Final Bus251 Project

8/12/2019 Final Bus251 Project

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Research Paper

on

Business Communication problem


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Report on Business Communication Problem in

Incepta Pharmaceuticals Ltd

Prepared for:

Kashfah Khan Chowdhury(Kdc)Lectuer, School of Business

North South University

Prepared by:

Course: Bus251

Section: 2

Date of submission: 21stApril, 2014


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EXECUTIVE SUMMARY

Incepta Pharmaceuticals Ltd. is a leading pharmaceutical company in Bangladesh established in

the year 1999. The company has a very big manufacturing facility located at Savar. The

company produces various types of dosage forms which include tablets, capsules, oral liquids,ampoules, dry powder vials, powder for suspension, nasal sprays, eye drops, creams, ointments.

Incepta wants to become a research based global pharmaceutical company in addition to being a

highly efficient generic manufacturer. To discover and develop innovative, value-added products

that improve the quality of life of people around the world. And contribute towards the growth of

our Nation. Provide people globally with high quality health care products at affordable prices in

order to improve access to medicine and to provide employees an enabling environment that

facilitates realization of their full potential, they take this as their mission. Beginning in 2000,

Incepta has been launching new and innovative products at a faster pace than its competitors.

During the last 13 years of operation Incepta launched as many as 138 new generics for the first

time ever in Bangladesh.


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Table of Contents

No. Topic Page number

1.0 Introduction 5-6

i. Origin 5

ii. Purpose 5

iii. Scope 5-6

iv. Methodology 6

v. Scope 6

2.0 Business Communication flow chart 7

3.0 Literature Review 8-9

4.0 Methodology 10

5.0 Limitations 10

6.0 Data Analysis 10-15

7.0 Findings 15-16

8.0 Recommendations 16

9.0 Conclusion 16-17

10.0 References 17

11.0 Appendix 18-22


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1.0 INTRODUCTION

The pharmaceutical industry in Bangladesh is the most developed technical regions within our

financial system. This industry manufactures almost 5600 brands of medicines and they follow

different forms for different medicines. This sector is providing 97% of the total medicine

requisite of the local market. With the aim to expand into the export market, leading

pharmaceutical companies are escalating their business.

Incepta Pharmaceuticals Ltd. is a foremost pharmaceutical company in Bangladesh. It stepped

into our economy in 1999. Their vision is to become a research based global pharmaceutical

company. But this organization is facing some problems for quite a long time. By evaluating

Incepta Pharmaceuticals Ltd. we can easily find that they are facing some crucial crisis in their

organization. This study attempts to evaluate which problems they are facing.

The major problem they are facing is communication problem between employees and

employers within Incepta Pharmaceuticals Ltd. This problem has aroused because of not

maintaining a formal relationship between the employer and the employees. A well managed

business organization normally considers the employees as the vital foundation of efficiency

gains. As it is a large organization, so most of the times it has been seen that the top level

employer gives orders to the lower level employees but they do not do their work and as they

maintain a friendly relationship those top level managers cannot take adequate steps against

them.

i. Origin:This report aims at investigating the impact of business communication problem of

Incepta Pharmacy. We got this research paper through our Business Communication (Bus251)

course which was assigned by our respected faculty member.

ii. Purpose:The purpose of this report to complete the course of Business Communication skill

(BUS 251), to meet the assessment requirements for this course and demonstrate understanding

about the course objectives.

iii. Scope: Maintaining a friendly relationship within an organization is not a bad thing but

sometimes the top level managers should behave in a formal way in order to make the employees


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work. If this problem can be solved they will give their best performance to enhance the

organization.

iv. Methodology: The methodology of this research is consisting of primary research and

secondary research.

v. Limitation: Time was a limitation and also the employers/employees did not disclose their

position in Incepta.


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2.0 BUSINESS COMMUNICATION FLOW CHART OF INCEPTA

PHARMACEUTICALS LTD

Senior manager (finance & accounts)

Deputy manager (f&a)

Treasury

dept

Accounts

recieveable

Accounts

payable

Core

accounts

Senior

executive

Executive

Officer

(f&a)

Assistant

Officer

SEO

Officer

SEO

Senior

Officer

Officer

SEO

EO

(Cost&budget)

Deputy manager(f&a)

Costing

dept

SEO

Officer

Budge

dept

SEO

Offic


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3.0 LITERATURE REVIEW

A review of relative literature to the research problem found that there are a number of variables

effecting communication that can lead to lack of communication, ineffective communication, or

misrepresentation of the message trying to be sent and creating barriers in the communications

process. Communication skills are the foundation for success. The ability to communicate

effectively and with influence will determine the success in transmitting the message (Palazzolo,

2008).

