Business Communication Module 8

8/8/2019 Business Communication Module 8

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Business CommunicationBusiness CommunicationModule 8

Ms. ArchanaVijay


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Topics to be coveredTopics to be coveredy Meetings Planning Meetings, Objectives,

Participants,Timing, Venue of meetings,Leading Meetings

y Media Management The Press release,Press conference, Media Interviews

y Seminars Workshops Conferences

y Business Etiquettes


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Objectives of MeetingsObjectives of Meetings

y To save time in communication.y To instruct a group for a specific purpose or

briefing.

y To discuss and solve problems relating to

business.y To resolve conflicts, confusion and disagreement

among target groups.

y To give and get new ideas and immediatereactions.

y To generate enthusiasm and positive attitudes.

y To arrive at consensus on issues of concern.y To learn from others and to train them.


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Ten Golden Rules of MeetingTen Golden Rules of Meetingy It should be convened only when essential.y Meetings should have time schedule and must begin

and end on time.

y Should be convened only when no telephonicdiscussion is possible.

y Must have clear and specific agenda and sub-agenda.

y Must have clear objectives.y Time limit should be specified for each item of the

agenda and sub-agenda.y The notice of the meeting should be sent well before

the meeting, to those who are required to attend andmake useful contributions.


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Contd.Contd.

y Conclusion of a meeting is summarized sothat each one understands the summary of

the proceedings.

y

Action oriented minutes should be preparedand circulated after the meeting.

y Meeting should be closed on a pleasant tone.


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Conducting MeetingsConducting MeetingsPreparation for a Meeting

Domestic Arrangements

y Where will the meeting be held, i.e. venue?

y At what time and date will it be held?

y What will be the duration of the meeting?

y Who will be invited to attend?

y Who will chair the meeting?

y Whether lunch/dinner is arranged?

Paperwork

y Minutes of the previous meeting and related records.y Reports to be read beforehand along with office notes.

y Agenda and related papers.

y Written reports or graphics required at the time of the meeting.


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Purpose

y What do you want to accomplish?

y What kind of meeting is it?y Does the leader need to acquire specialist advice

on any subject?y Is the leader conversant with the reason for the

meeting?

Support

y Is there a need to use advanced visual aids forbetter presentation?

y

Is a written report required?y How much general knowledge and awareness is

required?y Do you use mike or other audio aids?


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Code for meetings

y Start and end on time.

y Be present on time and be prepared mentally.

y Establish objectives.y Set an agenda.

y Be brief and precise.

y Dont dominate the discussion.

y Listen to others.

y Encourage participation for ideas.y Dont interrupt unnecessarily.

y Dont evaluate presentations.

y Give full attention to discussions.

y Stay close to the subject.

y Dont have side conversations.y Resolve related conflicts and issues.

y Record ideas/discussions.

y Assess the outcome in the end.


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Important Preparatory PointsImportant Preparatory Points

y Agenda list of items to be taken up fordiscussion during the meeting. It provides thereason for calling a meeting. It should be ensuredthat there are adequate numbers of worthwhile

issues which need deliberation at the meeting.

y Background Papers Every important meetingwill have a set of background papers, which are

sent in advance to members who will participatein the meeting.They relate to items listed in theagenda, and provide glimpses of the issuesinvolved.


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y Whom to invite To be effective, deliberationsat the meeting should involve all concernedfunctionaries. Regular members of the

committees, wherever formally constituted, willhave to be invited.

y Timing and venue Care should be taken infixing up the meeting in a manner that isconvenient to most of the members orparticipants. A notice, well in advance, will ensurethat participants get adequate opportunity toschedule or reschedule their engagements.Thedate and time should be fixed taking into account

holidays, other important events and functionswhich may clash with the meeting dates and time,and make it difficult for members to choosebetween one or the other.


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y Punctuality Starting the meeting on time, is anarea that calls for conscious effort. Keeping thevenue open and ready well in time, reminding the

chairperson and other members, ensuring that allpapers have reached the participants, table itemsare placed and all the invitees are at the venuewell before the time.

y Time Management Meetings, which start ontime, end on time and provide adequate time forpurposeful deliberation of all listed items, ensuremaximum cost effectiveness.

y Check for meeting The convener have toinvariably give attention to every small detail andensure that everything is in order.


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Leading a MeetingLeading a Meeting

y Arrive early and start on time.

y Remain impartial and objective.

y Restate the purpose and objectives periodically.

y

Listen attentively to other group members.y Summarize the groups decisions or progress at

intervals during the meeting.

y Diffuse hot controversies with patience and

calmness.y End with the summary of the decisions made.

y Highlight the action to be taken and decide whois responsible for it.


