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It is an exclusive e-Learning Blog that has been dedicated to help keen learn students to boost their knowledge in different subjects.

About: Procedure During the Meeting

The chairperson plays a pivotal role during the meeting as she/he is responsible for the overall control and conduct of the meeting. The chairperson has to ensure that the meeting is properly constituted, that is, he/she must ascertain whether sufficient notice was given and whether a quorum has been formed. The chairperson is also responsible for emphasizing the purpose of the meeting.

A problem-solving meeting can have the following procedure.

  1. Beginning with an Opening Statement:
    A neutral opening statement from 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 the chairperson 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 chairperson 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 chairperson 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.

⇛ Planning steps before the Meeting
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The chairperson has a major role to play before the meeting in discussing the agenda with the vice-chancellor and the secretary to council, and should be informed of any matters of significance to the institution that need to be brought to her/his attention.

Planning steps before the Meeting

  1. Reviewing the Problem and Determine the Precise Purpose:
    Before starting the conference the chairperson 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 outside the organization etc.
  3. Arranging for Meeting Date, Time, and 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.

At a glance, the following offer a useful guideline:

  • arrive on time and stay until the end;
  • come prepared;
  • don’t make judgmental statements;
  • talk about issues and not about people;
  • listen to others and speak one at a time;
  • refrain from criticizing absent members;
  • don’t monopolies discussions;
  • ask questions;
  • observe confidentiality; and
  • disclose conflicts of interest.
(Adapted from National Centre for Nonprofit Boards, 2001)

⇛ Procedure During the Meeting
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Communication gap is a state that occurs when what is being said is not been communicated to the addressee properly and completely. It occurs when communication is not happening when it should be. For example, a well reported communication gap is present between Ministers of the European Parliament and voters. With such vast areas to represent they gauge very little of the general opinion and because of this difficulty people decline to provide input and comment and ultimately it leads to a lack of progress. This is the exact same in a business; be it internal management or external advertising.


Actually Communication gap is the biggest hurdle in achieving the organizational goal and does not help at all in achievement of organizational goal. Communication gap in an organization means that the goals and objectives that are set by the top management are either not communicated to the employees of the organization at all levels or if communicated they are not been understood properly by the employees. This can be because of improper communication channels, unrealistic goals, inappropriate language etc.

The general reasons for a communication gap vary, and can be anything from differing languages and the differing quality of language (both high brow and rude) through to vague instructions, poor definitions and contradictory messages. It can often be down to gender differences or a clash within the workplace.

The challenge is for managers and employees to be able to discuss the problems and where the confusion lies and why they feel there is a problem, and then to work through and close the gap. If the instruction is convoluted (complex) then change the wording. At the end of giving an instruction, ask the employee if they understood what is required of them. Simple adjustments to how dialogue is performed but it can make a huge difference.

Going back to the gender divide, women tend to ask questions before they get to work, unlike men who just set about being productive. The result is that men assume women are incompetent and that's why they need additional information, when really they are just trying to verify they understood correctly so they can improve their performance. With the majority of managing types being men, and with men generally growing and vying for leadership along the way, it results in a clash and frustration at the difference in methods and responses and interaction preferences.
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Most people would agree that communication between two individuals should be simple. It’s important to remember that there are differences between talking and communicating. When you communicate, you are successful in getting your point across to the person you’re talking to. When we talk, we tend to erect barriers that hinder our ability to communicate. There are seven of these types of barriers to effective communication.

