Types of Business Meetings, Notice of Meeting, and Agenda

I. Business Meeting A. Definition 1. A meeting is an act or process of coming together as an assembly for a common purpose.1 2. When two or more persons gathered as per given notice to discuss some business matters is known as business meetings.2 3. A business meeting is a form of non-written business communication. Meetings keep members informed of events related to carrying out their duties; they provide a forum for soliciting input, solving problems, and making decisions; and they promote unity and cohesiveness among the members through social interaction.3 4. Where discussions take place between members and directors or officers. There must be at least 2 persons attending the meeting. One member cannot constitute a company meeting even if he holds proxies for other members.4 B. Types 1. Based on number of participants a. Small Meetings These are meetings small enough to be comfortably accommodated in a private office or a corporate conference room.5 b. Large Meetings, Conventions and Trade Shows Meetings so large that they must be held in auditoriums, hotels, and convention centers are almost always planned by a trained corporate staff, a committee, or convention consultants hired for this purpose. 6 2. Based on formality a. Informal Meeting b. Formal Meeting 3. Based on Use of Technology a. Face-to-face Meetings b. Same-site electronic Meetings These are held in horseshoe-shaped rooms. This utilizes computer and internet technology.7 4. Based on frequency8 a. A one-time meeting is the most common meeting type and covers events that are self-contained. While they may repeat often, the individual meeting is the entirety of the event. This can include a 2006 conference. The 2007 version of the conference is a stand-alone meeting event. b. A recurring meeting is a meeting that recurs periodically, such as an every Monday staff meeting from 9:00AM to 9:30 AM. The meeting organizer wants the participants to be at the meeting on a constant and repetitive basis. A recurring
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http://www.merriam-webster.com/dictionary/meeting. Retrieved on April 25, 2013. http://anisulhaq.weebly.com/company-meetings--kinds-of-meetings.html . Retrieved on April 25, 2013. 3 Ober, Scot. 1995. Contemporary Business Communication. Houghton Mifflin Company. New York City. 4 http://www.legalserviceindia.com/company%20law/com_4.htm . Retrieved on April 25, 2013. 5 Baber, Lina Grace. 1982. Office Practices and Procedures. Charles E. Meiril Publishing Company. U.S.A. 6 Ibid. 7 Zaremba, Alan Jay. 2006. Organizational Communication: Foundations for Business and Collaboration. Thomson SouthWestern.U.S.A. 8 http://en.wikipedia.org/wiki/Meeting . Retrieved on April 25, 2013.
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meeting can be ongoing, such as a weekly team meeting, or have an end date, such as a 5 week training meeting, held every Friday afternoon. c. A series meeting is like a recurring meeting, but the details differ from meeting to meeting. One example of a series meeting is a monthly "lunch and learn" event at a company, church, club or organization. The placeholder is the same, but the agenda and topics to be covered vary. This is more of a recurring meeting with the details to be determined. 5. Based on purpose9 a. Shareholders Meeting\Statutory (legal) Meeting Statutory meeting is the first meeting of the members of a public company. It is held once in the life of a public company. Statutory means legal so this meeting is totally based on law. Law enforced the company to call this meeting. b. Annual General Meeting Every public company will hold Annual General Meeting of its members every year. This meeting is to be call and held by the directors of the company. c. Extra Ordinary General Meeting All general meetings other than annual general meeting and statutory meeting are known as Extra-Ordinary General Meetings. This meeting is held on the special occasions or you can say in the emergency situations when directors think that it necessary. For example, at the plan of merger, etc. II. Notice of Meeting10 A. Definition 1. It includes, at a minimum: name of the group, place, date, time, and type of meeting. Other information may be added as necessary. 2. Notice of meeting may be given to proposed participants in one of several ways, depending on the number of participants, the time of the notification, the type of meeting, and whether or not it is a regularly scheduled event. B. Format 1. Telephone Call a. When the number of participants is small, if the meeting is called at the last minute, or if it is necessary to consult the secretaries of several executives to arrange a meeting time suitable to all, the telephone is by far the fastest and most convenient notification medium. Also used to remind members of a regularly scheduled meeting at the same time ascertain who expects to attend. 2. Memorandum a. It is best to use the memorandum form of notification when at least two days can lapse between the time the memo is received and the date of the meeting to allow each participant time to adjust his or her schedule. b. When the meeting includes persons who travel frequently, at least a week should be allowed between delivery of the memo and the date of the meeting. c. The memo may be a lengthy one enumerating in detail the items that will be discussed, or it may a short memo simply stating the time, place, and date. 3. Letter a. While meetings are NOT often arranged by letter, it is sometimes necessary or desirable to use this form, especially when the group is very large and does NOT work together, as will be the case with a social, fraternal, or service organization or an industry association.
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http://anisulhaq.weebly.com/company-meetings--kinds-of-meetings.html . Retrieved on April 25, 2013. Baber (1982)

