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Discuss the different types of meetings

      

Discuss the different types of meetings

  

Answers

Francis
The term ‘meetings’ ranges from the informal exchange of ideas between a few people to the very formal statutory meeting governed by rules and procedures that are laid down.

1. Informal Meetings
Though informal meetings are held more often than formal meetings, there are no set procedures laid down for running them and are therefore harder to plan and control. They are called at a short notice either by means of a note or simply by word of mouth. Such meetings do not usually have an agenda. Informal notes may be taken and circulated and decisions are taken by consensus or by the person running the meeting after considering the views of the participants.
No formal protocol or meeting terms are used and the person leading the meeting acts as chairperson or group leader, conducting it as the circumstances demand.

2. Formal meetings
Are held after the people entitled to attend have been notified in writing some time before the meeting. There may be a rule which says how much notice has to be given before a meeting can take place. The notice is usually accompanied by an agenda. They are conducted according to the procedures and rules laid down in the constitution, statute, standing orders, by-laws etc. Formal protocol and meeting terms are used. Decisions are reached by voting after motions are proposed and seconded and recorded in minutes. Formal meetings are conducted by officials who usually include the chairman, secretary and treasurer. Formal meetings are normally constituted by;

a. Annual General Meetings
These are held once a year to elect officials and a committee, to receive reports and to give members an opportunity to speak. In clubs it is usual for each member to have a vote while at company meetings the voting shareholders are allowed to vote according to the number of voting shares they hold. A shareholder who cannot attend an AGM may vote by proxy – authorize another to vote for him.

b. General Committee Meetings
Once the committee has been elected, they may meet at General Committee Meetings where day-to-day affairs are discussed.

c. Subcommittee Meetings
These are meetings consisting of members of a general committee who have been given a particular task to perform which does not require the attention of all committee members e.g. to arrange for a social function.

d. Extraordinary General Meetings
These are held to discuss matters, which cannot wait until the next AGM e.g. the committee resigning suddenly, the company in financial difficulties etc.
francis1897 answered the question on March 15, 2023 at 11:54

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