UNIT 5 : Group communication

 Group communication: Meetings, Planning Meetings, Objectives, Participants, Timing, Venue of meetings, Leading Meetings

The term meeting is quite self-explanatory; whenever two or more people come together to meet each other we call it a meeting. But, business meetings are more than just this. The first step in taking any business decision is a business meeting. Thus, one must know the proper norm regarding planning, arranging, executing and attending a meeting.

Meetings are an essential part of the corporate world. Also, they can be organizational or operational in nature. There are various reasons for which a meeting is conducted like resolving problems or issues, creating strategies for business promotion, exchanging ideas, ironing out the creases in process flows, etc. For the success of a meeting, it is important that the group involved supports it and it has the intention of achieving a common objective or goal.

The requisites of a meeting are:

• Selecting the right participants
• Informing all participants in advance
• Setting an Agenda
• Appointing a facilitator
• Summarizing the meeting along with an action plan for the future
• Allowing free flow of ideas

Choosing the Right Participants

Since the core idea of a meeting is to achieve a common goal, it is important that the participants are selected carefully. In many organizations, the choice of the participants for a meeting is usually based on people being in a team or a department. However, in order to have a good outcome, it is important to include participants who can contribute to the meeting and help in arriving at an agreement.

Sending an Intimation to All Participants

It is important to send a notice for the meeting at least two to three days in advance. Also, a recognized authority must send the intimation. This allows the participants to gather the information required for the meeting. Typically, the notice includes information about the date, time, venue, names of the participants, and the agenda of the meeting.

Setting an Agenda of the Meeting

It is important to share an agenda with all participants before the meeting. An agenda is simply the framework of the meeting and includes the primary subject of the meeting and the names of the speakers along with the time allotted to each, etc. Therefore, an agenda must include:

• The purpose or objective of the meeting
• Details of the discussion topics
• Names and specific times allotted to each speaker
• The sequence in which the speakers will address the meeting

Appointing a Facilitator

In most meetings, an appointed facilitator helps to guide the meeting to its logical conclusion. Hence, in simple words, a facilitator helps the group in reaching a consensus. He also ensures that the meeting does not stray away from the subject and provides a structure to the process while facilitating a conflict-free decision-making.

Arriving at Conclusions and Formulating the Next Steps

Most meetings do not come to clear and unanimous conclusions about the subjects under consideration. Therefore, once the topics on the agenda are discussed, summarizing the deductions and finalizing the future steps is critical. Also, most successful meetings end with a brief recount of the proceedings and a summary of the future course of action.

Allowing Ideas to Flow Freely with Maximum Participation

A meeting loses its purpose if all the participants cannot freely express their opinions and/or views about the subject under consideration. For example, if the senior management drives the meeting and the juniors are merely answering questions directed towards them, then they are not really participating in the meeting. Hence, a meeting must allow multiple perspectives to flow freely and have the true essence of teamwork.

Once a meeting is underway, one must keep two important tasks in mind – drafting the Minutes of Meeting and the Action Taken Report or ATR (after a few days).

Minutes of Meeting (MoM)

Minutes are the instant written records of a meeting. They describe the events of the meeting and usually include a list of the participants, a statement of the issues considered by the participants, responses, and decisions made. Drafting the minutes of the meeting is important for the following reasons:

• Different participants have different recollections of the meeting
• Participants can have different interpretations of the action plan
• Some participants might forget important tasks
• It is a written record available for reference at any time
• It can also be required for legal reasons

Steps in Writing Minutes of Meeting

It is important to take complete and appropriate minutes of the meeting. Follow these steps:

• Take a copy of the agenda of the meeting as a guideline to take notes and draft the minutes of the meeting
• Keep the order and numbering of items the same as that on the agenda
• Take note of all the participants of the meeting in advance
• File all the documents and handouts given during the meeting
• Be clear about the details expected from the minutes of meeting (MoM)

It is important to understand the type of information expected from the minutes of the meeting. Usually, the points covered are:

• The date and time of the meeting
• Names of the participants of the meeting along with the absentees
• Amendments and corrections with reference to the minutes of the previous meetings
• The decisions about each item on the agenda
• The future plan of action
• The date and time of the next meeting

Suggestions for Taking Notes

1.    Keep a format or a structure ready

2.    Before the meeting starts, make a note of the main points of discussion on the agenda. By doing so, you can simply jot down the details of the discussion, decisions, etc.

