Unit:7 Business Communication

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Unit7Business Communication
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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.

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Types of meetings

• Kick-off Meeting
• Status Update Meeting
• Shareholder Meeting
• Brainstorming Session
• Damage Control Meeting
• Pitch Session
• Pre-Bid Meeting

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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Planning for meetings

• Identifying the Purpose
• Drawing the Agenda
• Inviting Attendees
• Scheduling the Meeting

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Organizing documentation

• Assessing Your Needs
• Making the Scene
• Running the Meeting

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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.

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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.

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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.

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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

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Today we discussed

• Types of meetings
• Planning for meetings
• Organizing documentation
• Conducting effective meeting

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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