Online Meetings In Business Communication Training Module On Business Communication Edu Ppt
This PowerPoint training deck in-depth covers the Online Meetings in Business Communication. It includes slides on purpose, importance, and statistics on online meetings. It also covers communication improvement tips for online meetings before, during, and after the session. The PPT module includes barriers, dos and donts of online discussions, case studies, and related activities. It also contains key takeaways, discussion questions, MCQs, and memes to make the training session interactive. Further, it includes additional slides on about us, vision, mission, goal, 30-60-90 days plan, timeline, roadmap, training completion certificate, energizer activities, detailed client proposal, and training assessment form.
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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.
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