Module 8

Group Communication

Group Communication
 Group:

Three or more individuals who interact over time, depend on each other, and follow shared rules of conduct in order to reach a common goal. 4-7

 Ideal size:  It

can be among small or large groups, like an organization, club or classroom, in which all individuals retain their individual identity.

Group Communication
Strengths:
 Greater Resource  More Thorough  Greater Creativity  Greater Commitment

Limitations:
 Time Constraints  Conformity Pressures

(Groupthink)

Factors that affect Group Communication

1. 2. 3. 4.

Cohesion Group Size Power Relationships Interaction Patterns Chain Wheel All-Channel Group Norms: Rules v. Norms Cultural Differences Leadership Styles: Democratic, Autocratic, Laissez Faire

5. 6. 7.

Types of Groups
Formal Groups
Command group : formal group determined by structure Task group: formal group organized for a specific task Committees: handles problems outside of regular assignments.

Informal groups
Social groups: people who enjoy each others company (chat groups) Interest groups: groups that develop informally around a common interest (news groups, listserv members).

Large group contexts can include communities of interest, geography, or economy brought together by need or selfidentification. A company is a large group communication context with specific media, language codes, and methods of interaction that distinguish it from other companies or other groups. Unlike small-group communication where members interact in primarily synchronous and personal ways, large groups use a host of synchronous and asynchronous methods and media.

Characteristics of a Group
Social interaction  Stable structure.  Common interest.  Perceive themselves as a part of the group.


Factors affecting the group communication

 Size  Longevity (goals)  Leadership  Perception and self  Status

concept

Patterns of group communication

Wheel Pattern

Y- Pattern

Chain Pattern

Circle Pattern Free Flow Pattern

Meeting
A business meeting is a gathering where purposive exchange of information on a common topic or problem is held. When a group of individuals come together to accomplish shared objectives. Effective meetings focus on the outcome of the objective, satisfaction of the participants, effective time management, and participants being motivated to act. Meetings are held to give or receive information or to make a decision.

Meetings enable face-t-face contact of a number of people at the same time. They provide a useful opportunity for sharing information, making suggestions and proposals, taking decisions and obtaining instant feedback. Purposes of meeting To coordinate or arrange activities. To five information to a group of people. To obtain assistance. To create involvement and interest. To put forward ideas or grievances for discussion. To report on some activity or experience.

Objectives of meetings
 To convey information

to the members.  To gather information from members  To exchange ideas and experiences from the participants.  To brief members on plans, working and performance.  To discuss problems and issues of common interest.  To resolve conflicts and confusion.  To generate positive attitude.

Types of Meetings
Common types of meeting include:
Status Meetings Work Meeting Staff meeting Team meeting Ad-hoc meeting Management meeting Board meeting One-on-one meeting Off-site meeting Kickoff meeting

Formal Meetings:  Annual General Meeting (AGM)



They are held once a year to assess the trading of the organization over the year. All shareholders are invited to attend the AGM. Shareholders are given 21 days of notice. They are called so that the directors and shareholders can communicate and consider special reports. Companies are required by law to hold these statutory meetings.

Statutory meetings

Board meetings
They are held as often as individual organizations require. They are attended by all directors and chaired by the chairman of the board

Informal meetings: They are not restricted by the same rules and regulations as formal meetings. Such meetings may take the form of brainstorming or discussion sessions where strict agendas may not be necessary and minutes may no be kept.  Departmental meetings These meetings are called by the head of department or Manager of a certain section. All staff will be invited to attend so that information can be passed on or reports received from some members of staff regarding a specific project.  Working parties They are set up to work together on a specific project or problem. At meetings, progress reports will be given and decisions for further action taken.