Communication is the exchange and flow of information and ideas from one person to another. It

involves a sender transmitting an idea to a receiver. Effective communication occurs only if the

receiver understands the exact information or idea that the sender intended to transmit. Many of

the problems that occur in an organization are the direct result of people failing to communicate.

Leaders of organizations who keep everything inside or cannot communicate a message leave

individuals to their devices to try and figure out what they may, or may not, want. This is a

failure of leadership and communication (Baldoni, 2003). Faulty communication causes the most

problems. It leads to confusion and can cause a good plan to fail.

A typical communications model has five elements: a sender, a message, a medium, a receiver,

and a feedback process. The sender has information that they are wishing to deliver and sharethrough a method of communication. The message is the information being communicated. The

medium is the method the sender chooses to transmit or share the information. The receiver is

the recipient of the message and the feedback process allows the sender to know that the message

was received and understood (Smoke, 2005). If one of these components of the communication

model is not present, then the communications process or message trying to be conveyed could

become misunderstood, or communicated in a manner that the sender did not intend. Many of the

break downs in communications throughout organizations has had one of these components

missing that has led to the miscommunication, lack of communication, or some barrier affecting

the communication. Many times, different barriers negatively affect the communications process

and impede the message trying to be sent. Some of these barriers include the use of an

inappropriate medium, incorrect grammar, words that conflict with body language, or lack of

feedback pertaining to the message being sent (Sanchez, 2008).


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Non-verbal communication in the messages being sent, greatly influence how messages are

received through the course of the communications process. People inherently have different

ways of expression or body language to assist in the transmission of a message. Effective

communication is a total package. It must be a perfect combination of body language, positive

vocal inflection and eloquent, meaningful words delivered with a sincere smile (Wilson, 2008,

p. 33). These visible cues, such as hand gestures, facial expressions, and looking directly at the

sender of the message when it is beginning conveyed provide immediate feedback for the sender

to process.

Incepta Pharmaceuticals Ltd. is a leading pharmaceutical company in Bangladesh established in

the year 1999. The company has a very big manufacturing facility located at Savar, 35 kilometer

away from the center of the capital city Dhaka. Since its inception, Incepta has been launching

new and innovative products in order to fulfill unmet demand of the medical community. The

focus has always been to bring new, more technologically advanced molecules and innovative

dosage forms to this country. Incepta wants to become a research based global pharmaceutical

company in addition to being a highly efficient generic manufacturer. To discover and develop

innovative, value-added products that improves the quality of life of people around the world and

contribute towards the growth of our Nation. The responsibilities for the technical aspects of

Quality Assurance are defined in the Quality Manual. It encompasses all activities necessary to

generate, maintain and verify the quality of drugs. Research & Development is responsible for

formulation development and method development, implementing technical transfer to

Production and Quality Control, and also covers process validation, cleaning validation, method

validation and follow up stability. Manufacturing and packaging operations are carried out

according to the validated methods through systematically qualified machines with full

documentation at all stages of operations. Incepta currently sells its product in many countries of

Asia, Africa, and Central America and has started to sell in Latin America. Incepta is focusing on

to produce high quality and cost effective products to attract potential customers around the

world.


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4.0 METHODOLOGY

Primary research:For our primary data we did a survey on the employer and the employees of

Incepta through a questionnaire to find out their perception regarding this business

communication problem and how it can be solved. Also we took an interview of one of the

employers of that organization to know his opinion about this problem and what actions should

be taken in order to solve this matter. The research population consists of Incepta

Pharmaceuticals employees in the low level management, middle level management, and top

level management (20 in number). A stratified random sample method according to managerial

level was utilized in order to ensure that particular managerial levels within the study population

are adequately represented in the sample. Location of samples was within the company.

Secondary research:The secondary data of this report are collected from Incepta

Pharmaceuticals and some other reports from which we got an idea about the way of writing a

report.

