BEng (Hons) Electronic Engineering Cohort:

BEE21/FT

Coursework for 2021 – 2022 / Semester 1

Name : Zaakir Ahmad Amide

Studentid :2110_23062

lecturer: Yanish Bhoosungur

Module : Communication Workshop

Module code : COMM1106c

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Table of contents
1. Introduction
Page 3
2. Online communication for business
Page 4-5
3. Platforms to conduct an online meeting
Page 6-8
4. Conducting an effective business meeting
Page 9-11
5. Conclusion
Page 12
6. References
Page 13

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Introduction

Amide & co limited is a company established in Port-Louis more precisely in Plaine Verte in 1980.
The company is a family-run business owned by my grandfather Mr Gorah Amide, my father Mr Azad
Amide, and myself. It is a shop designed to supply sewing machines and is the official retailer of Elna,
New Home, and Janome sewing machines. The shop also provides aftersales services and repairing
services for domestic and industrial sewing machines throughout the island.

As the company has gained much traction in the market. I am considering opening several branches
through the island. As a businessman, I have spotted strategic locations and also conducted
marketing research in those areas. However, due to the distance between the several branches and
the headquarter face to face meetings with the managers of those branches is very inconvenient.
The most cost-effective way to carry out synchronous meetings in an efficient and effective manner
is through the communication channels making use of technology such as online meetings and web
conferencing.

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Online communication for business

Not only has new technology emerged as a result of the internet, but a whole new style of life has
emerged as well. Many sorts of personal business communication are carried out in a fundamentally
different way now than they were before the internet, influencing everything from grocery shopping
to video conversations with international consumers.

Pros of online communication for business

✓ Flexibility

One of the most appealing aspects of internet communication is its adaptability. You have
the ability to communicate with anyone, at any moment. The internet is available 24 hours a
day, and you may start speaking with someone at any moment. All you need is an internet-
connected computer or mobile device, and a tool. You can use online communication at any
time if you need to discuss something vital with your business partners or clients who are
not in the city or country at the time.

✓ It helps to arrange priorities

Another benefit that is sometimes ignored is the ease with which online communication
allows you to prioritize your job and thus enhance your time management and productivity.
You may respond to messages whenever you like, and you can send short or lengthier, more
elaborate responses. You may prioritize urgent communications, deal with the most crucial
ones first, and postpone the less important ones.

✓ Cost-effective

You can't dispute that the expense of travelling from one city to another or from one nation
to another is far more than the cost of downloading software to start a video conference.
There are also certain solutions, that allow you to organize a free online conference. All you
have to do now is make an account and join up. It saves money as well as time.

Cons of online communication for business

✓ Lack of physical contact

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Another drawback of relying on and focusing on online communication is the absence of real
presence and interaction. The growth of video conferencing and meetings, at least in part,
eliminates this difficulty in terms of facial contact. Video connections are often used in
collaboration applications.

However, it should be remembered that written communication, particularly tone, might be

misread, and extreme caution should be exercised. Keep in mind cultural differences,
potential misunderstandings, and grammatical or spelling problems.

It's also still an issue because many individuals, particularly the older generation, value face-
to-face encounters, which may assist build understanding, trust, and connections.

✓ Internet communication problems

The necessity for internet connectivity is the most evident disadvantage of focusing your
company strategy on online communication. You'll come to a halt if you don't have access to
the internet or enough electricity to power it. It doesn't happen very often these days, but
it's a potential you should be aware of.

In addition, the internet must be dependable, secure, and fast. This is also improving, but
more and more individuals are using the internet during peak hours, resulting in heavy
traffic. When you're in the middle of a key meeting or communication, losing or having a
poor connection may be quite stressful.

✓ Time-consuming
We've already mentioned how internet communication may help you save time, and it's
true. However, we've already mentioned that written communication allows you to ponder,
therefore it might take longer than a discussion or chat. While this may be true, internet
communication tends to be significantly more concentrated and less sociable. In addition to
this, taking a little more effort to get things right the first time will save you time in the long
run.

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Platforms to conduct online meetings
There are many platforms available for online meetings 3 the most common
are listed including their pros and cons
1. Zoom
Zoom is a well-known video conferencing software that is known for its simplicity. You can
use a URL to invite anyone to a Zoom meeting, even if they don't have a Zoom account.
When team members click on the URL, they will be redirected to a virtual room where they
will be able to communicate with the rest of the team. The free version of Zoom's software
allows registered users to host meetings with up to 100 attendees. Zoom is perfect for
holding meetings, games, and activities with virtual teams, thanks to engaging features like
breakout rooms.

Pros of zoom:
Video conference capacity

Long video calls are supported through Zoom video conferencing, which is stable and
trustworthy. Zoom simplifies video conferencing for users by providing an easy-to-use
platform for both audio and video conferencing. The best thing is that regardless of the
number of people in a video conference, the sound, feed, and chat quality are all excellent.

Video and audio quality

The difference between the top video conferencing options and the others is visual and
sound quality. Zoom is undeniably one of the best, if not the best, video conferencing
software available, based on its visual and audio quality. Because of its high-quality HD video
and clear audio, the solution earns a place in the elite tier.

Even in the most difficult situations, Zoom's video and audio quality shine. Zoom doesn't
have any latency or echo concerns inside the portals, even in low-bandwidth scenarios.

Cons of zoom:
Lack of comment control

The opportunity for participants to interact and message one other in a live chat is an
important aspect of any online event. While Zoom offers a lot of control in this area, it lacks
one key feature: the option to remove offensive comments on the fly.

