2. Second Agenda Item:
Notes:
Additional Discussion Points:
Decision:
3. Third Agenda Item:
Notes:
Additional Discussion Points:
Decision:
Minutes Prepared by: [Name/Date]
Minutes Approved: (Approval signature needed]
Q.6. What are the various stages of meetings?
Ans. Stages of Meeting: Meeting is conducted in an efficient manner after passing through the following stages:
1. Planning the Meeting: It increases the probability of a successful meeting and includes the following:
(a) Objective of the Meeting: Effective business communication requires a clear understanding of one’s objectives which describes what one expect the meeting to accomplish.
(b) Participants: Deliberations at the meeting should involve all the concerned functionaries to be effective. Regular members of the committees have to be invited. Persons to be invited are best decided in consultation with the chairperson and other senior functionaries on whose behalf, the meeting is organised.
(c) Timing and Venue of Meetings: The date and time should be fixed. Venue of the meeting should be fixed up well before the meeting notices are dispatched. The meeting venue should -have all the required physical facilities.
(d) Materials, equipments, refreshments and room layout required for the meeting-One must be
prepared with whatever materials are needed.
2. Procedure During Meetings: The leader of a meeting has one basic goal to accomplish the objectives of the meeting. The guidelines are:
(a) Starting on Time: The meeting must be started on time and this specified in the agenda will serve as an excellent attention getting device.
(b) Opening Remarks: Leader should open the meeting with an appropriate set of remarks.
(c) Getting to Business: He should move to the first item on the agenda and should not let his opening remarks for the group to get off track.
(d) Effective meeting leadership ensures that Participation is balanced. Leader should deal
assertively but patiently with disruptive members.
(e) Agenda: Leader should use it to keep the discussion on track.
(f) Closing: Close the meeting at the appropriate time. Leader should signal the participants by asking for any final comments before he closes the meeting.
3. Procedure after Meetings: Once the meeting is over, everything does not end. Chairperson may find out the time and location of next meeting that includes evaluation for constructive feedback and follow-up.
Q.7. What are the different types of press release?
Ans. The different types of press release are:
1. General News Release: It is a common type of press release that include news that must be disseminated to the media people. The goal is to generate interest, coverage and exposure for the company that distributed press release.
2. Launch Press Release: It is similar to general new much more specific. Its main purpose is to create a buzz regarding a launch.
3. Product Press Release: It includes product specs and ca case if the focus is to launch a product.
4. Executive or Staff Announcement News Release: It is what you
nnouncement News Release: It is what you send out if there are staff changes in the company. This includes photo or photos of new start executives.
5. Expert Positioning Press Release: An expert positioning press
Release: An expert positioning press release focus on a company report and include statistics or results. It includes news from another organisation and other supporting information.
6. Event Press Release: It looks like a list or outline instead of paragraphs. with the hope that the media will make the event known to the public.
Q.8. What are the characteristics of a good press release?
Ans. The characteristics of a good press release are:
1.Newsworthy: It is the basic criterion of a good press release. No newspaper would accept it for publication if it does not have value.
2. Factual Truthfulness: It is a matter of integrity and it is an important principle of business communication.
3. Brief and Precise: If the release is brief and precise, its chances of getting included will be brighter. Press releases should be shorter than those meant for local newspapers.
4. Drafted in a Simple Language and Conversational Style: Press release must be prepared in a lucid style for which buzzwords, acronyms and jargons are to be avoided.
5. Suitable for Publication: It should be suitable for publication in the newspaper or journal to which it is being sent.
6. Who, What, When, Where, Why: The relevant among these must be taken care of. The writer has to use his discretion to determine what details to include since press releases are usually very short.
Every release should be given a heading and accompanied with a covering letter.
Q.9. Explain the preparation of setting up a press conference.
