8.1. Strategies for successful interpersonal communication 8.1.1. Dyadic communication 8.1.2. Interviewing 8.1.3. Telephoning 8.1.4. Dictating 8.2. Strategies for successful business and group meeting 8.2.1. Background information 8.2.2. Purpose and kinds of meetings 8.2.3. Solving problems in meeting or groups 8.2.4. Leadership responsibilities in meeting 8.2.5. Participants responsibilities in meetings 8.3. How to take minutes of the meeting?

1. Business Communications (3456)
• BSCS Semester 3
• Business Communications notes by Awais Javed Satti
• Business Communications notes by Awais Javed Satti

2. UNIT 8: STRATEGIES FOR SUCCESSFUL
INTERPERSONAL: COMMUNICATION AND
GROUP MEETINGS
8.1 Strategies for successful interpersonal
communication
• Dyadic communication
• Interviewing
• Telephoning
• Dictating
8.2 Strategies for successful business and
group meeting
• Background information
• Purpose and kinds of meetings
• Solving problems in meeting or groups
• Leadership responsibilities in meeting
• Participants responsibilities in meetings
8.3 How to take minutes of the meeting?
• Business Communications notes by Awais Javed Satti

3. What is Interpersonal Communication?
Interpersonal communication is the process of
exchange of information, ideas, feelings and meaning
between two or more people through verbal and/or
non-verbal methods. It often includes face-to-face
exchange of messages, which may take form of a
certain tone of voice, facial expressions, body
language and gestures.
• The process by which people exchange information,
feelings, and meaning through verbal and non-verbal
messages.
• Includes message sending and message reception
between two or more individuals.
• Business Communications notes by Awais Javed Satti

4. Dyadic
Communication
❑ Oral or verbal communication incorporating small groups i.e.
2-8 participants acting as a sender & Receiver.
Dyadic Communication Relationship
Relationships by function Relationships by their nature or level of
relationship
• Interviewing (interviewee and
interviewer)
• Telephone exchange
• Grade review
• Job termination / exit interview
• And many others
Family, friend, boss, coworkers, fellow
students, spouse, roommate, president,
teacher etc.
Dyadic Communication and Self Perception
• When our trusted friends and family , Relatives can give us an
honest feedback about ourselves.
• “Jumping to conclusions about an individual can be done too
quickly So be careful in drawing conclusions about others”
• Business Communications notes by Awais Javed Satti

5. Interviewing
• An interview is a conversation
where questions are asked and
answers are given. In common, the
word "interview" refers to a one-on-
one conversation with one person
acting in the role of the interviewer
and the other in the role of the
interviewee.
Interviewing involve;
❑ Interview Purpose
❑ Interviewee’s Responsibilities
❑ Interviewer’s Responsibilities
• Business Communications notes by Awais Javed Satti

6. Interviewing
Interview Purpose
USE Procedure Parties
• Seeking Position Candidates speak with company representative Recruiter & graduating student
• Informing on Job Job requirements are stated as based on JD Boss & new employee
• Solving problem Facts are collected, Options reviewed,
decision is made
Employer & employee
• Supporting solution Information is collected and arguments are planned Manager & employee
• Counseling employee Facts are used to support contention that employee
needs help.
Employee meets counselor
• Evaluating employee Job performance review form is discussed Supervisor meets employee
• Gathering information Data are gathered on why employees leave, emphasis is
on events and not on personalities
Manager conducts interview
• Business Communications notes by Awais Javed Satti

7. Interviewee’s Responsibilities
1. Preparation before
the job interview
2. How to act during
the interview
3. Follow up after
the job interview
4. Suggestions for a
computer interview
1. Preparation before the job interview
Understand
yourself
rationally in
terms of your
weaknesses
and strengths
Find out details
about the
position and
review how
your skills
relate to that
position.
Do homework
on company.
Reherse
possible
questions
(brainstorme
issues /
questions).
Speak with
insiders (learn
from people
inside
company you
know).
• Business Communications notes by Awais Javed Satti

8. 2. How to act during the interview
Give Positive first impression; offer a warm handshake;
show a pleasant smile
If interview does not, then you state your understanding
of the interview.
Organize your answers; think of stating a theses or claim
and then supporting that position with data or evidence
Offer a conclusion at the end of the session, obtain agreement.
Use 5 Ws.
• Business Communications notes by Awais Javed Satti