3.    Keep a record of all the attendees and the absentees as well

4.    In case of any ambiguity, ask for clarifications

5.    Remember, you cannot capture the complete proceedings of the meeting. Focus on the important points and jot down the important steps as clearly as possible

6.    You can also record the meeting on your phone or any other recording device. However, ensure that all participants are aware that you are recording the meeting

The Process of Writing the Minutes of Meeting

As soon as the meeting is over, you can start writing the minutes. Here are some tips for writing the minutes:

• Don’t put it off for later and try to write the minutes while the details are still fresh in your mind
• Once you have finished writing it, go through it again
• If necessary, recheck the details with the concerned participants to ensure that you have noted the details correctly
• If the meetings are lengthy and long-drawn, then ensure that you note down all important details. More so, if deliberations have taken place
• Ensure that you keep all notes concise and clear
• Keep the grammar and sequence proper
• Avoid the inclusion of any conflicts or personal comments – stay objective
• Attach any reference material as required

Sharing the Minutes of Meeting

Most organizations circulate the minutes of meetings with relevant employees. However, before sharing the minutes, ensure that it is reviewed and approved by the appropriate authority. Minutes are shared either as hard copies or via email.

Filing the Minutes of Meeting

Once the minutes are prepared and circulated, they are stored for future reference. The filing can be done in files or in hard drives.

Action Taken Report (ATR)

The Action Taken Report (ATR) is compiled after a few days from the date of the meeting. It states the various actions based on the discussions in the meeting. It is usually submitted after a gap of around 5-7 days after the meeting is over. This ensures that there is adequate time to act on the matters discussed in the report.

Media Management: The Press release, Press Conference, Media Interviews, Seminars

The Press release

A press release is a written communication that reports specific but brief information about an event, circumstance, or other happening. It’s typically tied to a business or organization and provided to media through a variety of means. 

Don’t expect the media will grab the press release and run it. It may depend on whether the event or circumstance is something that might interest their readers or listeners, or if it benefits the community in some way. If you’re lucky, your press release may be picked up by bloggers, Tweeters and others who read it and find it worthy of promoting within their social networks.

Two Basic Types of Press Releases

Some press releases are available for “immediate release.” This means anyone can share the information as soon as the release is made public. Other press releases may have time limits that allow only certain media sources to report them immediately. They’re offered to other news services, websites, or blog owners for publication at a later time.

The Main Purpose of a Press Release

There’s a difference between “news” and “press releases.” The main purpose of all press releases is to promote something significant and specific. A press release is a document that adheres to a strict format and serves three marketing and promotional purposes:

• To let the media know about an event, hoping it will pass the information along
• To let the media know about your business, hoping a reporter will see a story in your press release and write an actual news article about it
• To help promote your business’ appearance on the Internet via blogs, websites, and social networks. It is direct readership publicity

Tips for Writing a Press Release 

Press releases always begin with the name of the city where it originates from and the current date. They should always be written in the third person. Write it as though you’re sharing riveting information. If your information isn’t riveting, take a step back. Maybe there’s something you can add to your event or announcement that will make it more interesting. Of course, that “something” has to happen. You can’t mention that an A-list celebrity will show up at your event when you know full well he won’t.

Linking your press release to a current trend or occurrence in the news can also help grab attention.

The bottom line is that if your event is boring, your press release may be yawn-worthy too, and no one is going to want to run with it. Avoid dry, rigid wording for this reason. You don’t want to lose your reader with the first sentence.

A press release is not just a rendition of facts. Press releases always employ quotes taken from someone significant to the event, like a corporate executive, for example. But quotes in press releases are seldom a verbatim quote of what a personage actually said. They embody more of an enhanced idea of what the person should have said – an idealized version of a statement that pushes the press release’s agenda. It’s a rhetorical device.

What a Press Release Is Not

A press release is not a guaranteed marketing tool. Temper your expectations. Don’t anticipate every press release you write will always be picked up and passed along by mainstream media sources.

But don’t give up. Keep trying. Successful publicity depends on sustained effort.

Press Conference

A press conference is an event organized to officially distribute information and answer questions from the media. Press conferences are also announced in response to specific public relations issues.

