Unit- II
Communications Networking
1. Group Communication - Seminar, Conferences etc..
2. Public Relations- Face to face conversations.
3. Meetings and Greetings-First Names, handshakes.
4.Introduction - How to introduce, When not to introduce.
5. Some polite expressions -Remarks/
Apologies/agreements/disagreements.
6. Etiquette and manners.
What is communication network?
It is the route through which
communication flows from the communicator to the receiver is called
communication network .A number of such networks exist in any organisation.
Three types of networks are
shown below:
COMMUNICATION NETWORK
WHEEL NETWORK CIRCULAR
NETWORK FREE FLOW NETWORK
2) In the circular Network,
each person can communicate with his , two neighbours only.
3) In the Free-flow or all
channel communication network, every person is allowed to
communicate with others.
1)
Group Communication
Group communication refers to the interactions among individuals in communal settings, and it may involve the exchange of verbal and nonverbal communication. Group communication is generally as effective as those involved make it. A group that is organized and gives group members equal opportunities to express opinions and convey ideas is significantly more productive than a group that contains distracted individuals or put some participants at a disadvantage.
Group communication is
a mode of communication in an organization, between employers and employees,
and employees in teams/groups. Group communication can further be looked from
an marketing perspective as communicating to a group of people or target
customers in order to market a product.
Small group communications
can be looked at as groups of size 3 to 20. And larger groups looked can be of
sizes 100 to 200 in size. Group communication can be effective, when there is a
specific purpose to the communication, a proper means of communication, and
content of the communication suitable to the target audience, and a proper
communicator who can drive the initiative and process.
— to share and exchange information and ideas
— to collect information or feedback on any project/policy/scheme
— to arrive at a decision on important matters
— to solve a problem which is of concern to the
organization as a whole
— to discuss the issues related to a particular topic in
relation to the group itself or for the benefit of a larger audience
— to elaborate upon any work undertaken or research done
in order to obtain feedback.
Depending upon the purpose and structure, group
communication takes various names, such as
— meeting,
— seminar,
— group discussion,
— symposium,
— panel discussion,
— conference,
— convention, etc.
Though all these forms fall under the category of group communication, they differ slightly in terms of their purpose, structure, characteristics, and procedure (Table). All these forms of group communication are oral. They require effective oral communication skills, which would enable the members to present and discuss the matter and also to persuade and convince the other members of the group.
TIPS FOR SUCCESS IN GROUP DISCUSSIONS
—
Be thorough with current issues.
— Always enter the room with a piece of paper and a pen.
— Listen to the topic carefully.
— Jot down as many ideas as you can in the first few minutes.
— Always enter the room with a piece of paper and a pen.
— Listen to the topic carefully.
— Jot down as many ideas as you can in the first few minutes.
— Try to dissect the topic and go into the underlying causes or consequences.
— Organize your ideas before speaking.
— Speak first only if you have something sensible to say. Speaking first is a high-risk, high-return strategy
— Try to contribute meaningfully and substantially every time you speak.
— Don’t speak just for the sake of saying something.
— Identify your supporters and opponents and allow your supporters to augment your ideas.
— Keep track of time and share time fairly.
— Have an open mind and listen to others’ views.
— Maintain eye contact while speaking and listening.
— Do not indulge in parallel conversations.
— Use tact, humour, and wit.
— Display a spirit of cooperation and an accommodative nature.
— Draw out the silent members and encourage them to speak.
— If things get chaotic, take the initiative to restore order by providing a fresh direction to the discussion.
— Attempt to arrive at a consensus though your ultimate aim is to reach a conclusion.
— Within the specified time, your group may not be able to arrive at a consensus.
— But working towards consensus will reveal your capability and inclination towards being a good team player.
Group Communication Process:
A.
Members __ Anything that
interferes with or inhibits communication
B.
Messages __ Ideas, information,
opinions, feelings
C.
Channels __ Media used to share
messages
D.
Feedback __ Recognized and
accepted as belonging to a group
E.
Context __ Response or
reaction to a message
F.
