Business

Communication
ENGL 1208

Student Name
INDIVIDUAL | 10/03/2021
 1. Describe ‘Meetings’ in details. (Discuss the types of meeting, mention
which type of meeting suits in different scenarios. Explain the minutes of
the meeting and draw its format. If you are invited to attend a meeting
what steps you will take before and during the meeting) - (Explain in
minimum 300 words)?
 Meetings

Meetings possibly of different kinds which depends on formality, reason, applicable,

rightfulness, involvement and more. There are many kinds of meetings which are;
status update meetings, Information Sharing meetings (ISM), board meetings, and
Casual meetings. Meeting or plural form “Meetings” can be discussed as; “An
assemblage of people as for a work, public, or religious objective (Chiu, 2016).
Meetings play in our administrative, regulatory and executive lives. But they playing
an important role in our life. Meetings can be of many kinds based on formality,
purpose, use, legitimacy, participation, and many other things. However, the midpoint
principle of meeting is on standard, regular and common: an assemblage of people
(Briggs, 2014).
Meetings can be productive, non-productive, or an entire waste of time. If time is
money and productiveness and efficiency are your focal points, then you must go for
arranging a meeting, leading a meeting, or engage in one.

 Strategies for Beneficial Meetings

You want a methodical, systematic, structured, logical, coherent, systematized and

productive meeting, but recognize that group communication discussions and
socializing by definition can be confused, cluttered, disarranged, disorganized
tumbled, chaotic and doubtful, unsure and unpredictable when people with different
school of thoughts sit together. To stay on track, on point consider the following
strategies and plan:

 Sending out the final meeting’s minutes a week before the next oncoming
meeting.
 Sending out the agenda for the latest meeting at least a week in upcoming
days.
 Sending out reminders to the attendees for the meeting a day before of the
meeting and the day of the meeting.
 Schedule and booked the meeting in Outlook or a familiar program so every
attendee of the meeting receives a reminder.
 Starting and ending time of your meetings should be on time.
 Make confident the attendees to know their part, participation, rules and
requirements prior to the meeting.
 Make sure all attendees of the meeting should know one another before
discussion going to start.
 Very Official communication styles and source from the agenda can give help
to maintain the time frame, structure of meeting and tasks.
 Go along behind Robert’s Rules of Order when needed to be applicable, or at
least be known with Robert’s Rules.
 Double check the notes which are taken at the meeting should be cleared
,readable, comprehensible, understandable and can be reformed to minutes for
distribution later on.
 Keep the debate on track during the meeting and if you are the chair, or
commanding the meeting, don’t be in doubt to restate a point to understand
and diverge the attention back to the next ongoing agenda point.
 If you are leading the meeting, draw a very clear distinctiveness between on-
topic agenda points and those which are more exclusive, individual, or beside
the point.
 Try to convey your all respect and thankfulness for everyone’s time and effort
which they showed up in the meeting.
 Clearly convey the exact time, date, and venue or means of contact for the
coming meeting.
 Types of meeting, mention which type of meeting suits in different
scenarios.
 The six general types of meetings:

Meetings can be held face-to-face, but growingly business and industry are
converting to teleconferencing and videoconferencing possibilities as the
technology strengthens, the cost to participate is getting less, and investing money
on travel including time consuming too (Hecht, 1993). However, you come all to
one as a team, group, or committee, then you need to define your objective in
advance with an agenda before starting of a meeting.

 Status Update Meetings:

This category encompasses regular team and project regarding meetings, where
the initial targets is to align the group of particular departments via updates on
progress, encroachments, future challenges, and the next plans.
 Information Sharing Meetings:
The initial goal of this kind of meeting is for the speakers to discuss the
information with the attendees (Wittenbaum, 2004). This could be the
information or upcoming plans about things like changes, upcoming new products
and latest techniques, and any upgradation of already using software or detailed
knowledge of a domain which could be implement in every department of the
Company.
 Decision Making Meetings:
The huge and very important business decisions are made by groups in meetings.
 Problem Solving Meetings:
Problem solving meetings are the most tricky, tangled and varied kind of
meetings. Whether the meeting is pointing an already identified problem, or it is
concentrating on creating decisions to navigate the future plans. Problem solving
meetings outcome is often gives a significant decision and thus meetings can be
difficult to the development of a team or product. If the bad action is chosen, it
could be damaging. To make sure that this doesn’t come about at your next
problem-solving meeting, follow the points provided here.
 Innovation Meetings:
Innovation meetings and creative, imaginative, innovative, visionary meetings
often start with imagining outside the box, by intercommunicating, associating,
and discussing the ideas in a huge platform.
 Team Building Meetings:
All meetings should focus to team building, strengthening bonding in between the
people of the different departments to smooth the work and for developing the
corporate culture within a company.
 The minutes of the meeting and draw its format. If you are invited to
attend a meeting what steps you will take before and during the meeting?
  Minutes of meeting

Minutes of Meeting specify designate what was discussed, communicated, conveyed

disclosed, divulged, acknowledged and decided in a meeting. Permanent
documentation of the meeting for future references. Include a summary of the
structure of the meeting. Note down in a brief and compact way the matters that are
being dealt with and noticed on serious way during a meeting and to make the
minutes of the meeting to everyone who is present in a meeting( Hiller, 2006).

 Format of Minutes of Meeting

Almost always, minutes start with the organization name, place where actually the
meeting is being held, date of the meeting, list of people of the company present,
absent and the time of the meeting. All the agenda for the happening meeting. All
official outcomes and results must be included in the written form before staring the
meeting. The reports must be circulated and the name of the persons involve. The vote
tally may also be included.

