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Channels of communication
Listening
Group communication
CHANNELS OF COMMUNICATION
1. Simplex communication:
Here the communication takes place only from one side i.e. it is like
one way traffic. The signals are sent from only the sender or may be from the receiver
there is no existence of two way communication between the sender and the receiver.
Eg television relays or broadcast.
2. Duplex communication:
Here unlike the simplex communication the communication or the
transfer of information takes place from both the sides i.e. from the sender and the
receiver; it is exchanged at the same time. This represents two way traffic as the
signals are passed from the sender and the receiver constantly at the same time and it
quick and clearer and less consumption of time and energy.
Eg: chatting over internet.
3. Internal communication:
All communications within the organization. It may be oral or
written, face to face or visual, one on one or in small groups. Internal communication
can be coordinated by HR, marketing, PR department. It helps employees to
understand the organization vision, value and culture. Also to the staff informed about
the important decisions taken by the management.
Importance:
Its crucial in time of crisis as it provides facts and helps in quick solving
of the problem.
It enables stronger relationship throughout all the levels of the
organization and forge sense of community.
Internal communication should not be just implemented but it must be
ever changing and adaptable for success of the organization.
Features:
Transparent and timely.
Clear.
Concise.
Informative.
Independent.
4. External communication:
It covers all interactions between the individuals of an organization
and the outsiders of their organization. It may be formal and informal both at times.
I.e. with the:
Public
Local authorities.
Careers.
Officers.
Funding bodies.
Training providers.
Sign language: The way codifying meaning where words are replaced by gestures.
Eg language of deaf and dead
Braille language.
Signs: Since immemorial time human race has been using a primitive form of
communication. It has been enhanced, extended and refined and are still in use today in
all societies.
When we see a symbol we assess a special significance to it according to our
background and experiences. This language or communication has come from stone age
thus has enormous role in field of archaeology, anthropology and history. It’s all due to
the presence of signs and symbols we know our past better.
1. Action language: this is the most universal language. It’s the principle way in
which emotions are expressed. Closely related to action language is sign language
and gestures. “action speaks louder than words”.
Eg: 1. animals
2. friends hugging
3. avoiding eye contact when lying
4. ballet dances
Verbal communication:
This language can be defined as a system of orderly vocal sound manipulated by
one individual (sender) to form a message which will facilitate the creation of meaning in
the mind of receiver. We can use language to satisfy our high order needs thus making it
functional. We vocalize our views to others to gain some response or result. There are no
fixed rules or correct usage of this type of communication. Depending on the situation
and settings we implement appropriate usage. Sometimes we speak but fail to convey the
meaning of the same i.e. we fail to communicate our views to others.
Advantages
1. It meets two-way communication
2. Feedback on information is possible
3. It acts as a check for individual achievement
4. Flat networks have sufficient messages from the bottom for onward
communication upward.
Disadvantages
1. The subordinate will be hesitant to say upward any messages that may result in
negative actions towards the subordinate by his superiors. The subordinate feels
his boss will not be happy about such messages and will tend to suppress them.
2. The subordinate who feels that his job is off little importance and the information
he posses is probably non vital will not be likely to communicate the messages to
his superiors.
3. The subordinates perception of his bosses attitude towards him and the open
mindedness of the boss will affect upward communication
2. DOWNWARD COMMUNICATION
Communication which flows from the superiors to subordinates is known as
downward communication. This implies the flow of information from persons occupying
higher positions to those at a lower level. The superiors utilize their abilities to attain the
desired targets which mean that they may be engaged in issuing commands, directions
and policy directives to the persons working under them. For Ex: - the managing director
communicating with the dept heads, a manager giving directions to an assistant manager.
Downward communication can be defined as “information flowing from the top
of the organizational management hierarchy & telling people in the organization what is
important (mission) & what is valued (policies). Downward communication can take
place in one or more of the following forms:
Letters
Orders
Circulars
Notices
Instructions
Bulletins
HORIZONTAL COMMUNICATION
The transmission of information between people at the same level of authority is
called horizontal communication. It refers to the flow of information taking place
between persons holding equal rank in the same or different Depts. It is also known as
lateral communication. For Ex: - production manager & sales manager may discuss
methods of improving the quality of products.
Horizontal communication helps managers to exchange information & co-
ordinate their activities without referring all matters to the higher levels of Mgmt. It
promotes mutual understanding between managers & also enables the managers to form
relationship with their peers.
