Business Communication Notes

Semester – MBA I
Unit V
Prepared by: Ms. Vandana Bhardwaj

Meeting

A meeting is a group communication in action around a defined agenda, at a set

time, for an established duration. A meeting is when two or more people come
together to discuss one or more topics, often in a formal or business setting, but
meetings also occur in a variety of other environments.

Minutes of Meeting (MoM)

Minutes are the instant written records of a meeting. They describe the events of
the meeting and usually include a list of the participants, a statement of the issues
considered by the participants, responses, and decisions made. Drafting the
minutes of the meeting is important for the following reasons:

 Different participants have different recollections of the meeting

 Participants can have different interpretations of the action plan
 Some participants might forget important tasks
 It is a written record available for reference at any time
 It can also be required for legal reasons
Steps in Writing Minutes of Meeting
It is important to take complete and appropriate minutes of the meeting. Follow
these steps:

 Take a copy of the agenda of the meeting as a guideline to take notes and
draft the minutes of the meeting
 Keep the order and numbering of items the same as that on the agenda
 Take note of all the participants of the meeting in advance
 File all the documents and handouts given during the meeting
 Be clear about the details expected from the minutes of meeting (MoM)

Suggestions for Taking Notes

a. Keep a format or a structure ready

b. Before the meeting starts, make a note of the main points of discussion on the
agenda. By doing so, you can simply jot down the details of the discussion,
decisions, etc.
c. Keep a record of all the attendees and the absentees as well
d. In case of any ambiguity, ask for clarifications
e. Remember, you cannot capture the complete proceedings of the meeting.
Focus on the important points and jot down the important steps as clearly as
possible
f. You can also record the meeting on your phone or any other
recording device. However, ensure that all participants are aware that you
are recording the meeting

The Process of Writing the Minutes of Meeting

As soon as the meeting is over, you can start writing the minutes. Here are some
tips for writing the minutes:
 Don’t put it off for later and try to write the minutes while the details are
still fresh in your mind
 Once you have finished writing it, go through it again
 If necessary, recheck the details with the concerned participants to ensure
that you have noted the details correctly
 If the meetings are lengthy and long-drawn, then ensure that you note down
all important details. More so, if deliberations have taken place
 Ensure that you keep all notes concise and clear
 Keep the grammar and sequence proper
 Avoid the inclusion of any conflicts or personal comments
 Attach any reference material as required
Sharing the Minutes of Meeting
Most organizations circulate the minutes of meetings with relevant employees.
However, before sharing the minutes, ensure that it is reviewed and approved by
the appropriate authority. Minutes are shared either as hard copies or via email.

Filing the Minutes of Meeting

Once the minutes are prepared and circulated, they are stored for future reference.
The filing can be done in files or in hard drives.

Action Taken Report (ATR)

The Action Taken Report (ATR) is compiled after a few days from the date of
the meeting. It states the various actions based on the discussions in the meeting.
It is usually submitted after a gap of around 5-7 days after the meeting is
over. This ensures that there is adequate time to act on the matters discussed in
the report.
Press release

A press release is an official statement delivered to members of the news

media for the purpose of providing information, creating an official
statement, or making an announcement directed for public release. Press
releases are also considered a primary source, meaning they are original
informants for information.

What are the Different Types of Press Releases?

6 Press Release Types You Should Know

Here are the six types of press releases.

1. General News
General news PRs are the most common type of PR. They are company
announcements that prompt media coverage. Anything newsworthy can become
a focal point for general news.

For example, A company releases general news about its product receiving an
award.

2. Launch Release
A launch release announces the release of a new company, website, or direction.
A launch release follows a similar format to general news, except it introduces a
sense of urgency.

For example, InkforAll announced the launch of its new website.

3. Event Press Release

An event press release is initially released to the media to explain the facts
pertinent to an event. An event press release aims to ensure that the public gets
the facts of a story right.

For example, after mass reports of Galaxy Note 7s exploding, Samsung

released an event press release to explain what happened
4. Product Press Release
A product press release generates interest and media coverage for an upcoming
product. It usually includes product information, features, pricing, and launch
date.

