BCom Conducting Survey and Making Speeches to Motivate Notes Study Material

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BCom Conducting Survey and Making Speeches to Motivate Notes Study Material

Chairman Speech

Chairman’s speech has its own importance in the annual general meeting of a company, firm, organisation, institution etc. This speech is duly printed and distribution among all the members Present in annual general body meeting. Some companies/firms publish it in newspapers alongwith its annual report. In the chairman’s speech progress of organisation/institution/concern companys during the year is presented along with the frame work of future plans. In addition, actions events failures are also highlighted. Now-a-days, chairman’s speech also includes the contribution of company in economic development of the nation and effects of government policies on the company.

1. Survey

Word ‘survey’ literally refers to ‘investigation’ or ‘inspection’, i.e., investigation or inspection is conducted to provide facts or factual information.

Objectives:

1. Collection of facts and data pertaining to some specific aspect.
2. To test a hypothesis.
3. To examine the reality of a theory or to examine whether a theory is true or not.
4. To find out and investigate causal-relationship of an event or happening.
5. To collect information for finding solution to some specific problem.

Steps

I. First Step: Planning of survey-It means preparing programme of survey from beginning to end in an orderly sequence. Stages of planning of survey are as follows:

(i) Defining the problem, (ii) Objective of survey, (iii) Scope of survey, (iv) Building of hypothesis, (v) Level of significance, (vi) early preparations, (vii) Selection of samples (viii) Preparing budget, (ix) Methodology of data collection, (x) Prepare forms, (xi) Selection & Training of enumerators, (xii) Pilot Survey, (xiii) Organisation of Survey II.

II. Second Step:

(i) Collection and classification of data.

(ii) Editing of data.

(iii) Tabulation of data.

Data is collected by following a properly selected methodology and then the data is classified, edited and tabulated.

III. Third Step: In the phase of survey data is analysed, alongwith level of significance and then it is interpreted.

Before interpretation, hypothesis is tested its, level of significance is determined and thus authenticity of conclusions drawn is confirmed.

IV. Last Step:

The last phase is to prepare a survey report and arrange for its publication. This report is prepared on the basis of conclusions drawn after detailed analysis and interpretation of collected data. While preparing report, care is taken to ensure clarity, simplicity and purity of its language and thoughts.

2. Speech

Speech is a social need. In a society there are many formal or informal occasions when we feel the necessity of a speech. For example, inaugural function, seminars, corporate meetings, symposium etc. are such occasions when we have to address or give speech welcoming guests. Such address should be meaningful, impressive, and appropriate to the occasion. The audience may be large or small depending on the information and invitation or on the basis of their eligibility as members. A speech may be lengthy or short, full of facts, full of suitable examples or suggestive.

How a politician influences the public? The answer would be by his speech. In fact, every politician or speaker has to face the situation of giving speech from the very start of his public life. Those, who face such a situation successfully, become successful speakers. If one starts learning the art of speech at an early age, his speech will be more effective and attractive, because with his continuous practice his confidence will increase and he shall face the audience, large or small with confidence. It happens sometimes when a young boy or girl is invited to receive a prize on his or her achievement in some competition and is supposed to give thanks to the organisers and audience. But due to excitement he or she is not in a position to utter a simple word like ‘thank you’. This is the occasion when you start your life as a speaker.(BCom Conducting Survey and Making Speeches to Motivate Notes)

In the modern commercial world, a sales representative has to utilize all the probable ways resources sell his product. Most important among these is to speak about the characteristics and specialities of the product.

A manager an industrialist/chairman/managing director has to deliver speech in the meetings, functions and conferences.

Every speech is thus pre-determined and tailored according to the occasion.

Guidelines for preparing a speech. A speaker, fully aware of all the concerned information, is always in a position to impress the audience and even make them spellbound. We must remember that every spoken word is like a bullet fired from the gun, which never comes back. Therefore, we should be very careful while making a speech. We should keep in mind the emotions and feelings of not only the listeners but also of public in general. The speaker should make all possible efforts in his speech to increase the organisation’s influence. The speech should not create any sort of confusion. A speech should not be very lengthy because lengthy speech become boring. We should keep in mind the following points while preparing a speech or lecture:

1. According to Rudyard Kipling we should ask the following questions while preparing a speech:

(i) What? What we want to communicate?