Noise __ The physical and
psychological environment
BASIC TYPES OF GROUPS
l Primary
Groups
l Social
Groups
l Self-Help
Groups
l Learning
Groups
l Service
Groups
l Civic
Groups
l Work
Groups
l Public
Groups
SEMINAR
WHAT IS
A SEMINAR?
MEANING:
A
seminar is a group meeting led by an expert that focuses on a specific topic or
discipline, such as business, job searches or a university field such as
literature. Seminars typically take place over the course of a few days and
involve cooperative discussion, multiple speakers and opportunities to share
perspectives and issues related to the topic. Attending a seminar has numerous
benefits, including improving communication skills, gaining expert knowledge,
networking with others and renewing motivation and confidence.
DEFENATION:
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.
PURPOSE
OF A SEMINAR
A seminar
may have several purposes or just one purpose. For instance, a seminar may be
for the purpose of education, such as a lecture, where the participants engage
in the discussion of an academic subject for the aim of gaining a better
insight into the subject. Other forms of educational seminars might be held to
impart some skills or knowledge to the participants. Examples of such seminars
include personal finance, web marketing, real estate, investing or other types
of seminars where the participants gain knowledge or tips about the topic of
discussion.
Of course, a
seminar can be motivational, in which case the purpose is usually to inspire
the attendees to become better people, or to work towards implementing the
skills they might have learned from the seminar. For instance, a business
seminar with a financial theme could be for the purpose of teaching small
business owners how to pitch to investors or to write a solid business plan,
and to motivate them to get started right away.
Sometimes,
seminars are simply a way for businessmen and women, or other like-minded
people, to network and meet other attendees with similar interests. Such
seminars provide opportunities for the attendees to make some potentially
valuable contacts that can help them move to the next level in their careers or
endeavors.
A trade
seminar brings a wide cross-section of the community together, such as
government officials, businessmen and women and the general public. Such
seminars often consist of workshops and the presentation of white papers. They
are usually held for the purpose of networking with various vendors and making
new connections.
PLANNING
A SEMINAR
1.
The first step towards planning an effective
seminar is to determine what the purpose of the seminar will be.
2.
Think about the target audience who will
participate and what they stand to gain from attending the seminar.
3.
Every seminar must have an agenda, so
determine what the agenda will be.
4.
Set a budget for the seminar and work within
this budget, and don't get too carried away with the selection of venue and
other considerations that could potentially cost money.
TYPES OF SEMINARS
Live
Seminars
Live seminars are
presentations in various areas of practice with actual presenters following a
published schedule. Live seminars provide opportunities for interaction
with the faculty members considered experts in the subject area, and time for Q
& A is generally built into the seminar schedule. Live seminars are
most often conducted at the Phoenix Convention Center in downtown Phoenix.
Video Replay
A video replay is a scheduled replay
of a live presentation. For each scheduled replay there is a live
moderator that is present for part of or the entire seminar to make the replay
eligible for interactive CLE credit.
Live Webcast
Live webcasts are presentations in
various areas of practice with actual presenters in a live studio
setting. Attendees participate via a web portal on their computer.
These seminars are presented live at the scheduled time, and provide an opportunity
through a link to submit questions to the presenter/s. CLE West webcasts
are usually 5-7 hours in length and are a great way to get your CLE credits
without having to leave your desk.
Before you participate in a webcast,
it is important that you make sure you have the proper software and hardware
requirements.
Webinar
Live webinars are presentations in
various areas of practice with actual presenters in a live studio setting that
are offered online only. Attendees participate via a web portal on their
computer. These seminars are presented live at the scheduled time, and
provide an opportunity through a link to submit questions to the
presenter/s. CLE West webcasts are usually 1-3 hours in length and are a
great way to get your CLE credits without having to leave your desk.
Before you participate in a webinar,
it is important that you make sure you have the proper software and hardware
requirements.
On Demand
On-demand seminars are recorded
presentations of live webcasts, webinars, and seminars that you can watch at
your leisure. Resource materials typically accompany these
programs. On-demand seminars do have viewing expiration dates, so be sure
to take not of the date of purchase of any on-demand program. The State
Bar of Arizona does grant interactive CLE credit for on-demand programs and
Arizona attorneys may earn up to 15 credits per reporting period by viewing
on-demand seminars, as defined by the MCLE rules and regulations.
