business communication ,

1. GROUP COMMUNICATION
AND
MEDIA MANAGEMENT
(Unit 5)

2. Group Communication
 Group communication is an extension of interpersonal communication where
more than two individuals are involved in exchange of ideas, skills and
interests.
 Group communication is considered effective as it provides an opportunity for
direct interaction among the members of the group; it helps in bringing about
changes in attitudes and beliefs.
 Group communication has limitations too, as group interaction is time
consuming and often inefficient, especially in an emergency.

3. Tools For Group Communication
 Open Door Policy
 Encourage Two-way Feedback
 Clarity Of Roles And Responsibilities
 Use Time Wisely/Set Tea/Coffee Times
 Use Appropriate Forms Of Communication
 Building The Team Spirit With Social And Sporting Events
 Making Good Use Of Cloud-based Work Collaboration Software.
 Use Body Language
 Avoid Mumbling

4. MEETINGS
 Meeting means an occasion when people come together to
discuss or decide something, discuss a problem or issue or a
special matter.
 Meeting enables face to face contact with a number of people at
the same time.
 So, meeting is a situation in which two or more people meet
together for formal group discussion about a specific problem,
issues, predetermined topic.

5. Types Of Meetings
One-on-One
Action
Review
Meetings
Planning
Meetings
Progress
Updates

6. Cont..
Problem
Solving
Meetings
Decision
Making
Meeting
Issue
Resolution
Meetings
Broadcast
Meetings

7. Stages of meeting
Planning
meetings
Leading
meeting
Procedure
after
meeting

8. PLANNING MEETING
Before any meeting, resolve the
following questions:
Objective: What is the purpose of the
meeting?
Participants(chairman, secretary,
HOD’s): Who should attend the
meeting?
Time, Venue, Room layout,
Equipment: What preparation is
required for the meeting?

9. LEADING MEETING
Starting
on time
Opening
remarks
Getting
into
business
Participa
tion
Agenda
Closing

10. PROCEDURE AFTER MEETING
Evaluation
Feedback
Follow up

11. Media Management
 Media Management consists of the ability to supervise and motivate employees
and the ability to operate facilities and resources in a cost-effective (profitable)
manner.
 "The core task of media management is to build a bridge between the general
theoretical disciplines of management and the specifities of the media industry."
 "Media and internet management covers all the goal-oriented activities of
planning, organization and control within the framework of the creation and
distribution processes for information or entertainment content in media
enterprises.

12. Challenges Of Media
Management
Ad revenue
Content Delivery
Intellectual Property
Globalization
Media rights under pressure
Good media need sound financing
Stopping the decline in reporting quality

13. Aspects Of Media Management
Press release
Press
conference
Media
interview

14. PRESS RELEASE
 A press release is a written communication that reports specific but brief
information about an event, circumstance, or other happening.
 It's typically tied to a business or organization and provided to media through
a variety of means.
 There's a difference between "news" and "press releases." The main purpose
of all press releases is to promote something significant and specific.
 A press release is a document that adheres to a strict format and serves the
marketing and promotional purposes.

15. Elements Of Press Release
Headline
Dateline
Introduction
Body
Close
Media contact information

16. Types Of Press Release
General news Launch release Event press release
Product press
release
Executive, staff
and employee press
release
Expert position
press release

17. PRESS CONFERENCE
 A press conference is a meeting, organized for the purposes of
officially distributing information to the media and answering
questions from reporters.
 By inviting the press to special events, a company has an
excellent opportunity to present a news story in its most favorable
light.
 In other cases, lesser known companies may be looking to
increase their stature in the media by making it easier for news
agencies to cover company events.

18. cont..
 By gaining favorable media exposure, companies are able to gain
greater brand recognition and authority in the market, usually at a
much lower cost than would be required for a widespread
advertising campaign.
 Example of a press conference:-
 In December 2017, Reliance Communications held a press
conference to announce the sale of its telecom assets which
included spectrum, towers and fiber.

19. DIFFERENCE BETWEEN
PRESS CONFERENCE PRESS RELEASE
Press conference can be organized by more
than one person.
It is given through e-mailed, faxed and phone
call to the assigned editors of newspaper,
magazine, news websites and on news
channel.
Sometimes only questions asked but
sometimes only statement is given, and when
only statement is happen, it’s called “Photo
Opportunity”.
It is consists on basic information, which help
reporter to produce their story; like who, how,
when, where, and most important why.
It should be inform a day before conference but
sometime they held on the spot when reporters
gather around to any reviews maker.
It outlined the major facts of story, and should
be quoted.
The press club charges the amount for press
conference all over the world. A brochure of the
conference distribute among all the reporters,
which consists on a page or more than one
page.
The headline should be consisting on a line and
authentic way, so that reader and journalist
know the story before reading it further.

20. MEDIA INTERVIEWS
 A media interview is a discussion involving questions and
answers for the purpose of broadcast.
 It is distinct from an informational interview.
 We’ll need to observe the three hallmark rules of interviews:
 Anything you say can and often will be used against you.
 Never say anything you would not feel comfortable hearing
quoted out of context on the evening news.
 Be prepared for the unexpected as well as the expected.

21. Interview Preparation Factors
Topic
• How can you prepare yourself so you
are better able to address specific
questions?
• Ask for the list of questions in advance,
and anticipate that you will be asked
questions that are not listed.
• Prepare for the unexpected and you
won’t be caught off guard.
Time
• What’s the time frame or limit?
• A 15-minute interview may not require
as much depth as one that lasts an hour
or more.