(ii) Why? – Why the audience should listen to us? Why have we selected the particular audience? It means we should know the objective of our speech.

(iii) Where? – Where are we to deliver the speech? Is the selected venue suitable to listeners?

(iv) When? – Have we taken in account the time of our speech? For how much time should we should speak?

(v) How? How shall we communicate our message in the best possible manner?

(vi) Who? For whom are we making our speech? How many are they? For only one person or more? What are their interests and expectations?

2. If we have taken the above questions seriously then our speech will certainly be clear and effective. Clarity is the essence of each and every speech. We should assume that the listeners are educated. Particularly in the commercial world an effective speaker follow the principle of ‘Be clear’.
3. Next to clarity, every speech must have the quality of simplicity. An effective speaker is capable of expressing the most complicated matters in the simplest of words. If simple language is not used in the speech, then listeners get bored and their attention is diverted.
4. After clarity and simplicity, it is necessary that the speech should be lively. It should be based on appropriate and real life experiences, because the real happening/incidents and experiences greatly attract the attention of listeners. This makes the speech full of life.
5. While delivering the speech our attention should be towards the listeners. Physical barriers should be ignored. Speech should be given with a smiling face without tension and with ease.(BCom Conducting Survey and Making Speeches to Motivate Notes)
6. The speaker should be full of knowledge and information relating literature, philosophy, economic, social, political, science and technology; so that his speech becomes very interesting and effective.
7. To have the general knowledge of various subjects does not mean that irrelevant matters are unnecessarily included in the speech. The idea is to have necessary information in wider context so that the speech becomes qualitatively better, Benjamin Franklin says that “Time is money’, i.e., time must not be wasted and, therefore, our speech should convey more with minimum of words.
8. Although, the functions are generally formal, yet the speaker should try to be informal while speaking, as the informality takes him nearer to listeners.
9. The speaker should not treat his speech as a routine duty. The speech should be full of vigour and vitality, as the listener do not like lazy and boring speakers.
10. The speaker should also use non-verbal communication, such as the body language which makes the speech more interesting and colourful.
11. Facts and figures are important, but more important is the language and its expression. If the speaker does not have command over language then everything becomes ineffective.(BCom Conducting Survey and Making Speeches to Motivate Notes)
12. Speaker should have control over his emotions and feelings, in addition to of it an effective speaker should care for the feelings and emotions of the listeners/audience. It is not enough to communicate message or information only, but more important is to get the acceptance of the audience for the speaker’s idea/thought.(BCom Conducting Survey and Making Speeches to Motivate Notes)
13. The speaker should care for the convenience of the listeners/audience.

Chairman Speech Continues

Following points are important in chairman’s speech:

1. Welcome to participating members.
2. Present status of the organisation/company/institution/council.
3. Role and position of the organisation/council/institution/company in national context.
4. Mentioning condition of labour-relations if the annual meeting is being addressed.
5. Steps taken for consumer-satisfaction.
6. New products launched or proposed to be launched by the company.
7. Plans related to research and development (R.D.) and to sales-promotion.
8. Company’s achievements and failures and their causes.
9. Future development plans.
10. Thanks-giving

It is clear from the above referred elements of effective speech of a chairman that success of such annual meetings of a company mostly depend on chairman’s effectiveness. Presence of above elements in the speech makes it more effective.

Example

Chairman’s Speech

HDFC-Housing Development Finance Corporation Limited for 25th Annual General Meeting

Thursday, July 25, 2012

Ladies and Gentlemen:

Good afternoon and welcome to the twenty fifth annual general meeting of your corporation.

It gives me immense pleasure to address you on the silver jubilee year of your corporation.

I have been informed that the necessary quorum is present and I call this meeting to order.