CONFERENCES
MEANING AND
DEFINATION:
— A conference also is a type of business
meeting. The level
of formality of a meeting varies according to its size and purpose. When one or
two people gather in an office to discuss a project, the meeting style will be
much less formal than when 30—40 people assemble to learn about a new government
ruling.
— In general, the level of formality
increases with the size of the group. However, the level of formality also is
an indication of the objective and climate of the meetings. When a serious
matter is being discussed by a small group, the meeting will be very formal. In
a large meeting, called to announce record profits and thank all the employees,
the atmosphere would be fairly informal.
— The purpose of a conference is to confer with people having
similar interests and to pool their resources, i.e., experiences and opinions. In this collaborative thinking
process, discussion generally results in a set of suggestions or
recommendations on the topic/theme of the conference. The number of
participants is greater and the spectrum of subject matter wider than those of
a seminar or symposium. There may be a wide range of activities such as formal
lectures, exhibitions, and audio-visual presentations organized on the occasion
of a conference.
SIGNIFICANCE
— Conferences play a significant role
in developing an analytical and questioning attitude among the participants.
— The participants in a conference
make an attempt to define the issue and to ascertain its depth, scope, and
related critical factors. They discuss all the factors
— and offer suggestions at the end of
their deliberations.
— Since all the speakers are experts
in their field, they suggest alternative solutions, which lead to the best
decision.
— Conferences have educational value
in business and also in other fields where negotiation, collaboration, and
collective thinking are essential. A corporate manager who participates in or
leads a conference can develop his ability not only to define, analyse, and
discuss a problem, but also to arrive at various solutions and take apt and
sound decisions.
— Within organizations, conferences
are held to give training to employees.
— Conferences can also be used for
modifying attitudes, opinions, and feelings of participants.
— A conference within a business
organization can provide necessary information on the policies, procedures,
customs, traditions, and objectives of the organization to the conferees.
— New employees can share the
practical knowledge and experience of seniors and superiors through
conferences.
— The management can use conference
tactfully to correct mistakes and misunderstandings among groups though not to
warn or reprimand the individual participants.
— An employee who attends an in-house
conference starts thinking in terms of the company as a whole. In a
well-planned conference the employee observes that information is collected,
facts are assembled and studied, problems are defined and analysed, all the
advantages and disadvantages of the alternative solutions are discussed, and
then attempts are made to arrive at the best decision. This demonstration of
the problem-solving approach is bound to have a positive effect on the employee
who attends the conference. His participation in the conference raises his
morale and strengthens his confidence. He tends to give more thought to the
coordinated activities of the organization.
— Conferences lead employees to think
more effectively and more often about the objectives and challenges of the
organization as a whole. For example, a weekly conference of the sales
department can help salesmen to develop an effective sales strategy for the
next month. In addition, the sharing of each other’s views and experiences
helps them to improve their performance.
PLANNING AND PREPARATION OF CONFERENCE
— Organizing a conference is a
challenging task. It requires meticulous planning and systematic preparation.
The following are a few guidelines to help you in conference planning:
— Decide on a broad area and then
narrow it down to a specific theme after consulting other members of your
organisation.
— After deciding on the conference theme, identify related issues which have adequate scope for deliberations.
— Identify and prepare a list of prospective conferees.
— Decide the date.
— Identify the chief guest and get his consent.
— Work out the topics for various sessions and identify the chairperson, vice chairperson, and lead speaker.
— Prepare a list of invitees.
— Estimate the budget for each session and fix the registration fee.
— the theme of the conference;— name of the sponsor/s, dates;
— Prepare a brochure containing the following details:
— an introduction to the theme and to the host organization;
— related issues on which papers can be presented;
— travel accommodator;— registration form, deadline for submission of abstracts of papers; and address (both postal as well as e-mail) of the conference coordinator.
