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Education Resources

Styles of Meetings from Business Communication Book of SMU MBA

Monday, September 26, 2011

In any organization, meeting is an important vehicle for human communication. In a meeting, two or more people come together for the purpose of discussing a predetermined topic, often in a formalized setting.

Styles of Meetings:

Formal Meetings:

These are the meetings that are governed by a set of rules or standing orders, which are agreed earlier. These rules determine how the meetings should be conducted. If you have to participate in a formal meeting, you should find out about the set of rules and procedures that you have to follow and act in accordance. These rules which are formulated many vary from one organization to another.

Semi Formal Meetings:

Not all meetings require a formal setting. Nevertheless, even semiformal meeting benefits from well chosen surroundings and a basic structure or protocol. Small semiformal meetings are ideal for problem solving, brainstorming, discussion of local issues giving feedback and appraisal workshops. They include mealtime meetings, such as breakfast, lunch or dinner meetings.

Informal Meetings:

Informal meetings are the meetings which mark the immediacy of the problem. These types of meetings are useful for resolving issues or problems quickly and easily. Informal meetings can take a range of difficult forms.

Thanks to the new media technology, a virtual meeting can go on either in real time for an agreed time period as a digital version of a face meeting. It can also go on over several days or weeks where people can join in at any time to chat to each other about agreed topics. It also allows them to leave messages on a bulletin board and gather opinion from across a range of participants. However, the limitations of this type of meeting are that it depends on restrictions of access.

The chapter has been taken from Organizational Communication of SMU MBA book after a note on types of communication.

A Note on Types of Communication from Business Communication Book of SMU MBA

Friday, September 16, 2011

Organizations can’t operate without communication. Communication can take various forms; but all forms involve the transfer of information one party to the other. In order for the transfer of information to quality as communication, the recipient must understand the meaning of the information transferred to him. If the recipient does not understand the meaning of the information conveyed to him, communication has not taken place.

Types of Communication:

Internal/Organizational Communication: The communication that takes place between the members of an organization – within themselves, is internal communication. It takes place across the organization. In addition to the usual face-to-face, telephone, fax or mail, modern organizations may use technology to communicate internally.

External Communication: External communication is communication between the organization and those outside the organization. Modern organizations may design technological systems so that they can communicate with customers and undertake e-Commerce. Alternatively, they communicate with other business through the internet or similar systems and undertake e-Business. The communication is carried out through letters, fax, direct mail, internet, video telephone, advertising and websites.

Formal Communication: Formal communication is defined as communication, which occurs through the official channels. It is undertaken by an employee to do his job. Official meetings, letters, circular, memos and a manager asking an employee to carry out a particular task, are considered as formal communication.

Informal Communication: Informal communication is that which occurs outside the recognized communication networks such as talking in the canteens or hallways between employees. Informal communication can be productive or negative. Since the employees are in the relaxed atmosphere, the informal communication has the potential to build teams, improve working relationships and generate innovative ideas. Too much of informal communication in the work space may also prove negative. It may lead to negligence of work or disobedience. The chapter is in the continuation of style of writing.

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