Two Responsibility Of A Chairperson

Published Date: 02 Nov 2017

To do the training in a better way I would use the following special active listening skills.

Attending: Listening is not same as hearing. For Listening, audience must pay the attention to speaker. I must tell my audience that:

I am going to talk about some interesting during my session. For example: I will start the session by saying that today you will learn the tips to interact customers.

I should also explain them the reason they should listen to my session. For example: You need to learn these tips because without them it is really hard for you to do the marketing. But with these tips you may be able to do 50 sales per day without many efforts.

There should be a proper flow of information. I won’t make the speech too hard or too easy for them. For example: if I start talking through a series of a bullets point. My audience will take it as easy and will feel it boring. On the other side, if I start to explain the graph and flowchart showing too much statistic. They will feel it as complicated and will lose their interest to listen. So I should make a perfect balance.

Give them breaks in between will be useful to regain energy.

Encouraging: Encourage the audience to listen is also important for Active Listening. Before you start you need not to treat your audience like this way that they are not empty vessel. They must have some information in their mind. So I will encourage them to talk and after getting their points I will elaborate further so that they may feel encouraged to speak their points and to give them answers of the questions. For example: If somebody will ask a question, I will reverse it back to them for others to speak. Also I will encourage them to guess for few tips. Also I can give them some task showing risk to build their interest.

Reflecting: A session should have reflective effect on audience. Even after the session is not going, there should be something going in their mind about the lesson. For example: If the staff is doing a sale and they must have the tips in their mind to use at that time. Reflecting is the process of paraphrasing and restating both the feelings and words of the speaker. 

It will allow me to 'hear' their own thoughts and to focus on what they say and feel.

I will be able to know if they are trying to perceive the best to understand my messages.

I will be encouraging them to continue talking.

Interpreting: I will give some extra time to audience to be aware of the nature and aim of the session. For example: I will do some discussion with staff in advance about the cultural factors to give some more explanation about the place of training, seating arrangement

Questioning: It will be good to use the questioning in between to make the audience alert and conscious about the discussion and to be ready to give answers whenever been asked. For example: I will explain them about breaking the ice and then ask the audience how you can do it for the sale at Alliance & Leicester.

Four interpersonal communication skills to improve team work for the launch of a new product at Alliance & Leicester.

This means for the launch of the new product at Alliance & Leicester, I should be ready to maintain a good staff communication between to do the marketing properly. I should be aware how to send and receive messages. All of the staff must have walker talkie to speak to each other in the desired.

Team need to show empathy: Team should understand the other team members’ responsibilities. That means if they are trying to change or introduce something new to increase the sale they should understand and check with others about their point of view. Team member should also give the honest opinion about it.

Stay focused: Team should stay focused with each other to maintain the proper sales of products. If Team is focused we can solve all the unexpected issues with the launch of product.

Proper coordination & Mutual Understanding: To work efficiently team should show proper coordination with each other. It means that if someone is working from a long time, other who has finished the work must help them to complete the work without being even asked for help.

Proper record of communication: Team should record and document all the minutes of meetings done and other conversation so that they may check if there is something missing from last meeting to do for the launch.

Question 2:

The communication skill to explore and reach mutually agreeable solutions to solve problems at Alliance & Leicester:

Assertiveness: is being able to converse my opinions, thoughts, needs and feelings in a direct, honest and appropriate manner.

Being assertive at work place, if the Alliance & Leicester are well known about the promotions given by another retailors to launch a best discount.

Negotiation: is a method by which people resolve differences. It is a process by which compromise is reached while avoiding argument.

Being a manger, I will check the prices from different vendors to compare and will choose the best price so that I may not take the company in loss and also may not charge too much as compared to other vendors. If any customer will show the pamphlet from another store showing that it is cheaper there. I should take the considerable discount to make the sale possible.

Giving & Receiving constructive feedback: Constructive feedback can support personal and group development and offers options associated with the method towards specific goals. The way in which the feedback is given and received will have significant effect on the procedure of learning.