—
Prepare the format for a covering letter to be sent along with the brochure giving all necessary details.
— Form an organizing committee and an advisory committee.
— Allocate work to individual task groups of the organizing committee so that responsibilities are shared.
— Plan well ahead (at least three months in advance) so as to give adequate time to the conferees to prepare.
— Meet the committee members frequently to learn the latest developments and to share any other information.
— Prepare a conference evaluation form.
— As the convener of the conference it would be your duty to ensure that the required information reaches all the prospective conferees and invitees.
— After deciding on the conference theme, identify related issues which have adequate scope for deliberations.
— Identify and prepare a list of prospective conferees.
— Decide the date.
— Identify the chief guest and get his consent.
— Work out the topics for various sessions and identify the chairperson, vice chairperson, and lead speaker.
— Prepare a list of invitees.
— Estimate the budget for each session and fix the registration fee.
— the theme of the conference;— name of the sponsor/s, dates;
— Prepare a brochure containing the following details:
— an introduction to the theme and to the host organization;
— related issues on which papers can be presented;
— travel accommodator;— registration form, deadline for submission of abstracts of papers; and address (both postal as well as e-mail) of the conference coordinator.
—
Prepare the format for a covering letter to be sent along with the brochure giving all necessary details.
— Form an organizing committee and an advisory committee.
— Allocate work to individual task groups of the organizing committee so that responsibilities are shared.
— Plan well ahead (at least three months in advance) so as to give adequate time to the conferees to prepare.
— Meet the committee members frequently to learn the latest developments and to share any other information.
— Prepare a conference evaluation form.
— As the convener of the conference it would be your duty to ensure that the required information reaches all the prospective conferees and invitees.
—
After receiving replies from the participants, get the relevant information tabulated, and make necessary arrangements for the following:
After receiving replies from the participants, get the relevant information tabulated, and make necessary arrangements for the following:
— Reception & Seating
— Projection facilities
— Identifying volunteers
— Timings and duration of the sessions
— Lunch and tea breaks
— Preparation of a souvenir containing
— Invitations for inaugural and
concluding sessions
— Abstracts of all papers to be presented
— Production of required materials to
be distributed
Public relations (PR) is the practice
of managing the spread of information between an individual or an organization (such as a business, government agency, or a nonprofit organization) and
the public. Public relations may include an organization or individual gaining exposure to their audiences using topics of public interest and news items that
do not require direct payment. This differentiates it from advertising as a form of marketing communications. Public relations is the idea of
creating coverage for clients for free, rather than marketing or advertising.
Public
relations specialists establish and maintain relationships with an
organization's target audience, the media and other opinion leaders. Common responsibilities include designing communications
campaigns, writing news releases and other content for news, working with the press, arranging interviews for
company spokespeople, writing speeches for company leaders, acting as organization's spokesperson, preparing clients for press conferences, media interviews and
speeches, writing website and social media content, managing company reputation (crisis management), managing internal communications, and marketing activities like brand awareness and event management Success in the field of public
relations requires a deep understanding of the interests and concerns of each
of the client's many publics. The public relations professional must know how
to effectively address those concerns using the most powerful tool of the
public relations trade, which is publicity.
DEFINITION
According to Edward Bernays, the public relations counsel is the agent
working with both modern media of communications and group formations of
society in order to provide ideas to the public’s consciousness. Furthermore,
he is also concerned with ideologies and courses of actions as well as material
goods and services and public utilities and industrial associations and large
trade groups for which it secures popular support. In August 1978, the World
Assembly of Public Relations Associations defined the field as
"the
art and social science of analyzing trends, predicting their consequences, counseling
organizational leaders and implementing planned programs of action, which will
serve both the organization and the public interest."
Public Relations
Society of America, a professional trade association, defined public relations in 1982 as:
"Public
relations helps an organization and its publics adapt mutually to each
other."
In 2011 and
2012, the PRSA developed a crowd-sourced definition:
"Public
relations is a strategic communication process that builds mutually beneficial
relationships between organizations and their publics."
Public
relations can also be defined as the practice of managing communication between an
organization and its publics
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