For example, Apple releases a product launch release with every iteration of
the iPhone.

5. Executive, Staff, and Employee Press Release

This press release type makes announcements on new hires, especially at higher
levels. Its purpose is to let the public know who the company hired and to
provide an extensive background.

6. Expert Position Press Release

An expert position press release helps establish an individual’s authority in a
particular niche. Its central purpose is to position the individual as a credible
source of information on a given field or topic. It also functions as third-party
verification of expertise.
 What the Purpose of a Press Release Is Not
A press release, which may also be referred to as a media release, is different from
a media advisory. The two strategies often used by PR professionals serve very
different promotional purposes.

What Is a Press Conference?

A press conference is an event organized to officially distribute information and
answer questions from the media. Press conferences are also announced in
response to specific public relations issues.

Why Hold a Press Conference?

There are many reasons why companies choose to hold press conferences. They
may be called to do any of the following:

 Respond to earnings, other news, or controversies

 Announce the departure or addition of a new executive
 Unveil a new production facility
 Announce the release of a new product or a merger or acquisition

Press and Media Release

There are some key differences between the two: A media release is a
shorter and more concise form of a press release, typically focused on a
single key message.

Media interview
A media interview is a discussion involving questions and answers for the
purpose of broadcast.

1. Anything you say can and often will be used against you.
2. Never say anything you would not feel comfortable hearing quoted out of
context on the evening news.
3. Be prepared for the unexpected as well as the expected.
What is a Seminar?
A seminar may be defined as a gathering of people for the purpose of discussing
a stated topic. Such gatherings are usually interactive sessions where the
participants engage in discussions about the delineated topic. The sessions are
usually headed or led by one or two presenters who serve to steer the discussion
along the desired path.

What are the advantages of running a seminar?

1. Educate your audience

2. Increase brand visibility and authority
3. Engage your audience and foster relationships

What is a Workshop?
A workshop is a long interactive meeting or educational session
designed to create a specialized result. Workshops are longer than
the typical business meeting and require more preparation
beforehand. Workshops typically involve a central trainer or
facilitator who works with a set of sponsors to design the sequence
of presentations, plan collaborative activities, and ensure the
workshop will lead to the desired result. Workshops emphasize
hands-on interaction. Strategic planning often includes one or more
planning workshops.

Before the Workshop

Follow these steps to make sure your workshop is a valuable experience for
everyone:

1. Define the Goals

Every workshop must have a goal. Do you need to improve your company's
hiring procedures? Do you want to teach managers how to be better organizers?
Do you need to do some team building with a newly formed team?

Many workshops are a waste of time because there's no clear goal kept at the
center of the discussion. Without this clear goal, there's really no point in
getting people together.

2. Decide Who Will Attend

Knowing who will attend directly relates to your objective. For example, if your
workshop's goal is to develop a detailed solution to a problem, then you
probably want 10 or fewer key attendees. If your goal is centered on education,
then you might be happy with a much larger group, which divides into smaller
groups for discussion.

Make a list of who needs to be there. Try to be as specific as possible, but leave
a few openings for last-minute additions.

3. Choose the Right Location

If you have 10 attendees, then the conference room down the hall will probably
be just fine. But if you have 50 people, you may have to find an outside location
that's large enough.
Think about the logistics and practical details of your workshop when you
choose the location. Will everyone be able to see your visual aids? If you need a
certain technology, like teleconferencing, will the location support it? Are there
appropriate facilities for breakout sessions? Will everyone be able to reach the
venue? Will you need to organize accommodation for people who are coming
from a long way away? And what catering facilities does the venue provide?

4. Create an Agenda

Now that you know your primary objective and who will attend, you can start to
develop an outline of how you'll achieve the workshop's goal.

 Main points – Create a list of main points to discuss, and then break
down each larger point into details that you want to communicate to your
audience.
 Visual aids – List the visual aids, if any, you'll use for each point. If you
need technical support, this helps the people providing it to determine
where they need to focus their efforts.
 Discussions and activities – Take time to list exactly which group
discussions and activities you'll have at which point in the workshop.
How much time will you allow for each exercise? Make sure your
activities are appropriate for the size of the group, and ensure that your
venue has the resources (for example, seminar rooms) needed to run
sessions.

