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Unit:7 Business Communication

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Title: Unit:7 Business Communication


1
Unit7 Business Communication
2
Meetings
  • A meeting is a gathering of two or more people
    who gather to discuss, share, investigate,
    decide, or with any other common objective
    which is to be achieved through continuous and
    meaningful interaction among them. A meeting
    could take several forms and settings, depending
    upon objective and participants of the meeting.
    But presence of specific purpose and interaction
    between participants, are essential parts of any
    meeting.

3
Types of meetings
  • Kick-off Meeting
  • Status Update Meeting
  • Shareholder Meeting
  • Brainstorming Session
  • Damage Control Meeting
  • Pitch Session
  • Pre-Bid Meeting

4
Kick-off Meeting
  • At the beginning of a new project, the
    stakeholders gather to have a Kickoff meeting. A
    kickoff meeting is an initial interaction between
    the stakeholders, where roles and contributions
    of respective stakeholders are discussed and
    agreed upon. Information regarding project
    requirements and standard processes to be
    followed are shared in the meeting.

5
Status Update Meeting
  • A status update meeting is a meeting being held
    at a specific interval of time weekly, monthly,
    or quarterly basis to share and discuss any
    update regarding the status of respective
    organization, department, team, or any other
    specific group of people.

6
Shareholder Meeting
  • Shareholder meetings are, generally, organized on
    annual basis by an organization inviting the
    people who hold a share in the respective
    organization. Through this meeting, an
    organization can share current financial
    situation with the stakeholders, and also provide
    them information regarding any future plans which
    may have an impact on finances of the
    organization.

7
Brainstorming Session
  • A meeting to have brainstorming session is
    organized to get creative ideas from the team.
    Participants of the meeting are encouraged to,
    spontaneously, come up with new ideas through
    intensive discussions among them. This particular
    technique can be used to define a future action
    plan, or to identify the best possible solution
    to a particular problem.

8
Damage Control Meeting
  • An organization may face a critical situation,
    where a specific problem arises and threatens to
    damage organizations public image. In such
    situations, a damage control meeting is held.
  • Through this meeting, every stakeholder is taken
    on board regarding the issue.

9
Pitch Session
  • A pitch session is the type of meeting where one
    individual or group pitches the idea tangible,
    or tangible to another individual or group. A
    pitch session could take several forms, depending
    upon the nature of business, product, or idea.
    The objective of such meetings is to nicely
    present your idea to respective person/group, to
    successfully close the deal.

10
Pre-Bid Meeting
  • A number of interested contractors and
    prospective bidders meet to regarding a future
    project, in a pre-bed meeting. A potential
    customer, who specifies the bidding requirements,
    may host such meeting. Contractors and bidders,
    normally, visit the actual location of future
    project to make sure that they are aware of the
    details and services they need to provide for
    that project.

11
Planning for meetings
  • Identifying the Purpose
  • Drawing the Agenda
  • Inviting Attendees
  • Scheduling the Meeting

12
Organizing documentation
  • Assessing Your Needs
  • Making the Scene
  • Running the Meeting

13
Assessing Your Needs
  • Assessing the things that are needed according to
    the plan is part of organizing meeting. It should
    be carefully assessed that what kind of apparatus
    is required to successfully run the meeting
    without any problem or breakdown being occurring
    right in middle if the meeting.

14
Making the Scene
  • After planning everything perfectly and
    organizing the required equipment, next step is
    to ensure that meeting is held in a suitable
    environment.
  • The environment should be comfortable enough, and
    matching with the type and objective of meeting,
    to make everyone feel associated with the
    settings.

15
Running the Meeting
  • This includes opening the meeting, starting the
    discussion, developing the discussion and
    concluding the meeting. The chairperson starts
    the meeting with apologies for absence followed
    by approval of the previous meeting's minutes. He
    should restate the purpose of the meeting.

16
Conducting effective meeting
  • Be prepared
  • Have an Agenda
  • Start on Time and End on Time
  • Encourage Ideas
  • Maintain the Focus
  • Capture and Assign Action Items
  • Get Feedback

17
Today we discussed
  • Types of meetings
  • Planning for meetings
  • Organizing documentation
  • Conducting effective meeting

18
List of References
  • AIHA (2005) Health and Safety Requirements in
    Construction Contract Documents. VA American
    Industrial Hygiene Association, p.20
  • Friedmann, S.A, (2003), Meeting and Event
    Planning for Dummies, Wiley Publishing Inc.,
    Indiana, USA.
  • Osborn, A.F. (1963) Applied imagination
    Principles and procedures of creative problem
    solving (Third Revised Edition). New York
  • Sethi, A. and Adhikari, B., (2010), Business
    Communication, Tata McGraw Hill, New Delhi,
    India.
  • Weynton, B, (2002), Organizing Meeting, Software
    Publication Pty Ltd., Sydney, Australia
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