Ans. Preparation for Setting up a Press Conference: The major guidelines for this are:
1. Clearly state a good reason for holding a press conference i.e. the news, one is going to reveal.
2. Decide what message you want to deliver through the media. Outline the demands to a decision maker and include information about what people can do to help and the date, time and place of next action.
3. Workout the location of the press conference-Find an appropriate place that is convenient . and has the facilities that you need.
4. See the date and time of the press conference. Take into account reporters’ deadlines while setting the date and time of the press conference.
5. Invite the media-send a press conference advisory to appropriate local media outlets at least a week before the press conference.
6. Invite guests_Make phone calls and send written invitations to prospective guests you want to have at the press conference, such as other members of your group, allies and friendly politicians.
7. Prepare your spokesperson(s) to deliver your message-Generally its good to have just one
or two speakers during a press conference so people don’t talk on top of each other or mix the message.
8. Choose a moderator for the press conference-You will need a person to control the process and keep reporters on the subject.
9. Prepare background materials-Reporters and guests wish to have a copy of written statemente or a press release.
10. Practice roles with the members of your group. It is important that everybody understands his/her role in the event.
11. Prepare visual aids—charts, big maps, pictures or other props will help to get the message across.
Q.10. Explain the meaning and characteristics of seminar. How is a seminar conducted?
Ans. Seminar: A seminar means a discussion in a small group in which a topic or an issue or a problem is presented individually in the shape of a report followed by questioning.
Characteristics of Seminar: The characteristics of seminar are as follows:
1. Discussion on a topic of national interest.
2. The topic must be related to academic field.
3. It gathers various experts.
4. Conclusion and solutions are drawn in seminar.
How to Conduct a Seminar?
A seminar may continue for one or two days as it depends on the topic and number of participants. Sub-topics are also developed to manage and deeply discuss on related issues. It is called session. Each session has participants and jury of experts. This jury of expert includes chairperson, keynote speaker and reporter. The chairperson invites the participants to present their papers. After each paper he invites questions and comments and thus a discussion follows. He also moderates the discussion and prevent it from becoming a mere verbal dual or headed agreement. At the end, attempts are made to draw definite conclusions to make a report.
Q.11. Explain the concept of business etiquette. What are the basic rules of business etiquette?(2012-13)
Ans. Business Etiquette: The word ‘etiquette’ means conventional rules of social behaviour. These rules are generally unwritten and are passed on from one generation to another. They serve as norms of behaviour for the member of an organisation or a profession.
People working in the organisation are supposed to behave as per accepted norms. They should be aware of the culture and behavioural standards of their organisations. They should know how to conduct themselves in formal and informal gatherings, such as company meetings, office parties, ceremonial dinners and so on. These fundamental rules of business behaviour are known as business etiquettes.
Basic Rules of Business Etiquettes: The golden rules of business etiquettes can be easily remembered by the word, ‘IMPACT’ whose letters signify special meanings.
2. Manners: It means the patterns of behaviour. Selfish, borish and indiscriplined behaviour cannot lead to fruitful business relationships, speaking or acting in racist or sexist manner, disloyalty to your company or colleagues are unacceptable business manners.
3 Personality: It communicates your own values, attitudes and opinions your own values, attitudes and opinions. Your behaviour will decide whether your qualities are appreciated or not. A balanced approach is necessary. You can be passionate, irrevernent and self-confident. But you should not be emotional, disloyal and arrogant. You should not fail to observe the civilities of business life.
4. Appearance: Always present yourself to your best advantage. A well clothed Inostured appearance makes good impression on others. Never let your appearance becomes a liability.
5. Consideration: See yourself from the point of view of others. By imagining the likely rent lof the person, you are to meet, speak or write, you can deal with him more carefully and sensitively successful negotiator role plays the likely action of his opposition before meeting him.
6. Tact: Think before you speak or act. There is always the temptation to react immediately to some provocation or situation in business dealings. Avoid thoughtless and impulsive words and actions. When there is doubt, say nothing.