Communication Barriers
There are followings Communication Barriers we face daily:
  1. Physical barriers are easy to spot – doors that are closed, walls that are erected, and distance between people all work against the goal of effective communication. While most agree that people need their own personal areas in the workplace, setting up an office to remove physical barriers is the first step towards opening communication. Many professionals who work in industries that thrive on collaborative communication, such as architecture, purposefully design their workspaces around an “open office” plan. This layout eschews cubicles in favor of desks grouped around a central meeting space. While each individual has their own dedicated work space, there are no visible barriers to prevent collaboration with their co-workers. This encourages greater openness and frequently creates closer working bonds.
  2. Perceptual barriers, in contrast, are internal. If you go into a situation thinking that the person you are talking to isn’t going to understand or be interested in what you have to say, you may end up subconsciously sabotaging your effort to make your point. You will employ language that is sarcastic, dismissive, or even obtuse, thereby alienating your conversational partner. Think of movie scenarios in which someone yells clipped phrases at a person they believe is deaf. The person yelling ends up looking ridiculous while failing to communicate anything of substance.
  3. Emotional barriers can be tough to overcome, but are important to put aside to engage in conversations. We are often taught to fear the words coming out of our own mouths, as in the phrase “anything you say can and will be used against you.” Overcoming this fear is difficult, but necessary. The trick is to have full confidence in what you are saying and your qualifications in saying it. People often pick up on insecurity. By believing in yourself and what you have to say, you will be able to communicate clearly without becoming overly involved in your emotions.
  4. Cultural barriers are a result of living in an ever shrinking world. Different cultures, whether they be a societal culture of a race or simply the work culture of a company, can hinder developed communication if two different cultures clash. In these cases, it is important to find a common ground to work from. In work situations, identifying a problem and coming up with a highly efficient way to solve it can quickly topple any cultural or institutional barriers. Quite simply, people like results.
  5. Language barriers seem pretty self-inherent, but there are often hidden language barriers that we aren’t always aware of. If you work in an industry that is heavy in jargon or technical language, care should be taken to avoid these words when speaking with someone from outside the industry. Without being patronizing, imagine explaining a situation in your industry to a child. How would you convey these concepts without relying on jargon? A clear, direct narrative is preferable to an incomprehensible slew of specialty terms.
  6. Gender barriers have become less of an issue in recent years, but there is still the possibility for a man to misconstrue the words of a woman, or vice versa. Men and women tend to form their thoughts differently, and this must be taken into account when communicating. This difference has to do with how the brain of each sex is formed during gestation. In general, men are better at spatial visualization and abstract concepts such as math, while women excel at language-based thinking and emotional identification. However, successful professionals in highly competitive fields tend to have similar thought processes regardless of their gender.
  7. Interpersonal barriers are what ultimately keep us from reaching out to each other and opening ourselves up, not just to be heard, but to hear others. Oddly enough, this can be the most difficult area to change. Some people spend their entire lives attempting to overcome a poor self-image or a series of deeply rooted prejudices about their place in the world. They are unable to form genuine connections with people because they have too many false perceptions blocking the way. Luckily, the cure for this is more communication. By engaging with others, we learn what our actual strengths and weaknesses are. This allows us to put forth our ideas in a clear, straightforward manner.

Communication is not a one-way street. To have others open up to you, you must be open yourself. By overcoming these barriers to communication, you can ensure that the statement you are making is not just heard, but also understood, by the person you are speaking with. In this way, you can be confident that your point has been expressed.
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Encoding and Decoding seem like similar words, but they are opposites. They do share a relationship, and one is as necessary as the other when it comes to dealing with the transfer of information in computers and beyond. Any type of information can be encoded or decoded by a variety of means.


Encoding: Encoding takes information and transforms it into something else. This can be as simple as encoding a written message into a coded form. This makes the message hard to decipher for others. Computers use encoding when handling various files. If a CD track is ripped into an MP3, the program used to do this is encoding that track into a file that the computer or MP3 player can use. Any time information is rearranged or morphed into a coded form, it is being encoded.

Decoding: Decoding is taking information and returning it to its original form. That MP3 track that you ripped is decoded by your computer or MP3 player into music that you can hear. By using a code sheet or other pattern, a coded message can be decoded or understood. Whenever a computer program takes a file such as an image, text document, song or video and presents it to you in a way that you can understand, that file has been decoded by the program that you used to open it.

Encoding and Decoding: Think of encoding and decoding as opposing lanes on a highway. You are at one end and send your information down the encoding lane. When it arrives at its destination, you no longer can read or understand it. The vehicle that brings it back to you down the other lane is the decoder. It drives the information back towards you so that you can once again understand it. This is what a computer program does.

Remembering the Difference: The word "code" can mean a secret set of information. The prefixes "en" and "de" provide an easy way to differentiate the terminology. "En" means "inside" or "inwards." Encoding means to send information "inside" a code. "De" means "remove" or "reduce." Decoding means to remove the information from its code.
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Communication is a process where we share our feelings, thoughts, experience, ideas, suggestions, feedback etc. So before communicating with other person we usually think of how to speak, what to speak, when to speak, which channel I should adopt to communicate, how can I make it effective, how to respond to the feedbacks etc.

So process of communication is need not be same i.e. it’s not necessary to follow any persons definitions or explanation. It can be explained on the basis of our knowledge and belief. In process of communication receiver, message, sender, feedback etc are some of the important elements which has their own role and meaning.

In a process of communication there are some elements which make the communication easier and systematic. For example: according to Herald D. Lasswell there are five elements or components of communication such as source, message, channel, receiver and effect.