5.0 LIMITATIONS

Time was a limitation while doing this research paper because of which we were not able to find

too much data regarding this report. Besides, the employees and employers did not disclose their

job position in Incepta because of safety issues. Also, as the survey was done in Inceptas

conference room so most of the answers were biased as the surveyed employers or employees

were sitting together and discussing and doing the survey. Moreover, we were unable to find

many detailed information of this communication problem for our report.

6.0 DATA ANALYSIS

We have conducted surveys to 20 employees/employers of Incepta Pharmaceuticals Ltd. The

purpose of our survey is to find the major business communication problem of this company.

The analyses of some questions are given below.

1. What type of relationship do you maintain with your co worker?

2. How do you think employee and employer communication problems can be solved?


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3. What type of benefits the organization can get if communication problems between employee

and employer be solved?

4. Do you think the authority is taking any action to solve this problem?

5. What kind of steps should be taken by the high level employer to low level workers to solvethis communication problem in Incepta?

Figure: 1

Analysis of question no.4

We have asked 20 employees of Incepta about what type of relationship is maintained with the

co workers. On the above graph it is seen that 20 employees are on the favor of informal

relationship and it also matches the hypothesis. Among 20 employees it is seen that 0 employees

which means no one was on the favor of maintaining formal relationship. So we can see that

most of the employees in the company maintain informal relationship.

0

20

0

5

10

15

20

25

Formal InformalNo.ofemployer

s/employees

Type of relationship maintained with co-workers in Incepta


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Figure: 2

Analysis of question no. 9

The second question was about the solution of communication problems between employer and

employees. On the above graph, it is seen that there were four options, staff meeting, annual

picnic, monthly feedback and good working environment which was rated the most. Among 20

employees, only 1 employee was in the favor of staff meeting and 19 employees were in the

favor of good working environment. There were no employee in the favor of other two options

that is annual picnic and monthly feedback.

1 0 0

19

0

2

4

6

8

10

12

14

16

18

20

Staff meeting Annual picnic Monthly picnic Creating a goodworking environment

No.ofemployers/emplo

yees

Solutions of communication problem


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Figure: 3


The above graph showed the information to the question of what type of benefits the

organization can get if this communication can be solved. Here, all the surveyed workers chose

the option of target revenue can be achieved. On the other hand, none of the workers chose the

option of employees can be sincere to work and productivity can be increased.

0 0

20

0

5

10

15

20

25

Productivity can beincreased

Employees can be sincereto their work

Target revenue can beachieved

No.ofemployer/emplo

yees

Benefits of organization if communication problem gets solved


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Figure: 4


This question was about the sincerity of authority if they are taking actions to solve this problem

or not. It is seen that among 20 people, everyone answered the first option which is Yes. No one

answered the second option which is No. So the employees think that the authority is actuallytaking action to solve this communication problem.

20

00

5

10

15

20

25

Yes No

No.ofemployers/emp

loyees

Action taken by authority to solve this problem


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Figure: 5


The fourth question was about the steps should be taken by the employer to solve this problem

and there are three options. It is seen that only 1 employee answered that behaving rude with the

workers, which was the first option, can solve this communication problem. 19 out of 20

employees answered that implementing new strategy; the third option can solve this problem

properly. There was no one who thinks that creating work format can solve this problem.

7.0 FINDINGS

From the analysis of data collected from both the primary and secondary sources, we found that

the communication system of Incepta Ltd is not very formal. The workers over there maintain a

very informal relationship which hampers in their working system that is not doing the work in

time. A good and systematic working environment can be created in order to solve this problem.

From the analysis we have also seen that the workers are very concerned with achieving the

targeted revenue which is a benefit for the organization if this problem gets solved. We have also

found that the authority is taking action to resolve this problem but maybe they are not taking the

necessary step which is leading the problem to arise. From the data analysis we figured out that

5%

0%

95%

Necessary step which can be taken by the authority

Behaving rude with the workers

Creating strict and disciplined

work routine format for workers

Implementing new strategy by

the authority


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the proper action the authority can take according to the workers and as well as Mr. Syed Md.

Ashhaduzzaman, is to implement a new strategy which will help solve this communication

problem and also benefit the organization.