 Minutes of Meeting Format:

Name of Company/Department/Unit: Oman Arab Bank.
Date: 10. March.2021
Time Started: 3:00PM
Secretary: Miss Laiba
Attendance:
1. JAHAD IBRAHIM.
2. MUHAMMAD IBRAHEEM
3. SUFYYAN AHMED
Agenda (Issues Discussed)
Agenda is basically a list of items, things that are to be discussed within the
present people during the meeting. Agenda is responsible of framework for the
meeting and ensures that no point is left out for discussion within a meeting.
Decisions Made/Key Decisions Adopted: (Resolutions)
Minutes should illustrate an accurate summary of related discussions of people
and decisions taken by the committee. Secretaries should stay away from minuting
lengthy exchanges in between members of a company and reproducing content
contained within the reports, they should be choosy, demanding, particular, picky,
 cautious and only pick up the relevant, main threads. The main minute should
summarize the central points of a discussion, heading through logically and must
be cleared to any decisions or outcomes (LeBlanc, 2019).
Next Actions/Other Matters: (New/Other Issues)
The last issues, matters on the agenda for a meeting, when any issue, matter not
already dealt with may be raised.
Special Notes:
Good committee secretaries will be experienced, skilled, acknowledged at taking
notes whilst also participating fully in a meeting.
2. You are planning to give party to your friends (100 people). Call Radisson
SAS hotel in Sohar, enquire about the size of the party hall in their hotel
and also enquire the price of food per person.
There are some dialogues between Customer (Jahad) and Hotel Manager to
enquire about the party for 100 people which are given below:
Manager: Greetings Sir! Welcome to Radisson SAS hotel Sohar, how can I assist you
Sir ?
Jahad : I come over this place when I breezed in the marriage anniversary of my
colleague. I was amazed by your services. I want to book the hall for arranging a party
for my friends with strength of 100.
Manager : Thank you for the recognition Sir, kindly come to the booking office so
that you can undergo the desired things.
Jahad: Sure!
Manager: What date do you want for event?
Jahad : The event is on 8th May,2021 are the halls vacant ?
Manager : Yes Sir, we have 2 halls option one is indoor and calm, and other is
outdoor with swimming pool moreover. Which one would you go for?
Jahad: The outdoor hall. But I want the Swimming pool to be decorated, neat and
cleaned.
Manager : Great preference sir ! We have some very eye catching designs kindly just
have a look it on our website which is https://www.radissonhotels.com/.You can even
customized the things according to your desire.
Jahad : You have a great decoration set ups ! I am loving each and every decoration
setup, I'm now getting confused now.
Manager : You can take time for making the decision Sir! All we desire is our clients
should be satisfied with their desired decorations, if you want I can send you through
mail the designs so that you could talk about it with your family mates or friends.
Jahad: Sure ! Kindly mail me all your decorations setups. Please also mention the
detailed price per person.
Manager : Sure Sir, whenever you confirm the design, discuss it with us and we'll get
to know you about the money needed for your selected setup.
Jahad: Great then !
Manager: Kindly fill this form with all asking details so that we could connect to
you. And we are honoring 25 years of Radisson SAS hotel Sohar, if your bill reaches
above $2500 you would be provided 25% off.
Customer : Glad to know that. I liked your service and will definitely recommend it
within my social circle of my near and dear ones.
Manager : Much appreciated for those alluring, kind and beautiful words!
3. You are the branch manager in OAB, one of your premium customers
applied for a loan of 50000OMR to expand his furniture business. Write a
recommendation email to your head office, giving details of your
customers
for loan sanction. Write an imaginary name of a customer company and
person to whom you are writing. Copy the same to your boss.

Bank Letterhead

(Oman Arab Bank, Sohar St, Sohar, Oman)

Date: 10th ,March, 2021

TO WHOM IT MAY CONCERN

This letter verifies that Muhammad Ahmed of (PO Box 79, PC 118 Al Harthy
Complex, Muscat, Salalah,119) is a customer in exceptional standing of this Bank and
applied for bank loan of 50000OMR to broaden his furniture business named ABU
MOHAMMAD OMER FURNITURE in my recommendations he can meet his
business liabilities and he is a trustworthy personage. Our history state that
Muhammad Ahmed was born on 12th March 1978.
Muhammad Ahmed has been a customer at this bank for the past 25 of years. Over
this era Muhammad Ahmed operated Current Account.

Sincerely,

_____________________

Jahad Ibrahim Mohammad Al Balushi

The Branch Manager
Oman Arab Bank

References
 Chiu, M. M, & Lehmann-Willenbrock, N. (2016). Statistical discourse
analysis: Modeling sequences of individual behaviors during group
interactions across time. Group Dynamics: Theory, Research, and Practice,
20, 242-258.
 Briggs, R. O, Reinig, B. A, & de Vreede, G. J. (2014). An empirical field study
of the yield shift theory of satisfaction. 47th Hawaii International Conference
on System Sciences (HICSS, pp. 492-499)
 Hiller, N. J, Day, D. V, & Vance, R. J. (2006). Collective enactment of
leadership roles and team effectiveness: A field study. Leadership Quarterly,
17, 387-397.
 LeBlanc, L.A, & Nosik, M.R. planning and leading effective meetings. Beh.
Anal. Pract. 12(3), 696–708 (2019)
 Wittenbaum, G. M., Hollingshead, A. B., Paulus, P. B., Hirokawa, R. Y.,
Ancona, D. G., & Peterson, R. S.,Yoon, K. (2004). The functional perspective
as a lens for understanding groups. Small Group Research, 35, 17-43
 Hecht, M. L. (1993). 2002—A research odyssey: Toward the development of a
 communication theory of identity. Communication Monographs, 60(1), 76-82