Styles of Meetings from Business Communication Book of SMU MBA

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

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.

The Top MBA Books Everyone Should Read

Those looking towards getting their MBA either by going to regular classes or doing their MBA online will need to get the latest skills on how the new economy is working. Since not all MBA's are the same, it is a matter of skills and insight acquired that will dictate whether they will get the best jobs out there.

There is only one way to get the knowledge needed to compete at a global level and that is by reading the most concise books out there that cover the most current material.

The following are just a few of the best MBA books to read:

Capitalism and Freedom- was penned down by Nobel Prize winning Laureate Milton Friedman. This document which was released in 1962 attested to the fact that the greater freedoms a person had the stronger the economy was . In essence the more government interfered with the way people conduct business with one another the more harm it did for the market. While people do try to protect others with the best of intentions the free market is the best protection for both seller and buyer.

The Competitive Advantage Of Nations- This book highlights how various nations have inherent advantages over others. Since we live in a global economy, the economic advantages and disadvantages become very apparent. Also, this is where some governments try to enact protection measures by charging fees on imported goods in the hope of giving the local firms an advantage over foreign suppliers.

Made In America- Is the story of Sam Walton who built the largest retail empire in the world. We all know his business as Walmart ® Which now has become a multinational force that shows no signs of slowing down. Walton understood the need for consumers to have a place to go and find all the products they needed at the lowest prices possible. He started off with the five and ten stores and grew a global brand from humble beginnings.

The reason all prospective MBA graduates must read these and other books is to take the lessons from the past that were learned the hard way and apply them to real world solutions. By taking action and reading these books a person will be able to be more informed and better equipped to compete for the top jobs in the market.

Style of Writing from Business Communication Book of SMU MBA

There are some important instructions about style of writing from Business Communication Book of SMU MBA. We already have shared some other topics also from the book like writing of press release and writing of resume.

Style of Writing:

Take much care of what you say and how you say it.

Avoid shortcuts or pop-conventions of e-mail culture like lower case letter at the beginning of a sentence: ‘i’ instead of I, ‘ur’ instead of your, etc. will make a poor impression.

If you know the person to whom you are writing you may begin with his/her name followed by a colon.

If you don’t know the person or are in very formal terms, start with the conventional format that is discussed earlier. Close with the corresponding closing.

The content should be structured in the same way as you would, in a formal letter.

Confidentiality: Keep your formal mails confidential by avoiding any message that you would not want others to read.

Permanence: Since the networks are not fail-safe, don’t consider the files that you have sent or received as ‘safe.’ Print out hard copies of anything that is very important.

Commercial Sensitivity: Don’t send commercially sensitive material by e-mail.

Contractual Material: Avoid sending contractual material by e-mail. Even if you have to send it, follow it up with hard copies.

Attachments: While sending and receiving, scan for virus. If files are large, zip them.

Unnecessary Messages: Don’t send unnecessary messages, while forwarding to large groups. It can cause irritation to the receiver, who is not concerned with your massage.

Content of Auto Signature:

Your auto-signature should contain your name, address of your institution, telephone/fax numbers. You can also include the URL of a personal website.

You need to follow these instructions as style of writing while writing a letter, message or email. This must be followed for the better impact.

About the Writing of Fax and Telegram from Business Communication Book of SMU MBA

Now we shall focus our attention on writing smaller messages. These depend on the technical instruments that are used while sending the message. Hence concentration should be on writing short messages. Avoid all words and phrases that do not add significantly to the message that you want to send. Brief reference to the context should be provided to make your message complete.

So you may skip writing salutation, complimentary close, etc. But don’t forget to include your name at the bottom. Fax and e-mail used to send formal business letters.

While composing a telegraphic message (telegram), only key words and phrases are used. Function words such as articles and prepositions should not be included. If essential, they may be used to a minimum.

Fax: You should take much care while writing faxes.

Use fax template for cover document. This will have the layout of recipient’s name, institution, fax no. etc.

In formal faxing,

Do not hand-write

Use the formal conventions for starting and finishing as explained in formal letter writing

The content should be structured as you would structure a formal letter

Fax:

Fax from: Oberoi Shereton Towers

22 Alma Street

Sampangi Park 575222

Fax: 650 325 8723

Fax to: Sanjay Memon, Manasvi Inc.

Fax no: 235 266 3122

Date: 17 July, 2011

Subject: Remittance of draft for registration of classes

No. of pages including this one: 1

From: Ashis Jain, Registration Manager

Refer to our telephonic conversation on 15 December. The bank draft for Rupees Seventeen thousand has not yet been received. Please send by return post or by courier.

Ashish Jain

Telegram:

Training Manager

Cool Lounge Restaurant

10, Janpath

New Delhi – 110001

Sixty five copies of Registration form Books sent today by courier.

Buvan Patel
Manager

Logistics

Not to be telegraphed:

Bhuvan Patel, Manager Logistics

Accord Company Pvt. Ltd.

24, Akashganga Marg

Kolkatta – 432001

The chapter has been taken from Business Communication book of SMU MBA. We already have discussed about writing of press release and writing of resume. Now, you have a chance to learn how to write fax and telegram in this chapter.