I should do proper surveys and feedback with customers to gain the actual concern for the improvements in products and to know what is best in our products. For example, for the new product we should call the existing customers to check if they are happy or they want any changes in the product

Question 3:

Four factors with suitable examples to communicate more effectively with Group Executive during the interview to resolve management issue concerned:

Purpose and process of the interview:

Interview- A formal meeting in person, especially one arranged for the assessment of the qualifications of an applicant.

Purpose- speak information about yourself, your experience and your abilities ,search for further information about the position and the organization

Process- in which a potential worker is evaluated by a manager for future service in their company. During this process, the manager hopes to decide whether or not the interviewee is appropriate for the position.

I should write an email to GE about the issue to be discussed in meeting. I need to mention that the issue was not discussed in the briefing. I also need to discuss the timing and venue of the place.

Question & discussion:

Question- is a linguistic form used to make a request for queries. The queries requested may be provided in the form of an answer

Discussion-an extended form of communication about a particular topic.

I should make a list of question and discussion so that I may keep it in continuous sequence with the information to give and information to receive from GE to compare how it will fix the current issue.

Confirmation:

Confirmation-making something suitable by officially confirming it

I should confirm with GE about the meeting place, time and the content you are going to discuss and before I finish, I should also finish the meeting by notifying the confirmed action to be taken by GE to solve.

Follow-up:

Follow-up- an activity that continues something that has previously started.

After the meeting I should do the proper follow-up with GE about the progress from your and his side for the actions that have already been taken and the pending ones.

Question 4:

Two responsibilities of individual participants during the meeting.

The individual participants are the ones being selected to attend a meeting. They come to meeting by the invitation from facilitator. The participants may or may not attend the meeting but should only do so under logical basis. Other than that, every participant is required to be present since meetings have urgent needs and goals to be attended to. The meeting members play a major part during the discussion and decision-making. They are expected to act together energetically in activities like brainstorming. Because they can make suggestions and can even lead the purpose of a facilitator, these participants generally establish the course of the meeting. Without meeting members, a meeting is not possible to conduct.

For example for the marketing team meeting, if all marketing members are not there to discuss the sale then there is not point to do the meeting.

Two responsibility of a chairperson during the meeting.

The meeting facilitator plays an important role in the session and they may or may not join in discussions and give ideas to the group. The main task of the chairperson is to support the team in generating a successful meeting result and to lead the members in achieving the meeting objectives. The main scope of role includes preventing conflicts to occur during discussions, supplying methods and procedures in discussing a plan, and making sure that each member takes an active contribution in the conference. The chairperson acts as the supervising officer or the meeting guide. As the facilitator, his part of the responsibility is be concerned of the meeting logistics and preparation.

However, in certain types of sessions such as that a work meeting, the chairperson does not essentially stay impartial during the whole course. The meeting manager or chairperson is an energetic member particularly during the decision-making part. Unlike the facilitator, the meeting manager may set certain constraints and control if the meeting does not follow a pleasant-sounding process. Also, during the discussion the manager is free to add ideas and remark on other people’s opinions.

For example, Being Manager of Alliance & Leicester I am acting as a chair person who gives notice and invitation to all marketing team to come for meeting. Then before they come, I need to inform them about the agenda for the meeting so that team is ready to prepare their points. It will be my responsibilities to get the minutes from the minutes recorder to send it to everybody.

Two responsibility of a minute recorder in facilitating stakeholders to follow-up after the meeting.

The minute recorder is also known as the note-taker or recorder. The minute taker does not get involved in agenda appraisal, decision-making process, and interface amongst meeting members. The primary role of minute recorder is to record ideas perfectly as discussed by the members. The minute recorder may make use of a journal, notebook, or a laptop for recording of ideas. It is important that during the minute recording, the ideas are not reduced and paraphrased but should be written down and should imitate the exact words as declared by each member.

The minute recorder helps in the covering up of the meeting properly with the gathered notes from the participants’ ideas. The members need not be anxious of having their ideas left unheard as everything is being recorded.

For example, At Alliance & Leicester, I have made the roaster to select one by one each marketing member to record the meetings. They note down all the minutes during the meeting and send the noted minutes to chairperson within one week.