Horizontal communication usually takes place between:-
a) Two subordinates of the same level
b) Two departmental managers
c) Any two or more who are bound to one another by a relationship of equality.
MANAGING DIRECTOR
DIAGONAL COMMUNICATION
This refers to the communication that takes place between persons holding
different ranks in different Depts. It means the flow of information between persons who
are neither in the same Dept. nor at the same level of organizational hierarchy. It cuts
across departmental barriers & increases the organizational efficiency by speeding up
info. Such communication takes place only under special circumstances.
INFORMAL COMMUNICATION
Informal communication is also called as grapevine or bush telegraph. It
refers to flow of information and opinions through social interactions or interpersonal
relations among people working in the same organization.
It is unofficial and represents spontaneous expression of ideas and reactions.
There are no hierarchy of superiors and subordinates, no formalities, no procedures and
rules. It has no definite pattern or direction though it is largely horizontal.
In this channel, the talk is colored by ideas, prejudice and feelings of the persons
engaged in it.
Informal communication arises due to the natural desire of people to
communicate with each other. Therefore, it is built around the social relationships among
the members of the organization.
Informal communication may take place through a glance, a gesture, a smile, a
nod or even silence.
This is known as grapevine because, its origin and direction of flow of
information cannot be easily traced as in the case of vineyard.
The executives have to deal informally with subordinates personally to maintain
relations to get the things done.
Informal communication is a situation wherein people carry on their non-
programmed activities within formal boundary of the system. Here the communication is
very fast, spontaneous and flexible.
4) Nature of groups: Informal groups are not stable because of change in job, leaving
organization. The value systems and likes and dislikes may change with change in
membership.
5) Conversion: An informal group can be converted into formal by structuring the
relationship and establishing inter-personal relations by formal rules and procedures.
6) Number of groups: Like formal groups, there may be number of informal groups,
with a member of one group as member of another.
7) Authority: there is no authority in this group and all members are equal.
8) Channels and media of communication: The channel includes intangible facts,
suggestions, rumors that can’t pass through formal channel. It does not follow a fixed
route or proper channel.
9) Abolition: There is no specific purpose for formation of group, so the groups
cannot be abolished. Any attempt to abolish informal groups may lead to formation of
other groups.
A B C D
2) Cluster transmission
Here, it is rumor. Here the message passes through different sorts of
structure.
H
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D
G J
A
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LISTENING
Listening is the receiver’s activity is communication. It is the speaker’s
responsibility to make effort to be understood, so the listener has the responsibility to
make effort to understand the meaning.
Listening is the most important activity is a communication process. The higher
the position is an organization the greater is the listening responsibility. & manager has
to spend more time listening to others than speaking.
2)Interpretation- If the listener fails to interpret the words correctly the message is
misunderstood. The message is misunderstood because of varying knowledge,
vocabulary used, body language, expression , Attitude, culture & background.
3)Evaluation - A crucial stage where the listeners decides what to do with the received
message, you may believe or not believe the message.
4)Response - Final step of listening where the listener responds to the message.
It may be vocal or visual.
Importance of Listening
Listening is not an easy job it takes a great deal of discipline to listen attentively.
It is accompanied by a slightly increased heartbeat, as it requires hard work.
The tone, voice, expressions, gestures and even silence have meaning. An angry
person may use sarcasm or frustration. The ability to listen to understand the feeling of
the other is called empathic listening, listening to poetry, music etc is called appreciative
listening, and the ability to listen to lectures, seminars etc is attentive listening and the
ability to listen to sales talks, judging of elocution etc is called critical listening.
Listening would help in the carrying out of the assigned task. Motivation, raising
morale of the employee can be achieved by listening rather than talking. Poor listening
could lead to problems in human relations. In conferences, committees and group
discussions, listening is very important as they would not repeat the same thing already
told buy the members.
Benefits of Listening
1. Finding out more information:- hen you listen carefully, you find out more
information and become aware of things.
2. Learning about people and low their mind works:- When listen to others we find
that they speak their mind.
3. Improving relations with people:- When we listen to people, they feel they are given
importance, thereby creating a bond between people.
6. Help solving problems: - When the problems are listened, we ****** in our opinion,
thereby taking measures to solve them.
Wandering attention
This is one of the most difficult barriers to overcome; it arises from the natural difference
between speaking speed and listening speed. Average speaking speed is about 150 words
a minute; listening capacity is about 500 words a minute .this gives rise to something like
the tortoise-and-the-hare race, especially if the speech is long. The listener’s mind goes
off on various expeditions, returning now and then to check up on the speaker’s progress.
If the hare gets quite lost or falls asleep, the tortoise will get too far ahead for the hare to
catch up. While listening to a speaker, your mind has excess time and is likely to wander
off if you are not watchful.
Tendency to criticize
Criticizing the speaker’s appearance manner, voice, and so on, is another cause of poor
listening. No doubt, style adds to the effectiveness of speech; but he content if always
more important than the appearance or the style of the speaker. There are many worthy
persons who do not cultivate style but have good matter to give; by paying too much
attention to the speaker’s style, you may loose the matter
Emotional blocks
Most people have “deaf spots”; this is a tendency not to catch certain ideas .some people
find it difficult to listen to figures or to descriptions surgical operations or stories of
horror. A deep seated inability to endure going through something which we find painful
causes us to block it out of the mind.
Emotional excitement
You may get disturbed by the speaker’s use of certain words. Words and phrases acquire
different meanings and connotations in different cultures; a perfectly good word may
appear loaded with prejudice or ill-feeling to a person from another culture. It is
important to guard getting upset by words which have been used quite innocently by the
speaker.
Impatience
Lack of patience is the common most barriers to listening. We often have no patience to
wait until another has finished speaking. We want to answer or add own points to the
discussion, or narrate our own experience. This competitive desire to talk indicates lack
of maturity.
Poor health
Poor state of health reduces listening efficiency. No doubt, any physical pain demands all
your attention in coping with it, and you cannot be expected to pay attention to work. It is
better not to attend a meeting or a conference if you have a headache or some other
physical pain. Pain, poor state of general health makes a person impatient, inattentive and
unable to concentrate; it impairs listening ability.
Excessive note-taking
Trying to take down extensive notes is a sure way to disturb your listening and miss some
points. No matter how fast you write, you cannot write as fast as words are spoken unless
you write shorthand very fast.
Noise
If there is noise in the environment, it makes hearing difficult and distracts attention. If
noise cannot be avoided, seek the speaker’s cooperation in overcoming this problem.
The following are the behaviors which tell us about good listening ability of a
person s.
- Makes and maintains good and comfortable eye contract
- Reflects feelings in facial expressions
- Sits/stands in an attentive posture.
- Uses empathic questioning technique .Asks open-ended questions seeking
information and clarification.
For an executive, the aim of good listening is not only to follow what the speaker
is saying but also to get at the problems of customer relations, employee relations
and motivation.
The following are the tips for good listening requiring practices
1) Stop talking. It is not possible to listen while talking.
2) Put the speaker in ease. An uneasy, uncomfortable person does not speak clearly.
And try to match speakers mood by
Appropriate response. Try to be in speaker’s position. This called as empathy. It
helps us to understand better if you imagine the speaker’s position
3) Show a desire to listen. Our non verbal behavior must show we are interested
;The speaker must see and feel that you are listening.
4) Write down the main points and get them checked for corrections , this makes the
Speaker more responsible and clear in what he/she says , because the speaker
realizes that there is serious attention by the listener.
5) Do not create or tolerate distractions . Calling or receiving or allowing others to
Interrupt or disturbs or irritates the speaker.
6) Be patient. The speaker may need time to say that he/she wants to say ; some
People are shy or nervous or cannot easily find words. If they interrupt or hurry
they get more nervous.
7) keep your temper no matter how angrily the speaker speaks. Allow the speaker to
Let off the steam. Angry persons cannot speak clearly and cannot listen.
8) Keep an open mind do not jump on conclusions. Avoid making any judgment
until the speaker has completed speaking . Hence a proper evaluation can be made
only after getting full information and understanding it.
9) Listen between the lines . Concentrate on what is said and what is not been said
Many clues to the speakers meaning come from tone of voice, facial expressions
,posture and gestures. People do not say what they mean, but body language is
usually an accurate indication of the speakers attitude and emotional state.
10) Ask questions at suitable moments to get a clear understanding. If you are not
sure that what the speaker is saying ,ask. It’s better to repeat in our own words ,
what the speaker said in order to confirm that you have understood.
Unless we maintain silence, we cannot hear what another person is saying. It is difficult
to be silent if we are excited. Human beings have a need for self expression which causes
us to be eager to speak and to narrate our experiences, ideas and views; it requires
training & discipline & self control to listen silently when another person is speaking.
In western countries, the social rule to take turn for conversation & to take be
attentive while other is speaking.
I our country where people are always interpreted, have less listening skill.
When we are listening it is not enough just to maintain empty silence, instead
must be filled with non-verbal indication of listening & attention.
When we are in a communication, we have eye contact, and then the face will
automatically give the expression which will indicate the response to what is
being said.
When a speaker is talking we should not engage our mind with argument or
making a judgment to what the speaker is saying, because we will not be able to
catch all that the speaker is saying. So, we should keep our mind silence too.
Maintaining silence is not holding ones tongue but also self control & maturity of
mind to be silent.
Controlling the thoughts going on in one’s mind is not easy, it needs lot of
practice & discipline.
It is very good to practice meditation and train our mind in the Art of Silence
most of the managers do.
Listen to each other in the most important thing in communication, so if you are
listenning you have to keep the silence, sometime silent times are the movements for
people to think deeply into the subjects they had heard before and from that they will
receive lot information from the communication.
But it can also be an inhibitor in the sense that silence can indicate disapproval,
intimidation, or apathy. Silence is not only assent, a positive-feedback mechanism - it
may also used as a signal to discourage further communication. It is what you say, and
what you don't say, that factors into what is perceived.
One of the most important parts of any conversation is the silence. Silence can
serve many functions in a conversation and how you manage it determines your level of
sophistication. Here are some points to keep in mind about silence in communication.
GROUP COMMUNICATION
Group is defined as a number of persons engaged in interaction with one another,
it may be during a meeting or a series of meetings which may be formal or informal. In
this course of meeting each member receives some impression of every other member
and develops acquaintance.
A group has a common purpose and develops norms for interpersonal relations
and also develops leaders and followers. Eg: Relationships
Communication reveals a lot of things about a person and by this people may
create impressions about a person and which further develops a relationship.
Leaders
Religious saints have many disciples who are attracted to him because of his speech
(communication).
Followers
Political leaders influence groups by their speeches.
Group communication requires skill and training. Many barriers may arise in the
way of useful discussion and spoil the meeting.
As an organization needs people who have skill to make the best of a meeting, it
is essential for individuals to capture these skills of group communication. Effective
participation in a group communication is an important asset for every individual.
Problems:
1. Some are shy and get nervous to address the group, even though they have good
ideas and analytical ability they may not speak.
2. Some are aggressive and prevent others from speaking, they take up all the time
and insist on following their own agenda.
3. Some do not participate because they have not applied their mind on that
particular topic and would just relax listening to others, speak.
4. Even cohesive groups may have problems occasionally.
5. If leaders can’t control and guide the meeting in the right track then, it may go off
track resulting in waste of time and not arriving at a proper conclusion.
6. Not being able to come to a conclusion within a reasonable time.
7. Leader must have required skill to conduct a meeting effectively.
8. And members must have the commitment and skill to take part in the discussion.
Meetings
Definition of meeting
Meaning:
In a meeting, two or more people come together for the purpose of discussing a
pre determined topic such as business or community event planning.
Meeting are necessary for planning, and decision making. How well they work
influence whether people remain in a group. All meeting should be lively and as
much fun as possible.
Advantages Disadvantages
Likely to develop better solution than any Many opted for first available solution.
one individual could do.
Provide free interchange of ideas, May go on to long, lose track of main issue.
stimulates and clarify thinking.
Group discussions provide more effective May be difficult to reach a decision.
co-ordination of subsequent action plans.
Group is likely to take bigger risk than any May be to pin responsibility to any
individual would. individual.
TYPES OF MEETING:
Purpose /objection:
Decision-making meeting:
These meeting are held by specially appointed bodies with powers to take
decision on behalf of the parent bodies.
The meeting bodies are comity members, board of direction.
Time must be spent on discussing the situation and defining the problem to ensure
you are dealing with the right problem.
Eg: launching of new products.
Executive Meeting:
Executive are people like CEO’s, board of directors, all top management people.
They have a meeting at which they pass orders and give instructions to carry out certain
work, they have the power to implement decision.
Eg: Processing of new process.