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Press ReleasePress Releasey A press release,news release,media release, or press

statement is a written or recorded communication directed atmembers of the news media for the purpose of announcingsomething claimed as having news value.Typically, they are mailed,faxed, or e-mailed to assignment editors at newspapers, magazines,radio stations, television stations, and/or television networks.

y The use of a press release is common in the field of publicrelations, the aim of which is to attract favorable media attention topublic relations professional's client and/or provide publicity forproducts or events marketed by those clients. A press releaseprovides reporters with the basics they need to develop a newsstory. Press releases can announce a range of news items such as:scheduled events, personal promotions, awards, news products andservices, sales and other financial data, accomplishments, etc.Theyare often used in generating a feature story or are sent for thepurpose of announcing news conferences, upcoming events orchange in corporation.


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Elements of Press ReleaseElements of Press ReleaseSome of the common structural elements of press release include:

y Headline used to grab the attention of journalists and brieflysummarize the news.

y Dateline contains the release date and usually the originating city ofthe press release. If the date listed is after the date that the informationwas actually sent to the media, then the sender is requesting a news

embargo.y Introduction first paragraph in a press release, that generally gives

basic answers to the questions of who, what, when, where and why.

y Body further explanation, statistics, background, or other detailsrelevant to the news.

y Boilerplate generally a short "about" section, providing independentbackground on the issuing company, organization, or individual.

y Close A symbol "###" has been used after the boilerplate to indicatethat the content ends. In other countries, other means of indicating theend of the release may be used, such as the text "ends".

y Media contact information name, phone number, email address,mailing address, or other contact information for the PR or other mediarelations contact person.


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Template of a Press ReleaseTemplate of a Press ReleaseLogo of the Company

Contact Name : For Immediate Release

Tel No. :

Cell Phone :

Email :

MainTitle

SubTitle

Body of Press Release

Body of Press Release

Boilerplate

###

If you would like more information about this topic or to schedule an interview with concerned person,please call --------------- or email --------- ( Ph. No. and email of Personal Relation officer for thatparticular event.)


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Media InterviewMedia Interview

Interview given by a companys higher

official or by any celerity in front of the

media is called as media interview.

It can be viewed by the public, so the whole

mass can be addressed at one single

instance.


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y The purpose of a press conference is toconvene the media, release new information

to them, to highlight an upcoming action, orcall on Congress or another official to takeaction on your issue.

y Generally, there are two types of press

conferences - reactive and proactive.Reactive press conferences respond tobreaking news, and proactive ones are doneat your initiative to create or announce a

story. It is important to make sure you have"news" to deliver. Otherwise, you riskdamaging your reputation as a credible newssource.


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Tips for organizing a Press Conference

y Always send out press advisories to your media list ahead of time. A few days before yourevent is a good rule of thumb.

y Make reporter turnout calls to encourage participation and coverage on the day beforeand day of the event.

y Line up your speakers in advance (no more than 4), review their statements, and havethem approve any quotes attributed to them in the press release.The press release isdistributed at the press conference, not before. Otherwise the press will not need tocome to your event! Keep them waiting for your news!

y Make sure everyone understands their role and the message.

y Designate a moderator and create a detailed agenda.

y Select a site that is convenient and easy to access and, if possible, is relevant to your issue.Make accommodations for rain or snow if your event is out doors.

y Make sure the room is equipped for the broadcast media, for example electrical outletsand a multi-box. (A multi-box is what the sound techs plug their microphones into.) It isrecommended that you have a sound or PA system and not megaphones.

y Have chairs for the reporters, a podium, and a microphone if necessary, coffee and/orfood.

y Create press kits with a press release, information on your organization, speaker bios andbackground information. Have a press sign-in table with press kits and a sign-in sheet forreporters.

y Have visuals (signs, charts, banner, etc). Put your organization's logo on the podium.Contact PHR to possibly borrow a banner


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On the day of the event:

y You should arrive about one hour early to check the room.

y

Have all your speakers arrive early so they can be briefed onthe agenda, review their talking points and go over possiblequestions from reporters.

y Start the press conference on time and keep the agendaportion short and to the point (30 to 45 minutes). Allowample time for questions and answers.

y

The moderator should introduce all participants, work tokeep the press conference on schedule, direct the reporters'questions to the appropriate person and officially close thepress conference.

y Ask your speakers to be available for interviews or additionalin-depth questions from the press after the press conference

is over.y After the press conference, fax the press release to those on

your media list who did not attend.

y Follow-up with reporters who attended the pressconference. Ask them whether they need more informationand when the story will be running.


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SeminarSeminar

y Seminaris, generally, a form of academic

instruction, either at an academic

institution or offered by a commercial or

professional organization. It has thefunction of bringing together small groups

for recurring meetings, focusing each time

on some particular subject, in whicheveryone present is requested to actively

participate.


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WorkshopWorkshop

y Workshops combine training, development, team-building,communications, motivation and planning.

y Participation and involvement of staff increases the sense ofownership and empowerment, and facilitates thedevelopment of organisations and individuals.

y Workshops are effective in managing change and achievingimprovement, and particularly the creation of initiatives,plans, process and actions to achieve particular business andorganisational aims.

y Workshops are also great for breaking down barriers,improving communications inside and outside of

departments, and integrating staff after acquisition or merger.y Workshops are particularly effective for (CRM) customer

relationship management development.


