communication unit iv

8/3/2019 Communication Unit IV

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UNIT IV

COMMUNICATION


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Presentation

Meaning of Presentation

A presentation refers to a formal kind of holistic

communication for a specific purpose, at a fixed timeand a convenient venue, and targeted at a chosen

audience.


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In other words, presentation is a process through which

you present something, some thoughts, some information,

some reports, some findings etc to some individuals or a

group of individuals with definite purpose and a clear goalin your mind.


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Characteristics of Presentation

A clear structure with an introduction, discussion and end.

Facts and figure are visually presented in tables, graphs

and charts.


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Different colors are used to make presentation of the

content attractive.

The presenter shows an understanding of the

audiences needs and level of understanding , while

discussing his ideas.

Questions are given serious attention and are regarded

as an essential part of presentation.


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Purpose of Presentation

Purpose of presentation

To buildGoodwill

To

persuade

To inform


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Elements of presentation

Presenter

Specific content witha definite objective to

be achieved

Audience


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Contents/Five star strategy

for presentation planning

Why?

Who?

Where?

What?

When?


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Factors Affecting Presentation

Opening and closing of presentation.

Language and words

Quality of voice

Body language

Answering questions

Personal appearance


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7Steps to a Successful Presentation

o Decide upon the objective

o Manner of presentation

o Mode of presentationo Preparation of script (information)

o Preparation of Visual Aids, Handouts and

feedback formso Rehearse

o Presentation


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Designing/structure of

presentation

Introduction 3 minutes

Main body 15minutes

Conclusion 2 minutes

Questions and Answers 10 minutes


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Advanced visual support for business

presentation/use of audio visual aids


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Types of visual aids

Types ofvisualaids

Handouts

Tables

Graphs

Chalkboard

Slides

Videota

pes

LCD

Projectors


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Appearance

Meaning of appearance

Appearance includes clothing, hair, jewellery, cosmetic,etc.

Appearance is an important aspect of presentation. The

way a person dresses is often subjected to much

interpretation. Attire proclaims a person.

The dress a person wears, besides announcing him or her

creates the first impression.


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Postures

Meaning of Postures

Posture refers to the way one stand, sits and walk. The

position of hands and legs and other parts of the body

reveals not only an individual state of mind-whether he isvibrant, alive, dynamic or nervous, confident and self

assured etc.

Standing in this posture before a group is important forsuccessful speaking.


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Practicing Delivery of Presentation


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How to practice

Use eye contact.

Use the visual aids to co-ordinate delivery.

Use the microphone while rehearsing.

Practice voice modulation and proper variation in volume.


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Group Communication

Meaning of group communication

The word group communication is combination of two

words group & communication.

A group consists of two or more persons who interact with

each other, consciously for the achievement of certain

common objectives.

A communication is exchange of ideas, views emotions &

feelings and understanding each other.


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So, group communication is a set of two or more

individuals who are jointly characterized by networkof relevant communication a shared sense of

collective identity and one or more shared depositions

with associated normative strengths.


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Definition of group

communication A group communication may be defined as a social

phenomenon in which two or more persons decide to

interact with one another, shared common ideology and

perceive themselves as a group.

Edgar H. Schien


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Characteristics of group

communication

Interaction between two

or more people

Awareness of each other

Common objectives Common identity


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Social interaction

Stable structure

Common interest

Perceive themselves as part of group.


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Factors affecting group

communication

Size longevity leadership

perception Status


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Group communication network

Wheelpattern

Ypattern

Chainpattern

Circlepattern

Freeflow

pattern


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meetings

Meaning of meetings

A meeting is a gathering of two or more people

that has been convened (call together) for the purpose or achieving a common goal through

verbal interaction, such as sharing information or

reaching an agreement.


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In other words when managing director

invites his department heads to discuss some

issues & problems , it is called a meeting


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Definition of meeting

A business meeting is a gathering where

purposive discouragement occurs among

three or more people who exchangeinformation on a common topic or problem,

for better understanding or for the solving of

a problem.

Herta Murphy


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Points for a successful

meeting

Meetings

Clearly define purpose of the meetingRestricts the number of invitees

Provideall facts

Distribute theagenda among

the members


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Objectives of Meeting

To convey information to the members

To gather information from the members.

To exchange the ideas and experience amongthe members.

To discuss problems and issues of commoninterest.


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To brief members on plans, working and

performance.

To resolve conflict and confusion,.

To generate a positive attitude among the

participants.


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Types of meeting

Types ofmeeting

Formalmeeting

Informalmeeting

Annualgeneralmeeting

Boardmeeting

Departmental

meeting

Workingparties


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Planning Meeting

Objective

Participants

Time & venue of meeting

Room layout


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Room layout

It is are 4 types:

Centre table layout

U Shapes Layout


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Leading meetings

Starting on time

Opening remarks

Getting to business

Participants

Agenda

Closing


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Technique for conducting

meeting Plan the meeting

Follow the plan

Move the discussion along Control those who talk too much

Encourage participation from those who talk too

little

Control time

Summarize at appropriate places


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Minutes

Meaning of minutes

Minutes are the official records of

proceedings of a meeting. minutes aregenerally written by the secretary of thecompany.

