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Group communication refers to the interactions among individuals in communal

settings, and it may involve the exchange of verbal and nonverbal communication. Group
communication is generally as effective as those involved make it. A group that is organized and
gives group members equal opportunities to express opinions and convey ideas is significantly
more productive than a group that contains distracted individuals or put some participants at a

Definition of meeting

A meeting is a gathering of two or more people that has been convened for the purpose of achieving
a common goal through verbal interaction, such as sharing information or reaching
agreement. Meetings may occur face-to-face or virtually, as mediated by communications
technology, such as a telephone conference call, a skyped conference call or a videoconference.

According to Oxford Dictionary, “A meeting is an occasion when people come

together to discuss or decide something.”
Murphy and Hildebrandt said, “A meeting is a gathering of two or more people
where purposive discourse occurs.”

Purposes of Business Meeting

Meeting is one of the major media of oral communication. It is essentially
important for every organization. The basic objective of meeting is to take
decisions on some predetermined issues. It has also some other purposes. The
objectives or purposes or importance of meeting are discussed below-

 Making Decisions: The foremost objective of any meeting is to take

important decisions on some predetermined issue. Decisions are taken here
on consensus and it is very crucial to take decisions on routine and non-
routine business affairs.
 Exchanging Information: Meeting is arranged also to provide information to
the audience about various matters of the organization. Audience also
exchange information in meetings.
 Conveying Organizational Vision, Mission and Operational Plans: Meetings
are also called to convey organizational mission, vision and operational
plans to the newly appointed employees. Managers or heads of various
departments call these types of meetings for the fresher so that they can be
better acquainted with organizational culture, mission, vision, plans etc.
 Announcing Changes: Another purpose of arranging meeting is to
announce the upcoming changes brought in organizational policies, mission,
vision, logo etc. before the audience. The causes, benefits and ground of
such changes are explained in the meeting so that people understand and
accept the probable changes without much resistance.
 Negotiation: Meeting is also called for making negotiations between the
conflicting parties through fruitful discussion. Sometimes employers and
employees or trade union leaders sit in meeting together to reach on some
agreement so that organizational activities can be run smoothly.
 Resolving Conflict: In large organizations conflict among people is most
common. Healthy conflict helps to increase productivity but unhealthy or
undesirable conflict must be resolved immediately after found. Meeting
helps the conflicting parties to reach on common understanding and thus
resolving or minimizing conflict.
 Solving Problems: An important purpose of meeting is to provide solution
to organizational problems. Problems that are critical and require opinions
of most of the members of a board or council must be solved by calling
meeting. In meeting diverse thoughts are found that help to face problem
 Reviewing and Informing Progress: Meeting is also called for reviewing and
informing the progress of any project, plan and activity and so on. Form it
the attendants of the meeting are able to know the present status of the
projects and can provide their opinions to improve if there is any loophole.
 Celebrating Success: Meetings are often called to celebrate the success
of the organization, completion of any project, achievement of any award
etc. it increases the organizational harmony and motivates employees to
work united to achieve more.
 Interaction with External Stakeholders: Every organization is to work with
different parties of the society and it must build a long term harmonious
relationship with them. Meetings are called to exchange information and to
share experience with different stakeholders of an organization so that their
interaction with the firm is increased.

venue. A venue is the place where an event or meeting is happening. If you're going to see the
best band ever, you should get to the venue early to get a good seat. Venue is derived from the
Latin for "come" (venire), and it's a place people come to.

An agenda is a list of meeting activities in the order in which they are to be taken up, beginning with
the call to order and ending with adjournment. It usually includes one or more specific items of
business to be acted upon. It may, but is not required to, include specific times for one or more
activities. An agenda may also be called a docket, schedule, or calendar. It may also contain a listing
of an order of business.
A press release, news release, media release, press statement or video release is a written or
recorded communication directed at members of the news media for the purpose of announcing
something ostensibly newsworthy. Typically, they are mailed, faxed, or e-mailed to
assignment editors and journalists at newspapers, magazines, radio stations, online media,
television stations or television networks.

Types of Press Release:

A press release is considered both as a public relations and publicity tool. A press release can fall under
one of six categories, however, and each type of press release have its own format and is different from
the other, and have vast differences in how a message should be conveyed to media people.

There are basically six types of Press Releases as described below.

1. General News Release: These are generally about the news that must be distributed to the
media people. The main purpose of this type of press release is to generate interest, coverage and
exposure for the company that distributed the press release. For instance, if a company holds a
contest or has some news to share it would create a general news release.
2. Launch Press Release: A launch press release is similar to a general news release in terms of
format, but its intent is much more specific. A launch press releases is more urgent or timely, and its
main purpose is to create a buzz regarding a launch — whether it’s about launching a company,
organization, website or some sort of product.
3. Product Press Release: This type of press release contains the product specifications with a
focus on publishing the news about launching of a new product or service, or if a new or upgraded
version is released.
4. Executive or Staff Announcement News Release: If there are staff changes in the company
especially, if these changes involve high management authorities, Executive press release are
created. This type of press release is different from a general news release in the sense that it can
contain biographical information to support the information. An executive or staff announcement
news release also often include photo or photos of new staff or executives.
5. Expert Positioning Press Release: This type of press release focuses on a company report and
include statistics or results. It can also include news from another organization and other supporting
information. One would create and distribute an expert positioning press release if he/she want to
show an individual’s expertise in a subject area with the goal of building him or her up as the person
media people would go to in the future.
6. Event Press Release: An event press release describes the 5Ws — who, what, when, where
and why. An event press release basically looks like a list or outline instead of having paragraphs. An
event press release is created with the hope that the media will make the event known to the public.

Press conferences are an indispensable tool for getting media attention. They can be organized by
campaigners to present issues related to the campaign to journalists.