Constitution Meeting:
It is a meeting held by experts to discuss and advise other bodies. They have no power to
take decision or implement it.
Eg: Joint consultation between departments or sections.
Briefing Meeting:
In briefing meeting the subordinates hold briefing meeting in every department. Here
they don’t have any discussions they prepare a note of brief if the departments or ask
questions to clarify answers. The function of the meeting is to give information, They
also hold briefing meeting.
Problem-Solving Meeting:
This is a meeting held where all concerned with a particular activity are called for a
purpose of solving a particular problem. Here everyone contributes their suggestions &
ideas to overcome the problem.
Eg; Labour disputes.
Group Discussion:
Group discussions are held in all the organizations to come with the views of the
individual, to discuss the situation status of the company. Here we can also solve
problems as multiple ideas are brought together.
It involves participation of all members. They also watch the behavior and involvement
of individuals.
Eg: Team meeting on weekly basis.
Here are some of the most important personality facts that a candidate should posses to
do well at a GD:
Team player
Reasoning Ability
Leadership
Flexibility
Assertiveness
Initiative
Creativity/Out of box thinking
Inspiring Ability
Listening
Awareness
Negotiation Meeting:
When two competing people like buyer & seller, two organizations who want to
collaborate, employer & employee, all these people meet with an objective to settle
difference and arrive at an agreement.
This meeting can go on for series or can have a conclusion in a couple of meets. Each
sides brief their point and arguments.
Meeting Management:
The 3M Meeting Management team has identified 11 of the most common reason for
calling a meeting. They are:
For Eg: Sales meeting is called to provide sales representative with some
information, suggestion, techniques, etc to sell new or current products.
This meeting is held for both the side parties to compromise and work
together peacefully.
These meetings are very effective if it is chaired by an outside consultant
specializing in conflict resolution techniques.
For Eg: People working in same department, one group of people would
like to work with some background music and the other group in a quiet
atmosphere; they may disagree with the issue of music as it may cause
noise.
In this case, the organization faces a crisis or major change, employees are
knee about important information from management.
A meeting with employees allows management to convey information
personally, directly & accurately.
This meeting also allows employees to ask questions & express their
views.
When managers are not satisfied about the meeting being planned poorly, the
following are some of the complaints –
Agenda was not prepared or sent prior to the meeting hence the
participants were not clear about the meeting purpose.
Wrong people were invited to attend.
The time was inconvenient for most participants.
The room was too small for the no. of participants present.
Audio Visual equipments were not ordered.
The meeting was not set up correctly
The leader was weak, speak infrequently and failing to control disruptive
participants.
The leader did not facilitate communication among all participants of the
meeting.
problem-solving
decision-making
planning
feed forward (status reporting and new information presentations)
feedback (reacting and evaluating )
combination meetings
If you want to save yourself and your teammates time and effort, propose to
management that the purpose, type, and agenda of a meeting be clearly stated in the
scheduling request for every meeting.
General Guidelines
Three main things about meetings:
The type of meeting will have a big impact on how you structure it. The main types of
meetings and the aspects of the group process each type requires are listed below.
Important
Type of Meeting Goals of Meeting Process
Issues
Allow time
Ideas need to be stimulated by for members
getting people together (if to discuss
Information sharing you simply need to report ideas,
and feedback information, consider another structure
form of communication such discussion to
as email) ensure full
participation,
Identify
forces
working for
and against
the action,
Commitment Commitment to a course of
allow
building action needs to be built
members to
express ideas,
respond
thoughtfully
to concerns
Problem solving Complex tasks or complex Ensure
decisions (simple ones can members
have
adequate
preparation
and decision
making
procedure
often be handled by email)
fosters
generating
multiple
decision
options and
alternatives
Information Meeting
Disseminating/gathering information
Self-awareness or conscious-raising
Learning (topics or skills)
Action Meetings
Creative thinking/generating ideas/brainstorming
Analysis, goal setting, problem solving, decision-making
Accomplishing tasks
Staff meeting -- typically a meeting between a manager and those that report to
the manager (possibly indirectly).
Team meeting -- a meeting among colleagues working on various aspects of a
team project.
Staff meeting -- typically a meeting between a manager and those that report to
the manager (possibly indirectly).
