A meeting is a gathering of two or more persons for a common
purpose (Figure 6.1.1). Meetings vary in size, from two-person
discussions to large conventions, conferences and seminars ( also
see Unit 2.1). Meetings enable two-way communication and ·
allow participants to discuss issues. People may meet in the same
physical space, such as in a conference room, or they may meet via
videoconferencing or teleconferencing. Figure 6.1.2 illustrates some
reasons why people meet.
Figure 6.1.2 People meet for various reasons
Types of meetings
Meetings may be formal or informal. Formal meetings are those
that are required by law or the standing orders or co~stitution
of the organisation, and are conducted in keeping with specific
predetermined guidelines.
Informal meetings are less structured and may be called whenever
necessary. The person calling the meeting may decide whether it is
necessary to have minutes taken.
II
orma meetings
General meetings
General meetings may be held for all the stakeholders of an
organisation. A stakeholder is a person, group or organisation
that c~n ~ave an influence on or be affected by the activities of the
orgamsation. Stakeholders include customers, government, the
community, sponsors and suppliers.
Annual general meetings
An annual general meeting (AGM) is held once per year, as required
by law or by the organisation's constitution. Unit 6.4 gives details on
AGMs.
Board meetings
Board meetings for a company are attended by its directors. A
director is elected or appointed to oversee the activities of the
business. _Board meetings are generally to make strategic plans
fot fhe organisation. The board evaluates the performance of the
company and the effectiveness of its managers, and makes decisions
<;1imed <;1.t en~mrh1g the organisatibn's success. The board must discuss
issues such as:
• financial control of the organisation
• compliance with legal requirements
• health and safety
• maintaining and improving customer relationships
• mergers, takeovers or organisational restructuring.
Extraordinary general meetings
Extraordinary ( or special) general meetings (EGMs) may be called b
the directors or by a .specified percentage of the shareholders (such
as 10 -per cent). They are called to discuss exceptional issues that are
of concern to the shareholders or members of an organisation. For
·example, such a meeting may be called t~ remove a director before
the completion of his or her term of service.
Committee meetings .---
. . "fie purpose o
A committee is a special group that 1s set up for a_speci t and i
area of work. A committee is usually a temporary arrangemen
disbanded when its objectives are met. ·
Different types of commjttees ·sation-
. · e an organ 1
• Executive committees have the authority to manag .
fve
1 committee.
For example , a charity
. may be run by an execu . h .
OlnQ . sues.
is
• Standing committees are established to deal wit ong ~
For example, a manufacturing firm may set up a standin~ commit~ee to
manage health and safety issues. A standing committee 1s a relativ~ly
permanent.arrangement, although the members may change over time.
• Advisory committees consist of persons with expertise in a particular
field , who advise management in their area of specialisation. For
example, there may be an advisory committee for industrial relations.
• Ad hoc committees are set up for a specific purpose. For example,
an ad hoc committee may be established to plan and manage a firm's
awards ceremony. This committee will be disbanded
, - when the ceremo11y
_,
is over.
Statutory meetings
A statutory meeting is the first meeting that is held by a newly
formed public limited liability company. It has the same format as
an AGM (see Unit 6.4). T.he laws of.most countries specify that this
meeting must be held no more than six months after the company is
established. . ·
Informal meetings
Staff meetings
Staff meetings are usually held between management and all
personnel in an organisation. Staff meetings enable direct, face-to-face
communication between administration and personnel. Staff meetings
are used to discuss issues affecting the organisation's operations, build
teamwork, obtain feedback and so on. Staff meetings are essential when
developing a strategic plan for an organisation. The development of a
statement of vision, mission statement, organisational objectives and
strategic goals should be done in' co~laboration with all persons in the
organisation (see Unit 1.1).
Departmental meetings
A departmental meeting is held between the manager or supervisor
II and the personnel in a sub-section or functional unit of an
organisation. Departmental meetings usually focus on issues that
affect that specific unit; however, these issues may have an impact on
the entire organisation. For example, the marketing department may
t' meet to develop an advertising campaign for a product.
i•
t [ Test yourself
1 State THREE reasons why meetings are called .
2 List FOUR .requirements that must be fulfilled when conducting formal
meetings.
3 a ListFIVE types of meeting .
b Explain the issues related to any TWO of the five types of meetings .
listed in (a) .
