Online Meetings In Business Communication Training Module On Business Communication Edu Ppt

Slide 4

This slide showcases the definition of virtual meeting. It also provides information about the purpose of online meeting in business communication.

Slide 5

This slide illustrates the importance of the virtual meeting, such as improved communication ability, efficient interaction between participants, easy access for stakeholders, increased inclusion, and lower travel expenses.

Instructor’s Notes:

The significance of online meeting are as follows:

·        Improved Communication Ability:

·        A virtual meeting is an effective communication tool for businesses as they provide a reliable platform to communicate

·        An employee's business presentation can be shared across the globe, increasing the reach of businesses

·        Efficient Interaction between Participants: All participants attending the virtual meeting can interact, which might not be achievable in physical sessions where some individuals dominate or hog the limelight

·        Easy Access for Stakeholders: The virtual meetings made it easier to assemble all the stakeholders digitally as everyone can attend these meetings with comfort and convenience

·        Increased Inclusion: The online meeting provides an opportunity for everyone to present their viewpoints resulting in enhanced inclusivity in discussions

·        Lower Travel Expenses: Online meeting results in cost saving as travel expenses such as airline tickets, hotel accommodation, and food are lower and can be used in business activities

Slide 7

The purpose of this slide is to highlight major statistics of online business communication across the globe.

Slide 8

This slide illustrates major statistics for the online meeting signifying their importance in business communication.

Slide 9

This slide visually compares the usage of multiple online business meeting software.

Instructor’s Notes:

·        The graph shows the usage of online communication services of different companies around the world in 2021

·        Zoom is the most preferred tool for online communication, followed by Microsoft teams and Skype

Slide 10

The slide illustrates the pros and cons of online meetings in business communication. The multiple pros highlighted are low cost, shorter sessions, flexibility, easy documents sharing, not location-specific. The various cons listed are lower dynamism, technical challenges, limited personal interaction, communication issues, and different time zones.

Instructor’s Notes:

The multiple pros of online meeting are as follows:

·        Low Cost: Online meeting helps reduce travel cost such as hotel bookings, air ticket expenses, car rental expenses, etc.

·        Shorter Sessions: In a virtual meeting, sessions are shorter and end immediately as soon as the discussion is over so that the team members can get back to work

·        Flexibility: Online meetings are flexible as they can be conducted from any place at any time. One can drop in and out of the meeting at will, without any hindrance

·        Ease of Sharing Documents: In an online meeting, participants can see the required documents on their computer screen with a few clicks

·        Not Location Specific: The best thing about the online meeting is that it can be conducted from anywhere globally, whether it’s Tokyo or Toronto, Melbourne or Manilla, or even sitting at home. Also, employees can join the meeting from any place without changing their schedules and location

The multiple cons of online meetings are as follows:

·        Lower Dynamism: It is challenging to keep track of every team member during online meetings, whether they are paying full attention to the discussion or not. There will always be just one person talking to the entire group, and the conversation becomes less productive if every member is not contributing

·        Technical Difficulties: Even if a digital workspace is set up just for meeting purposes, there is always the possibility of technical errors such as display issues, connectivity issues, audio problems, etc.

·        Limited Personal Interaction: Online meetings provide limited personal interaction due to lack of human touch

·        Communication Issues: Noise disturbance and internet glitches can disturb the communication flow in online meetings

·        Time Zones Complexity: People worldwide work remotely, so it is difficult to manage virtual meetings in different time zones as per each participants’ time preferences

Slide 11

The slide provides information regarding major communication software used in online meetings such as Zoom, Microsoft Teams, Skype, Google Meet, and Cisco WebEx.

Slide 13

The slide provides information regarding major recommendations to follow before starting an online meeting, such as setting the ground rules, creating and distributing an agenda, tools used in the meeting, setting up the meeting invite, and testing audio devices.

