Business Communication

KMBN - 107
UNIT V

1/8/2022 Dr Devi Archana Mohanty 1

 Content
• Group communication:
• Meetings – Planning meetings – objectives –
participants – timing – venue of meetings – leading
meetings
• Media management
• the press release - press conference – media
interviews
• Seminars – workshop – conferences
• Business etiquettes
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 Group Communication
• Board meetings
• Training Sessions
• Conferences
• Seminars

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 Benefits of meeting
 Save time on communication
 Convey information to a group at one time
 Instruct a group
 To get new ideas
 Get reactions to new ideas/plans
 Exchange experiences
 Discuss and solve problems
 Resolve conflicts, confusions
 Generate enthusiasm and a positive response

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 Purpose
• To inform
• To collaborate
• To Decide
• To communicate, share, discuss

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 Planning for a meeting
• Before Meeting (Notice)

• During Meeting (Agenda)

• After Meeting (Minutes)

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 Press Release
• A brief news story
• Also considered as media statement, news
bulletin or a news release
• language -- clear, precise and error-free
• formal or unnecessarily flowery language
should be avoided
• The key message is typically conveyed in its
headline

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 Purpose
• To accurately represent and promote
significant corporate news
• Sharing official information about a client,
company or organization with the intention of
a press coverage
• Promoting brand awareness and identity

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 Press Release
• It is a communications tool used to convey
information to news outlets about a particular
subject. 
• Frequently used in a public-relations context
• Generally intended to raise awareness about
the event among a particular target audience
• Press releases are quite short
• should be both objective and facts-based

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 What makes a good press release
• Correct Press Release Formatting
• An Attention-grabbing Headline
• Reflect a good understanding of your target
audience
• All of the essential information 
• Doesn’t Read Like an Advertisement
• Direct Contact Information Is Included
• Less Than One Page
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 Helpful links
• https://www.myperfectwords.com/blog/press
-release-guide/types-of-press-release

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Difference between Seminar and Conference

• Seminars and conferences are formal meetings

that are organized and attended by participants
with the aim of discussing a specific agenda of
common interest

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Conference

• A conference is a formal meeting organized by

members of an organization, group or people to
discuss a topic that members have a common interest

• A conference is typically a consultative forum where

participants give their opinion on the subject

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 Seminar

• A seminar is a formal academic forum that

brings together a small group of participants
who are taught about a specific subject
• In a seminar, experts provide knowledge and
training to the participants

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 Business etiquette
• Business etiquette is a set of manners that is
accepted or required in a profession

• It refers to general guidelines for manners and

behavior in a professional setting that allows
professionals to feel comfortable and safe at work

• it creates a professional, mutually
respectful atmosphere and improves
communication
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• There are mainly 4 major types of Business Etiquette
• Workplace etiquette

• Table manners

• Professionalism

• Communication etiquette

• Meeting etiquette

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 Workplace etiquette

• These rules deal with your behavior at the

office.
• Culture and expectations vary from one
workplace to the other
• Shouting, Talking loudly, are strictly prohibited
at workplace
• However, this is subjective . So what's rude at
one workplace may be normal at another.

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 Table manners
It is important to know dinner and meal etiquette in a formal workplace
setting

Some of them are listed here:

• Order items in a similar price range to your dining companions

• Don't start eating until everyone has received their food

• Pass dishes from left to right rather than reaching across the table

• Chew with your mouth closed

• Don't snap your fingers at your server

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 Professionalism
• Commitment
• Flexibility
• Proactive
• Punctuality

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 Communication etiquettes
• There are mainly three types of
communication etiquettes:

• Phone etiquette
• Email Etiquette
• In person etiquette

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 General telephone Etiquette

• Consult your organization's rules for telephone use.

• Answer as quickly as possible.
• Speak clearly and distinctly, stating your name and the
name of your organization.
• Use a pleasant but professional tone of voice.
• Transfer calls to the correct personnel.
• Take messages and deliver them promptly to the correct
personnel. Return messages as quickly as possible.

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 Email etiquette

• Aim to answer internal emails within one day

and external emails within three days

• Avoid overusing exclamation marks and smiley

faces.

• Default to "Reply" over "Reply All."

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 Communication etiquettes
• Using please and thank you as appropriate
• Addressing others using Mr., Mrs., Miss, or Ms. unless otherwise
requested
• Speaking clearly and distinctly while using a pleasant tone of voice
• Maintaining eye contact
• Smiling and offering a firm handshake when meeting someone new
• Writing thank-you notes and letters of appreciation, congratulation,
and condolence as appropriate

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 Meeting Etiquettes
• Meetings are an important aspect of business communication
that allow teams to share ideas, discuss strategy, and get on
the same page about projects and priorities. 
• Send a meeting agenda around when you invite people to
attend so they can prepare for the discussion in advance.
• Be mindful of time zones and the daily schedules of the
people you're inviting when setting a time so nobody has to
attend a meeting too early or too late in the day.

• Introduce new team members or first-time meeting attendees

to the larger group.

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 Sample questions
• Define Business Etiquettes. Discuss different
types and importance of these etiquettes in
present scenario.
• What is Group Discussion? Discuss Do’s and
Don’ts of effective Group Discussion.

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