1.

Introduction
A group is a collection of three or
possess a common fate, and
more individuals who perceive themselves as
a
communicate with one another over time group,
personal and group goals. to
accomplish both
(Baird) Today in the global
co-ordinated efforts of many market, there is need of the
people. But in the past few years, the
replaced by a newer and term group has been
of favour in the modern popular business term i.e. team. Team has become a
more
term
century.
Working in teams is a way of life at
of two or more companies. comment Bovee et al. Ateam is a unit
people who work together. All these
people who work in a team, work fora
definite goal. They work for a shared mission and in turn contribute
organization's
to an
performance. Moreover, teams encourage the workers to be
creative and also to
participate in the company's decision.
Teams are different from groups in several ways. Disanza and
Legge quote Gribas who
differentiates groups from teams. (i) Teams have more decision
making authority than the
groups have. (ii) Teams can communicate more
frequently
than groups do. (ii) As
compared to groups, teams often meet several times a day to co-ordinate activity, avoid
duplication and make necessary decisions. (iv) Teams emphasize constant training and
assessment of progress toward clearly articulated goal.
Group communication /communication in team in an organization is conducted in a
systematic and planned way. Oral presentations, conferences, seminars and meetings are
some such ways in which this communication takes place in a planned way. Business
meeting is one important way for systematic discussions.
 CuSSIOTI.

2 . Meetings in Business Organizations

A meeting can be defined as a get-together of persons to discuss ways and means to deal
with specific time-bound task assigned.
a

Meeting is an important tool in a business organization, which provides the participants an

opportunity to express their views openly. When the members are face-to-face in a
meeting, they exchange views, provide instant feedback and also reach to certain
conclusions. Some important decisions are taken such as regarding company policy etc.
3 . Types of Meetings
Broadly speaking meetings can be of two types:
) Formal Meetings (ii) Informal Meetings
3.1 Formal Meetings
While defining the formal meetings
Shirley Taylor writes, "The rules of conduct of formal
meetings are laid down in a company's Articles of Association and/or
Constitution or
Standing Orders. With such meetingsa quorum must be present, i.e. the minimum
of people who should be number
present in order to validate the meeting. A formal record of these
meetings must be kept, usually by the company secretary.
formal meetings: Taylor discusses three types of
1. Annual General Meeting (AGM): AGMs are held
an organization over a
annually to assess the trading of
year. All shareholders are invited to attend AGMs and they
must be given 21 days' notice.
Statutory Meetings: Companies are required by law to hold such meetings in
which the directors and shareholders communicate and consider
special reports.
3 Board Meetings: Board meetings can be held as many times as an organization
requires. They are attended by.all directors and chaired by the chairperson of the
board.
3.2 Informal Meetings
strict rules and regulations are observed.
Like formal meetings in informal meetings no
issued
Members feel free to express their views even violating the formal agenda,
beforehand. Such meetings sometime may take the form of brainstorming. Taylor
considers three major varieties of informal meetings
to discuss a
1. Management Meetings: A group of managers attend such meetings
hazards related to specific matter. For example, the
progress report or risks and some

marketing manager, sals manager, production manager may meet to discuss the

advertisement policy of a new product.

incharges call their
Departmental Meetings: The departmental heads
section
2 or

o r certain
staff to attend such meetings to discuss some specific proposals, projects
other matters relating to the smooth working of the concerned departments.
to work together o n a
3. Working Parties: Taylor writes, "Working parties may be set up
specific projector problem. At meetings, progress reports will be given and decisions for
further action taken."
into three types: (i) Informative
All these, formal or informal, meetings may be categorized
(ii) Consultative and (ii) Executjve.
and views whereas the
The Informative meetings are held for sharing information
some specific matters
consultative meetings are conducted to consult the members on
execution of a task.
The Executive meetings are held to gather new idea for the
 4. Planning of Meetings
Preparing for a meeting is as important as its execution. Pre-planned meetings end in good
results. Generally the chaiperson of the group entrusts someone the
responsibility to makee
preparations for the forthcoming meeting. Whosoever calls the meeting, he has to prepare
well defined notice and agenda.

4.1 Notice
A proper notice of the meeting should be prepared and sent to every member entitled to
attend the meeting. In the words of Sharma and Mohan, '"The notice must be sent to
all
those who have a right to attend, that is to all members in case of a general body meeting
and to all members of the
group.
4.2 Agenda
The agenda is the middle portion of the document. It is an
official list of things to be done or
dealt with at a particular meeting. It, after
giving the ordinary business, will include items of
special business. Notification and agenda should contain the following information:
1. When the meeting is scheduled?
2 At what time will it be held?
3 Where will it be held?
4 How long is it expected to continue?
5. In the middle agenda will give a detailed outline of
the issues to be discussed at the
meeting
 15. Preparing for Team Meetings
notice and agenda is the most important thing for making a meeting
No doubt, preparinga considered whilee
productive. But there are certain other things also which should be
preparing for a meeting.
without
1 Decide the goal: Bovee et al consider it the biggest mistake to hold meetings
having a specific goal. Most of the meetings are either informational or decision making.
In infomational meetings, each member shares his view or opinion on some specitic
project. Decision-making meetings lead to debate, analysis and problem solving
measures. They include a brainstorming session.

2. Select. Participants: The specific goal of the meeting decides the size of the
participants. As a
policy, only those people should be invited whose presence is
essential. In informational meetings where one person speaks for most of the time, a
large group of participants may be invited. But in decision-making meetings,the
number of the participants should be limited to 6 to 12
people.
3. Choose an Appropriate Location: The Venue of the
meeting should be decided.
Also, attention to seating arrangements, lighting,
refreshments should be paid. ventilation, acoustics2 and
 Set and Follow an Agenda: Awritten agenda helps in successfull
iv
meeting. Sometime informal meetings may be conducted without eondun
itter ener
Agendas of formal meetings should be distributed among the mem
the membe aheg
This helps the members to prepare themselve to
time respond to
discussed in meetings

6. Conducting MeetingsS: Role of Chairperson

Astudy of decision-making meetings establishes the specific role
played by its cha
who should be open-minded, adaptive and creative. Also he should
ould be aa good
and has good listening skills. Meeting headed by such leader is good orgr
going to be
produ
Bovee et al list a few things which a chairperson should do while
conductina an p
meeting etec
1 Keep the meeting on track: Let the leader keep the
meeting moving ahead
finds some slowness in the
presentation, he provides opportunity to others
participate in discussion.
22 Follow parliamentary procedure: To increase the
productivity of a mer
parliamentary p ocedure should be used. If the
corectly, it can help ieams. He should
parliamentary procedures
1 Keep the meeting on track: Let the leader keep the
meeting moving ahe
finds some slowness in the presentation, he provides opportunity head tt
to
participate in discussion. others
2 Follow parliamentary procedure: To increase the productivity of
meetin
parliamentary p-ocedure should be used. It the parliamentary procedure
a

corectly. it can help ieams. He should re is use

transfer business efficiently

protect individual rights
maintain order
preserve a spirit of harmony

accomplish team and organizational goals.

3. Encourage participation: Only one or two members of the team be not allowed t
dominate all discussion. The participants who are too quiet should be
encouragedt
interact.
Close effectively: "At the conclusion of the meeting, tie up the loose ends." Atth
end of the meeting, the chairperson has to review what decisions have been take
and how they are going to be accomplished. He should fomulate some plan
action for the implementation of the decisions taken.