Motive question

1. Do you believe about communication may varies depending on situation? Explain you answer.

Introduction

To communicate is innately a human activity. Every individual, be it a child or an adult, will easily answer when he or she is asked or someone converses with him or her. But communication varies depending on situation or circumstances or even in the place where it happens. What could be heard as a circumstance or even in the place where it happens. What could be heard as a normal conversation at home is, of course, different from one hears in a hospital, at school, and in the office. And how do individuals address this condition? Let's discuss and understand the language registers for various purposes.

Different people absorb information in different ways. To make sure that the information conveyed is understood by all, the method used for communication must be simple, clear, and precise. When presenting vital information, using pictures will make for easy understanding. The presence of trust inside a corporation will also simplify the use of communication. Relationships must be established between co-workers to create a tension-free workplace. Messages should be sent and received with no alterations. To achieve healthy relationships in the workplace, behaviors such as bullying, taking credit for someone else's work and free riding should be avoided. These will create toxic relationships that will, in the long run, impact negatively a company and the productivity. Having a two-way communication is considered best for communicating. Adequate importance can be given for discussion, questions and clarifications.

The content of the information plays a major role in workplace communication. The level of detail must be according to the grasping capacity of the audience. Giving too much detail may get the audience bored and too little detail won't make them involved. The use of technical terms or jargon in communication is not considered good for effective workplace communication.

Getting the message across efficiently depends on the skills of the communicator such presentation skills, group facilitation skills, negotiation and written communication skills. Successful communication also depends upon the capacity of the employees to understand the information. This requires providing the employees some basic financial literacy like financial statements, sales, profitability, etc.

Communication is a function that is indispensable in business and trade. All types of trade transactions such as receiving of trade inquiries, sending of information about dispatch of goods, receiving of payments etc. are possible with the help of communication.

Trade business cannot function efficiently if the buyers and sellers do not make proper used of communication channels. It is through communication that all formalities of transaction are completed. An efficient communication system brings business people close to each not only in one country but in the whole world.

Management and supervision also remain incomplete and shabby in the absence of proper communication. Communication means sharing of ideas in common. When we communicate, we are trying to establish a rationale with someone. We are trying share information, ideas or attitudes. Communication is basically the finetuning of the receiver and the sender, aimed at affecting a particular message.

The primary criterion for communication to take place is the transfer of information from one person to another. It refers to exchange of ideas, feelings, emotions, knowledge and information between two or more persons. Messages, whether oral or written, do not constitute complete communication.

ACTIVITY:

Divide the class in three groups then Search about communication.

1. Communication in Science and Technology

2. Communication in Healthcare Industry

3. Two main forms of Business Communication (internal and External)

TOPIC: Different Communication Materials

A. Minutes of the Meeting

Meeting minutes are notes that are recorded during a meeting. They highlight the key issues that are discussed, motions proposed or voted on, and activities to be undertaken. The minutes of a meeting are usually taken by a designated member of the group. Their task is to provide an accurate record of what transpired during the meeting.

Steps Involved in Recording Meeting Minutes

There are five main steps involved in recording the minutes of a meeting. They are:

• Pre-planning

• Record-taking

• Writing or transcribing the minutes

• Sharing meeting minutes

• Filing or storage of minutes for referencing in the future

Pre-Planning

If a meeting is well-planned in advance, taking minutes will be a lot easier. That said, the chairperson and the secretary or minutes-recorder should work together to determine the agenda of the meeting beforehand. For example, the person recording minutes could work with the chair to draft a document that will serve as an agenda and provide the format for the meeting.

Meeting Agenda

If it’s not possible for the chair and secretary to meet and come up with a draft, then it’s up to the secretary to get a copy of the agenda before the meeting starts. The meeting agenda will serve as a guide for how to take notes and prepare the minutes. In addition, the agenda also includes other details, which need to be incorporated in the minutes. They include:

• Names of all the members present – includes guests and speakers

• Documents that may be handed out as the meeting progresses, such as copies of a list of proposals to be voted on

Expectations

When an individual is chosen as the minutes recorder, it’s important for them to know what is expected of them. Therefore, the individual should approach the chair of the committee and ask what their role in the meeting will be. For example, if the meeting will involve proposing motions, the designated member should inquire as to whether he should include the names of those proposing motions and those seconding.

What to Include in Meeting Minutes

Before recording any details, a designated minutes recorder should familiarize themselves with the type of information that they should record. A group may be using a specific format to record notes but, overall, the minutes of a meeting typically include the following details:

• Date and time the meeting happened

• Names of attendees, as well as absent participants

• Acceptance of, or amendments made to, the previous meeting’s minutes

• Decisions made regarding each item on the agenda, such as:

  • Activities undertaken or agreed upon

  • Next steps

  • Outcomes of elections

  • Motions accepted or rejected

  • New business

  • Date and time of the next meeting

The Process of Writing Meeting Minutes

When the meeting ends, the individual tasked with writing minutes should get all the resources he needs to write up the minutes in a clear, presentable way. Here are some tips to consider:

• Once the meeting ends, don’t take too long to write the minutes. This way, everything that took place in the meeting is still fresh in your mind.

• Review the outline that had been created earlier and make adjustments where necessary. This might include adding extra information or clarifying some of the issues raised. Also, check to see that all verdicts, activities, and motions were clearly recorded.

• Revise the minutes and ensure they’re brief but clear.

Distributing the Meeting Minutes

Once the secretary completes writing the minutes, he’s supposed to share them with the group members. They can be shared online or through the cloud. Considering that minutes and other types of documents can entail a lot of paperwork, it may be preferable to use a paperless sharing approach.

For example, if the minutes recorder was documenting the minutes using Microsoft Word, which does not offer online sharing, then they might consider using Google docs, which offers a way of sharing documents online with other users.

The recorder is also supposed to save a copy of the meeting minutes for future reference. Most companies store their minutes online – either in Google Docs or OneDrive.

Key Takeaway

Meeting minutes are important because they are used to document the key issues raised during a meeting. For example, effective minutes can state the approaches that were proposed to solve a particular problem and the main reason why members choose one method over the other.

The minutes of the meeting can be recorded manually or on an electronic device such as a laptop or iPad. After the meeting, the recorder reviews the minutes and makes edits where necessary. The meeting minutes are then shared with the group participants. Apart from distribution, the minutes are also saved for future reference.

Activity:

1. Search for one example of Minutes of a meeting.

2. Study and explain the context and content of the minutes of the meeting.