Instructor’s Notes:

Key recommendations to follow before starting an online meeting are as follows:

Create and Distribute an Agenda:

·        All meetings, primarily online, must have an agenda

·        List all the points that will be discussed in the meeting

·        The host should distribute the meeting agenda to all participants 24 hours before the meeting

Set the Ground Rules:

·        Set ground rules to make meetings productive

·        For example:

·        Ask participants to keep the video on 

·        Be on mute until asked to speak

·        Use the raise/lower hand emoji to ask question

Software Checks for the Meeting: Before conducting the virtual meeting tool, confirm from the participants if they have installed the necessary software or not on their systems

Set up the Meeting Invite:

·        Set up and share meeting invite with participants beforehand

·        Steps to create a meeting invite are as follow:

·        Use a title for the meeting

·        Enter the correct date and time 

·        Set host/admin rights

Test Audio Devices: Before the online meeting commences, request participants to test audio devices (speakers and mics) of their respective systems to prevent last-minute disturbances

Slide 14

The slide provides information regarding the key tips to conduct virtual meetings effectively, such as following the netiquette, using clear and concise language, using the right tone, providing thorough responses, and building a favorable online persona.

Instructor’s Notes:

Tips for conducting effective online meetings are as follows:

·        Follow Netiquette:

·        Netiquette (a combination of network and etiquette) is the framework of accepted behavior when communicating online

·        For example:

·        Always dress appropriately for an online meeting

·        Remember to treat other participants the way THEY want to be treated

·        Check relevance of your message before sending

·        Avoid sharing inappropriate content

·        Have complete knowledge about the project

·        Contribute knowledge and share it with other participants

·        Invite only those participants who are required for the meeting and avoid sending unnecessary meeting invites

·        Do not pass on information without checking its authenticity/credibility

·        Use Clear and Concise Language:

·        In online meetings, speaking clearly and concisely means choosing words carefully and accurately

·        Construct sentences carefully to eliminate errors

·        Use the Right Tone:

·        Before speaking, confirm if you are audible to each participant

·        Avoid sarcastic tone in the online meeting, so that other participants don’t get offended

·        Providing Thorough Responses: During the meeting, if someone asks a question, always give an appropriate answer that is to the satisfaction of the person asking the question

·        Build A Favorable Online Persona:

·        In online meetings, one must build and maintain a positive bond with the other team members

·        Limited non-verbal cues are a hurdle to building a connection in online meetings, but it is certainly a goal worth trying for

·        Record the Meeting: For record-keeping purposes record the online meeting

Slide 15

The slide highlights the recommendations to conclude virtual meetings such as prepare and share the meeting minutes, follow-up actions to be taken, schedule a follow-up meeting, if necessary, archive meeting documents.

Instructor’s Notes:

Major tips to conduct online meetings effectively are as follows:

·        Prepare and Distribute Minutes of the Meeting within a Mandated Time: After the completion of the meeting, make a record of the important discussed points and share them with the participants

·        Follow-up Actions: Do ensure that participants complete the respective allocated tasks as discussed in the meeting by regularly following up with calls, emails, or chat

·        If Necessary, Scheduled a Follow-up Meeting: If required, arrange a new meeting with the team member, by selecting the date and time when most people are available to review the completion of the assigned task

·        Archived Meeting Documents:

·        After the meeting, all documents, including the agenda, minutes, and supporting documents, should be kept together and archived for record purposes

·        When the review meeting is arranged, the archived files can be accessible by the managers

Slide 17

The slide illustrates the Dos and don’ts of online meetings in business communication.

Slide 18

The slide illustrates the different barriers in online meetings in business communication. The multiple challenges faced during an online meeting like cultural barriers, lack of Congeniality, lack of trust, compatibility issues, time zone complexity.

Slide 20

This slide highlights the Giant, Wizards, Elves Activity for the online business communication training session. It also includes the rules and instructions that help to conduct the activity in a virtual meeting.

Instructor’s Notes:

Objective: To break ice among the online meeting participants

Slide 21

This slide showcases the multiple instructions for the voggle activity for the training session. It also contains commands that are required to conduct the activity in virtual meetings.

