In the Name of ALLAH ,The most Beneficent and most merciful

Business Communication

Course:

Course instructor:

MAM MALKA

MBA 1st Semester

Class:

Presentation:

Holding Meetings & Answer Questions

Presented By:

1. Mirza Sajid Mahmood

2. Haris Javed

3. Zahra Naeem

4. Rabbia Jillani

Holding Meeting

AnsweringQuestions

Media Interviews

As Participant

When two or more people meet to each other for a specific purpose (Product or project discussion) than they will exchange their own Idea’s or views

Types of Meetings:There are so many types of meetings some of them are mentioned below.

Define Meeting:

Regular Staff Meetings.

Project team Meetings.

Special or ongoing Committee Meetings.

Emergency Meetings to solve the problem.

In General, When you should make a presentation there are three possibilities

3. You are explaining an established policy or procedure.

On other hand when you Call a meeting there are also three Possibilities.

3. You want to increase your audience’s participation in the decision-making process.

1. You have enough information and don’t need any more information.

2. You have the power, authority and credibility to implement your ideas or decisions.

1. You want to get more information from other people.

2. You Lack the power, authority and credibility to implement your ideas and decision you need your audience supports.

Difference B/w the Presentation & Meeting:

Communicating Effectively in Meeting:

Holding Meeting

As Participant As a chair

Explain your Ideas

RelateOther Participants Ideas

Help FacilitateThe Group Process

Perform Task Function

Perform Process Function

Prepare an agenda

Decide on DiscussionProcedure

Decide on Discussion MakingProcedure

EncourageSupport,Diversity &Listening

Avoid onePersonDominating

Avoid Hostile Conflict

Question & Answer

Panel Discussion

When to take Questions

Difficult Question

Question & Answer Session

How to take Questions

Media Interviews

Anticipate Question

Analyze two Audience

State your main points

Use Good Nonverbal Communication

Participating in Meetings:As a Participant in a meeting, remember that you are just that “a Participant". The

As a Participant in a meeting, you have three job

3. Help facilitate the group process.

Ideas on everyone else there.

purpose of a meeting is to work as a group. You are not force your predetermined

1. Explain your ideas.

2. Relate other Participant ideas.

As Participant

below mentioned statement.

Stick to the agenda and don’t bring up irrelevant ideas.

1. Explain your ideas:

When you explain your own ideas in meeting, you usually do so in a quicker and less formal manner..your Structure is different in a meeting. You don’t need a

Don’t need a “Grabber” Statement because people know the importance of meeting. Don’t need a “formal closing”

You Won’t talk for more than about five minutes at a time.

As Participant

2. Other Participating ideas:

As a participant you should not only explain your own ideas .You should also speak about the other participants ideas. Your most of time at a meeting should be devoted to interacting with others, not to presenting your own views. If you agree with other participant views than you should appreciate them. If you disagree with other participant views than you can avoid humiliating them. e.g. That project may be very time consuming instead of “Noman's project will take too long e.g. When you disagree than say “ I am worried about” instead of “ I disagree with”

As Participant

3. Help to Facilitate the Group Process:

• A participant should help the chairperson to facilitate the group’s process• That doesn’t mean you should start running the meeting instead you might help the chairperson stay on the agenda• You Could say, for example,” It seems to me we have covered this topic fairly well now• If the rest of you agree, perhaps we can cover this item up with decision now

As Participant

Chairing Meeting

Chairing Meeting:

Different type of skills are involved in chairing meetings but there are two types of skills are most important

1. Task Function (Participant)

2. Process Function (facilitator)

1. Task Function:In task function the participant prepared and present the agenda, Discuss decision procedure and also decision making procedure

Chairing Meeting

Prepare an agenda:

Agenda is not like a shopping list. It is every think of the top of your head.

In an agenda timing is most important

• Meeting is held minimum one hour before the lunch• Meeting is held after the one day of weekend• Duration of meeting maximum two hours.

Timing:

Contents: In agenda contents you are not include only your ideas but also focus others opinion. There are not any type of hidden agenda in meeting.

Chairing Meeting

Inform in advance about agenda:

You should have to inform your participants about agenda (Topic) before two or three days.

Decide on decision procedure:

There are three type of decision procedure which are mentioned below1. Problem solving model

2. Normal group model

3. Brainstorm

Chairing Meeting

1. Problem solving model:First of all define the problem, analyze it and give a number of

solution. select the best and decided how to implement the solution.

2. Nominal group model :It is unusual but popular decision making process, every one explain their ideas

individually ,no one talking with other group members, and make a list of ideas &

cancel the same type of ideas make an review after that the group make decision.

3. Brainstorming:In this process there are two stages

The 1st is simply record ideas, there is no reacting or criticize. every participant can give ideas. Usually this process is perform on blackboard or flip chart

The 2nd stage is select relevant ideas of group and make decision on behalf of those ideas or data.

Chairing Meeting

Decide on decision making procedures:

There are five type of decision making procedures

1. One man show2. Majority rule3. Both one man & majority 4. Consensus 5. Unanimity

1. One man show:In this stage one man who will be a chairperson of a company made

a decision and participant just informed.

Chairing Meeting

2. Majority rule:According to parliamentarian procedure, one person say some

thing & if any other person agreed, then it is a MOTION. then members

discus or debate on motion, vote it and voting make decision on 2/3rd majority 3. Decision by consensus:

When group make a decision and some of one not agree may be he or she has a

batter idea but admit the group decision4. Decision by unanimity:

In this case the company make decision and every one agreed 100% .

