Summarizing the Meeting Result and Looking Ahead of the Business

In our globalization era, business is one part of lifestyle. Some people work in this field to get much money or build good relation among the people to get profit. They tend to invite someone or more people to join into their business by verbal interaction. One of verbal interaction is meeting. Based on Wikipedia, meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement. Based on the definition, we can conclude that meeting is an activity that has important role for a business. We have to prepare to make an interesting meeting, so they will pay their attention and then they want to join.                                            

 Before start the meeting, the business man or business woman has to prepare all of the presentation or information that they will share. The purpose agenda is also important. An agenda is used in business meetings to outline the main topics that will be addressed and to keep it on track. Agendas are also often used as a personal tool to keep track of events, responsibilities and deadlines in the future. This activity has purpose to make client join into the business. One of the main parts of the meeting is summarizing it to see the probabilities that would be happen. The probabilities are the customer want to join into our business or they will ignore to join. In conclusion there are three main components of general meeting agenda. The first aim is to outline the most important issues that will be discussed so that members can prepare ahead of time. The second component is to let members know the minimum amount of information they must know ahead of time. Finally, an agenda also contains a goal of what the meeting should accomplish.                                                                        

 In the result, if the meeting has the similar view between the client and the company, so the client tends to join to the business. The company can give more information about the profit they will get together in the future. As a business man or woman, we have to be friendly and approachable when we want to invite someone to join in our business. If our attitude is good, so the client will trust with us. In the other side, we must focus of the goal and the target also. We have to set a goal for what we expect from each meeting. In each meeting, we have to tell them about the progress that our business reached together. The report of the business should be informed regularly, so the client can see the progress. If the business has profit and there is no problem as long as the client and business owner has made relation, so the business will running well. The probability is the client will join in the same business in the future. As an owner of the business, we have to build good communication with our client, so the business has good image in the client’s view.

Business Communication (Task 2)

Here is, the writer gives the examples of claim letter and resignment letter that is used to full fill the requirment assignment 2 in the subject of business communication.

1. Claim Letter

Kagumi Lily Wedding Organizer

Jl. Gatot Subroto No. 35

Jakarta

Indonesia

Pos Code. 131614

Telp. (021) 87655667 | Fax. 02726252456 | Email. KagumililyWO@gmail.com

 

Ms. Dyjah Koening

Sales Manager

Mimper Exclusive Bridal Boutique

Jl. Khayangan No. 24

Pos Code 53689

Jakarta

Indonesia

March 5^th, 2017

Dear Ms. Koening,

On February 21^th, 2017 I purchased 2 pink bridal gowns for my customer. The quality and color of your shipment do not match with our order classification. If we use different quality and inappropriate order like our customer needed, so it will damage our business as the sophisticated wedding organizer. We have returned your shipments along with a request for cash refund of $6,000 for those gowns.

We believe that your boutique has deep concern for its customers. We are also convinced with the earlier dealing of your company.

Refunding the money within the next 10 days will be highly appreciated for the time of that weeding is closer to the date line. We are looking for future business.

Yours Faithfully,

AnnaKaranina

(Anna Karenina)

Purchasing Manager

2. Resignment Letter

Rusiana Rahayu

Jl. Kemang Raya No. 24

Jakarta Selatan

Pos Code. 3156268

Telp. (021) 87655667 | Email. rusianarahayu@yahoo.co.id

 

Mr. Ardan Salim

General Manager
Pullman Hotel

Jl. Setia Budi No. 19

Jakarta Selatan

Pos Code 132452

March 5^th, 2017

Dear Mr. Salim

Through this letter, I purpose to leave from my position as front office manager at Pullman Hotel starting from March 12^th, 2017.

I feel that now is the right time for me to seek my career in the other field. I would be grateful if you confirm the acceptance of my resignation and the date. If there is something I have to finish before I go, please let me know as soon as possible.

I also express my gratitude to the Matsu Hotel for the support and the opportunity that I have gained my skill while I am working here.

I wish the entire team of front office always successes and proceeded with achievement.

Thank you for your attention and wisdom.

Yours Sincerely,

Rusiana Rahayu

(Rusiana Rahayu)

 

Business Communication (Task 1)

Definition of Business Communication

• Sharing of information between people within an enterprise that is performed for the commercial benefit of the organization or company.

It means that all of business activities have the same main purpose to make commercial benefit.

  

• How a company shares information to promote its product or service to their potential consumers.

It means that the company shares their information to get the potential consumers in their class, for every company has classification to choose their consumer based on their class.

Elements of Communication

• Sender/Encoder         

Person who give the information to the receiver.

• Receiver/Decoder      

Person who accepts the information from the sender  that contains of massage.

• Massage                      

The massage is full of goals/purpose from the company itself.

• Channel/Medium

 Someone or something that can be used as a tool to inform the business. 

There  are 2 types of it : 

1)      Direct

The information is given by sender to receiver directly; for example is face to face.

2)      Indirect

The information is given by sender to receiver indirectly, such as flyer, media social, and etc.

Guiding for Effective Communication

1.      Clarity of purpose

The explanation should be clearly, so the information can be accepted without any misunderstanding.

2.      Share Activity

Both of companies which make relation should be active as the sender and receiver.

3.      Common Set of Symbol

In the communication aspect the international terms is important to avoid misunderstanding.

4.      Focus on the Need of the Receiver

We have to focus on the receiver to make them want to make business relation with us.

5.      Active Listening

We have to put our position as a good listener, so what we are talking about between our colleagues can be understood.

6.      Controlling Emotion

Controlling emotion is the important things, for the emotion will guide us to manage our mind. As the result, our business can run well.

7.      Politeness

As a business man we have to make attitude as the peak of everything, for attitude and politeness will make our colleague feel comfort to make relation with us.

8.      Clarity Assumption

Give the clearness assumption without any if conditional which never happen.

9.      Avoiding Connotation

Use the real or common language which can be understood by the public.

10.  Social Psychological Aspects

The appearance and the way we talk should follow their class, so they will respect with us.

11.  Completeness

If they get interesting with us, so we can relate our business with them; besides, if they refuse, so we cannot insist them.

 

The Questions

·         What do you mean by “effective communication”?

The Answer    : 

Effective communication in the writer opinion is the way of communication process that can give the result as good relation between the sender and the receiver of the massage. The result of effective communication is the massage from the sender can be accepted well to the receiver.

·          How does the knowledge of the communication process help us in communicating effectively?

The Answer     : 

When we are good enough in the communication skill, so automatically we will be able to communicating effectively. To get that skill, so we must learn about knowledge of the communication. The rich knowledge of communication and practice in the real life will guide us in communicating effectively. 

·         What is the major mistake in communication?

The Answer     : 

The major mistake in communication are :

1.      Unclearness of the topic that they are talking about.

2.      Misunderstanding between the sender and the receiver.

3.      Grammatical incorrect, so the information cannot be received well.

4.      Person who wants to get to know about privacy of someone, and it is impolite.

5.      Person who cannot be as a good listener, so the information cannot be accepted well.