Effective Communication In Business Meetings Training Ppt

Slide 2

This slide illustrates the significance of business meetings. Business Meetings can help in taking better decisions, resolving conflicts, making the employee feel important or recognized in the organization, information exchange, and appraise performance of employees at regular intervals.

Instructor’s Notes:

• Better Decisions: The main objective behind any meeting is taking essential decisions on current and predetermined issues. The meeting for decision-making should be a regular activity and based on collective opinion. All decisions, whether of routine or non-routine nature, should be discussed in such meetings
• Resolving Conflicts: Conflicts are common in all organizations. If the conflict is healthy and competitive, it will increase productivity. An unhealthy or ugly conflict needs immediate resolution. Conducting meetings regularly help individuals arrive at a compromise and resolve the conflict on a positive note
• Employee Engagement: Organization goals, objectives, and the success rate is always discussed in meetings. Explaining and motivating the team for their contribution towards the organization's success rate motivates employees. Updating them on their targets and goals helps them perform better
• Announcing Changes: Business meetings should convey the existing and upcoming changes related to the policies, benefits, hierarchy, etc, to the target audience in meetings conducted. This will make people understand and accept the changes with minimal resistance
• Information Exchange: Meetings are arranged to exchange or provide valuable information to members
• Performance Review: Meetings are also called upon to review performance and convey the progress of any ongoing or completed project. Members can also discuss and gain valuable opinions from other members present on ongoing projects and issues

Slide 3

This slide explains the meaning and types of business meetings as a component of business communication.

Instructor’s Notes:

• Informative Meetings: The meetings whose purpose is to inform the target audience about new schemes, products, policies, members, etc.
• Consultative Meetings: These are the meetings where the members of the organization are consulted, and their opinions are taken for solving an existing or expected problem
• Executive Meetings: In executive meetings, authorized or competent persons take or implement significant decisions. The authorized individuals persons may include top-level officials, professionals hired, etc.

Slide 4

This slide shows various elements that help conduct a business meeting effectively and efficiently, along with the different ways in which a meeting can be conducted, i.e., in person or by telephone.

Instructor’s Notes:

In Person Speaking- In-Person Speaking can also be referred to as face-to-face communication, where both the speaker and receiver are physically present. 

Advantages:

• Allows the use of both of verbal and Nonverbal aspects
• Discussion of visual elements or real-life situations becomes easy
• The conversation remains interactive and allows the participants to clear confusion, then and there

Disadvantages:

• Face-to-face communication can be expensive and has a added layer of complexity when the subject under discussion is likely to hurt one of the parties
• This kind of conversation is difficult to be delayed to re-directed

By Telephone- It is a type of communication where the speaker and the receiver connect via a device known as ‘telephone’ or ‘cell phone.’ They are not physically present and interact from two different places.

Advantages:

• It is a cheaper and convenient form of communication
• People find it easy to collect notes in the telephonic form of communication

Disadvantages:

• Only the most obvious of nonverbal communication is transmitted
• Difficulty in presenting visual objects
• The voice quality of a person may sometimes seem to be of higher pitch, rude or non-serious

Slide 5

This slide mentions the areas of application of In person communication.

Slide 6

This slide explains the points that needs to be considered communicating at the workplace.

Slide 7

This slide mentions the areas of application of telephonic communication.

Slide 8

This slide explains the etiquette that needs to be kept in mind while answering the phone call. These are usually applicable to both formal and informal communication, being an integral part of telephone conversations.

Slide 9

This slide covers the prevailing errors which creep into business meetings, reducing the effectiveness of the communication. Errors like frequent use of jargon and technical terms, lack of participation, delayed follow-ups, distracting conversations, etc., can turn the meetings ineffective. 

Instructor’s Notes: