MEETINGS

1. WHAT IS A MEETING?

The gathering together of a group of people for a controlled discussion with a specific purpose
➢ The size and duration of a meeting will depend on the reason and type of the meeting itself. It
will range from two members to hundreds.
➢A meeting also does not have a limited time requirement. It can take a few minutes to several
hours to reach its end.
➢The mutual goal of every meeting carried out should be for all the members to gather together
to accomplish the same objectives and goals.

Why must we have an effective meeting?

Meetings are often getting off track
There will only be a pointless and tedious discussion with no decisions made.

2. KEYS FOR AN EFFECTIVE MEETING

In How to Make Meetings Work, a classic guide to planning and managing successful and
productive meetings, Doyle and Straus (1982) identify five ingredients of an effective meeting:

● Common focus on content

● Common focus on process
● Someone responsible for maintaining an open and balanced communication flow
● Someone responsible for protecting individuals from personal attack
● Clearly defined and agreed-upon roles and responsibilities for all members involved

3. IMPORTANCE OF MEETING

1. Members can receive information directly rather than listen to rumors.

2. Members can participate in making decisions involving their welfare.
3. Members can be informed of any new developments on the job or regarding assignments
4. Members are informed of policies, can ask questions, and give suggestions regarding
problems faced
5. Time and expenses can be saved when all members are gathered in one place for
discussion
4. GENERAL PURPOSE OF MEETING
To impart information
To address grievances
To generate ideas
To issue instructions
To inform new directives
To present a proposal

5. TYPES OF MEETING

FORMAL MEETING (COMMON TYPES) INFORMAL MEETING

Staff Meetings Impromptu Meetings

Special Meetings Small Informal Meetings

Executive Meetings Brainstorming Sessions

Annual General Meetings

Extraordinary General Meetings

6. FORMAL MEETING

STAFF MEETING SPECIAL MEETING EXECUTIVE MEETING

The most common meeting
(once or twice per month).
The meetings to discuss
specific issues. For example:
Preparing for a national
conference or working on
planning activities for the year.
Only the executive members of
the organisation attend the
meeting. (Usually involves only
the directors)

The medium to help the The place where urgent It occurs regularly (e.g. once
members to become more matters of business are per month)
active in the organisation discussed.
where they are;

-informed of developments,
involved in decisions, and
given education and
information that will help them
to become more active in the
organisation.
They should not be run like
staff meetings (with minutes,
reports, etc.) but should only
focus on the issues they’ve
been called to discuss.
The meetings should have a
more business-like focus:
-Planning new directives for
the organisation
-Monitoring the work that has
been done
-Dealing with problems, etc.
The place where decisions are
made and where the executive
reports on work done are
presented.
They are usually conducted in
one session and rarely
extended to another day.
The executive members should
also keep an eye on the
finances of the organisation
and monitor income and
expenditure

They should play the role of

leaders and administrators to
the organisation

ANNUAL GENERAL MEETING (AGM) EXTRAORDINARY MEETING (EGM)

This meeting is mandatory to be held yearly It is similar to AGM.

All directors and shareholders are members. The biggest difference is this type of meeting is
normally held at short notice, for a specific,
usually very urgent and important matter

The activities of the year, as well as the E.g.: the removal of an executive, the death of
finances of the organisation, are presented to the main director, and urgent need of finding
all members replacements.

The place where new leaders are elected and

are given the mandate to run the organisation
for another year.

Most AGMs need to provide at least the

following two detailed reports to the members:
the secretary’s report and the treasurer’s
report.
7. INFORMAL MEETING

IMPROMPTU MEETING SMALL INFORMAL BRAINSTORMING

MEETING SESSIONS

It occurs spontaneously or The purpose includes getting These sessions are used to
with short notice. feedback, solving problems, generate ideas to solve
and discussing certain issues. problems.

It is suitable to discuss issues The meetings are planned and The members are informed so
and to make decisions this enables time for proper that they are prepared
promptly without involving a preparation. beforehand
large number of people.

The ideal medium to discuss It usually involves two or three It involves a small group so
solutions to small problems. members that members can contribute
to the discussion

It usually involves three to four The purpose and objective are The criticising and judging of
members. kept in mind (Minutes are not ideas are done at the end of
prepared) the session

Generally, the setting is casual Suggestions are encouraged

and relaxed. to improve ideas

8. MEETING ROOM SETUPS

Conference Style
Members are seated on four sides of a table. This style is often used for small committee meetings
or similar meetings of this type, where interaction between members is anticipated and expected.

PROS CONS

• Good workspace • Not ideal for audio-visual presentations

• Good working atmosphere • Not ideal for speakers
• Good interaction between members • Not ideal for larger groups
Hollow Square Style
Tables are arranged in a square in which the middle part is open. Chairs are placed around the
perimeter of the square. This setup is used for larger committee-type meetings where interaction
among members is important.

PROS CONS

• Effective for group discussions or • Less effective for meetings or events that
coordination meetings. require moderation, presentations, or key
speakers

U-Shape Style
Rectangular tables are positioned to form a ‘U’ with chairs placed around the outside. This setup is
used for committee meetings as well, but is particularly helpful when using audio-visual equipment
so that all members can see a presentation when a screen is placed at the open part of the ‘U’
shape.

PROS CONS

• Good work space • Not ideal for larger groups

• Good interaction among members
• Ideal when audio-visual or speakers are
involved
Theatre Style
Rows of chairs are placed next to each other facing the front of the room. A speaker or presenter
is at the front of the room. This style maximizes the available seating and works well when the
audience needs to take minimal notes and when members’ interaction will be minimal.

PROS CONS

• Good for large groups when reading / writing • Elevation changes needed for large groups
are not required • No writing surface
• Minimal group interaction

Classroom Style
Each row of tables faces the front of the room with two to four chairs. This setup is appropriate
when there is a presentation at the front of the room and members are expected to take notes.
There usually will be some dialogue between the presenter and the audience. Participation among
the members will be limited.

PROS CONS

• Presenter can see all members • Minimal interaction possible

• Accommodates large groups in less space • Members only see each other’s backs
Round/Crescent Tables
Eight to ten chairs are arranged around small round tables. This style can be used for small
breakout groups. Members can converse with each other easily.

PROS CONS

• Ample workspace • Poor full-room interaction

• Good local interaction • Distraction from close-by tables (Voices)
• Good food and beverage set