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.
