MEETINGS & CONFERENCES

Faculty : Ms. Madhavi Kodamarty Course : Managerial Communication Date : 14th Dec 2011

EFFECTIVE MEETINGS
Planning

a meeting:

Why have meeting at all? What type of meeting is called for? Informational Meetings Problem Solving Meetings Change-facilitating Meeting Who should be asked to participate? Depends on the type and purpose of meeting Where should the meeting be held? Venue Sitting arrangements When should it be held? The timings Monday, Saturday , ???

PRE AND POST MEETING REQUIREMENTS

Notice:

Be issued by the proper authority Observe a minimum period of notice State where and when the meeting is to be held Be accompanied by agenda Be sent to all individuals entitled to receive it.

Agenda

An agenda is a list of topics that will be covered at the meeting.

Minutes: Minutes should be:

Concise but sufficiently detailed to make a clear what the meeting was about Precise and unambiguous Impersonal and Impartial Written in the Past tense Numbered in ascending order from one meeting to another.

Minutes should contain

Name of the organization Place, date and time of meeting Names of chairpersons and secretary Names of other members present All motions and amendments Names of movers and seconders of all motions and amendments Results of Voting

CONDUCTING A EFFECTIVE MEETING

Starting

time Opening Remarks Getting Down to Business Participation Agenda Closing

CONDUCTING A CONFERENCE

What is the purpose of the conference? Conducting a Conference

Date and time Attendees Conference content Venue/ Facilities Capacity of the facilities Promote the Conference Preparation After the Event

Pay all o/s accounts of the conference Organize presenter notes/conference outcomes Distribute conference outcomes Collect and analyze conference evaluations Reflect whether the conference reached its objective/purpose Strengths of the conference Weaknesses of the conference Have a team meeting and brief the team about the conference outcomes

VIDEO CONFERENCING
Useful as it is effective way to share resources, reduce travel expenses and increase overall productivity within their organization. Considerations to me made for video conferencing:

Proper camera placement is critical Practice Use voice and your body tools Be Careful how you dress Slides can make or break a virtual meeting large fonts Maintain face to face connection Lighting Break often Comfort is important

PERSUASIVE STRATEGIES IN BUSINESS COMMUNICATION

CONFLICT MANAGEMENT
Conflicts

occur when two or more competing responses or courses of action are considered for a single event Conflicts are normal, natural and sometimes necessary for continued growth and development. The main issue with the conflict is not its occurrence but how is it being handled in an organization. A poorly handled conflict can certainly be dangerous as relationships suffer and productivity declines.

ORGANIZATIONAL CONFLICTS
Sources

of Organizational Conflicts

Change Conflicting

goals and objectives Limited resources

STRATEGIES FOR MANAGING CONFLICTS

Avoiding Competing

Accommodating
Compromising Collaborating

ROLE OF MEDIATION IN CONFLICT RESOLUTION

Mediation is one of the most popular dispute resolution process

This approach uses a third part to arrive at a solution resolution to a conflict. A mediator does not make a decision or impose a solution, but assists the disputants as the attempt to find their own way through conflict

NEGOTIATION

Negotiation is a process in which two or more individuals or groups, having both common and conflicting goals, state and discuss proposals for specific terms of a possible agreement. Negotiation is one of the key skills of conflict resolution or dispute resolution. Good communication is the key to effective negotiation. Three vital skills for negotiating is Listening, Understanding and speaking

APPROACHES TO NEGOTIATION

Bargaining Orientation
One can win at the cost of other only. Also called as Win Lose Approach.

Lose- Lose Orientation Compromise

Win- Win Orientation

ELEMENTS OF PREPARING FOR NEGOTIATION

Understand the People Involved Know your objectives Conduct

Aim High Get the other persons shopping list Keep the whole package in Mind

Keep searching for variables Remain Flexible. Pick the right moment Listen attentively, ask questions, repeat, and summarize Dealing with defeat Confirmation and summary