Module 8 BC

8/3/2019 Module 8 BC

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Module 8Module 8

Group Communication


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Group CommunicationGroup Communication

Group: Three or more individuals who interact over

time, depend on each other, and follow shared rules of

conduct in order to reach a common goal.

Ideal size: 4-7

It can be among small or large groups, like anorganization, club or classroom, in which all individuals

retain their individual identity.


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Group CommunicationGroup Communication

Strengths:Greater Resource

More Thorough

Greater Creativity

Greater Commitment

Limitations:

Time Constraints

Conformity Pressures

(Groupthink)


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Factors that affect Group CommunicationFactors that affect Group Communication

1. Cohesion

2. Group Size

3. Power Relationships

4. Interaction PatternsChain

Wheel

All-Channel

5. Group Norms: Rules v. Norms

6. Cultural Differences

7. Leadership Styles: Democratic,

Autocratic, Laissez Faire


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Types of GroupsTypes of Groups

Formal GroupsCommand group :

formal group

determined by structure

Task group: formal

group organized for a

specific task

Committees: handles

problems outside of

regular assignments.

Informal groupsSocial groups: people

who enjoy each others

company (chat groups)

Interest groups: groupsthat develop informally

around a common

interest (news groups,

listserv members).


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Large group contexts can include communities of interest,

geography, or economy brought together by need or self-

identification.

A company is a large group communication context with

specific media, language codes, and methods of interactionthat distinguish it from other companies or other groups.

Unlike small-group communication where members interact

in primarily synchronous and personal ways, large groups use

a host of synchronous and asynchronous methods and media.


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Characteristics of a GroupCharacteristics of a Group

Social interaction

Stable structure.

Common interest.

Perceive themselves as a part of the group.

Factors affecting the group communicationFactors affecting the group communication

Size

Longevity (goals)

Leadership

Perception and self concept

Status


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Patterns of group communicationPatterns of group communication

Wheel Pattern Y- Pattern Chain Pattern

Circle PatternFreeFlow Pattern


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MeetingMeeting

A business meeting is a gathering where purposive

exchange of information on a common topic or

problem is held.When a group of individuals come together to

accomplish shared objectives.

Effective meetings focus on the outcome of the

objective, satisfaction of the participants, effective timemanagement, and participants being motivated to act.

Meetings are held to give or receive information or to

make a decision.


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Meetings enable face-t-face contact of a number of people

at the same time. They provide a useful opportunity forsharing information, making suggestions and proposals,

taking decisions and obtaining instant feedback.

Purposes of meeting -To coordinate or arrange activities.

To five information to a group of people.

To obtain assistance.

To create involvement and interest.To put forward ideas or grievances for discussion.

To report on some activity or experience.


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Objectives of meetingsObjectives of meetings

To convey information to the members.

To gather information from members

To exchange ideas and experiences from the

participants.To brief members on plans, working and performance.

To discuss problems and issues of common interest.

To resolve conflicts and confusion.

To generate positive attitude.


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Types of MeetingsTypes of Meetings

Common types of meeting include:Status Meetings

Work Meeting

Staff meeting

Team meetingAd-hoc meeting

Management meeting

Board meeting

One-on-one meetingOff-site meeting

Kickoff meeting


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Formal Meetings:

Annual General Meeting (AGM) They are held once a year to assess the trading of the

organization over the year.

All shareholders are invited to attend the AGM.

Shareholders are given 21 days of notice.

Statutory meetings They are called so that the directors and

shareholders can communicate and consider specialreports.

Companies are required by law to hold these

statutory meetings. Board meetings

They are held as often as individual organizationsrequire. They are attended by all directors and chaired bythe chairman of the board


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Informal meetings:

They are not restricted by the same rules and regulations

as formal meetings. Such meetings may take the form of brainstorming or discussion sessions where strict agendas

may not be necessary and minutes may no be kept.

Departmental meetings

These meetings are called by the head of department orManager of a certain section. All staff will be invited to

attend so that information can be passed on or reports

received from some members of staff regarding a specific

project.

Working parties

They are set up to work together on a specific project or

problem. At meetings, progress reports will be given and

decisions for further action taken.


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Planning meetingsPlanning meetings

Objective of the meetingParticipants

Timing and Venue

Pre- requisites for the meeting

Leading meetingsLeading meetings

Start the meeting on time

Opening remarksGetting to the Business

Agenda

Closing


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SeminarsSeminars Seminar is, generally, a form of academic instruction, either

at an academic institution or offered by a commercial orprofessional organization.

