group communication 2010
TRANSCRIPT
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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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