8.0 RECOMMENDATIONS

Incepta Pharmaceuticals Ltd. should revise the recruitment and selection policy for the executive

level. As we have seen that the major problem is they are not maintaining a formal relationship

within the organization. So, the managers should be little bit strict to the employees in the

workplace. They should check whether employees are giving their level best or not. They should

create a good working environment to solve the problem. To get better performance the authorityof the company should monitor their new staffs carefully. The main benefit is that they can

achieve the target revenue of their organization. Top-level managers should take adequate steps

against the employees if they do not perform their duty whole-heartedly. The organization should

also come up with some incentive policy to encourage employee motivation.

9.0 CONCLUSION

During the last thirteen years of operation Incepta launched as several as 138 new generics

for the primary time ever in Asian nation. High specialized in quality and timely introduction

of a lot of required essential medications antecedently unprocurable within the country has

enabled Incepta to become the second largest company of the country.

Though Incepta prescription drugs Ltd. may be a leading company in Asian nation however it

has ton of issues to confirm their desired success. World Health Organization thinks

that making work format will solve this drawback. If they manage their lower level work

management and implement their advance technology they will solve their business

communication drawback & that will help them to carry their fame and profit.

The pharmaceutical industry in Bangladesh is the most developed technical regions within our

financial system. Among them Incepta is one of the leading companies. Although they are facing


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some communication problems but if they implement a new strategy then it will help them to

solve this communication problem and also benefit the organization.

10.0 REFERENCES

Norris,C.,Improving organizational communications[online].Availablefrom:

http://www.usfa.fema.gov/pdf/efop/efo42672.pdf

No Author,Eassy and report writing skill[online].Available from:

http://www.open.edu/openlearn/education/essay-and-report-writing-skills/content-section-5

No Author,First online drug index in Bangladesh[online].Available from:

http://www.bddrugs.com/company_profile.php?nid=7

Shikhdeep,Z.,2008.The Role of Business Communication in decision Making Process

[online].Gaza,The Islamic University. Available from:

http://library.iugaza.edu.ps/thesis/83324.pdf


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APPENDIX

Other Graphs are given below:

Question no. 1

Figure: 6

2

17

10 0

0

2

4

6

8

10

12

14

16

18

Strongly Agree Agree Neutral Disagree Strongly Disagree

No.ofworkers

Perception of workers regarding Incepta has a communication

problem or not


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Question no. 2

Figure: 7

Question no.3

Figure: 8

15%

35%30%

10%

10%

The major communication problem in worker's opinion

Not gettting feedback

Communication barrier

communication gap

Indirect communication

Technological advancement

10

19

0 00

24

6

8

10

12

14

16

18

20

Keeps us fully

informed

Keeps us well

informed

Keeps us

adequately

informed

Gives us only a

limited amout of

information

Doesn't tell us

much at all about

what's going on

No.of

employer/employees

Impression of employers/employees of communication within

the company


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Question no. 5

Figure: 9

Question no. 6

Figure: 10

20

0 0 0 00

5

10

15

20

25

I know the

company very well

I know a Fair

amount about the

company

I know just a little

about the

company

I know almost

nothing about the

company

Knowing about

the company is

not important to

me

No.ofworkers

Amount of knowledge employees have about the company

20

0 0 0 00

5

10

15

20

25

Much more

knowlegable

Somewhat more

knowlegeable

Same level of

knowledge

Somewhat less

knowledgeable

Much less

knowledgeable

No.ofe

mployer/employees

Perception of the workers about the knowledge of thecompany, strategies and its ongoing accomplishments


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Question no. 7

Figure: 11

Question no. 8

Figure: 12

19

1 0 0 00

2

4

6

8

10

12

14

16

18

20

Excellent Very good Good Fair Poor

N

o.ofemployer/employees

Manager's communication skills

5%

90%

5%

Employees expectation from their employers

Amiable behavior

Good working environment

Attractive salary


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Question no 13

Figure: 13

Question no. 14

Figure: 14

15

4 1 0 00

2

4

6

8

10

12

14

16

Very satisfied Satisfied Neutral Dissatisfied Very dissatisfied

N

o.ofemployer/employees

Satisfaction of employers/employees about the

communications in Incepta

1 1

18

00

2

4

6

8

10

12

14

16

18

20

If yes, because to

follow strict routine

If yes, because

meeting between all

level employers and

employees

If yes, because to

develop our IT sector

If no, because .No.ofemployer/employees

Necessity of the business communication problem to be solved

or not

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