BUSINESS MEETINGS

BUSINESS MEETINGS

The concept of Leadership in Business Communication may be traced in a business meeting and its

success, A meeting should be held only when it is very necessary and can bring about a fruitful result. The success of a business meeting depends on the ability of the leader initiating and conducting the same.

A business meeting is a gathering where purposive discourse occurs among people who exchange

information for understanding and making better decisions. A meeting is useful when the leader and

the participants come to an understanding about an issue, Meetings may be informational, suggestive

or problems-solving.

IMPORTANCE OF LEADING & PARTICIPATING:

Leadership, of course, plays the key role. An effective leader is all out to succeed. Leadership may be of various kinds. Authoritarian, democratic, or not-leaders to be the worse. Naturally, authoritarian, is one choice but not very happy one. Democracy is the only way to satisfy many of the participants and accommodative in nature. Leading and Participating are characteristics that develop in the process of communication as and when needed. They are needed in discussion, symposium, debate, panel forum, etc. Leaders and participants are prominent people in a given situation of work and are focused on mass media. Leading and participating help solving business problem or resolve issues pertaining to business activities. The contribute idea that may influence a meeting in the business areas. Business communication demands both the leader and the participant to come up to the expectation of the people who have been gathered around. They can help move in a guided manner.

KINDS OF LEADERSHIP

Leader is the one who makes things smoothly in a desired direction. The function may

move from appointed leader to groups’ members each contributing ideas in flounce the meeting.

Leadership may be of various kinds:

a) Authoritarian leadership

b) Democratic leadership.

c) Not- leaders or leaderless.

1. AUTHORITATIAN LEADERSHIP:

It is autocratic in nature. That’s leader suggestions must be accepted commands must be carried

out. The leader has contempt for disgruntled participants and dominates the thinking of the group. He

even manipulates others to his/her advantage. He/she accepts those who praise him/her and resents

those who disagree. He keeps people under tight control and is self seeker and self lover.

2. DEMOCRATIC LEADERSHIP:

It is opposed to authoritarian control. He/she to hear people are accommodate their views. He/she

shares views with people. He gives concession and strengthens organization by participation and cooperation.

He makes people feel that it is a group decision and carries weight or consolidates results.

People under command feel happy that it is their own decision.

3.Leaderless/ Withdrawn LEADER

It is the word type of leadership. He gives up Leadership in favour of group. He believes in shared

wisdom rather. He has no power to lead. He is just in and continuous to exist. He has little direction

and control. He depends on others. It is at best trying to survive marginally.

Naturally, authoritarian is not a very happy choice but it exists in real life. Democratic Leadership is the only way to satisfy many of the participants and accommodative in nature. The last one, i.e. not-leader of leaderless is undesirable and nor a popular practice.

Hence the most desirable is Democrat Leadership and; accepted by all Autocratic Leadership is found in commanding position more practically in authority inborn areas where so called discipline is

everything.

 

TYPES OF MEETINGS/ CONFERENCE:

1. Informational meeting

2. Suggested solution meeting

3. Problem solving meeting

1. Informational meeting:

As the name implies the purpose of informational conference is to disseminate some

information to the participants of the conference. As such no discussions are held during

such types of conference. As the purpose is simply to give the information, a larger number

of participants during the meeting are also possible.

2. Suggested Solution meeting:

In such types of conferences a pre-decided solution is presented in front of the participants

so that approval or disapproval bout the solution could be obtained.

3. Problem Solving meeting:

This type of conference is called when the executive has no adequate solution to suggest

regarding a problem and he seeks solution from participants.

 PLANNING STEPS BEFORE PROBLEM SOLVING CONFERENCE.

1. Reviewing the Problem and Determine the Precise Purpose:

Before starting the conference the leader should have a clear-cut idea about the central purpose

of meeting. The problem might be decline in profit decrease in market share etc. the problem

should be reviewed in detail.

2. Deciding Who Should Participate:

In such a meeting, the participating have to play a very important role so, it has to be decided

very carefully who should participate: The participant may be among managerial staff of the

organization, specialist out side the organization etc.

3. Arranging for Meeting Date, Time, Place:

The date, time and place should be arranged properly. While deciding these, one should have

knowledge about the strikes, holidays, weather etc. having decided them, their information

should be communicated properly to all participants.

4. Creating an Agenda:

It is desirable for the chairperson to send the agenda in advanced of a meeting usually three

questions are brought for the meeting:

i. Facts ¾ Is something true or not.

ii. Value ¾ Whether something desirable or undesirable.

iii. Policy ¾ Should something be done or not to be done.

5. Distributary’s the Announcement:

An announcement should be distributed to the participant, It should have date, time, place

agenda (if any) purpose etc.

6. Checking n Physical Arrangement:

It should include.

i. Selecting the seating pattern.

ii. Determining what kind of material is needed in the room.

iii. Making available the visual electronic visual aid.

PROCEDURE DURING THE MEETING

A problem-solving meeting can have the following procedure.

1. Beginning with an Opening Statement:

A neutral opening statement form the chairperson can get the session of a positive note. This

opening may be a statement of the problem, quotation, purpose peer ode of meeting suggestion

of issues etc.

2. Stimulating Discussion:

Involving all members in a discussion is central to leader responsibilities. Asking question

providing information using visual aid etc.

3. Understanding the role of participant:

There are several classifications of participants. The chairperson should know them and treat

them accordingly. There are some participants who are called silent members, the chairperson

should stimulate him to participate. There may be some know all so they should be asked to

justify their statement. There may be some persons who go on talking. The leader must

interrupt him at the pause of her his speech.

4. Interpreting Date for Solution Evolution:

After all options are before the group, it is the time to evaluate. The leader avoids imposing his

own opinion but encourage consideration of advantage and disadvantage.

5. Stating Major Conclusion and Plan of Action:

This step may be in the following way,

i. The major conclusion of the discussion should be summarized.

ii. Stating individuals who are responsible for specific action.

iii. Indicating by which time a task is to be completed.

iv. Extending thanks to the members for attending and completing the task.

RESPONSIBILITIES OF LEADERS

A leader has to adopt either the style of domination or accommodation. Depending on the ability a

person can be a very successful leader in business.The functions of a leader in a meeting can be understood with reference to time

(i) before the meeting,

(ii) during the meeting and

 (iii) after the meeting.

(i) BEFORE THE MEETING: the leader plans the purpose, the audience, meeting date, time, place

agenda and venue.

(ii) DURING THE MEETING: leader’s opening statement, stimulating discussion, sorting/ selecting interpreting data and stating the conclusion play very important role in understanding the function of

leader and sometimes the types of Leader.

(iii) AFTER THE MEETING: follow up is very necessary function of a leader, it includes

distribution of minutes and seeing that responsible committees, departments or individuals are

appointed and action has been initiated in the right direction, i.e, as decided in the meeting.

So the functions of a leader in business communication provide the key to success in the endeavour.