Corporate press conferences are generally led by the company’s executive management or a press liaison or communications officer. Given limited resources, particularly during a time of quarterly or annual earnings, it may be difficult to attract major media attention unless a company has a truly unique or newsworthy announcement to share.

Press conferences are held by corporations and other businesses, politicians, and other government officials.

Media Interviews

A media interview is a discussion involving questions and answers for the purpose of broadcast. It is distinct from an informational interview,McLean, S. (2005). The basics of interpersonal communication. Boston, MA: Allyn& Bacon. where you might be asked questions to learn background on a story, but you will still need to observe the three hallmark rules of interviews:

1.    Anything you say can and often will be used against you.

2.    Never say anything you would not feel comfortable hearing quoted out of context on the evening news.

3.    Be prepared for the unexpected as well as the expected.

4.    Interview Preparation Factors

Topic	What will be the range or scope of the interview? How can you prepare yourself so you are better able to address specific questions? Ask for the list of questions in advance, and anticipate that you will be asked questions that are not listed. Prepare for the unexpected and you won’t be caught off guard.
Time	What’s the time frame or limit? A 15-minute interview may not require as much depth as one that lasts an hour or more.
Format	How will you be interviewed? Will it be through audio or video, over the Internet, over the telephone, or in person?
Background	What’s the backstory on the interview? Is there a specific issue or incident? Is there a known agenda? Why is the interview now and not earlier or not at all? Why is it important?

Seminars

A seminar may be defined as a gathering of people for the purpose of discussing a stated topic. Such gatherings are usually interactive sessions where the participants engage in discussions about the delineated topic. The sessions are usually headed or led by one or two presenters who serve to steer the discussion along the desired path.

Purpose

A seminar may have several purposes or just one purpose. For instance, a seminar may be for the purpose of education, such as a lecture, where the participants engage in the discussion of an academic subject for the aim of gaining a better insight into the subject. Other forms of educational seminars might be held to impart some skills or knowledge to the participants. Examples of such seminars include personal finance, web marketing, real estate, investing or other types of seminars where the participants gain knowledge or tips about the topic of discussion.

Of course, a seminar can be motivational, in which case the purpose is usually to inspire the attendees to become better people, or to work towards implementing the skills they might have learned from the seminar. For instance, a business seminar with a financial theme could be for the purpose of teaching small business owners how to pitch to investors or to write a solid business plan, and to motivate them to get started right away.

Sometimes, seminars are simply a way for businessmen and women, or other like-minded people, to network and meet other attendees with similar interests. Such seminars provide opportunities for the attendees to make some potentially valuable contacts that can help them move to the next level in their careers or endeavors.

Workshop, Conferences

Workshop

Some people hate going to workshops. Done wrong, they can be a huge waste of time and money. However, if they’re planned well, they can be incredibly valuable for everyone involved. Workshops are great for brainstorming, interactive learning, building relationships, and problem-solving. This is why advance planning is critical.

Before the Workshop

Follow these steps to make sure your workshop is a valuable experience for everyone:

1.    Define the Goals

Every workshop must have a goal. Do you need to improve your company’s hiring procedures? Do you want to teach managers how to be better organizers? Do you need to do some team building with a newly formed team?

Many workshops are a waste of time because there’s no clear goal kept at the centre of the discussion. Without this clear goal, there’s really no point in getting people together.

2.    Decide Who Will Attend

Knowing who will attend directly relates to your objective. For example, if your workshop’s goal is to develop a detailed solution to a problem, then you probably want 10 or fewer key attendees. If your goal is centered on education, then you might be happy with a much larger group, which divides into smaller groups for discussion.

3.    Choose the Right Location

If you have 10 attendees, then the conference room down the hall will probably be just fine. But if you have 50 people, you may have to find an outside location that’s large enough.

Think about the logistics and practical details of your workshop when you choose the location. Will everyone be able to see your visual aids? If you need a certain technology, like teleconferencing, will the location support it? Are there appropriate facilities for breakout sessions? Will everyone be able to reach the venue? Will you need to organize accommodation for people who are coming from a long way away? And what catering facilities does the venue provide?

4.    Create an Agenda

Now that you know your primary objective and who will attend, you can start to develop an outline of how you’ll achieve the workshop’s goal.