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4. Official Corporate Notice a. Notice of official corporate meetings whether they are annual, regular, or special, must be given in the form and within the time limitations prescribed by the bylaws of the corporation. b. Failure to observe the proper format or time requirements may result in the convening of a meeting that may not be technically legal. c. The notice must be written and specify the date and time of the meeting, the place, and, in the case of a stockholders meeting, the purpose for which it has been called. The statement of purpose must follow the form prescribed in the bylaws of the corporation and usually lists each item to be discussed. C. Sample
MEMORANDUM To: John Cruz Date: April 25, 2013 Sarah Ann De Leon Bill Lapus Bill Magsaysay Tom Aquino Joe Salvacion Lucena City Baptist Church Brgy. Ibabang Dupay, Lucena City April 25, 2013 Dear Member: The members of Lucena City Baptist Church will hold a special meeting Sunday, May 5, relative to replacing our beloved pastor, Raniel Padilla, who announced last Sunday that he has resigned, effective August 15, to accept a pastorate in Batangas. The purpose of the meeting will be threefold: to elect a Search Committee; to determine the minimum and maximum salary and benefits the Committee will be authorized to offer; and to discuss the educational, personal, and professional background and qualifications acceptable to the congregation in a future pastor. Sincerely, Chairman of the Deacons Lucena City Baptist Church Figure 2. This is an example of a letter calling a meeting of a large group of people who do not work together.

From:

Subject: Budget Meeting, Sales Division The regional sales managers will meet at 9:30 A.M. Thursday, May 2 in Conference Room A, Headquarters Building, to discuss the sales budget. Each of your should bring with you your revised forecasts for discussion at the meeting. JS:ne Figure 1. This is an example of a memorandum scheduling a meeting NOTICE OF ANNUAL MEETING OF THE STOCKHOLDERS OF CARVER MANUFACTURING COMPANY The annual meeting of the stockholders of Carver Manufacturing Company will be held on Monday, May 6, 2013 at 10:00 A.M. at 868 Quezon Avenue, Quezon City. The following business will be transacted: 1. Receipt of report of Vice President, Finance, concerning the budget for Fiscal Year 2012 and to act thereupon. 2. (Itemize the other topics to be discussed, as necessary.) 3. . . . . . . . . . . 4. Any other matters as may be properly come before the meeting. Dated: ___________________ ________________________ Secretary

Figure 3. Sample of notice of an annual meeting. Note: Names, dates, and addresses are altered from the original.

III. Agenda11
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Baber (1995) Page 3 of 4

A. Definition 1. The agenda (also called order of business, calendar or program) of a meeting is a list of items to be discussed, arranged in order in which each item is to be presented. 2. It is normally unneeded for the informal office meeting, although the participants will usually be told, at the time the meeting is arranged, the subject(s) to be discussed. 3. When the agenda is to be published and distributed and subjects to be discussed are listed in detail, participants may be requested to notify the moderator or his or her secretary of items they wish to have added to the agenda by a certain date, after which the agenda will be closed. 4. The agenda may be mailed to participants prior to the meeting or may be given to them as they arrive on the day of the meeting. B. Format 1. The usual order of business followed in meetings held under parliamentary law is as follows: a. Call to order (and other prefatory details such as a roll call). b. Reading and approval or correction of minutes of previous meeting. c. Reports of officers and committees. d. Old business (determined by items left pending at the previous meeting). e. New business. f. Announcements. g. Adjournment. 2. Other items, such as announcement of a quorum and appointments to committees or nominations and elections may be inserted as required C. Sample
QUEZON CITY GENEALOGY CLUB Regular Business Meeting May 20, 2013 Call to Order Minutes of April Meeting Reports of Officers and Committees Treasurers Report Cemetery Committee Report Library Liaison Committee Report Translation Committee Report Old Business National Archives Trip New Business Purchase of New Books Announcements Adjournment Figure 4. This is an example of an agenda for a meeting.

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