a manager?

ANSWER:
A manager has many duties. One of the most important ones is to motivate and
inspire employees. Only motivated staff members will perform at their best and be
maximally productive. Here are seven ways managers can motivate their
employees.
Praise.
People want to know if they’ve done a good job. The positive assessment from a
superior position can be a powerful spur to productivity. While you shouldn’t tell a
worker they did well when they didn’t, honest praise is a valuable motivational tool.
2. Encourage autonomy.
People are happier and more motivated if they feel they are in charge of their own
destiny. Don’t be a micromanager or a control freak — an overbearing attitude will
destroy morale. If an employee can handle it, let them have a freer reign.
3. Treat them with respect.
Just treating your employees like they are intelligent adults can help. Sadly, many
corporate motivation campaigns are juvenile and insulting. Motivational posters
have never motivated anyone, and team-building exercises are often a waste of
time.
4. Allow honest criticism and complaints.
Nothing’s more frustrating for a worker than feeling they can’t openly express their
opinion on a touchy subject. Your subordinates will be much happier if you let them
voice their complaints openly and plainly.
5. Ensure a healthy work life balance.
Your staff doesn’t want to be worked to the bone. While riding your employees
hard may boost productivity temporarily, the accompanying drop in motivation will
ultimately be more significant. Workers can only be happy and energetic in an
environment that respects the need to balance work and free time.
6. Be fair.
A boss who has double standards for pet employees will destroy office morale. One
person receiving more than their fair share of credit (or money) devalues the efforts
of everyone else. Employees left out in the cold will feel depressed and
unappreciated.

7. Pay them more.

Ultimately, the most effective motivator of all is money. People do their jobs for
the pay they receive in return.

QUESTION NO 4
(a) What is the importance of communication in an organization?

The importance of communication in an organization can be follows:

 1. Communication promotes motivation by informing and clarifying the
employees about the task to be done, the manner they are performing the
task, and how to improve their performance if it is not up to the mark.
2. Communication is a source of information to the organizational members for
decision-making process as it helps identifying and assessing alternative
course of actions.
3. Communication also plays a crucial role in altering individual’s attitudes, i.e.,
a well informed individual will have better attitude than a less-informed
individual. Organizational magazines, journals, meetings and various other
forms of oral and written communication help in moulding employee’s
attitudes.
4. Communication also helps in socializing. In todays life the only presence of
another individual fosters communication. It is also said that one cannot
survive without communication.
5. As discussed earlier, communication also assists in controlling process. It
helps controlling organizational member’s behaviour in various ways. There
are various levels of hierarchy and certain principles and guidelines that
employees must follow in an organization. They must comply with
organizational policies, perform their job role efficiently and communicate
any work problem and grievance to their superiors. Thus, communication
helps in controlling function of management.

(b) Explain model of communication?

The main models of communication are can be split into three categories:
 Linear models
 Interactive models
 Transactional models
Linear Communication Model
There’s a bit of a debate about the Linear Communication model and how it
recognizes (or doesn’t recognize) the concept of feedback. The linear model’s
behavior is belied by its name, where a sender encodes a message via a channel
and the message is decoded by the receiver. It is straight-line communication
found typically in mass communication; think television, radio, newspapers, etc.
According to this model, there is no means for immediate feedback.
Interactive Communication Model
Simply put, the Interactive Model takes the Linear Model and multiplies it times
two with a quick flip of the return message. It now allows for a feedback element
because after a message is encoded and sent to the decoding receiver, the roles
then reverse and the receiver encodes and sends a response to the original sender
who has now turned receiver. It sounds more confusing than it is. Envision an
exchange of text messages whereby your friend sends you a message and you
respond to it. The same thing happens during a telephone call, or even an email
exchange. A message is sent and received, then the roles reverse. That is the
Interactive Model.
Transactional Communication Model
The Transactional Model becomes more sophisticated yet. This model depicts face-
to-face interaction, or “trans-action” as a dynamic and changeable process that is
not limited to simple definition. In the Transactional Model, receiver and sender

can play the same roles simultaneously, as sometimes happens, as messages can
be sent back and forth simultaneously. It appears chaotic and ineffective, but
sometimes communication is just that. Throw in some noise, and it would be a
wonder whether any message is conveyed successfully in this environment.

(c) Elaborate on factors affecting good communications?

ANSWER:
FACTORS AFFECTING GOOD COMMUNICATION
A number of factors which may disrupt the communication process and affect the
overall understanding and interpretaion of what is communicated are :
1. Status / Role
2. Cultural differences .
3. Choice of communication channel .
4. Length of communication .
5. Use of language .
6. Individual Perceptions / Attitudes / Personalities .
7. Known or Unknown Receiver .

1. Status/Role
The sender and receiver of a message may be of equal status within a hierarchy
(e.g. managers in an organisation) or they may be at different levels (e.g.
manager/employee, lecturer/student, business owner/clients).This difference in
status sometimes affects the effectiveness of the communication process.
2. Cultural Differences
Cultural differences, both within or outside the organisation (for example, inter-
departmental dealings and communication with outside organisations or ethnic
minorities) may impede the communication process.
3. Choice of Communication Channels
Sender should choose the most appropriate channel for a particular purpose and
keeping the person/receiver in mind.
Sending messages via inappropriate channels can send out wrong signals and end
up creating confusion.
Choosing the appropriate channel needs :
Considering all aspects of the communication process (interpretation,
understanding, feedback). Determining all the possible barriers. Evaluating the
complexity of the message and decide how it might be best conveyed .
 Who? Characteristics of the receiver(s).
 Why? Purpose of the communication.
 What? Content of the message.
 How? Oral, written, visual or a combination of all three.
 Where? Location of the meeting.
 When? Timing/time limit/expected response time.
4. Length of Communication
The length of the message also affects the communication process.
Sender need to be sure that it serves the purpose and is appropriate for the
receiver.
Is the message too long or too brief?
5. Use of Language
The language used must be familiar to the receiver .Poor choice of words or weak
sentence structure also hampers communication.
6 .Individual Perceptions/Attitudes/Personalities
Sometimes, the method of communication needs to take into consideration the
receiver's personality traits, perceptions , age and preferred style.
EXAMPLE :
The elderly and children, have different communication needs and preferences
when compared to young adults.
7 .Known or Unknown Receiver
Whether the receiver is known or unknown to sender also plays a major role in
determining the effectiveness of the communication. A known receiver may be
better able to understand the message despite having insufficient information as
both sender and receiver have common experiences .