The main object of writing minutes is torecord, concisely accurate the essential work

done at a meeting.


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Objectives and importance of

minutes Minutes contain a record of thebusiness decisions taken at a meeting.

Minutes serves as a serve reminder ofeh actions the taken to implement the

decisions arrived at a meeting.

Objectives

&

Minutes cab be produced as

evidence of the proceedings in acourt of law

In case of joint stock companieslaw requires maintenance ofminutes

Importanceof minutes


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Types of minutes

Types of

minutes

Minutes ofResolution

Minutes ofNarrations


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Hints for Minutes

minutes of meeting must clearly states thenature of meeting, in the beginning.

It should mention the date, time & place of meeting.

The name of the person who was present aswell as those who were absent should be

given Each minute should have a serial number and

an appropriate index or reference to facilitatequick reference


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The language of the minute should be clearand concise

The minute should not contain the referenceof feelings and emotions expressed by anymember

the tone of minute should be impersonal

Note of the meeting should be recordedduring the meeting. After the meeting,minutes should be quickly written in casesome important facts have been missed


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Minutes of the meeting should be verified ,

approved or modified in the subsequent

meeting


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Format of Minutes Meetings

company name

Address of company

Present (1)

(2)


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(3)

(4)

Other shareholders present asper attendance book.


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S.No Subject of the minute Details of the minute

1 Notice of the meeting

2 Auditors report

3 The chairman's speech4 Directors report

5 dividend

6 Retirement by rotation and re election

7 Appointment of auditor

8 Vote of thanks

9 Termination of meeting

Date: Name Name

(Secretary) (Director)


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Notices

Meaning of Notice

Most organizations have notice boards posted around the

offices which are used to bring special items to the

attention of all the staff.

Notice boards may be sanctioned according to different

topics. for example: policy matters & announcement.


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It is a good idea to nominate one person to be in charge of

each notice board. This person should be responsible for:

Removing obsolete (outdated)notices.

Keeping the notice board tidy & clean.

Sectioning notices under appropriate headings where

possible.


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NOTICE BOARD

A NoticeAbout notices

Notices can serve a number of purposes:

Announce social events

Inform staffAdvertise posts for internal

appointment

Remind staff of company procedures


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Public notice is an announcement giving important

information to all concerned. it should be carefully written

out in an attention-getting style and giving the necessary

information, covering all aspects in concise language aspossible.


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Characteristics of Notice

A suitable heading, indicating theimportance of matter

Brevity (shortness)

Characteristics

of

Addition of all necessaryinformation.

Justification for the actiontaken/expected.

Notice


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Format of notice

Name of company

NOTICE

Body of noticePlace: Signature

Date:


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Tender notice

Meaning of Tender Notice

A tender is a written or formal offer to supply goods or to

do job for an agreed price. companies have often to invite

tenders to fill in their requirements or get certain jobs done

at competitive rates.

Tender are always submitted in sealed covers by a

specified time.


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Inviting tenders

The qualifications of the people who will be respondingto the tender.

Time and date by which the tender must be submitted.

The designation/name of the authority to which the tenderhas to be submitted.

Earnest money to be deposited.

The time at which the tenders will be opened.


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seminars

Meaning of seminar

A seminar is a meeting for exchanging information and

holding discussion on a somewhat smaller scale than a

conference.

Every participant in a seminar is supposed to present paper

after the reading of which all the participants are supposed

to discuss it in great detail.

Sitting quiet in a seminar is generally not expected.

A Seminar is generally, a form of academic instruction,

either at a university or offered by a professional

organization and discussion on a particular topic.


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Purpose of seminar

To get the students to present material orally & visually

To get the students to lead a discussion

To engage in a more formal debate

Involve the students in either group or team work.

To encourage the students to take part in a discussion

Use a role-play exercise.


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Problems that can arise in

seminars1. Students do not speak out in a seminar, so lecture

dominates the session.

2. Sometimes major topic is not covered adequately.

3. Students arrive at the seminar unprepared for the

discussion.

4. Only one or two students speak and dominate the

session.


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Planning seminars so as to

avoid problems Prepare any handouts that will support the students.

Prepare timetable of activities in seminar.

Make sure that the seminars do not stand alone but are

activities related to the rest of the module.

Make sure any other staff delivering the same seminar is

fully aware of the intended (planned) outcomes


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How to make seminar effective

Organizer s role

Plan the seminar inadvance

Proper arrangementof slides & audiovisual etc.

