Communication In A Virtual Conference †MyAssignmenthelp.com

Question: Discuss about the Communication In A Virtual Conference. Answer: Discussion of the process to compensate the lack of face to face communication in a virtual conference Face to face interaction is a time-consuming process and the transportation cost is often high. Hence, virtual communication is a cost effective manner, which saves time also (Lang, 2016). However, providing details of a conference through the virtual communication the lack of face to face information can be mitigated. Planning for a business meeting A plan for a business meeting requires a preliminary framework to conduct the meeting successfully (Getz, 2016). However, a proper evaluation of the developed plan is required to understand the stages that will be taken in a business. Purpose of the meeting One of the most important things of conducting a meeting is the purpose of the meeting. The main purpose of the meeting was to enhance the sales revenue generation by developing the new pricing strategy. However, it is important for each organization to communicate clearly with their stakeholders regarding the agenda of the meeting to grow their interest toward this meeting (Chen et al., 2016). The organization should ensure that the meeting, which they are going to conduct, will be capable to fulfill their purpose (Dimitrova, 2016). However, if the purpose of the meeting is not clear then it is difficult to gain success from such meeting. The virtual conference is very common today in any meeting. This meeting included the virtual conference with the international clients and a face to face interaction with the internal stakeholder at the same time. Vision creation is one o the most important steps of a meeting as every event is associated with a vision. A vision creation leads the organization to measure the cost of their coming business operation. Venue of the meeting In this study, a business meeting of a retail sector was held on the 8th September 2017 in the Melbourne. The meeting was held at 12 PM in a business conference hall of a well-known hotel in Australia that consist 50 people at a time. Time of the meeting and number of participants The meeting has been conducted on 7th September 2017 from 12 PM to 5 PM. Around 20 individuals were involved in this meeting. Duration of the meetings The duration of the meeting was 5 hours from 12 PM to 5 PM. A 45 minutes lunch break was taken from 2 PM to 2.45 PM. Communication process of the meeting Video conference has been arranged for this meeting to communicate with the international clients who were unable to attend this meeting. This virtual communication has enabled this organization to communicate with their national and international clients at the same time regarding their new business planning (Couch, 2017). Apart from this a face to face communication was arranged with the internal stakeholders those were present physically in this meeting Tools and te chniques to arrange the meeting This organization conducted a meeting to enhance their sales revenue by introducing new pricing strategy. However, venue creation is crucial for this meeting as maximum conferences in the hotel require in-house service for this conference management (Eades et al., 2017). This meeting included overnight accommodation for their guests. However, it is important for the organization to develop a clear sense about the conduction of the meeting. Hence, if the participants get a clear idea about the agenda of the meeting then they will help to accomplish this meeting rather than concerning about this meeting. Several individuals are involved in a meeting thus it is important to divide the task among the participants who are attending this meeting. Identification of the resources is crucial to develop a plan for a meeting as in order to meet the goal proper resource allocation is crucial (Johnson, 2017). Setting the deadline should be realistic and achievable in this meeting. However, during the meeting, the participants should be ensured about their responsibility and they need to track everything. In a meeting, it is hard to justify the time, for this reason, it is important to follow up the meeting properly. The meeting was a brainstorming meeting in order to build a powerful team to meet the business objectives of the organization. The employees have been empowered by the hierarchy in this meeting to involve in the decision-making process of such meeting. The comfort level of the employees and clients was observed by the hierarchy in this meeting. For this reason, proper arrangement of their food and drink has undertaken for this meeting. However, it is important for each meeting to encourage their stakeholders to participate and fulfill their responsibility (Ghlala, Aouina Said, 2017). The authority of the business should not hold the meeting as it will be expensive and waste the money and time. However, some restrictions were applied in this meeting to make the stakeholders presentable and to run the meetings without any obstruction. Significance of the preparation of such meeting The success of a meeting depends on the preparation of the meeting, however, if the preparation of the meeting is not specified then it is difficult to gain success from such meeting (Eades et al., 2017). In the current meeting, the preparation was good, however, the agenda of the meeting was clear to the stakeholders that helped them to participate in this meeting and to understand their responsibility properly. Role of the two participants Two participants have played the vital role in this meeting. One is the team leader and another is the HR of the organization. However, the leader has played a significant role in encouraging the employees to participate in this meeting by motivating them (Johnson, 2017). On the other hand, the HR of the organization took all the responsibilities properly to arrange the meeting in the proper manner as it was essential to bring success for the meeting. Recommendations Face to face communication with the international client will be helpful for this meeting than the virtual communication as it will enhance the understanding and relationship between the stakeholders. Therefore, this meeting was about the sales revenue generation while discussion over the stakeholders benefits in this meeting will be effective to develop the performance of the stakeholders. References Lang, A. W. G. (2016). 2016 AACP Council of Deans Interim Business Meeting, February 21, 2016, Tampa, Florida Call to Order.Journal Information,80(10). Dimitrova, N. (2016). REPORT ON THE ANNUAL BUSINESS MEETING.University of California, Berkeley,4, 6. Couch, L. (2017). Ninety-Second Annual Business Meeting.Journal of Parasitology. Eades, K. M., Eades, K. M., Lehman, J., Lehman, J., Green, R., Green, R. (2017). JL Railroad: The Board Meeting.Darden Business Publishing Cases, 1-14. Johnson, C. E. (2017).Meeting the ethical challenges of leadership: Casting light or shadow. Sage Publications. Chen, C. Y., Wu, K. W., Lee, J. C. (2016, January). A Meeting-Oriented Process for Streamlining Business Collaboration: A Conceptual Example of Software Development Case. InProceedings of the International Conference on Software Engineering Research and Practice (SERP)(p. 224). The Steering Committee of The World Congress in Computer Science, Computer Engineering and Applied Computing (WorldComp). Getz, K. (2016). June 11, 2016 Business Meeting Minutes.NASIG Newsletter,31(3), 6. Ghlala, R., Aouina, Z. K., Said, L. B. (2017, July). MC-DMN: Meeting MCDM with DMN Involving Multi-criteria Decision-Making in Business Process. InInternational Conference on Computational Science and Its Applications(pp. 3-16). Springer, Cham.