Slide 22

This slide showcases the multiple instructions for the tic tac toe activity for the training session. It also contains commands that are required to conduct the activity in virtual meetings.

Slide 23

This slide illustrates the lip-sync battle activity for the training session. It also contains instructions that are required to conduct the activity smoothly.

Slide 25

This slide indicates the summary for online meeting session in business communication training.

Slide 33 to 35

These slides show memes on online meetings in business communication to add humor to the training session.

Slide 48 to 59

These slides depict energizer activities to engage the audience of the training session.

Slide 62

The above slide displays the activity for the team members found less energetic and enthusiastic. It will ensure an increase in energy levels and the productivity of employees at the workplace.

Instructor's Notes:

·        Multiple chairs are to be adjusted in the empty and spacious room in a random order 

·        The chairs should be put in a manner that every chair points in a different direction and all the chairs are occupied

Now,

·        Ask for a volunteer from the batch. (Batch may include a maximum of 15 people for a regular size room)

·        The volunteer is supposed to walk slowly and approach his/her empty chair and sit down. If the chair is already occupied, then he/she is expected to occupy the other/next alternative empty chair available

·        All other members will try to stop the person from approaching the relevant chair

Strategy Formulation:

·        Multiple teams can be made to conduct the activity

·        Each team can be allotted 2 minutes for planning

·        Each round is to be reviewed for the outcomes achieved from the activity

·        Each team should have a different volunteer, preferably the person with the lowest energy levels from the batch

·        The volunteer should move cautiously so as to not bump into any of the props or persons in the room

Activity Review/Outcomes:

·        How did the activity influence the teamwork and engagement skills of all the participants?

·        How was the experience while planning and working with 15-20 members at a time?

·        Was everybody clear about the purpose and conduct of the respective activity?

·        Did you observe any flaws that you wish to improve? Or any other instructions you want to include to make the activity conduct easier?

Slide 64

This slide highlights the cover letter for the training proposal. It includes details regarding what the company providing corporate training can accomplish for the client.

Slide 67

The purpose of this slide is to showcase the multiple types of courses offered by the training company.

Slide 69

This slide indicates the major deliverables that the corporate training firm will provide to the client. The key deliverables highlighted are session plans, PowerPoint deck, evaluation material, and training handouts.

Slide 71

This slide represents the multiple additional services offered by the training firm to the client, such as webinars, planning journals, and e-learning design solutions.

Slide 73

This slide tabulates the major deliverables offered by the training company to the client along with their associated costs.

Slide 74

The purpose of this slide is to highlight the multiple additional services offered by the training firm along with their cost details.

Slide 76

This slide provides an overview of the corporate training firm's vision and mission statements, core values, and key clients.

Slide 78

This slide highlights the major awards and recognition won by the training firm for their exceptional service to clients.

Slide 80

The slide provides information regarding the team members that would be providing the training services to the client. It includes details of the trainer and their respective designations

Slide 81

The slide provides information regarding the team members that would be providing the training services to the client. It includes details of the employees names and their respective designations.

Slide 83

This slide provides information pertaining to testimonials given by satisfied clients of the training firm.

Slide 84

This slide highlights the testimonials from multiple satisfied clients of the training firm providing information regarding congratulatory messages, client name, and company details.

Slide 86

This slide showcases the case study for the training proposal. It includes information regarding the problem faced by the client and solutions offered by the training firm. It also covers details of the results and client testimonial.

Slide 88

This slide provides information regarding the contract terms and conditions of the training proposal. It also includes details of deliverables that the training company will provide to the client.

Slide 90

The purpose of this slide is to provide the contact information of the corporate training firm. It includes the firm’s official address, contact number, and email address.

Slide 91

This slide highlights the training evaluation form for instructor assessment. It also includes sections to fill details of training information and attendee details.

Slide 92

This slide showcases the questions for the assessment of the training content by the attendees.

Slide 93

The slide indicates the evaluation form for course assessment. It also includes questions pertaining to the future actions of the attendees.