UNIT-2 INTERNAL BUSINESS COMMUNICATION

 Guidelines for Meetings: Introduction

If you want to have more effective meetings, first you have to learn the
basics. Here are some simple, easy-to-follow and proven guidelines that
should be followed each and every time your group meets.

Print this page. Hang it on your meeting room wall. Write the
guidelines on a poster. Memorize them by heart. Do whatever it's going
to take to improve your meetings!

Guidelines you and your group can follow before, during and after your meeting:

1. Only hold a meeting if necessary.

2. All meetings must have clear objectives.
3. Invite a neutral facilitator to sensitive meetings.
4. All meetings must have an agenda which includes:
topics for discussion
presenter or discussion leader for each topic
time allotment for each topic
5. Meeting information needs to be circulated to everyone prior to the meeting.
Make sure to include:
meeting objectives
meeting agenda
location/date/time
background information
assigned items for preparation
6. Meetings must start precisely on time so as not to punish those who are punctual. This
also sets the stage for how serious you are about making the meeting effective.

7. Meeting participants must:

arrive on time
be well-prepared
be concise and to the point
participate in a constructive manner
8. Meeting notes must be recorded and made part of the company's meeting
information archives.
9. The decisions made by the group must be documented.
1 Assigned action items must be documented, and the host, or an appropriate participant,
0. must be appointed to follow-up on the completion of all action items.
1 Meeting effectiveness must be reviewed at the end of each meeting and suggested
1. improvements applied to the next meeting.
  TYPES OF MEETING

There are various types of meetings. These are classified as public meetings and private
meetings. Public meetings are those which are open to the members of public in general.
These are generally held at some public place like a park or public hall. The purpose of
holding these is to propagate some information or belief. Notice of such meetings is
served by announcements in the newspapers or by posters etc. Generally, political
meetings, civic meetings, election meetings are examples which fall in this category.

Private meetings are those which are held by private bodies or associations of persons in
which the affairs of the private bodies are discussed. Only members of those bodies or
associations can attend such meetings. These are held for those persons who are entitled to
attend either by right or by invitation. The meetings of a company, a cooperative society, a
club, associations etc are of these types.

Private meetings may again be classified as-

A. General meetings
B. Company meetings
A. General meetings:
General meetings of an association are the meetings which are open to all the members.
During these meetings general business of the body is transacted, accounts are passed, the
annual reports are read, past activities are reviewed, future plans are discussed and the
members of the executive committee are elected. These meetings may also be ordinary,
special or emergency meetings depending on the type of business transacted. General
meetings again are of two types:-
a) Committee meetings
b) Sub- committee meetings
These meetings are open only to the members of concerned committees or sub-
committees. These are held to discuss some specific problems assigned to that committee
or sub-committee. Examples of such committees may be the meetings of the Governing
body, Board of directors, Finance committee etc.

B. Company meetings: A company is required to hold different kinds of meetings at various

stages of its existence. Broadly, company meetings may be classified as follows:

1. Meetings of shareholders or members

The shareholders or the members who are the real owners of the company must come
together to discuss the affairs of the company and take decisions for their welfare by
controlling the Board of Directors and their activities. Besides, there are certain matters
which can be decided only by the shareholders. Thus shareholders’ meetings are held from
time to time. These meetings may be of four types:
a. Statutory Meetings: It is the meeting of the shareholders required to be held under the law
by every company having a share capital, just after the commencement of the business.
b. Annual General Meeting: It is to be held by all companies once a year. These are held to
consider and approve annual accounts, declare dividend, elect directors, appoint auditors, and
transact other businesses, if any. The annual general meeting is regarded as the most
important of all company meetings.
c. Extraordinary General meeting: All general meetings of a company, other than annual
general meeting and statutory meeting are called extraordinary general meetings. These
meetings are convened whenever it is found necessary to transact certain business which
cannot conveniently be postponed till the next annual general meeting.
d. Class meetings: Where the share capital of a company is divided in two different classes
of share, meeting of different classes of shareholders may have to be called whenever the
company wants to make any variations in the rights attached to shares of any particular class.
2. Meetings of Directors and their Committees
Since a company is an artificial person, it cannot act on its own; it is the directors, the elected
representatives of shareholders who are vested with the powers of control and management of
the company. The directors have to act as a team & for this purpose directors’ meetings are
held frequently. It is at these meetings that important matters relating to the business of the
company are decided.

Before the Meeting

Internal business communication refers to the exchange of information, ideas, and messages
within an organization. It plays a crucial role in fostering collaboration, disseminating
important updates, and ensuring that all team members are on the same page. Before a
meeting, effective internal communication is essential to set the agenda, share relevant
information, and prepare participants for the discussion.

Here are some examples of internal business communication before a meeting:

1. Meeting Agenda Email:
 Example: Subject: Agenda for Monday's Team Meeting
 Body: Dear Team,
I hope this message finds you well. Attached is the agenda for our upcoming team meeting
scheduled for Monday at 10:00 AM. Please review the topics and come prepared to share
your insights on the recent project updates and any challenges you may be facing. Your
active participation is highly encouraged. Let me know if you have any additional agenda
items to add.
Best regards,
[Your Name]

2. Pre-Meeting Briefing on Collaboration Platform:

 Example: Slack Channel Message
 Message: Hi Team,
 As we gear up for the marketing strategy meeting on Friday, I want to draw your
attention to the shared document on Google Drive titled
"MarketingStrategy_Meeting_Feb14." Please take a moment to review the document
and add your comments or suggestions. Your input will be crucial to the success of
the meeting. Looking forward to a productive discussion!
 Cheers, [Your Username]

3. Project Update Memo:

 Example: Memo to Team Members
 Memo: To: [Team Name]
 From: [Your Position]
 Subject: Project Update and Focus Areas for the Meeting
 Date: [Date]
 In preparation for our weekly project meeting on Wednesday, I want to provide a
brief update on our progress. Please take a moment to read the attached document
summarizing recent achievements, challenges, and proposed solutions. Let's use our
meeting time efficiently to address any outstanding issues and plan our next steps.
 Best, [Your Name]
These examples illustrate how internal communication before a meeting can help set
expectations, provide relevant materials, and encourage active participation, ultimately
contributing to a more productive and organized discussion during the actual meeting.
During The Meeting:
Internal business communication during a meeting is crucial for ensuring that team
members are aligned, informed, and able to collaborate effectively. Here are some key
aspects and examples of internal business communication during a meeting:
Agenda Setting:
Example: Before the meeting, the team leader sends out an agenda that outlines the topics
to be discussed, the goals of the meeting, and any relevant materials. This helps
participants come prepared and sets clear expectations.
Opening and Introductions:
Example: At the beginning of the meeting, the team leader welcomes everyone,
introduces any new team members, and briefly mentions the purpose of the meeting. This
sets a positive tone and ensures everyone is on the same page.
Progress Updates:
Example: Team members share updates on their ongoing projects, highlighting
achievements, challenges, and any support needed. This keeps everyone informed about
the overall progress of the team and allows for collaborative problem-solving.
Discussion of Key Issues:
Example: The team discusses specific challenges or roadblocks that have arisen since the
last meeting. For instance, the marketing team might discuss a recent campaign's
performance and brainstorm ways to address any issues.
Decision-Making:
Example: The team discusses various options for a particular decision, such as selecting a
vendor for a new project. After weighing the pros and cons, a decision is made
collectively during the meeting. This ensures transparency and involvement from all
relevant team members.
Action Items and Assignments:
Example: Towards the end of the meeting, action items are defined, and responsibilities
are assigned. For instance, if a new marketing strategy is approved, specific team
members may be tasked with creating promotional materials or analyzing the campaign's
success.
Q&A and Clarifications:
Example: Team members have the opportunity to ask questions or seek clarifications on
any points discussed during the meeting. This ensures that everyone has a clear
 understanding of the information shared and helps prevent misunderstandings.
Closing and Next Steps:
Example: The meeting concludes with a summary of key takeaways, a reminder of action
items and deadlines, and information about the next steps. This provides closure and
ensures that everyone leaves the meeting with a clear understanding of what needs to
happen next.
Effective internal business communication during meetings promotes collaboration,
enhances team cohesion, and ensures that all members are working towards common
goals.

After the Meeting:

1. Meeting Summary Email:
After the meeting, the team leader or organizer sends out a summary email to
all participants. This email includes key points discussed, decisions made, and
action items assigned to specific individuals or teams.
2. Task Assignment Confirmation:
Individuals or teams who were assigned action items reply to the email,
confirming their understanding and acceptance of the tasks.
3. Regular Updates:
Team members provide regular updates on the progress of their assigned tasks,
either through email, project management tools, or during follow-up meetings.
Effective communication ensures that everyone remains informed, accountable, and aligned
with the goals discussed during the meeting. It helps in fostering collaboration and achieving
desired outcomes.
Common Mistakes made a Meetings

Internal business communication during meetings is critical, and certain common mistakes
can hinder the effectiveness of the communication process. Here are some examples of
common mistakes made at meetings:
1. Lack of Agenda:
Mistake: Holding a meeting without a clear agenda can result in a disorganized
discussion where important topics are overlooked.
2. Poor Time Management:
Mistake: Not sticking to the allocated time can lead to rushed discussions, important
topics left unaddressed, and frustration among participants.
3. Ineffective Leadership:
Mistake: Lack of clear leadership can result in a lack of direction, unproductive
discussions, and difficulty in making decisions.
4. Overlooking Action Items:
Mistake: Failing to assign and document action items can lead to misunderstandings
about responsibilities and delayed progress.
5. Ignoring Input from Team Members:
Mistake: Dismissing or ignoring input from team members can lead to missed
opportunities, decreased morale, and reduced engagement.
6. Lack of Follow-up:
Mistake: Failing to follow up on action items or decisions made during the meeting
can result in tasks being forgotten or delayed.
7. Technical Issues:
Mistake: Neglecting technical aspects, such as video conferencing tools or equipment,
can disrupt the meeting and waste valuable time.
Avoiding these common mistakes requires careful planning, effective leadership, and a
commitment to clear and open communication during and after meetings. Addressing these
issues can significantly improve the efficiency and outcomes of internal business
communication.