22. Cont..
Format
• How will you be
interviewed?
• Will it be through audio or
video, over the Internet, over
the telephone, or in person?
Background
• What’s the backstory on the
interview?
• Is there a specific issue or
incident?
• Is there a known agenda?
• Why is the interview now and not
earlier or not at all?
• Why is it important?

23. Types Of Media Interviews
Radio
Television
Print
media
Remote
News
Conference
Talk show

24. SEMINARS
 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, assigned readings are discussed,
questions can be raised and debates can be conducted.
 The sessions are usually headed or led by one or two presenters who serve to
steer the discussion along the desired path.
 A seminar is a form of academic instruction, either at an academic institution or
offered by a commercial or professional organization.

25. Cont..
 A seminar may be defined as “a discussion in a small group in which the
result of research or advance study is presented through oral or written
reports.”
 Seminar is simply group communication in which open person makes a
presentation or speech on a topic by highlighting it contents in the light
of present and pressing problems.
 This presentation or speech is followed by questions and expect
comments from the audience, thus seminar is mixture of speech and
group discussion.

26. WORKSHOPS
 workshops have a specific, action-oriented purpose, and aim to
generate some concrete answers to current problems in the field.
 Workshops are a good opportunity to learn new skills and to
familiarize yourself with a topic you don't know well.
 A Workshop includes all the elements of the Seminar, but with
the largest portion being emphasized on “hand-on-practice” or
laboratory work.

27. CONFERENCES
 A Conference refers to a formal meeting where participants exchange
their views on various topics.
 Conference can take place in different fields, and it need not be
academic in nature all the time.
 Thus, we have parent teacher conferences, sport conferences, a trade
conference, a conference of journalists, conference of doctors, a
conference of research scholars, and so on.
 A conference is a meeting that has been prearranged and involves
consultation and discussion on a number of topics by the delegates

28. Types Of Conferences
Academic
Conference
Athletic
Conference
Authors'
Conference Or
Writers'
Conference
Conference Call, In
Telecommunication
Convention
(Meeting)
News Conference

29. Cont..
Parent-teacher
Conference
Peace
Conference
Professional
Conference
Settlement
Conference
Trade
Conference
Business
Conference

30. BUSINESS ETIQUETTES
 The “rules” or norms –cultural and societal - both in origin and
scope, that define the boundaries of acceptable or expected
business interaction and communication.
 Your behavior is the foundation upon which positive relationships
are created.
 The following principles of business etiquette should define all of
your business relationships:
 Respects
 Courtesy
 Collaboration
 Non-aggression

31. Cont..
The simple courtesies:
 Be on time – there is no excuse for lateness.
 Stand up! Introduce yourself.
 Remember names!
 Engage! Participate!
 Say thank you.
 Do your homework – respect your client/interviewer’s time

32. Cont..
 For this purposes , we will focus on four elements of business
behavior:
 Work Behavior;
 Meeting People;
 Telephone Etiquette; and
 Etiquette for Correspondence.
 I. Work Etiquette
 The following principles can be utilized by office employees to
show proper etiquette; they include all aspects of the work
environment.

33. Cont..
 Be timely. Arrive to work and meetings on time. Complete
work assignments on time.
 Be polite, pleasant and courteous.
 Learn office politics - utilize effective listening skills to
discover appropriate office behavior. Pay attention to the way
things are done.
 Adopt a can-do attitude. Those who accept challenges and
display creativity are valuable.
 Be flexible. By remaining flexible and implementing change
you gain a reputation as a cooperative employee

34. Cont..
 II. Meeting People
 When meeting people both your nonverbal and verbal behavior
help to define your social skills.
 Using effective handshakes, good eye contact, and making the
proper introductions show proper etiquette.
 Handshakes are vital in social situations.
• Develop a comfortable handshake and keep it consistent.
• Handshakes should not be too hard or too soft.

35. Cont..
 B. Eye contact is another critical factor when meeting people.
 Eye contact increases trust , it shows confidence and good
interpersonal skills.
 C. Proper introductions help to establish rapport.
 Authority defines whose name is said first.
 Introduce people in the following order: Younger to older, non-
official to official, junior executive to senior executive.
 Keep the introduction basic.
 Provide some information about the people you are introducing to
clarify your relationship with that person.

36. Cont..
 III. Telephone Etiquette
 When speaking on the telephone, proper etiquette is just as important
as when you meet someone in person.
 How you conduct yourself on the telephone tells others as much about
you as face-to-face interactions.
 Always try to return your calls on the same day.
 Keep business conversations to the point.
 Do not keep someone on hold more than 30 seconds.
 Always leave your phone number if you ask for someone to call you
back.
 Maintain a phone log to refer back to for valuable information.

37. Cont..
 IV. Correspondence Etiquette
 Whether you have just met someone, or have known the person for some time,
it is important to follow-up meetings with written correspondence.
 Write a follow-up letter/thank you note within 48 hours.
 Women should be addressed as "Ms." no matter what their marital status.
 Always proof for typos and mis-spellings.
 Email is appropriate to use, but never use all caps and watch for typos.
 Always include a subject line in your message , make the subject line
meaningful.
 Always use a signature if you can; make sure it identifies who you are and
includes alternate means of contacting you (phone and fax are useful).