Effective Communication In Business Meetings Training Ppt
These slides cover the types of business meetings which are in-person and telephonic. It also provides information about the importance of business meetings, such as making better decisions, resolving conflicts, information exchange, etc. Further, it includes details about the common business meeting errors and associated solutions.
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Content of this Powerpoint Presentation
Slide 2
This slide illustrates the significance of business meetings. Business Meetings can help in taking better decisions, resolving conflicts, making the employee feel important or recognized in the organization, information exchange, and appraise performance of employees at regular intervals.
Instructor’s Notes:
- Better Decisions: The main objective behind any meeting is taking essential decisions on current and predetermined issues. The meeting for decision-making should be a regular activity and based on collective opinion. All decisions, whether of routine or non-routine nature, should be discussed in such meetings
- Resolving Conflicts: Conflicts are common in all organizations. If the conflict is healthy and competitive, it will increase productivity. An unhealthy or ugly conflict needs immediate resolution. Conducting meetings regularly help individuals arrive at a compromise and resolve the conflict on a positive note
- Employee Engagement: Organization goals, objectives, and the success rate is always discussed in meetings. Explaining and motivating the team for their contribution towards the organization's success rate motivates employees. Updating them on their targets and goals helps them perform better
- Announcing Changes: Business meetings should convey the existing and upcoming changes related to the policies, benefits, hierarchy, etc, to the target audience in meetings conducted. This will make people understand and accept the changes with minimal resistance
- Information Exchange: Meetings are arranged to exchange or provide valuable information to members
- Performance Review: Meetings are also called upon to review performance and convey the progress of any ongoing or completed project. Members can also discuss and gain valuable opinions from other members present on ongoing projects and issues
Slide 3
This slide explains the meaning and types of business meetings as a component of business communication.
Instructor’s Notes:
- Informative Meetings: The meetings whose purpose is to inform the target audience about new schemes, products, policies, members, etc.
- Consultative Meetings: These are the meetings where the members of the organization are consulted, and their opinions are taken for solving an existing or expected problem
- Executive Meetings: In executive meetings, authorized or competent persons take or implement significant decisions. The authorized individuals persons may include top-level officials, professionals hired, etc.
Slide 4
This slide shows various elements that help conduct a business meeting effectively and efficiently, along with the different ways in which a meeting can be conducted, i.e., in person or by telephone.
Instructor’s Notes:
In Person Speaking- In-Person Speaking can also be referred to as face-to-face communication, where both the speaker and receiver are physically present.
Advantages:
- Allows the use of both of verbal and Nonverbal aspects
- Discussion of visual elements or real-life situations becomes easy
- The conversation remains interactive and allows the participants to clear confusion, then and there
Disadvantages:
- Face-to-face communication can be expensive and has a added layer of complexity when the subject under discussion is likely to hurt one of the parties
- This kind of conversation is difficult to be delayed to re-directed
By Telephone- It is a type of communication where the speaker and the receiver connect via a device known as ‘telephone’ or ‘cell phone.’ They are not physically present and interact from two different places.
Advantages:
- It is a cheaper and convenient form of communication
- People find it easy to collect notes in the telephonic form of communication
Disadvantages:
- Only the most obvious of nonverbal communication is transmitted
- Difficulty in presenting visual objects
- The voice quality of a person may sometimes seem to be of higher pitch, rude or non-serious
Slide 5
This slide mentions the areas of application of In person communication.
Slide 6
This slide explains the points that needs to be considered communicating at the workplace.
Slide 7
This slide mentions the areas of application of telephonic communication.
Slide 8
This slide explains the etiquette that needs to be kept in mind while answering the phone call. These are usually applicable to both formal and informal communication, being an integral part of telephone conversations.
Slide 9
This slide covers the prevailing errors which creep into business meetings, reducing the effectiveness of the communication. Errors like frequent use of jargon and technical terms, lack of participation, delayed follow-ups, distracting conversations, etc., can turn the meetings ineffective.
Instructor’s Notes:
- No Designated Facilitator: A meeting without a designated facilitator usually ends in informal and unnecessary discussions. When no one is given charge of a meeting, it can easily run off-track
Solution: It is always advised to have someone as a facilitator to ensure that off-topic and unnecessary discussions are reduced, and the discussion remains focused and positive.
- No Meeting Agenda: Meeting without any agenda is usually taken as unimportant by the members. Business meetings need a thoughtful structure to be efficient.
Solution: The meeting, whether on-call or in person, should always have some set or primary plan.
- Use of Buzz Words: Buzz Words are words with heavy and deep meanings. These can be technical terms or phrases which are not commonly understood by the audience and should be avoided in business documents
Solution: In case the speaker makes use of any technical or heavy word, he should make sure that the audience is clear about what it means.
- Lack of Participation: The meeting facilitator should ensure active participation from all members, or the meeting will be a huge waste of time and effort. When only one or two persons participate in the process, it becomes difficult for others to pay attention or feel part of the discussion
Solution: Contribution from all members helps the speaker in getting across his/her message with a lot more flair.
- Getting Off Topic: It is common for the members to get distracted from the original objective of the meeting. It usually happens when the meeting is conducted in a blended mode, i.e., few people are present virtually and few physically. The speaker of the meeting should make sure that the members stick to the agenda
Solution: The Speaker can say, That’s an excellent topic to discuss. Let's talk about this once the meeting is over.
- No Follow-Ups: Not following-up regularly after the meetings can mean that important issues remain unaddressed
Solution: Immediately after the meeting is over, the facilitator should send a follow-up email mentioning the key takeaways from the meeting. He/she can also add the meeting results like discussions held, decisions made, etc.
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