Main points: Create a list of main points to discuss, and then break down each larger point into details that you want to communicate to your audience.

Visual aids: List the visual aids, if any, you’ll use for each point. If you need technical support, this helps the people providing it to determine where they need to focus their efforts.

Discussions and activities: Take time to list exactly which group discussions and activities you’ll have at which point in the workshop. How much time will you allow for each exercise? Make sure your activities are appropriate for the size of the group, and ensure that your venue has the resources (for example, seminar rooms) needed to run sessions.

5.    Develop a Follow-up Plan

The only way to find out if your workshop was a success is to have an effective follow-up plan. Create a questionnaire to give to all participants at the end of the event, and give them plenty of opportunities to share their opinions on how well it went. Although this can be a bit scary, it’s the only way to learn – and improve – for the next time.

It’s also important to have a plan to communicate the decisions that were reached during the workshop. Will you send out a mass email to everyone with the details? Will you put it on your company’s intranet? People need to know that their hard work actually resulted in a decision or action, so keep them informed about what’s happening after the workshop has ended.

Conferences

If you ever attended a conference, you should have noticed that almost everyone is equipped with a paper notebook or tablet and that for a good reason: To take notes. You could be the king of small-talk with the memory of a trivia world-champion but if you don‘t take notes during an exciting and exhausting conference, chances are high you‘ll forget something like an important thought or contact information. So taking notes during an event is the single best tip we want to share that will help to maximize your participation‘s return-on-investment. Below, we share 6 tips, how you should approach conference note-taking.

1. Prepare in advance

The conference agenda will usually be announced a couple of days/weeks in advance which is the perfect timing to start preparing. In order to optimize your conference takeaways, make sure to research the topic, the speaker, and the agenda. While researching, start taking notes already so that you‘ll have them available during the conference. We also recommend preparing a few pages in your notebook/s exclusively for the sessions that you‘re planning to attend. Make sure to write down any questions that are coming up during the research so that you can ask the speakers after their talks. There might be talks you definitely don’t want to miss, and some that you won’t care about. Having a plan in mind before you arrive at the venue is the first step for a successful event.

2. Don‘t capture everything

This is a general note-taking tip but is also highly relevant for conferences. Talks or presentations are usually short and trying to blindly copy everything that is being said, won’t allow you to listen and actually understand the content. Instead, try using your own words to summarise the main ideas or concepts while taking notes.

3. Consider digital note-taking over analog note-taking

There are a bunch of obvious reasons for taking digital notes in general, especially for conferences: Notes are better organized and can be backed up and can also be shared easily. However, there are a few more unpopular advantages, especially for digital handwritten notes on a tablet, that we want to outline here.

A. You can add photos to your notes

Talks can be intense and packed with important information. Of course, you want to make sure to take away as much content as possible without risking the opportunity to listen to what is actually being said (see 2.). Most speakers will support their talks with fancy PowerPoint presentations. While your seat neighbour will be the guy trying to hectically copy everything on the slide, you‘ll be the one just turning on your iPad‘s camera, taking a picture of the presenter‘s slide to automatically add it to your notes, where you can further mark it up or highlight important parts.

B. Come prepared with conference note-taking templates

Following a note-taking system helps you to stay organized (more about it below). Most note-taking apps, like Good Notes, allow you to add custom PDF templates. So during your conference preparation (see 1.), why don‘t you set up a simple template that will help you keep your notes organized? You could create a simple Word document with different sections for topic, about the speaker, notes, summary/key takeaways, and questions.

C. You can combine handwriting and typed text

Scientists found out that taking notes longhand will help you to remember and digest information more easily, so we recommend to mainly take handwritten notes during conferences. However, sometimes you may want to type a few words or sentences with your keyboard. Digital note-taking apps will usually let you do both and are therefore much more versatile than any paper notebook could ever be.

4. Ask questions and ask them now

Remember you have noted some questions while doing the research before attending the event? Ask them now. Just jotting down the notes is not enough. To make the best out of the conference, you need to be a little interactive and smart in asking questions from the speaker. Conferences are the ideal opportunity to connect with leading industry experts, so you definitely don’t want to miss out on the opportunity to consult them.