This whole process can be depicted through the following diagram.
The Communication Process

A simple communication process model can be described as consisting of the following steps:
  1. Sender’s thoughts/ idea: The very first step in the process of communication is generation of thought in the sender’s mind. These thoughts may be about a request, order, inquiry production or any other such activity.
  2. Encoding: In this step the ideas to be conveyed are encoded into series of symbols or gestures, or some other format of expression.
  3. The message: The message is a physical form of die thought which can be experienced and understood by one or more senses of the receiver. It would be in the form of hearing, or other physical gestures.
  4. Media/ Channel of communication: The media/ channel bridges the gap between the sender and the receiver. Once a thought is converted into message, it should be transmitted to the receiver through a suitable medium. This media might be electronic media as T.V., E-mail, radio etc. or it may be print media like newspaper, magazines, letters or merely sound that is transmitted through the medium of air.
  5. Perception of the message: The message is received by the person for whom it was meant and he becomes the receiver of the message.
  6. Noise and Barriers: While transmitting the information to the receiver, the sender faces lots of barriers. These noise and barriers are explained as under:
    i. On sender’s side: Noise and barriers may take place during the process of encoding. Some of them may be caused by distraction, lack of concentration, typing mistake, poor language etc.
    ii. In the medium: Some barriers are caused by medium such as poor transmission on T.V. and radio misprinting in newspapers etc.
    iii. On receiver’s side: The receiver can also create certain barriers to the receiving of message such as poor reading ability, emotions, lack of concentration etc.
  7. Decoding process: Having received the message from the sender, the receiver attempts to understand and interpret the message. This process of converting the language of message into thoughts is known as decoding. For instance, the receiver, having received job application, reads the application and understands the message conveyed by the applicant.
  8. Idea Received: As soon as the process of decoding is finished, the idea given by the sender is received by the receiver. It means the thought that was generated in the mind of sender has been transmitted to the mind of receiver. In our example, the sender wanted to inform the receiver about his thought of having a job. Now the sender has got this idea.
  9. Feedback: Process of communication is incomplete until the receiver responds to the sender. This response may be negative, positive, or for further enquiry. A feedback determines whether the message was clearly understood and the required action taken. The feedback to the sender completes the process of communication.

Conclusion: In order to conclude on my topic process of communication, it includes certain steps to convey the message from sender to receiver. The message should convey to the receiver to complete the communication process and it should be understand by the receiver. The process of communication becomes effective when it gives some positive effect. In today’s world the process of communication reached every corner of the world. Technology plays an important role in the success of process of communication. It makes the process of communication very simple and faster. It also helps to avoid barrier to communication by giving several option of channels and media to convey the message.
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Getting a desired job is not an easy task. It requires a person to be excellent, especially in terms of communication abilities.


Promotion on the job requires some extra skills on the part of the candidate. Amongst those skills, communication abilities rank on the top. Communication abilities can be classified into five categories that is reading, writing, speaking, listening and observing.

- If a candidate is a good reader of not only text books and reference books but also of newspapers and magazines, this would help him developing confidence level at the time of interview.

- Writing skills are necessary for preparing an appropriate Bio-data and covering letter, so that a better initial impression could be created.

- If a person can speak well during interactive and presentation sessions, can reports properly, he will automatically be in the eyes of the management and whenever a chance for promotion comes, he will be on the top of the list.

- No doubt, conversational skill right at the time of interview is equally countable towards success of the candidate.

- Listening abilities on the other could prove to be fruitful especially when the interviewer is making a comment or asking a question.

There is a very important key to a person's success that is often overlooked. It is their ability to communicate clearly and effectively. Strong language skills are absolutely required to survive and succeed in today's business world. This skill is even more necessary for somebody who works in a position that requires them to interact with the public or large amounts of their coworkers.

The ability to communicate is a great skill that is often undeveloped. Having command of a large vocabulary is usually the most noticeable aspect of communication skills, but it is only one of the required skills. The words you use, along with their usage, connotations, and implications, often form others' opinions of you and your character. In the workplace these communication skills are especially important. In order to achieve a managerial position, you must be able to not only effectively communicate to your superiors why you deserve the position, but also be able to communicate effectively with your subordinates in a manner that encourages teamwork and inspires respect.
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There are following significant difference between Between Communication and Business Communication:

Difference Between Communication and Business Communication:

Communication: Communication is the activity of conveying information through the exchange of thoughts, messages, or information, as by speech, visuals, signals, writing, or behavior. It is the meaningful exchange of information between two or more living creatures.

According to Gray Desslur- "Communication is the exchange of information and transmission of meaning."

"Communication is the intercourse by words, letters or messages"- Fred G. Meyer.

Business Communication: Business Communication is a communication is communication that promotes a product, service, or organization; relays information within a business; or functions as an official statement from a company.


Business Communication is essential for the success of all sorts of business organizations in home and abroad. Without effective communication no business organizations can run for long time property and to achieve objectives successfully. So, especial attention should be going to this area.

According to Prof. W.H Meanning- "The exchange of information ideas, news and views in connection with business among the related parties is called business communication."
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