Management meeting -- a meeting among managers
Board meeting -- a meeting of the Board of Directors of an organization
One to one meeting -- a meeting between two individuals
Regular Meetings
Regularly scheduled meetings of the board are bi-monthly on the first and third
Wednesday of each month. The Board may choose to set additional meetings
depending on the needs of the board. The agenda for regular meetings is set in
advance; reasonable public notice is posted with date, time, place and agenda in
the local newspaper. Open to the public. The Board shall give members of the
public an opportunity to address the Board under "Persons To Be Heard".
Special Meetings
Called to discuss specific issue, usually where time is a factor in making
decisions. Discussion is confined to items listed on agenda. Public notice must be
at least 24 hours and should include date, time, place, and agenda. Open to the
public.
Public Hearings
Held to gather public input on a particular issue. No deliberation occurs on the
part of the board at a public hearing and no action is taken, but the issue under
discussion is usually calendared on an agenda of a regular or special meeting for
further discussion or action by the board. Reasonable public notice is given. The
Board shall give members of the public an opportunity to address the Board under
"Persons To Be Heard".
Work Sessions
Because the Board has a responsibility to conduct business in an orderly and
efficient way, this type of meeting is held to allow the board to participate in
informal discussion on a particular topic as a means of gaining more in-depth
knowledge; also is the format most boards use when scheduling indistrict school
board training. Reasonable public notice should be given. Public may attend but
public participation is at the discretion of the board.
Personal
o With superiors - peers - or staff
Planning
o to prepare a plan
o to evaluate a plan
o to seek information
Reporting
o progress to date of a plan or project
o recommendations on completion of an investigation
accident, new machinery or process
proposal to change system or procedures
o giving information
product launch
company policy
need for downsizing, out sourcing and other jargon!
Administrative
o Regular Staff Meetings
reports by heads of departments
round the table for comments or new input
o To inform of special event
special promotion of a product
Christmas party
o Exchanging information
methods analysis or review
future directions
customer relations
Problem Solving
o Identify elements
o Propose solutions
o Select course of action
Types of Meetings
Managing meetings effectively is a core skill every manager should develop. Although
there's no mystery to what makes a meeting productive, it can take practice and attention
to detail to become an effective leader of meetings. It all starts with knowing when to
call a meeting, and why.
Is it a meeting?
How do you know it's time to call a meeting? What type of meeting is it? What's the
purpose of the meeting? Here are some typical situations when a meeting may be called
for.
Problems are arising. If a project is getting off course, interpersonal conflicts are
escalating, or any other emergency occurs, it's time to call a meeting. Groups are
great at some tasks, like weighing alternatives and generating ideas. But
sometimes a meeting is not the best or most efficient way to get something done.
Some types of work are best done in subcommittees - even subcommittees of one
- then presented to the larger group for review and approval.
TYPES OF CONFERENCING
AUDIO CONFERENCING –The audio conferencing indicates an audio connection
via telephone or network connection. Having an audio connection is the minimum
requirement for meeting at a distance. It’s also called as “ Phone meeting” .
It’s most frequently used. most productive and inexpensive medium. It does not
require any other special equipment other than the ordinary telephone.
DATA CONFERE NCING- With data conferencing, you can electronically share
applications and files with people in other locations. Everyone can see the same
document at the same time and instantly view any changes made.
Data conferencing allows remote groups to view, share and collaborate on prepared
documents, as well as to brainstorm ideas. For these reasons data conferencing is often
suitable to working meetings where established teams can collaborate distance acting as a
barrier.
COMMITTEE MEETINGS
Meaning of committee
The word committee means a body, or a group, comprising a number of persons
or group constituted with a specific task assigned to deal with and report on the specific
matter so assigned. A committee is an organization device to take decisions by exchange
of information, discussion and deliberation. A committee has the potential to arrive at a
decision through communication. Therefore, a committee is a group of people pooled
together to perform some aspects of managerial functions like Finance, marketing,
production, personnel etc, and may be advisory or decision making.
Definition: according to hicks, “a committee is a group of people who meet by plan to
discuss to make a decision for a particular subject”.
Types of Committees
1. Ad-hoc Committee: a committee that is constituted for a particular purpose and is
dissolved soon after the accomplishment of the objectives. It gives its
recommendations or decisions.
2. Standing Committee: it is opposed to Ad-hoc committee. A standing committee is
a permanent body which is of an advisory nature.
3. Plural Executive: The most common example of a plural executive is a Board of
directors. A line committee to perform certain managerial functions. It enjoys
authority to make decisions and to manage.
