Office Administration

Office Administration Chapter 5: Verbal Communication— Professional Communication Applications

Types of Conferences • Company-sponsored conferences • Discuss timely topics • Training • Advancements in the industry • Association-sponsored conventions • For the benefit of the members of the association

Planning a Convention During the convention • Registration for participants • Checking in speakers and exhibitors After the convention • Financial reporting • Follow-up correspondence • Follow-up publications Before the convention • Hotel or convention center • Review sponsor’s plans • Plan program • Prepare packets of information

Informal Meetings 2–5 people Committee work Office meetings Formal Meetings Planned agenda In-house meetings Out of town meetings Conferencing Planning and Organizing Meetings

Arranging Meetings • Select date and time • Notify participants • Notify person presiding of attendees • Prepare materials and agenda • Take notes, pass along dates to executives • Prepare room for next meeting • Transcribe notes • Send minutes or a meeting report

Conducting Meetings • Effective use of meeting time by sticking to time limits, starting on time, sticking to the agenda, close meeting promptly • Parliamentary procedure is used to conduct the meeting efficiently and orderly; be sure everyone is aware of the procedure

Preparing Follow-up Documents • Minutes summarize the business conducted and reports presented at the meeting; official record should be filed • Resolutions are used to communicate a formal expression of an entire group’s appreciation, congratulations, or sympathy • Petitions are used to cite reasons for introducing specific action to be taken

Planning a Presentation Analyze the situation and decide how to proceed • Who is the audience? • What is the topic? • How long should it be? • Question and answer session? • A/V and multimedia resources?

Preparing a Presentation • Develop the materials including an outline, the content, and the format • Prepare handout materials to share with the audience • Prepare visual aids to complement the presentation including computer visuals or slides, document camera, overhead transparencies, and/or an electronic blackboard

Delivering a Presentation • Memorize the key points • Thorough knowledge of the topic • Practice makes perfect • Physical facilities for speaking (ahead of time) • Speaking rate . . . speak at a moderate rate • Focus on visuals, a picture’s worth 1000 words • Questions from the audience • Summarize the key points

Cultural Differences • Awareness of cultural differences embedded in language • Sensitivity, listen empathetically • Openness to new ideas • Respect those that are different, be courteous • Collaboration in the work environment to make good decisions for all

Adapting to Intercultural Audiences • Nonverbal communication is interpreted differently in different cultures . . . Be descriptive with words, listen objectively, use nods or eye contact to show support • Oral communication is key • Prepare effective written communication • Intercultural ethics should be examined

Diversity in the Domestic Workplace • Diversity in personal characteristics and skills • Cannot legally be used in making employment decisions • Diversity in physical ability • Protected in the U.S. under the ADA (1990s) • Diversity in employment opportunities • Women and minorities complain about a glass ceiling

Office Administration