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OBJECTIVES OF MEETINGS
ë To solve the problem.
ë To understand the situation.
ë To inform and explain.
ë To get feed back.
ë To collect ideas.
ë To learn and to train.

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ë Identifying the purpose of the meeting.
ë Determining whether it in necessary.
ë Prepare an agenda ± what topics and in
which order meeting should conduct.
ë Decide who should attend the meeting
-who are related to your purpose?
-who will make the decision?
 -who will implement the decision?
-who can provide needed background
information?
every one at the meeting should have a
reason for being there.
ë Determine the logistics of the meeting ±
timing, location, seating arrangements & any
equipment needed.
ë Assign someone the task of taking notes
during the meeting. These notes should be
accurate, objective & complete.

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ë Encourage the punctuality by beginning
and ending the meeting on time.

ë Begin the meeting by stating the

purpose of the meeting and review the
agenda.

ë Establish the ground rules that permit

the orderly transaction of business.
ë Control the discussion to ensure that it is
relevant, that few people do not monopolize
the discussion.

ë At the end of the meeting, summarize

-what was decided?
-what is the next step?
-what each members responsibility?

pp

Every participant has the stake in the meeting.
Participants are those who are directly related to
the purpose of the meeting. The meeting become
effective and successful only by the effective
participation of the participants.
The Chair person should observe the following:
ë Observe punctuality
ë Clearly define the purpose of the meeting
ë Begin with a positive approach
ë Be brief
ë Break out the initial silence
ë Remain impartial
Some suggestions for effective participation
ë Go to meeting well prepared
ë Study the other members who are attending
the meeting
ë Speak at the most appropriate time
ë Control your negative impulses
ë Be flexible and accommodating
ë Avoid lecturing, Patronizing, condemning
ë AGENDA: is the list of items to be discussed at
the meeting
Usually sent with the notice of the meeting
Items included depends up on the type of meeting

ë MINUTES OF MEETING: minutes are the

official record of work done and decisions taken
at the meeting of members.
It is a legal document that can be produced in the
court of law as evidence
At the next meeting the minutes of the previous
meeting are read out, and the copy of the same is
sent to all for circulation
ë Media management
ë Press release
ë Press conference
m
  
As the amount of media that we produce and archive
increases, we need new tools to deal with the
massive amounts of data, as well as
compressing/converting it into various formats for
various uses; finally, we need some way of cataloging
and retrieving relevant media elements for various
uses.
Corporate users have a variety of needs related to
media management. Companies may want to
distribute internal training and communications
videos, as well as corresponding PowerPoint
presentations or Excel documents.
This technology is even more powerful in the
education arena.
³Convergence" in the IT industry.





Y
         

 
is
a written or recorded communication directed at
members of the 
  for the purpose of
announcing something claimed as having news value.
Seeks to demonstrate to an editor or reporter the
newsworthiness of a particular person, event, service
or product.
Often sent alone, by e-mail, fax or snail mail to
assignment editors at newspapers, magazines, radio
stations, television stations.
Different from a news article. A news article is a
compilation of facts developed by  

published in the 
 , whereas a press
release is designed to be sent to journalists in order to
encourage them to develop articles on the subject.
Sometimes 
    are sent for the purpose
of announcing 
    .
 





       
ë ðeadline
ë Dateline
ë Introduction
ë Body
ë Boilerplate
ë Close
ë Media contact information


   
    

   - used to grab the attention of journalists and

briefly summarize the news.
Before you write a word, remember this:
ë The reporter isn't interested in helping you make money
or driving visitors to your site. ðe's looking for a story
that will be interesting to his readers and pleasing to his
editor.
ë State your most exciting news, finding or announcement
in as few words as possible.

p
 
  - first paragraph in a press release, that
generally gives basic answers to the questions of who,
what, when, where and why.
  - further explanation, statistics, background, or
other details relevant to the news.
   !
  
- an old newspaper term which means a
block of standard text that's used over and over
again.
ë A sentence or two describing your company and what
you do.
ë Generally a short "about" section, providing
independent background on the issuing company,
organization, or individual.
ë Use at the bottom of all your releases,i.e. place your
boilerplate right above the # # #'s.
ë eg:-´theplace4vitamins.com was founded in 1997 to
provide consumers with a wide choice of vitamins,
supplements and herbal products. The site offers a
range of articles, research materials and message
forums for the health conscious consumer.´
   !
|  - indicating to media that the release is ending.
A more modern equivalent has been the "###"
symbol.
m | 

p 
  - name, phone number,
email address, mailing address, or other contact
information for the PR or other media relations
contact person.
ë ·rite below the ###'s.
ë e.g.:-If you'd like more information about this topic, or
to schedule an interview with John Smith, please call
at 555/555-2222 or e-mail at john@yahoo.com.
     
Clarity
Brevity
Substantial information
Avoid jargons, colloquialisms, slangs, double entry.
Positively project the company image.
Carefully choose a best heading.
If the matter is long, divide into paragraphs.
Always write it from a journalist's perspective. Never
use "I" or "we" unless it's in a quote.
Shorter is better. If you can say it in two pages,
great. If you can say it in one page, better.
   
ëA meeting to which media personnel are invited
by a government body, organization or
company seeking to make a public
announcement in order to gain favourable
publicity or to offset some negative reactions.
ëAn interview held for news reporters by a
political figure, famous person or a person
representing a reputed firm is called a  
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SEMINARS
ë A seminar is a meeting for exchanging
information and holding discussions on a
somewhat smaller scale than a
conference.
ë A seminar refers to the discussion in a
group in which the result of original
research or advanced studies is
presented through oral or written reports.
ë It may also be organized for cross
fertilization of ideas.
ë It is more limited and formal in nature.
ë More serious discussions are held in a
seminar within a limited period than a
conference.
ë Generally one person presents a lead paper
incorporating his findings and then , there is
an in depth discussion on the material
presented.
ë The main purpose of seminar is to share
knowledge and get the viewpoints of equally
well-informed persons.
ë Presentation skills can make or break a
presentation!
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·ORKSðOPS
ëA ·orkshop by definition, is ³a period of
discussion or practical work on a particular
subject in which a group of people learn about
the subject by sharing their knowledge or
experience´.
ëðere the emphasis is on the practical training
aspect of the knowledge/information sharing
and decision making activity.