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Definition ,purpose, advantages and disadvantages of meetings.


Date Posted: 1/27/2018 12:46:57 PM

Posted By: Chepj  Membership Level: Silver  Total Points: 217



A meeting can be defined as a gathering of people for a discussion towards a common goal or objectives. For example campus students meet in groups normally of around ten students to tackle certain assignment left behind by their lecturers.
These are normally gathering of people with objective of discussing various ideas or issues. They are effective tools in decision making. A meeting is successful if members show up and participate actively and their decisions taken into consideration during implementation. It is an organized association.

They provide an opportunity for;
Sharing information.
Making suggestions.
Providing feedback.

Purpose of meeting:

To air views or grievances.
To share ideas, experience, knowledge and skills.
To solve problems and find solutions.
To obtain assistance from other members
To pass and receive information.
To coordinate or arrange activities to be undertaken.
To create involvement and interest in certain ideas.

Types of meetings;

Formal meeting

Formal meetings are held with strictly laid down rules contained in company’s articles.
Such meetings require a quorum (minimum number of people who must be present for a meeting to start.)
They take place after notices have been sent to the members.
The members must be provided with the items to be discussed at the meeting prior to the meeting.
A record of such meetings must be kept by the secretary.

Annual general meeting

These are business meetings that are held once in a financial year. Several schools carry out annual general meetings where all the parents are invited.
In annual general meetings all the stakeholders in the business are invited. They must however be provided with notice or agenda of the meeting.

Board meetings

These are meetings held as often as they are required by individual organs in an organization or institution.
Members to

this board attend the meetings.
Minutes are normally by the chairperson of the board.
The members discuss issues of importance to their board.
Example of board meetings are usually held in various institutions.

Informal meetings

These takes the form of brainstorming or discussion sessions, where strict agenda may not be followed and minutes may not be kept.
Strict rules or regulations are not followed. However it is considered a good business practice to issue members with agendas.

Departmental meetings

They are held by heads of departments or managers of certain sectors. All the staff in that department are invited to attend the meeting.
The information to be passed is included in the department’s reports.
They allow various departments to work efficiently by holding such meetings to clarify areas of importance and the way forward.

Statutory meetings

These are meetings required by law . they are usually held before a change in leadership. Members discuss the conduct of previous leaders and scrutinize their special results and reports. The decisions in statutory meetings are legally binding.

Other types of meetings include;
Working parties meetings
Management meetings
Advisory meetings
Peer meetings
Off line meeting
Kick off
Staff meeting

Terms used in meetings

Agenda which is the issue to be discussed in a meeting.
Minutes which are records of activities taking place and the decisions made.
Quorum which refers to the required number for attendance for a decision or meeting to take place.
Notice which is a formal notification to members.
Chairperson who is the person who presides over a meeting.
Secretary keeps records, takes notes and handles general clerical work.

Procedures for conducting meetings

Provide notice to members earlier.
Agenda given to members in advance.
Finding a venue and inform the members in advance.
The meeting starts when the chairperson calls into order.
He or she declares the meeting opened at whatever time it should start.
The secretary starts writing minutes.
He or she record the names of members citing whether present or absent.
Secretary reads minutes of the previous meeting.
Members discuss matters arising from the previous meeting.
The chairperson reads the day’s agenda to be discussed by members.
Members discuss the agendas while the secretary writes main points.
Decision is reached
The chairperson closes the meeting and states the time for the next meeting.

Preparation for meetings

Understand the purpose of a meeting as well as the role and what is expected from you.
Make some notes about any input you would like to make.
Carry a note book and a pen so that you can note down important points.
Be positive as you go for the meeting.
Expect anything not less not more.

Advantages of meetings

People can air their views or grievances
People avoid inconveniences caused by individual decisions.
People get solutions to their problems.
People can ask for assistance in tasks that are difficult to perform.
Relationship and unity in an organization is promoted through interaction.
Encourages sharing of ideas.
People’s ideas are respected.
Solves conflicts and reduces tension.
Improvement in performance of an organization is attainted through ideas shared in meetings.

Disadvantages of meetings

Costly in cases where one has to travel to different places to attend meetings.
Wastage of time incase the agenda of the meeting is not met or people fail to contribute to the meeting effectively.
Slow implementation of activities or task since it has to be approved by members in the meeting. It has to follow certain procedure.
Demands personal appearance for the meeting to take place.
Slow decision making because members have to raise opinions and serious points to be noted down. The members have to decide on which to follow and what to forego. This is not an easy task since members will want their opinions considered.
Overdependence on other members to come up with effective and suitable idea.

Format for writing minutes

Members present
Members absent with apology
Members absent
Recorders signature

Purpose of writing minutes

Serves as a reminder of decisions
Summarizes the meeting for people who were unable to attend.
Offers evidence in the event of a lawsuit
Creates history of the organization.

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