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2. Microsoft teams
Microsoft Teams is a software developed by Microsoft to be used as a business
meeting platform

Pros of Microsoft Teams

Increased team productivity

It's difficult to estimate the boost in productivity that a team can see after switching
to new software. However, having everything in one place has its advantages.
There's no more squandering time hunting for a document or information. In reality,
today's workers expect to have everything they need at their fingertips whenever
they need it.

Increased focus on work

Users using Microsoft Teams report being more focused on their job, which might be
a placebo effect. On the one hand, having a conversation through Teams avoids a lot
of back-and-forth emails. This, in turn, keeps your attention focused on the work at
hand.

Cons of Microsoft Teams

Confusing file structures

Employees in today's world, particularly Generation Z and Millennials, are

unaccustomed to waiting. They aren't interested in knowing where a file is kept. As a
result, online file systems must be searchable.
Although Microsoft Teams allows you to search for files, the way files are kept in this
program might be perplexing.

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3. Google meet
Everyone now has access to enterprise-grade video conferencing thanks to Google.
Anyone with a Google Account may now host a virtual meeting.

Pros of google meet

✓ Productivity tools and integration with other google services
✓ Considerably Straightforward User Experience and User Interface

Cons of google meet

✓ Relatively limited features compared to others
✓ Can be taxing on hardware and rescouces

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Conducting an effective business meeting

1. Preparation and organisation of the meeting

(i) What kind of meeting is right?

Audio only

When you don't require Wi-Fi, video, or screen sharing, standalone audio
meetings are ideal for fast touch-base discussions. Your meeting may consist
of only a few topics being discussed, presenting crucial corporate news, or
informing team members of a policy change. Make a note of who attends the
meeting so that you can refer back to it or follow up on it later.

Video conferencing

If your online meeting contains a small, scattered group or a virtual face-to-

face with a customer, using video might be beneficial. Video conferencing
improves meeting participants' rapport and trust, as well as communication,
by lowering the potential of misinterpretation of subtleties or tone.

(ii) What type of meeting is it?

It is important to define what type of meeting suites the needs whether is its a
decision making, an idea-sharing, problem-solving or invitation meeting.

(iii) How to share information?

An appropriate tool management tool must be found so as to effectively share

information between the managers of the different branches. The tool must be
user friendly to be able to be used by everybody so as it does not require
much learning.

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 Setting up the room:

1. Links
Many online meeting software requires a link or it requires an identification number
and a password. The host should make sure that everybody has received the
information and should have tested the meeting prior to the meeting.
2. Documentation
Every document or any piece of information should be compiled in a single folder and
sent 2 days at least before the meeting. In a single folder, it is easier to share and
manage during the meeting
3. Preliminary tests

Members who are not familiar with the platform should be invited to join the meeting
in advance for a crash course on how to use the software as any disturbance should
be avoided during the meeting and the members should not be afraid to ask
questions or feel any discomfort. Technical support should also be available during
the start so as to avoid any miss happening.

The task of the members

1. The moderator
The moderator juggles keeping presenters on track but also organized so that they
get the exposure they desire, while also being aware of the audience, keeping things
exciting and on schedule so that questions may be asked at the conclusion. The
moderator also checks if every member has joined the meeting and also he should
verify is the agenda planned is followed
2. The speaker
The speaker provides a more prominent role in the meeting now. He is responsible
for the interventions if ever there are presentations in the meeting. The speaker must
always have his presentation ready and be able to present when requested.
3. The members
Every member concerned by the meeting should be able to see what is going on.the
members should be polite and respect the moderator as he is the one who usually
attends to the comments and remarks of the presentation.

Setting up an agenda
Select talking points and arrange them according to how much time you want to
devote to the subject during the meeting. These figures aren't exact, but they give
you a good idea of how much time you should devote to each area.

You should also distribute that agenda to your participants ahead of time so that they
may start brainstorming before your team meets.

Beginners should be welcomed on the platform at least 30 minutes before the

meeting starts.

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Development

Before the start of the meeting

The moderator should be present 30 minutes before the beginning to :

✓ welcome the members of the meeting

✓ to check the audio quality of each member
✓ to load the documents required and test the room quality before the start of
the meeting
✓ to assist the member who is having difficulties with the platform
Starting up the meeting

The moderator welcomes the members of the floor and set the ground rules for the
meeting and process to follow the agenda set up prior to the meeting. an alternative
method of communication can be used such as WhatsApp or messenger to reach out
to the members absent ask if there are any issues and provide assistance to them is
the right attitude to adopt.

During the meeting

For an effective meeting:

The moderator pays attention to the behaviour of each of the participants. He should
observe the floor follows what is being said and done. The moderator should observe
the chat area to see if anyone is asking to speak

The moderator must make sure that the meeting should last a maximum of one hour
since concentration of the members decreases after and it gets exhausting.

The moderator should also test the audio and video quality of the meeting

Closure of the meeting

If it is a decision-making meeting or a project management meeting. the project

leader should provide a short or mid summary of the actions or decisions.

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Conclusion
Technology has given us many advantages. online meeting is indeed a cost-effective way to
do meetings especially if the managers are not in the same country or not in the same state
which makes face to face meeting really difficult nearly impossible. This report has shown
that we will de able to manage the branches even if it is all around the island in an easy and
cost effective manner. This method will enable us to monitor closely each branches.

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References

1. https://www.freeconferencecall.com/resource-center/6-tips-on-how-to-host-
an-online-meeting-like-a-pro
2. https://www.greengeeks.com/blog/pros-cons-using-zoom/
3. https://teambuilding.com/blog/virtual-meeting-platforms
4. https://www.mixvoip.com/how-to-conduct-effective-online-meetings

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