The corporation has received proxies from 199 shareholders in respect of 5, 52,72, 087 equity shares representing 45.41% of the paid-up equity share capital. The corporation has also received 6 corporate representations in respect of 94, 76, 244 equity shares representing 7.79% of the paid-up equity share capital.

The annual report and notice convening the annual general meeting have been sent to you earlier. I would now like to highlight a few of the major events.

Review of Corporate Performance during 2011-12

During the last financial our, loan approvals and disbursement were 9,041.24 crores and Rs. 7,616.56 crores respectively, registering a growth of 31% each. Individual loan business continued to be robust condition, recording the highest ever increase in loan applications, despite increased competition from banks. Individual loan approvals and disbursements recorded a growth rate 45% and 47% respectively.

Your corporation’s recovery performance continued to be good. As on March 31, 2012, non-performing loans stood at 163.87 crores representing 0.91% of the portfolio. The provision for contingencies account as of March 31, 2012 stood at 234.29 crores which is equivalent to 1.30% of the portfolio. Thus, the net NPAs of your corporation is Nil.(BCom Conducting Survey and Making Speeches to Motivate Notes)

In response to the increasing demand for housing loans and in order to be more easily accessible to customers, your corporation has, during the last year opened 31 new offices. Currently your corporation has a network of over 120 offices across the country.

In line with the lower interest rate regime, during the last fifteen months, your corporation has reduced interest rates payable on deposit products by 200 basis points Boch CRISIL and ICRA have, for the eighth consecutive year, reaffirmed their ‘A rating for your corporation’s deposits and debt instruments. Outstanding deposits stood at 8491.02 crores as at March 31, 2011.

The profit after tax of your corporation stood at 580.01 crores an increase of 22.5% over the previous year. The effective tax rate (net of deferred tax) was 16.05% compared to 14.8% in the previous year. The increase in the tax rate is largely due to a reduction in investments in tax-free instruments and redemption of preference shares.(BCom Conducting Survey and Making Speeches to Motivate Notes)

Despite increased competition, the spread on loans increased by 16 basic points and stood at 1.96%. Your corporation’s cost to income ratio stood at 13.6% as on March 31, 2011 and the administrative expenses to average assets ratio at 0.49% is one of the lowest in the financial industry in Asia.

The return on equity increased to 22.9% as against 21.2% in the previous year. The board of directors of your corporation has recommended payment of dividend of 25 per share inclusive of a one-time silver jubilee dividend of 10 per share, If approved, payment will be made tomorrow.

Current Year’s Performance

During the first quarter of the current financial year, your corporation’s loan approvals aggregated to 2,104.62 crores as compared to 1,593.12 crores during the corresponding period last of year, representing a growth of 32%. Disbursements during this period amounted to 1,607.00 crores as compared to 1,225 43 crores in the corresponding period last year, representing an increase of 31%. Approvals and disbursements in respect of loans to individuals during the first quarter of the current year were higher by 35% and 37% respectively compared to the corresponding period in the previous year.

The unaudited financial results for the first quarter were taken on record by the board at its meeting held today. For the quarter ended June 30, 2012, the profit before tax! stood at 165.83 crores as compared to 3 133.16 crores during the corresponding quarter in the previous year an increase of 25%. The profit after tax for the first quarter ended June 30, 2012 amounted to 137.30 crores, as compared to 114,06 crores in the corresponding quarter of last year, representing an increase of 20%.

NEW AREAS OF OPERATION

Securitisation of Loans 

The Reserve Bank of India in its annual Monetary and Credit Policy for the year 2011-12 has taken initiatives to stimulate securitisation by assigning a lower risk weight of 50% on investments made by banks in Mortgage Backed Securities (MBS) of housing finance companies. MBS of approved housing finance companies also quality for inclusion in the housing finance allocation of 3% for banks. These measures will make inclusion in the housing finance allocation of 3% for banks. These measures will make investment in MBS attractive.