9. 3- Follow up after the job interview
If there were specific
actions to be taken, do
so promptly.
If you are to provide
additional information,
gather than
information and offer
it to the interviewer.
If a thank-you note is
required, send it within
a day or so.
4- Suggestions for a computer interview
Try out the
equipment
beforehand
Avoid
excessive
movement
Dress as if the
interview were
live
Operate on the
assumption that
everything you
say will be
heard
Try to relax
• Business Communications notes by Awais Javed Satti

10. Interviewer’s Responsibilities
Objectives
Preparation
before
Interview
Evaluation
after interview
• Business Communications notes by Awais Javed Satti

11. 1- Objectives
❑ Evaluate job qualification that resume could not provide.
❑ Determine the oral communication ability of the interviewee.
❑ Find out if the interviewee could think off the cuff in a cogent and logical manner.
❑ Give the applicant essential facts about the job and the company.
❑ Establish goodwill on behalf of the company.
2- Preparation before interview
❑ Greet the candidate with a firm handshake and a warm smile.
❑ Suggest a degree of enthusiasm in your greeting.
❑ Be sincere and friendly.
❑ Begin with some non-controversial topic like his hobbies or current job.
3- Evaluation after interview
Always make notes of the interviewee you may use a check list (as per company practice).
The areas on which you should evaluate the candidate are as follows
Interviewer’s Responsibilities
Education and training Work experience Current off-the-job life
Personal characteristics Over all summary
• Business Communications notes by Awais Javed Satti

12. Telephoning
Communications Over Telephone
• Business Communications notes by Awais Javed Satti

13. Dictating
Authoritative Communication to Anyone
Spell unusual words or
names
Give the precise name and
addressee information
Speak clearly, slowly and
distinctly. Be careful with
plurals.
This is more often used for
transcription writing
sometimes internationally
using an electronic recording
device or by telephone
• Business Communications notes by Awais Javed Satti

14. 8.2 Strategies for successful business and group meeting
Background information
Purpose and kinds of meetings
Solving problems in meeting or groups
Leadership responsibilities in meeting
Participants responsibilities in meetings
• Business Communications notes by Awais Javed Satti

15. Background Information on Groups
Definition of group meeting
Purposive discourse between two or more people
Types of group meeting
1. Informal Group
Unplanned, free flowing meetings or get togethers for social purposes which may
later develop into formal meetings
2. Formal Group
These are task oriented groups, often search for solution to problems, look for a
course of action, make recommendations to a higher authority
• Business Communications notes by Awais Javed Satti

16. Formation of Groups
Forming Storming Norming Performing
• Orientation Phase
• Group tries to get
started
• Members begin to
stake out their
positions; they begin
to have conflicts and
arguments.
• Progress begins here.
Members work to
solve conflicts and
recognize acceptable
kinds of conduct.
• Here the group begins
to achieve its goals
Phases of Problem Solving
Orientation Discussions are free flowing, questions are numerous.
Conflict Members offer their opinions, evidence to support. At this stage conflicts
occur
Emergence Open exchanges continue; search for solution starts, compromises occur
Solutions Positive attitude, now is the time to complete the task and agree upon a
• Business Communications notes by Awais Javed Satti

17. PURPOSES AND KINDS OF MEETINGS
Informational
meetings
seek to clarify, to make something clear, to give information
Suggested
solution meetings
This meeting occurs to evaluate the suggested solutions to a
problem
Problem Solving
Meetings
• Groups try several attempts to find a solution
• The course to reach a solution is unique to every group
• Business Communications notes by Awais Javed Satti

18. Problem Solving Meetings
Authorization for
a Committee
Methods of Solving Problems in meeting
Background Analysis Solution Discovery Solution Analysis Choice of action
• The information
comes from an
authorized person
which asks you to
form a committee.
• The above should
include who, what,
when, where and
why
• State the problem
or question in an
affirmative tone
• Define and limit
the problem
• Collect facts on
the history of the
problem
• Establish Criteria
• List possible
solutions through
brainstorming
• Arrive at a solution
• Work on the pros
and cons of all the
previous solutions
listed
• Use rational
approach
• This is the
execution phase,
where we keep in
mind timelines
and costs involved.
• Business Communications notes by Awais Javed Satti

19. Leadership Responsibilities in Business Meetings
Kinds of Leadership in Business Meetings
Authoritarian Leaderless Democratic/Participative
• Shows contempt of some
members
• Dominates the discussion
• Praises those who agree with
him
• Speaks often and loudly
• Issues orders and commands
• Suggests that he has authority
• Shared leadership
• Allows high ability people to
run the meeting
• This is rarely beneficial as
someone to guide should be
available
• Goal is to help the group to
make the best possible
decision
• Others are listened and are
given authority to conclude
• Facilitate productive
discussions
• Invite minorities
• Clarify vague statement
• Business Communications notes by Awais Javed Satti