Speakersrole

Prepare the topicbefore hand

Try to answer maximum question ofthe audience

Convey thanks to theaudience

Audiences role

Occupy seats beforethe start of theseminar

Listen patiently to thespeeches

Note down importantoint


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Workshop

A work shop is a period of discussion on

practical work on a particular subject in which

a group of people learn about the subject bysharing their knowledge. Here the emphasis

is on the practical training aspect of the

knowledge/information sharing and decision

making activity.


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Conference

Meaning of conference

The word conference has been derived from

the word confer that means to consulttogether , carry on a discussion &bringing together

So a conference is essentially a gathering orcoming together of people area of interest or

related areas to exchange information.


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Feature of conference

It has be divided into several groups or sub-

groups for discussion.

A conference is to be presided over by a dulyelected chair person.

The reports of all groups and their discussion

are read out at the end of the conference.

The conference is edited and published forwide circulation for internal & external use.


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Purpose of Conference

Co-ordinateactivities

Buildmorale

Purpose of

Solveproblems

Exchangeinformation

conference


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Conducting a Conference

Conductinga

ConferenceDate & time

Attendance

Content

Venue

ExtraCurricularActivities


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Types of Conference

Conference of the salesman

Conference for training new employees

Conference for discussing commonproblems


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Business Etiquettes

Meaning of business etiquettesThe word Etiquettes Means conventional rules of socialbehavior or professional conduct. these rules are unwritten

which act as norms to be observed by all professionalswho work as a team in a particular company department.

Successful professional know how to conduct themselvesat company meetings, parties and dinners.

The rule of business etiquettes means more than the rulesof just being nice.


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Rules of Business Etiquette

(I)Integrity

(M)Manners

(P)Personalit

y

(A)Appearan

ce

(C)Considera

tion(T) Tact

IMPACT


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Scope of business etiquette

Scope

Introduction

Business dining

of

Interaction with foreign clients

Interpersonal business etiquette

BusinessEtiquette

Business-to-Business etiquette Telephone etiquette


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I.Introduction

Introduction yourself.

How to introduce yourself correctly.

Repeat your name when necessary.

On failing to recall someone name.

How to introduce other persons


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II. Business Dinning

Business meals can be with colleagues or

clients. Colleagues meet before or after the

office hours. theyhave formal occasion to betogether.


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III. Interaction with foreign clients

Since the foreign clients belong to differentculture, they should be dealt with very carefully.

Respecting cultural needs, religious belief andthe attitude of the foreign visitors, will go a longway in developing good business relations.

We generally believe that when we visit aboardwe should behave according to the business antheir place.


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IV.Interpersonalbusiness

etiquettes Interpersonal communication is also known

as face-to -face contact. it links people

together, be it in social business orprofessional life.


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V.Business-to-Business Etiquette

Individual represent companies. The norms for

interpersonal behavior apply also to company to-

company behavior.

The individuals should know how to conduct himself or

herself as are representative of the company.


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Telephone etiquette

Meaning of telephone etiquette

In telephonic conversation, the way we

receive, respond, speak or hang up is often asimportant as what is communicated.

1. Making a call be brief and concise

2. Common telephone courtesies

3. Telephone precautions


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Media Management

Meaning of media management

While most of the communication skills of

business executives are used within thebusiness community, social issues and crisesoften require executives to communicate

with the public through media.


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Types of media management

Types of mediamanagement

press releasePress

conferenceMedia

interviews


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Press release

Meaning of press release

Press release relate to the announcement ofimportant messages concerning themselves that

organization s wish to convey to the public atlarge through the press and other media.

The means of communication an organization

adopts for conveying messages be direct ( e-mail, delivery of brochures& telephone) andspecific.


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Characteristics of press

releaseIt should be brief and precise

It should be in a simplelanguage & conversational style

It should be suitable for

publication

Who, what, when where andwhy


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Tips for writing successful

Put the most important at the beginning

Keep jargon tot the minimum

Be specific Be active to the point.


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Press conference

Meaning of press conference

Companies now days are tapping all possible

ways too the customers. One such way is toorganize a press conference and along withthat or independently an launch celebration


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Starting press conference

Be ready to welcome TV reporters at least 15

minutes before starting press conference.

Meet everyone at the door and ask them tosign in a guest of books you have prepared

Give them your background material and

copy of the press statement.

start press conference eon time as close to ontime.


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Media Interview

Meaning of media interview

You feel nervous and comfortable in delivering a planned

business presentation, having a reporter arrive during an

unexpected company emergency and while holding amicrophone in front of your face, saying what does your

company plan to do about this?


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Preview the Circumstances

Determine the reason for the interview

Avoid a negative mind-set

Anticipate media appearance

Develop a media initiative


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IMPORTANCE

Analyze your audience

Organize your thoughts

Anticipate the topics and questions

Develop your responses


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Performance Techniques To Use

Performancetechniques to use

Dress for theOccasion

Keep yourself calm

Be ready forspontaneous

questionLet your talk

Try to ignorethe camera

Displayconfidence in

your voice

communication unit iv

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