Remember, the more detailed your plan, the more you'll ensure that your
workshop will run to schedule – and be successful.

5. Develop a Follow-up Plan

The only way to find out if your workshop was a success is to have an effective
follow-up plan. Create a questionnaire to give to all participants at the end of
 the event, and give them plenty of opportunities to share their opinions on how
well it went. Although this can be a bit scary, it's the only way to learn – and
improve for the next time.

Conferences
Conferences are essential in business communication as they offer a platform
for individuals and organizations to connect, share information, and collaborate
effectively. They enable networking, knowledge exchange, and business
development, fostering valuable relationships and promoting growth in the
business world.

Factors to Keep in Mind When Organizing a Conference

Organizing a successful conference is a complex endeavor that
requires careful planning and attention to detail. To ensure everything
runs smoothly, consider the following key factors throughout the
process:

 Clear Objectives: Define the conference’s purpose, goals, and

desired outcomes to guide planning and execution.
 Budget Planning: Create a detailed budget to manage expenses
effectively and allocate resources wisely.
 Venue Selection: Choose a suitable location that accommodates
attendees comfortably and aligns with the event’s theme.
 Agenda Design: Craft a well-structured agenda with engaging
sessions, speakers, and breaks to keep participants informed and
energized.
 Marketing Strategy: Develop a robust marketing plan to reach the
target audience and generate interest and registrations.
 Logistics Coordination: Ensure smooth logistics, including
transportation, accommodations, and on-site support services for
attendees.
  Technology Integration: Implement necessary tech tools, such as
registration systems and virtual platforms, to enhance the conference
experience.
 Sponsorship and Partnerships: Seek sponsors and partners to help
offset costs and provide valuable resources.
 Security and Safety: Prioritize attendee safety by implementing
security measures and emergency response plans.
 Evaluation and Feedback: Collect feedback from participants to assess the
conference’s success and identify areas for improvement in future events.

Business Etiquette
There are a few broadly applicable rules of good business communication etiquette
you and your team can adopt now to move in the right direction:

 Be punctual. Arrive on time to meetings (set the alarm on your watch or phone if
you need a reminder) and be ready to make and accept pre-scheduled phone and
video calls. This shows you respect other attendees’ time and schedules. When
scheduling a meeting with global colleagues, be cognizant of time-zone differences
and select a time accordingly.

 Avoid rambling and tangents. Being concise helps keep things moving and
prevents unnecessary delays and frustrations. When looking at business
communication on a global scale, it also avoids misunderstandings when using
regionally based colloquial language.

 Keep communication professional. Being a respectful, professional

communicator isn’t just smart—it’s vital to your business. Avoid vulgarities,
language that may be offensive to others, and overly personal or forward
comments or gestures. Maintain an amicable, polite attitude whenever possible.
Always refer back to your brand style guide—and if there isn’t one,
 consider creating one. With Grammarly Business, managers can create a built-in
custom style guide that the tool can then reference when scanning company-wide
content, improving consistency and educating users on company best practices.

 Avoid and discourage gossip. As in any social setting, gossip in the workplace
can quickly undermine morale and erode positive team dynamics. Lead by
example and avoid indulging in it, and (politely) discourage others from doing so
should it come up in conversation.

 Encourage discourse. Communication should be a two-way street. Urge team

members to ask questions whenever necessary, give feedback, and volunteer their
thoughts and ideas. Pay close attention when they do, carefully considering their
responses before providing your own.

 Know your audience. Whenever possible, tailor what you want to say to the
person (or people) you’re saying it to. The closer your message aligns with their
interests and priorities, the more effectively it will achieve the desired result.

 Choose the right communication channel. It can be difficult to know

which communication channel is best for which message. In some cases, this will
be obvious; a personal conversation, for example, should not be the subject of a
company-wide presentation. But recognizing when a conversation warrants an
email versus a video call, for example, can help ensure your message is positively
received.