4. Formal committee: it is a part of the organizational structure. It is officially
designated and has defined duties & authority. The committee is usually required
to follow rules & procedures, which are often written.
5. Informal committee: is generally organized temporarily without specific
delegation of authority. Such a committee is an informal committee. A special
meeting to seek advice from senior members of the staff or specialists outside
their Dept is an informal committee. An informal committee is usually temporary.
ADVANTAGES OF COMMITTEES
The most commonly cited advantages of committees are group decisions,
motivation & coordination. Besides these, there are many advantages, the following are
some of the most important advantages of committees:
1. Collective decisions: Two heads are better than one. A committee comprising a group of
people or more heads has diverse knowledge, experience & judgment. The solution
arrived at to a problem is based on application of a wider range of experience, a greater
variety of opinion.
2. Motivation: the committee system allows greater representation to important interest
groups such as creditors, customers, labour unions & shareholders. When subordinates
participate in the decision making process, they feel the sense of belonging & show
enthusiasm in implementing decisions in which they are also participants.
3. Coordination: The task of coordination in any group activity is a more difficult task &
challenging. The committee system provides an opportunity to promote coordination,
plans & policies & various activities of an enterprise. Committees help in bringing
perfect coordination between departmental activities.
4. Creative ideas: A clearly defined problem requires creative ideas useful to practically
every organization function. Different members may have different skills & talents.
Through brain storming and other group creativity activities, committees can produce
creative ideas.
5. Cooperation: There is a stimulus towards cooperative action in a committee
organization. Similarly it encourages group cooperation & team spirit in the organization.
6. Communicating: A committee is a very useful medium for transmitting information. It
serves as an easy & useful device for exchange of ideas, facts, opinions etc. It is an
excellent means of oral communication for transmitting information.
7. Democratizing: In the committee form of organization by allowing subordinates to
participate in the decision-making process- is a democratic process.
8. Consolidating power and authority: No single person has concerned power &
authority. It eliminates too much authority & power in a single person.
9. Training ground: committees serve as a training ground for executives. They help in
executive training & development. Subordinates too have an opportunity to have an
insight into the problems facing the executives. Managers can teach them the techniques
to solve a problem.
10. Combining abilities: committee organization effectively leads to pooling of knowledge
& experience. Intricate problems can be effectively solved by the combined abilities of a
group of persons. A committee is a means whereby the knowledge & abilities of several
persons can be brought to bear on a problem.
11. Advising: A committee can better advice the mgmt. an executive may wish to have
advice & counsel before making a decision.
12. Morale support: There is always available morale support on all risky matters. A
collective or group decision has group support. No single person is blamed for any
wrong-doing, because the implementing authority acts on committee advice.
13. Other advantages: All sides of a question are given a hearing before a decision is made.
A committee is a forum where differences are resolved. It is interdepartmental network
all departments know better & have full knowledge of what is going on in the sections.
DISADVANTAGES OF COMMITEE
1. Cost: Existence of committee is always expensive both in terms of time and cost.
Time, expense of travel, preparation activities involve money. So the financial cost of
committee meetings is very high.
2. Indecisive Action: In committee operations there exits usually difference of
opinions. It is due to conflicting view points of members or poor membership. A
committee is sometimes unable to reach a needed decision in time effectively. So delay in
decisions destroys the object of decision making.
3. Irresponsible nature: The decision of committee is a collective decision and all
the members are jointly responsible for the decision arrived at in a meeting. There is no
fixed individual responsibility. So the committee system is known as the breeding ground
of inefficiency and of evasion of real responsibility.
4. Domination: A strong member of the committee dominates the scene and the
decisions are influenced according to his own thinking. This is a real danger to group
decisions.
5. Divided Responsibility: Is a serious limitation of the committee form. Though
the responsibility is joint in practice members do not exhibit a sense of responsibility
expected of them. An individual member may evade decision making responsibility.
6. Suppression of Ideas: In a democratic process decision are taken by voting on
majority opinion. This leaves behind a legacy of bitterness discontent and frustration.
New ideas or minority ideas may be suppressed.
7. Absence of secrecy: The discussions are open in the house. It is a mode of plural
executive discussion and lacks secrecy. Maintaining secrecy in respect of certain matters
is necessary.