20. Leadership Responsibilities in Business Meetings
Planning steps before the
meeting
Procedures during the
meeting
Follow up after the
meeting
• Review the problem and
determine the precise purpose
• Decide who should participate
• Arrange for meeting date, Time
and place
• Create an agenda
• Distribute the announcement for
the meeting
• Check on physical arrangements
• Begin with an opening
statement
• Stimulate discussion
• Understand the roles of the
participants
• Interpret data for solution
evaluation
• State the major conclusions
and plan of action
• Distribute minutes of meeting
• Share point of actions with
responsible person’s names
• Keep track of all meetings
being held for this problem
• Business Communications notes by Awais Javed Satti

21. Participants Responsibilities in Meetings
Preparation for meetings
• Do your homework, Collect information, check data, confirm conclusions
• Be over-prepared
Effective participants roles in meetings
• Organizer
• Clarifier
• Questioner
• Factual contributor
• Idea creator
• Critical tester
• Helper of others
• Business Communications notes by Awais Javed Satti

22. How to take
minutes of
the meeting?
Minutes of Meeting describe specify
what was discussed and decided in a
meeting.
Permanent record of the meeting for
future reference.
Include an overview of the structure
of the meeting.
Note down in a concise way the matters that are
being dealt with and decided on during a
meeting and to produce the minutes of the
meeting to every one.
• Business Communications notes by Awais Javed Satti

23. Format of
Minutes
Generally, minutes begin with the organization name, place,
date, list of people present, absent and the time.
All the agenda for the said meeting.
All official decisions must be included.
The reports given and the person involve
The vote tally may also be included
The date, time and place of the next meeting.
Assignments and the person responsible.
The minutes may end with a note of the time that the
meeting was adjourned.
• Business Communications notes by Awais Javed Satti

24. Importance of
Meeting
Minutes
Confirm any
decisions made
Record of any
agreed actions to
be taken
Record of who has
been allocated any
tasks or responsibilities
Provide details of
the meeting to
anyone unable to
attend
Serve as a record of
the meeting's
procedure and
outcome
• Business Communications notes by Awais Javed Satti

25. What tasks
are involved
in taking
minutes?
Distributing The Minutes Among The Attendees
Concluding The Minutes
Recording The Body Of The Minutes
Make A List Of All The Details Beforehand
Make A Short Summary About The Meetings Agenda
• Business Communications notes by Awais Javed Satti

26. FORMS OF
RECORDING
MINUTES
Video Recording Audio Recording
Hand Recording
• Business Communications notes by Awais Javed Satti

27. THE BODY
OF THE
MINUTES
1. Name of the organization
2. Date and time the meeting
3. Those present and those who could not attend
4. A list of the agenda items/topics
5. Summary of discussion for each agenda item
6. The actions people committed to
7. Summary of any decisions made
• Business Communications notes by Awais Javed Satti

28. STYLES OF
MINUTES
Minutes of Narration
These include some of the discussions and important
details. This style of minutes is considered a legal
document.
Report
This is a full record of all discussions that includes
the names of all speakers, movers and seconders of
any motions, written in a narrative style.
Minutes of Resolution
These are limited to the recording of the actual
words of all resolutions that were passed. Movers
and seconders are not recorded. Each resolution that
is made commences RESOLVED THAT. This style
of minutes is also considered a legal document.
• Business Communications notes by Awais Javed Satti

29. ESSENTIALS
OF TAKING
THE
MINUTES
• Record simple short statements
which capture decisions passed
and actions agreed upon under
each of the agenda headings
• Keep it brief & to the point
• Circulate within a week
• Impersonal tone
• Reported speech
• Business Communications notes by Awais Javed Satti

30. Instructions for Recording Meeting of Minutes
• Typing meeting minutes on a laptop can make the process quicker and easier.
• Make a note of who is present. If necessary, pass around a sign-in sheet.
• Use the meeting agenda as an outline for the minutes.
• Details do not belong in meeting minutes. Do write down any motions and decisions made and
the key findings of any committee reports.
• Use bullet points to make the minutes easier to read. Each bullet statement should represent a
different finding, discussion, or decision.
• Make a note of issues that were tabled until future meetings
• Transcribe or review minutes as soon as possible after the meeting, while your memory of what
happened is still fresh.
• Before you submit the meeting minutes, proofread for types.
• Business Communications notes by Awais Javed Satti