Chairing Meeting

Progress report:

After the decision the implementation is compulsory so group leader must be check

the progress and make a report.

Process function:Make sure everyone participates.There are three process functions who help in meet the goal.

(1) Encourage support, diversity and listening.

(2) Avoid one person dominating.(3) Avoid hostile conflict.

Chairing Meeting

1. Encourage support, diversity & listening: Encourage support is not only agree with participant, but respect there ideas.

A good facilitator encourages diversity of opinion. Encourage the participant by using the listing skill.(ask

open-ended question, question cannot be answer yes or no) 2. Avoid one person dominating:

In a meeting facilitator must be avoid one person domination.

3. Avoid hostile conflict :If there is a difference between participant and facilitator idea

so don’t take it personal, avoid hostile conflict.

Chairing Meeting

Answering Question Session

Answering Questions

Answering questioning session is most important part of organization, without this

session, a good presentation or meeting cannot be completed

There are two types of Answering Question session1. PANEL DISCUSSIONS2. MEDIA INTERVIEWSAnswering Question Sessions: No doubt answering questioning session is the spirit of meeting , there is two concepts about this one is who like this & other who dislike it.

There is three major issue about Panel discussion.

1). When to take questions2). How to take questions 3). How to deal with difficult questions

Answering Question Session

Control the issue of WHEN to take questions, Do not let your audience

Overrun your presentation with too many questions & other hand do not

make then hold back (may be they can’t be understand the key point)

When you feel free give the permission of questioning session, it may be in

beginning, Middle or at the End There must be minimum 15 minute of question answering

session in a meeting.

1). When:

Answering Question Session

2). How:

1. Control your attitude

2.Keep everyone involved

3.Be sure before you answer the question

4.Keep communication objective in mind

5.Limit yourself to a lot of information

6.Use pardon words if u can’t understand the question

Answering Question Session

Repeat Turn around Turn outward Reflect Write

7. If cant answer then use one of the following methods:

8. Eye contact

9. Avoid ending by looking at the questioner

3). DIFFICULT QUESTION: Be friendly Compliment the questioner Divert the questions Beware of unfair questions

Answering Question Session

1. Panel Discussion:Each speaker prepares separately. The other speakers hear one another the first time at the session itself. It’s quite different from presentation

Two conditions:1. to “sit” in a panel (to give speech or to answer the questions)

2. to “chair” in a panel (the responsibilities are quite different:-

to see the purpose of panelto see the role of the panel participantsto manage the length of the panelintroduce the panelmonitor the time and manage the questionsshow the signal to members to stop the speech#

can interrupt as gracefully as possibleFinally summarizes the discussion and thank the panel.

Answering Question Session

Media Interview

Media interview:A final step of the business situation where you answer question dealing with "press” is the media interview. Business person said, “Dealing with the press is communication skill.

Media interview skill consist of below mentioned five steps.

Media interview skill:

1. Anticipate question2. Plan your response3. Analyze two audiences4. State your main point5. Use good nonverbal communication

Media Interview

1. Anticipate question:

The first step is preparing for a media interview is to anticipate question.To ask about the topic which is under discussion?If you are reporter,

What would you asked? What would you be interest in hearing about?

2. Plan your response:

You should have to analyze the interview from the opposite point of view and plan your responses according to them.

Think about the ideas that will interest, benefit or appeal to your audience. Plan what you want to say

Media Interview

Structure the main idea into effective answers Give the answer in the short statements

If the reporter asked some question to you then speaker will know about your response. And for this it is necessary that the speaker will,

3. Analyze two audiences:Speaker have to face the two types of audiences.

i. Reportersii. Listeners or readers

i. Reporters :Reports job is to find interesting stories that will interest their audienceReporters Work under the situation

Time pressure (meeting deadlines) Commercial pressure (increasing advertising revenue) Competitor pressure (scoop their rivals)

Media Interview

ii. Listeners or Readers :Listeners are those people who are other than reporters, they are just listening the media interviews.Readers are those people who are getting the information when they read the newspaper.

4. State your main point:Speaker will write all the main point before starting the media interview in this way he can give effective answers to reporter

When the media interview started then the reporter will write all the main points because after the completion of interview they want to ask the questions to the Speaker

5. Use good Nonverbal Communication:Nonverbal communication is so important for the speaker when

he is facing the audience.

Media Interview

Different kind of Nonverbal Communication are mentioned belowA. Body languageB. Eye contactC. VoiceD. Dress

A. Body Language: You should have to avoid looking either unconfident or Overconfident. You should have to sit comfortably and professionally. You would use naturally in conversation; relax your facial expression.

Eye contact is one of your biggest advantages on television, so use it to its fullest.

B. Eye Contact:

Don’t read your notes word for word.

Don’t clean your brow when someone else is talking.

Media Interview

C. Voice:There are two appropriate way for the speaker to convey his message to the audience.i. Appropriate volume.ii. Appropriate rate.

i. Appropriate Volume: Avoid shouting in front of your audience, it shows that you are aggressive person . Avoid drop of volume , its shows that you are nervous.

ii. Appropriate Rate: Avoid speeding up if you get nervous or angry.

Media Interview

D. Dress: When you are appearing on Television, Dress properly and Dress should be in Solid Colors (Blue. Gray etc) Man should be sure to wear long socks, darker than their suits. Woman should be sure to wear something they feel comfortable sitting in.As you can see. the skills involved in holding meetings and answering questions very different from those you use in presentation.As a business Communicator, you will be able to handle all of these kinds of speaking situations.

Media Interview