3. PREPARING AN AGENDA:
Once you’ve established your specific purpose, you need to consider in more detail what
topics the meetings will cover and in what order. This list of topics –agenda, will
accomplish two things. (1) It will help you run the meeting by keeping you focused on
your plan. (2) It will help you run the meeting by keeping you focused on your plan.
Knowing what topics will be discussed will also help those attending the meeting to plan
for the meeting more effectively.
5. DETERMINING LOGISTICS:
IT would be unwise to schedule a meeting that requires extensive discussion and creative
problem solving at the end of the workday, when members may be exhausted emotionally
and physically. Likewise it would be counterproductive to schedule a three hour meeting
in a room equipped with uncushioned fold up chairs, poor lighting and extreme
temperature. Another logistical consideration is whether to hold a face-to-face meeting or
a teleconference, meetings in which members in different locations are linked by
simultaneous electronic communications using camera, projection screens, microphones
and computer equipment.
Types of meetings:
1. Presented meeting
2. Participative meeting
1. Here communication is primarily one way from leader to those who attend.
a)Informational- Assuming you are leading you deliver message or call on others to
present information. Your other presenters have active role and attendances play a passive
role. Here they ask questions.
b)Motivational- Here the leader calls up on his team to motivate them. Here they are
listening and applaud.
2. Participative meeting
a)Brainstorming –Everyone participates, no one person dominates. Communication
consists of exchange of ideas. Although this technique is also used in problem solving
meetings.
b)Problem solving meetings- To solve existing problems. The meeting is more serious,
more structured and approach more analytical. Aim is to decide about how to correct
situation and keep it from recurring. It always better to present before its happening.
Start on time- If people are there or not. Thus late comers will get the message to come
on time.
a)People plan their schedules around meeting thus delay in meetings will vary their other
schedules too.
b)waiting to start till date comers arrive convey a lack of regard for those who were
present to start on time.
c)Delays will grow longer and longer-10minutes late to this month meeting will increase
to 15minutes in the next month and so on.
CONDUCT OF A MEETING
A meeting of any kind is conducted by the convener or the chairman of the
meeting or by a leader. All the 3 have slightly different job description.
A convener- is one who calls and arranges for the meeting. He may conduct the meeting
personally or have someone else to conduct it.
A chairman- has statutory powers and duties. He must keep to the rules and regulations
of the conduct of meeting and maintain correct procedure. Many organizations have rules
book and the chairman has to see that they are followed.
A leader- is one who conducts a group discussion or a conference session.
If some members do not speak, leader must draw them into discussion by
addressing a question to them like:
Mr. Agarwal, how would your section be affected by this?
Or
What has been your experience in this, Mr. Agarwal?
If the discussion goes off the track, leader may have to interrupt by:
That is an interesting side-light, Mr. Agarwal and we ought to discuss it
separately. Shall we return to this question of?
If one participant tends to talk too often or too long, or if the discussion gets limited
to 2 or 3 persons, the leader will have to intervene like:
You have brought up an interesting point Mr. Agarwal and I am sure other
members will want to discuss this. Ms. Mehta, I can see you want to say something.
If discussion seems to come to a stop, the chairman may put question to stimulate more
ideas or summarize the points brought out so far which may help in bringing out a few
more points or indicates satisfactory conclusions.
Use of minutes
Minutes form a record of business transacted at meetings. They serve as
permanent record of the decisions taken, members present, date, place, etc.
The notes taken at meeting along with duly signed serve as evidence or proof of
the proceedings in court of law.
It will be evidence as to a meeting duly called and validly held.
Types of minutes
There are 2 types:
1) Minutes of narration
They record simply statements of happenings and events which do not
require any formal resolution. These records of events or items of business which do
not require formal expression. They include narration of the introductory part of the
minutes, members present, and recordings of apologies fro absence and particulars of
proposers and seconders of motion
2) Minutes of resolution
In this type, minutes of resolutions record the formal decision of the
meetings. These are records of decisions or resolution. They do not contain narration of
the members present, apologies of absence, etc.
2) Loose-leaf minutes
The minutes of each meeting written or typed on sheets are inserted in the
loose-leaf minutes book which is a special binder with lock and key. It can be
unlocked for reference and new sheets can be inserted without disturbing earlier
minutes. This method is flexible, elastic and simple to operate.
But, care must be taken to prevent fraud or any falsification of minutes and to
ensure that no page of the book can be removed or replaced.
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