5. Follow a note-taking method

We highly recommend following a method for effective conference note-taking. Your notes will be more organized which allows you to review them easily. The best note-taking method for conferences is the Cornell note-taking system. Main ideas of sessions can be noted in the main section of the page, whereas small comments or reminders can be added to the side. If you want to take Cornell notes during a conference, remember to prepare enough pages or buy a Cornell notepad. If you decided to go digital, you can simply use the built-in Cornell note-taking template of your note-taking app or import a custom one.

6. Take breaks to review and summarize your notes

It is an ambitious goal to attend every single talk at a conference, given that lots of them might actually overlap. Taking breaks isn’t only good for networking or regaining focus but also allow you to take a look at your notes in order to digest them. Scan through your notes, highlight key points, and follow up with other attendees in case you have missed anything or compare your notes with them. Take the chance before it is too late.

Business etiquettes

The basis of business etiquette is about building strong relationships in your field by fostering better communication. This can only happen when those you work with feel secure and comfortable. Although basic business etiquette may vary from country to country, some principles stand the test of time and geography.

Arrive on Time

In the business world, it is best to observe the old rule, “Five minutes early is late.” Allow yourself enough time to arrive promptly, take off your coat, and settle in a bit. Arriving at a meeting exactly at the appointed time can make you feel rushed, and you will look it. Time is a commodity; by being punctual, you show you respect others.

Dress Appropriately for Work

While appropriate dress certainly varies from field to field and climate to climate, some things remain the same. Clean, pressed clothing without any loose threads or tags and relatively polished, closed-toe shoes are a must. Look at the people around you for ideas on what sort of clothing is standard.

Speak Kindly of Others

Taking care to greet your co-workers and remembering to say “please” and “thank you” make a tremendous difference in the way they perceive you. Your good manners show that you acknowledge those around you and are considerate of their presence. Avoid discussing political or religious matters.

Keep the conversation focused on noncontroversial topics, so your co-workers find you easy to talk to. That sort of diplomacy is the basic idea of business etiquette.

Avoid Gossip or Eavesdropping

Gossip and eavesdropping are childish behaviors that have no place in the workplace. If you hear a rumor about someone in the workplace, do not pass it on. People don’t always know or remember who starts a rumor, but they always remember who spreads it. If you walk into an area, and it seems your co-workers don’t know you are there, make sure to greet them politely to remove any chance that you accidentally eavesdrop on their conversation.

Show Interest in Others

Showing interest goes beyond business etiquette into general politeness, but it bears repeating: When speaking with someone, show you are truly engaged. Do not play on your phone or computer, and if you have to answer a communication say, “Excuse me one moment; I’m so sorry.”

Maintain friendly eye contact. Listen. People will remember how you make them feel, and nobody wants to feel as if they are ignored.

Watch Your Body Language

In the Western world, a handshake is still the typical greeting. Say hello with a firm but quick handshake. This handshake is the extent of how much you should ever touch a co-worker – when it doubt, just don’t touch. Hugs or other types of affection that you share with friends and family are out of place in the workplace.

Introduce Yourself and Others

Sometimes you can tell people do not remember your name or position. Introduce or reintroduce yourself quickly if that seems to be the case. If you are with a co-worker who is new, take the time to introduce him to others. It helps to have a friendly person make you feel comfortable in the office.

Don’t Interrupt Others

When you have a great idea or suddenly remember something important, it can be tempting to blurt it out. Do not do this. Interrupting the person who is speaking sends the message that what she is saying isn’t as important as what you have to say. Demonstrating you are an attentive listener is the backbone of diplomacy.

Mind Your Mouth

Using vulgar language is a surefire way to become unpopular in your workplace. Vulgar language includes swear words and judgmental language. Business etiquette requires being constantly mindful that you are in a diverse environment with people you do not know on a personal level. Speak as though someone from human resources is always listening.

Consume Food and Drink Correctly

If you attend an after-hours work event, do not drink too much alcohol. When at work, take care not to bring particularly malodorous foods that everyone in the office can’t help but smell. Don’t make noises during or after you eat; no one wants to hear that.

At the heart of these 10 basics of business etiquette is diplomacy. Taking care to treat everyone as the valuable people they are says a lot about who you are as a person. That is the kind of care people notice and want to be around. Embrace the basics of business etiquette to become a lasting employee or to advance through the corporate ranks.