Planning meetings
 Objective of  Participants  Timing and Venue  Pre- requisites for

the meeting

the meeting

Leading meetings
 Start the

meeting on time  Opening remarks  Getting to the Business  Agenda  Closing

Seminars
is, generally, a form of academic instruction, either at an academic institution or offered by a commercial or professional organization.  It has the function of bringing together small groups for recurring meetings, focusing each time on some particular subject, in which everyone present is requested to actively participate.  Seminars are educational events that feature one or more subject matter experts delivering information primarily via lecture and discussion.  A seminar is better suited when the number of participants is more than a hundred.  Seminars are mostly held at places where there is a classroom environment and audio visual aids make up an integral part of the presentation in a seminar.
 Seminar

Workshop
 In

a workshop, participants play a more active role and there are times when personalized help and assistance is forthcoming from the teacher.  Individual attention on participants is possible because typically in a workshop, the number of participants is kept low purposely.  Lecture play a lesser role in a workshop and more attention is given to impart the knowledge through practical mode.  Workshops are held mostly at places that are open and more spacious than what are required for seminars.  This is necessary to let the participants have a clear view of the technique that is being demonstrated by the teacher.

Conferences
 Conference

is more about sharing of opinions and thoughts on a topic of common interest.  Conferences are formal meetings of like minded people.  Seminars vs conferences
 Seminars and conferences are different educational settings with different purposes and functions.  While seminars intend to impart knowledge and skills to the participants, conferences are oriented to sharing of opinions and thoughts on the chosen subject matter.  Conferences are congregations attended by like minded people who share their views for the common good while seminars are to enhance the skills of the participants.

Difference between Conference vs Meeting



Both meetings and conferences are events where people gather and hold discussions.  Meetings are held on a smaller scale and have fewer participants. They are more informal and can be held in-house. Meetings are over in a period of hours.  On the other hand, conferences are more formal, are spread over several days and require accommodation and other facilities for the delegates.

Minutes of Meeting
 Minutes, also known as protocols.

instant written records of a meeting.  They typically describe the events of the meeting, starting with a list of attendees, a statement of the issues considered by the participants, and related responses or decisions for the issues.  Minutes may be created during the meeting by a typist or court recorder and then prepare the minutes and issue them to the participants afterwards.

 They are

Media Management
 Any

business communication of an organization with the public demands communication with the help of media.  The communication skills and the competency of the of business executives demands a very high quality.  This communication has the potential to make or break a particular business.  Positive media coverage for the organization creates a good image with public; shareholders, customers and other business associates.  This indeed generates new business opportunities, helps to attract and retain good quality staff and help to gain good height in the business.

Press release
A

press release, news release, media release, press statement or video release is a written or recorded communication directed at members of the news media for the purpose of announcing something ostensibly newsworthy.  Typically, the aim is to attract favorable media attention to the public relations professional's client and/or provide publicity for products or events marketed by those clients.  A press release provides reporters with an information subsidy containing the basics needed to develop a news story.  Press releases can announce a range of news items, such as scheduled events, personal promotions, awards, new products and services, sales and other financial data, accomplishments, etc.

Features of a good Press release

Press release is simply a statement prepared for distribution to the media. It should be
Concise Factual Well written Honest Timely Purpose of the press release Target your audience Audience response Factual details (5Ws and 1H)

Format of a Press release

Press release has an inverted pyramid structure. The main, most important points are stated at the beginning and the rest of the information is revealed from the most important to least important. The 1st paragraph is called the lead, which always contains the most important announcement. It must include what happened, where and when it happened and who was involved. The 2nd paragraph gives in detail, the significance of the news, where it occurred, when it happened or will happen. The 3rd generally, final paragraph sums up the release and gives information about the organization. Usually this can have a maximum of 5 lines.

Press Conference
A news conference or press conference is a media event in which newsmakers invite journalists to hear them speak and, most often, ask questions. A press conference is held on the initiative of the organization and not of the media. It is a voluntary form of information to the media, and the organization decides what information to present, how to present it, who will present it.

Business etiquette
What is etiquette? Is a code of behavior that delineates expectations for social behavior according to contemporary conventional norms within a society, social class, or group.

Business etiquette
Interview Dress Reception Lunch

/ dinner Social gatherings

Thank you