Question 5:

Downward communication:

The flow of information from upper levels of administration to associate staff working within a business. Business managers often need to be very skillful at downward communication in order to properly inspire the staff working under them at their company.

At Alliance & Leicester downward communication is really effective to support the downward and upward communication. It also provides the mechanism for discussion and negotiation. It is really helping the Alliance & Leicester to discuss issues within the workplace. At Alliance & Leicester is using the following type of internal Communication:

For written communication Alliance & Leicester is using the following method:

Spectrum – It is staff newspaper which is distributed to all staff and pensioners. It is informing about business and social matters.

Team Brief- This is on monthly production detail that contains business news from the whole of Alliance & Leicester.

Bulletin- It contains information like product changes and promotional activities.

Sales Talk – It compare the sale with competitors.

Office instructions – contain instructions to braches for the launch of new product and procedural changes.

Office Communications- For transmitting general messages

One offs- contain emphasize procedures to update staff.

For electronic communication Alliance & Leicester is using the following method:

Email- Alliance & Leicester using Email to communicate between staff.

Internet- A mortgages web site with personal banking and investments to add.

Fax System- More than 1000 fax machines to communicate within staff.

Computer System- Alliance & Leicester is using computer system to use as small network to share files and resources.

For oral communication Alliance & Leicester is using the following method:

Staff training session- Alliance & Leicester is doing one hour training session every week for improvement.

Internal conferences- Alliance & Leicester is doing time to time internal conferences and meetings for discussion.

Question 6:

Best Communication network for information flow for stake holders is the 2-way communications with stakeholders. It is effective than others communication because of following reasons:

More participation from stakeholders:

In 2 way communication, stakeholders are active and participate fully to discuss and to make decision for projects.

Democratic: With this type of communication the stakeholder believe that whatever is going at company is according to their demands. For example, we may change products by checking with customers. We may also get to know if they like our new products or not.

Open to feedback: By this way we are getting the open feedback from customers for appreciation and also the suggestions for improvements. With the honest and straight forward feedback we can take strict actions to take for quality.

May influence behavior change:

Two way communications may change the behavior of team to respect the culture, their background knowledge, age and character. It really helps the team to follow the privacy act and proactive feedback to change the behavior of team.

Question 7:

Review two communication technologies by Alliance & Leicester to correspond with internal stakeholders.

Alliance & Leicester is using the following two communication technology to use for the proper communication with stakeholders.

Written Communication: Alliance & Leicester is using written communication by using different methods like Spectrum, Team Brief, Bulletin, Sales Talk, Office instructions, Office communication etc.

There are following advantages of this communication:

Very Informative: This is really very useful information to give up-to-date information about the current happening at company.

Attract the stakeholders: Stakeholders are eagerly waiting for these documents like newspaper to reads all important information.

Different timings: Because all documents are coming time to time like on daily, weekly and monthly basis, they help us to get the relevant information time to time.

There are following dis advantages of this communication:

Time consuming: These documents take too long to design to attract audience. Designers are spending lots of hour to concentrate for each design for a better look.

Need Skilled staff: These documents cannot be made by any staff member. There should be a skilled staff member to do all this work.

Electronic Communication: Alliance & Leicester is using electronic communication by using different methods like email, internet, intranet, fax and computer networking to share information and resources with each other.

There are following advantages of this communication:

Quick transmit: This is really quick method to transfer the information and message from one person to another.

Easy to use: For this technology, we can easily train the staff to work. These are user friendly application and we don’t need staff to have background knowledge about use.

Secure: It is secure method and we can control the security according to our choice to give access and to restrict the users according to their rights in company.

There are following dis advantages of this communication:

Failure is really affecting: The failure in this technology can make the system downfall for long time to stop all work. Like if the internet is down or pages are not enough to print then no staff can work. They have to wait for the internet to be back and in working stage.

Hacking: Even though we try to make it secure than also the hackers are trying to steal the information from the staff computers, emails and internet.

Disasters: Disasters like threats, viruses, fire, earthquake and tsunamis etc can damage the whole information.