With a view to diversify the resource base of your corporation, as also to develop a vibrant market for Mortgage Backed Securities in India, your corporation complete securities are aggregating Rs. 156 crores in June 2012. The issue was rated ‘LAAA (SO)’ and ‘AAA (SO)’ by ICRA and CRISIL respectively. The issue received an encouraging response with a total of 15 participants, which included banks, mutual funds, insurance companies and financial institutions.

External Commercial Borrowing

Your corporation issued Floating Rate Notes (FRN) in the international markets for an amount equivalent to US $ 100 million. The proceeds of the FRN will be used foreign lending for housing project.(BCom Conducting Survey and Making Speeches to Motivate Notes)

The FRN issue is for a period of five years with a built in repayment plan. The note holders will effectively receive a coupon of 6 month USD libor plus 80 basis points. The FRN is unrated and the extent of participation and the competitive pricing is a reflection of the confidence of the international investors in the debt issue of your corporation.(BCom Conducting Survey and Making Speeches to Motivate Notes)

The entire amount of US $ 100 million was drawn down yesterday. As in previous international borrowings, HDFC will cover the foreign exchange of finalising suitable risk management arrangements to hedge against foreign exchange fluctuations.

SUBSIDIARY AND ASSOCIATE COMPANIES

HDFC Mutual Fund

HDFC asset management company limited has reported a profit after tax of 8.33 crores and has declared a maiden dividend of 10%.

HDFC mutual fund has achieved an impressive growth with total assets under management of over 5,000 crores. HDFC mutual fund now offers financial 10 investment projects with an investor base of over 2,11,000.

HDFC Standard Life Insurance Company Limited

HDFC Standard Life Insurance Company Limited in joint venture company assistance to Standard Life Assurance Company is the only private sector Life Insurance Company to have declared a reversionary bonus on its with profit policies. As at March 31, 2012, the total sum assured on the company’s life insurance pension and group business stood at 1,266 crores, covering 44,311 lives. The premium income was 36 crores.

HDFC Chubb General Insurance Company Limited

HDFC Chubb General Insurance Company Limited a joint venture between HDFC and le Chubb Corporation, USA has received in principle registration and approval from the IRDA to offer non life insurance products. The final registration from IRDA is expected shortly. The company plans to launch operations by September 2012.(BCom Conducting Survey and Making Speeches to Motivate Notes)

Intelent Global Services Limited

Intelent Global Services Limited a joint venture with TATA Consultancy Services is engaged in the business of providing a range of business processing outsourcing services The first 300 seater centre is operational at Navi Mumbai. The second centre is under construction at Malad, Mumbai.

Currently Intelent works for Standard Life Healthcare, UK and Household International USA.

Credit Information Bureau (India) Limited

Credit Information Bureau (India) Limited (CIBIL) is a joint venture company of HDFC, State Bank of India (SBI), Dun & Bradstreet Information Services India Pvt. Ltd. (D & B) and Trans Union International Inc (Trans union). It is the first credit information bureau being established in India. The company will commence its operations shortly.(BCom Conducting Survey and Making Speeches to Motivate Notes)

Gruh Finance Limited

In July 2005, your corporation acquired 6.79% of the equity shares of Gruh Finance Limited. Post acquisition, your corporation holds 61.29% of the paid-up equity capital of Gruh.(BCom Conducting Survey and Making Speeches to Motivate Notes)

Cost of Printing the Annual Report

The cost of printing each annual report is 25.50 as compared to 37.70 last year. The annual report contains 224 pages weighing about 350 grams. Like last year, in order to save cost we have sent the annual reports through courier service.

Dividend warrants will be posted from tomorrow. Shareholders who have given the mandate for receiving dividend through the ECS mechanism will get the credit tomorrow.(BCom Conducting Survey and Making Speeches to Motivate Notes)

Shareholders having a bank account with HDFC Bank will get the amount credited directly in their account tomorrow.

CONCLUSION

Before I conclude, I wish to place on record our appreciation to all of you shareholder and to our depositors and lenders who have reposed confidence in the corporation am to all the employees for their dedicated and sincere service.

BCom Conducting Survey and Making Speeches to Motivate Notes Study Material