It has the function of bringing together small groups for

recurring meetings, focusing each time on some particular

subject, in which everyone present is requested to actively

participate.

Seminars are educational events that feature one or more

subject matter experts delivering information primarily via

lecture and discussion.

A seminar is better suited when the number of participants ismore than a hundred.

Seminars are mostly held at places where there is a classroom

environment and audio visual aids make up an integral part of

the presentation in a seminar.


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WorkshopWorkshop

In a workshop, participants play a more active role and

there are times when personalized help and assistance isforthcoming from the teacher.

Individual attention on participants is possible because

typically in a workshop, the number of participants is

kept low purposely.

Lecture play a lesser role in a workshop and more

attention is given to impart the knowledge through

practical mode.

Workshops are held mostly at places that are open andmore spacious than what are required for seminars.

This is necessary to let the participants have a clear view

of the technique that is being demonstrated by the teacher.


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ConferencesConferences

Conference is more about sharing of opinions andthoughts on a topic of common interest.

Conferences are formal meetings of like mindedpeople.

Seminars vs conferences

Seminars and conferences are different educationalsettings with different purposes and functions.

While seminars intend to impart knowledge and skills tothe participants, conferences are oriented to sharing of

opinions and thoughts on the chosen subject matter. Conferences are congregations attended by like minded

people who share their views for the common goodwhile seminars are to enhance the skills of the

participants.


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Difference between ConferenceDifference between Conference vsvs MeetingMeeting

Both meetings and conferences are events where

people gather and hold discussions.

Meetings are held on a smaller scale and have fewer

participants. They are more informal and can be heldin-house. Meetings are over in a period of hours.

On the other hand, conferences are more formal, are

spread over several days and require accommodation

and other facilities for the delegates.


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Minutes of MeetingMinutes of Meeting

Minutes, also known as protocols.They are instant written records of a meeting.

They typically describe the events of the meeting,

starting with a list of attendees, a statement of the

issues considered by the participants, and relatedresponses or decisions for the issues.

Minutes may be created during the meeting by a

typist or court recorder and then prepare the

minutes and issue them to the participants

afterwards.


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Media ManagementMedia Management

Any business communication of an organization with the

public demands communication with the help of media.

The communication skills and the competency of the of

business executives demands a very high quality.

This communication has the potential to make or break aparticular business.

Positive media coverage for the organization creates a

good image with public; shareholders, customers and

other business associates.This indeed generates new business opportunities, helps

to attract and retain good quality staff and help to gain

good height in the business.


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Press releasePress release

A press release, news release, media release, press statementor video release is a written or recorded communication

directed at members of the news media for the purpose of

announcing something ostensibly newsworthy.

Typically, the aim is to attract favorable media attention to the

public relations professional's client and/or provide publicity

for products or events marketed by those clients.

A press release provides reporters with an information subsidy

containing the basics needed to develop a news story.

Press releases can announce a range of news items, such asscheduled events, personal promotions, awards, new products

and services, sales and other financial data, accomplishments,

etc.


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Features of a good Press releaseFeatures of a good Press release

Press release is simply a statement prepared fordistribution to the media. It should be

Concise

Factual

Well written

Honest

Timely

Purpose of the press release

Target your audience

Audience response

Factual details (5Ws and 1H)


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Format of a Press releaseFormat of a Press release

Press release has an inverted pyramid structure.

The main, most important points are stated at thebeginning and the rest of the information is revealed from

the most important to least important.

The 1st paragraph is called the lead, which always

contains the most important announcement. It mustinclude what happened, where and when it happened

and who was involved.

The 2ndparagraph gives in detail, the significance of the

news, where it occurred, when it happened or willhappen.

The 3rd generally, final paragraph sums up the release and

gives information about the organization. Usually this can

have a maximum of 5 lines.


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Press ConferencePress Conference

A news conference orpress conference is a media

event in which newsmakers invite journalists tohear them speak and, most often, ask questions.

A press conference is held on the initiative of the

organization and not of the media.

It is a voluntary form of information to the media,

and the organization decides what information to

present, how to present it, who will present it.


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Business etiquetteBusiness etiquette

What is etiquette?

Is a code of behavior that

delineates expectations forsocial behavior according to

contemporary conventional

norms within a society,

social class, or group.


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Business etiquetteBusiness etiquette

Interview

Dress

Reception

Lunch / dinner

Social gatherings


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Thank youThank you

Module 8 BC

Documents

Transcript of Module 8 BC