Group Communication 2010

8/8/2019 Group Communication 2010

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Groupcommunication

Presented By: Smita Shandilya


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What is group communication?

Group:

Three or more individuals who interact over time, depend on eachother, and follow shared rules of conduct in order to reach a common

goal. A number of processes which cooperate to

provide a service.

An abstract identity to name a collection of

processes.

Group Communication:

Group communication is the communication between the memberof a group for coordination among processes sharing informationand knowledge


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MeetingA 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 reachingagreement.

Meetings may occur face to face or virtually, as mediated by

communications technology, such as a telephone conference call,

a conference call over the internet or a videoconference.


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Types of meeting:Common types of meeting include:

Status Meetings, generally leader-led, which are about reporting by one-way

communication

Work Meeting, which produces a product or intangible result such as a decision

Staff meeting, typically a meeting between a manager and those that report to the

manager

Team meeting, a meeting among colleagues working on various aspects of a team

project Ad-hoc meeting, a meeting called for a special purpose

Management meeting, a meeting among managers

Board meeting, a meeting of the Board of director of an organization

One-on-one meeting,between two individuals

Kickoff meeting, the first meeting with the project team and the client of the projectto discuss the role of each team member

Pre-Bid Meeting, a meeting of various competitors and or contractors to visually

inspect a jobsite for a future project. The meeting is normally hosted by the future

customer or engineer who wrote the project specification to ensure all bidders are

aware of the details and services expected of them. Attendance at the Pre-Bid Meeting

may be mandatory. Failure to attend usually results in a rejected bid


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Planning OfMeeting

1. Book meeting room:Assemble a list of key attendees (decision makers)

Send an electronic meeting request and/or an email with

purpose of the meeting in subject line.

Summaries the purpose of the meeting in the firstparagraph along with the desired outcome.

Request agenda items in the email and give a due date for

responses.

Send out a task list with action items from the previousmeeting.

Ask recipients to state whether action items have been

completed or if they are still pending


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2. Submit draft agenda to chairperson:

Make sure key decision makers can attend meeting.

Send final agenda to participants along with meeting

papers(allow sufficient time for papers to be read)

Send a copy to minute-taker-papers should be

skimmed to get a sense of topics to be discussed

If necessary, enquire about the style of minutes of

meeting o be taken(length, detail etc.)


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3. Book refreshment:

Refreshments usually consist of tea, coffee, biscuits,

water and orange juice (budget permitting)

A sandwich lunch should be provided for meetings

that span lunchtime and are over an hour in duration.

The initial meeting invitation should ask attendees to

specific any special dietary requirements


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4. Bookequipment:

Book a PC, Projector and other presentation devices(

like: light pen, laser light etc.)

Book flipchart

Book a conference phone( as necessary)

Book videoconference facilities (as necessary)

Book an IT technician for high level meetings that

require the use of audio-visual equipment.


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5. Organizeexternal guest:

Notify reception of the date and time that external

attendees will be arriving.

Find out if external attendees require a parking space.

Organize a car parking space for external attendees.


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6.Timed Agendas:

Meetings are often conducted with a loose agenda, or

none at all. But agendas are essential for focusing the

discussion on the right issues. Productive planning

and meeting management involves doing away withloose agendas. A timed agenda is an invaluable tool

for getting to the heart of the issue within an allotted

time. This type of agenda will reduce the length of the

meeting without compromising the discussion.


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7. Planning ChecklistUse a Checklist to plan your meetings.

- Book meeting room

- Note list of key attendees

- Send out notice of the meeting outlining the purpose and desired outcome.

- Solicit agenda items and papers for the meeting.

- Submit a task list along with minutes of the previous meeting and ask

those assigned tasks at the previous meeting to indicate the status of those

tasks.

- Submit a draft agenda to Chairperson for approval.

- Make sure that the key players can attend the meeting.

- Dispatch final agenda and meeting papers to attendees allow sufficient

time for the papers to be read and digested.

- Skim the papers if you are going to minute the meeting - make sure you

understand the key issues.

- Make sure that you know what style of minutes is required.

- Book refreshments

- Book lunch if the timing of the meeting runs over into lunchtime; find outif there are any special dietary requirements.


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- Book overhead projector/PC Projector/flipchart

- Book a technician if you are not familiar with the equipment.

- Notify reception and provide the names of external attendees .

- Organize parking for external attendees - If organizing parking, remember to get car registration number, make,

model and color.

- Email a map and directions to external attendees.

- Printout a list of people who have declined the meeting and double check

that key players are still attending. - List apologies and note the reason for the apology

- Take spare copies of minutes, agenda, papers, and take along the list of

apologies.

- Before the meeting, make sure the meeting room is in order

- Provide a supply of pens, pencils and paper. - After the meeting type up the minutes promptly

- Submit draft minutes for approval

- Send out final minutes make sure the time and location of the next

meeting is included in the final minutes.

- Put the date of the next meeting in the diary and book a meeting room.


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Objectives of meeting:

Formulating a set of objectives in the meeting preparation is

the first and most important stepbecause having a purpose of

goal for the meeting will keep the participants focused on what

they need to accomplish in that session. The objectives have to

be realistic and measurable to become achievable.

Meeting goals have to be action statements that would prompt

the attendees to take an action and carry out a task. Usually,

objective statements start with the phrase By the end of the

meeting or session, the group should be able to, and thensupply it with activities that participants need to do to achieve

an overall outcome.


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Participants of the meeting: The decision about who is to attend depends on what you want to

accomplish in the meeting. This may seem too obvious to state, but it's

surprising how many meetings occur without the right people there.

Don't depend on your own judgment about who should come. Ask

several other people for their opinion as well.

If possible, call each person to tell them about the meeting, it's overallpurpose and why their attendance is important.

Follow-up your call with a meeting notice, including the purpose of the

meeting, where it will be held and when, the list of participants and

whom to contact if they have questions.

Send out a copy of the proposed agenda along with the meeting notice.

Have someone designated to record important actions, assignments and

due dates during the meeting. This person should ensure that this

information is distributed to all participants shortly after the meeting.


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Timing of the meeting:

One of the most difficult facilitation tasks is time

management -- time seems to run out before tasks are

completed. Therefore, the biggest challenge is

keeping momentum to keep the process moving.

You might ask attendees to help you keep track of the

time.

If the planned time on the agenda is getting out of

hand, present it to the group and ask for their input as

to a resolution.


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Venue of meeting:When choosing a venue for meeting there is more to consider than just the budget. Taking into account

who is attending, from how far and how many they should plan to ask the following about any potentialvenue:

Suitability Does the venue fit the company's corporate image? Does it give the correct impression for this

particular meeting? Will it appeal to the target audience? Will the venue's staff add to the attendees'

experience in a positive way?

Location Is the venue easily accessible to those attending? Is the location quiet, close enough to

accommodation if required, in a safe area, etc?

Availability Is the venue available on the dates required? How flexible are they if you have to change the

meeting date?

Size Is the seating capacity suitable? Are the meeting rooms large enough to provide a comfortable

experience for those attending?

Facilities Can the venue offer a projector, electronic whiteboard, stationery, etc. Does the venue offer wi-fi

internet access? Can they make available laptops or PC if required? Can they provide refreshments,

tea/coffee/meals? Does the venue have enough parking spaces? Are the rooms well ventilated and

temperature controlled

Cost Does the venue fall within the budget for this meeting?

A lot of the above questions can be answered by a visit to the venue's website and by asking for a

uote


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Group Communication 2010

Documents

Transcript of Group Communication 2010