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Business EtiquettesBusiness EtiquettesHandshake

y When two men meet each other they shake their hands as asymbol and sign of meeting.There is a right manner in handshake.There has to be firm handshake that represents the confidencelevel of the persons. If a person presses down the palm of theother person and shakes his hand it indicates that the person is

dominant in nature. On the other hand, if the person allows hisown palm pressed downwards and lets the other persons palmupwards it indicates the submissive style of the person. In the thirdscenario if both the persons keep their palms perpendicular to theground and if both persons plays neutral neither being in thedominant level nor in the submissive level then it is the rightmethod of handshake and it indicates win-win or assertive

handshake. A persons nature can be easily judged by the way heshakes his hand with others. It becomes the core part of anycorporate culture.


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y INTERVIEWETIQUETTE:

When going for an interview, the door is to be knocked, and after seeking the permissionthe person should enter the interview room.The person should greet the interview panelmember like Good morning Sir/Sirs depending upon the time of interview and wait forthe permission to be seated. If there is a woman Interviewing Officer(IO) it is etiquette togreet her first followed by male members as it is part of the Indian culture to respectwomen.

After getting the permission to sit, the person should sit with straight posture at the backwith his back touching the chair and without dragging the chair or dragging the feet. Noattempts should be made either to lean forward or to lean too much backward or to sitin totally at an ease position.The person should sit straight and be alert by keeping boththe legs together with both feet touching on the ground.

When the question is posed, the person should fully wait till the completion of thesentence by the IO and then reply. No attempts should be made to interrupt or interferewith the conversation of IO. After listening carefully the person should analyze, processwith in his mind and then should reply appropriately with clear cut thoughts. In case ifthere are any differences of opinion, the same should be handled with tact and diplomacy.In case if there is a need to clarify anything, the same can be asked with a request to speakthe same. After the completion of the interview, thank them and exit the room smartlywithout any unnecessary noise.


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y MOBILEETIQUETTE:

Now days, mobiles have become both a boon andbane. Whenever there is an engagement or any hecticor important activities are going on, the mobileshould be kept in a silent mode. It is not proper totalk over the phone when important discussion ormeeting is in progress. After the completion of the

meeting the calls can be attended as unattended callsare reflected in the handset.These days, marketingcalls do come frequently and it disturbs the moodand also the precious time.These are known asunsolicited calls.The best thing is to cut short such

calls by saying, I will get back to you or Can I call youback?


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y TELEPHONEETIQUETTE:

It is more or less like mobile etiquette only.The caller has to

identify himself first, and then should confirm whether he islooking for the concerned person and then should startconversation. Even if you are interrupted, exercise patienceto the caller and respond. Radiate energy and if it is notpossible, at least exercise warmth so that the caller feelscomfortable and convenient to communicate. Do not keep

the caller on hold without asking Say like, may I put you on ahold for a moment? and then put the caller on hold till youconnect the right person or to give the correct information.Personalize the conversation to make it polite andpresentable. If the concerned person is not there and if thecaller provides the information to pass on, then note downon a paper or a note pad, sign and make it accessible andreachable to the concerned person. Small things make majordifferences in telephone etiquette. Ensure that your voicemail system is working properly and is not full of messagesto prevent incoming calls.


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BUSINESSCARD:

When business card is given, it must be

taken with the right hand in India. It mustbe read with details like name, designation

and other details and then it should be

kept in a visiting card holder. Always give

fresh cards and do not give the cards thatlook dirty or old or faded cards


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y EMAILETIQUETTE:

Paper correspondence is gradually losing its relevance. In every business there is growingsignificance attached to Email and it is necessary to dwell at length about email etiquettein this context.

The subject matter should be simple, specific, short and identify yourself. It should not belike compound sentences.The receiver should be in a position to identify its source andthe objective behind it. In the To address column put the main addressee and if the sameis to be informed to other addresses you can add those emails in the CC column. It isusually considered unethical to use the BCC column. If the mail is not to be known to theother addressees and in extreme cases you can use BCC.

Personalize the mail to create bonding with the reader. Dear Sir/Madam, followed by thename of the person with designation as it impresses the reader for the significance you

have accorded to the designation and also for having made it personal.

Follow proper alignment and the margin on the left side. Write the contents in simple,straight and short manner.The contents must be concise, crisp and clear. Put across all thepoints. At the end, you may conclude with Regards, or Best regards, or With regards, orBest wishes followed by your signature. Before sending check for grammar, syntax,sentence format, punctuation. Read and reread the email before hitting the send buttonas it becomes an evidence for future records.

While replying to official mails do not check Reply all button as the confidentialinformation, if any, will be known to all. Never type the contents in capital letters as thatindicates that you are shouting at others. And also avoid using lower case. As far aspossible the business letter should not last more than a page as it is an official document.

Documents

Business Communication Module 8