CONCEPT OF A MEETING

Meetings are important activities in organizations that bring together people with common
interests to discuss, decide and act on issues that affect the organization. Meetings can be used
to solve problems, make decisions, coordinate work, share information, build relationships, and
achieve objectives. In this lecture, we will discuss the concept of meetings, including their
purpose, types, participants, and process.

PURPOSE OF A MEETING

Meetings are held for various purposes, including:

1. Decision-making: Meetings are held to make decisions on important issues that affect the
organization. Decisions made at meetings can be formal or informal, depending on the
nature of the issue and the level of authority of the participants.
2. Problem-solving: Meetings are held to solve problems that affect the organization.
Problems can be related to operations, performance, or any other aspect of the
organization.
3. Coordination: Meetings are held to coordinate the activities of different units or
departments of the organization. Coordination is important to ensure that the activities
of the organization are aligned with its objectives.
4. Information-sharing: Meetings are held to share information among participants. This
can be done through presentations, reports, or discussions.

TYPES OF A MEETINGS
There are different types of meetings, including:
1. Formal Meetings: Formal meetings are structured meetings that follow a specific agenda
and have specific rules and procedures. Formal meetings are often used for decision-
making, problem-solving, and coordination.
2. Informal Meetings: Informal meetings are less structured and more relaxed than formal
meetings. Informal meetings can be used for brainstorming, sharing information, and
building relationships.
3. Virtual Meetings: Virtual meetings are meetings held using technology such as video
conferencing, teleconferencing, or web conferencing. Virtual meetings are becoming
increasingly popular due to their convenience and cost-effectiveness.
CLASSES OF MEETINGS
Meetings can be classified based on their purpose, frequency, structure, and participants. Here
are some common classes of meetings:
1. Board meetings: Board meetings are held by the board of directors of an organization to
discuss and make decisions on matters related to the organization's governance, strategy,
and financial performance.
2. Staff meetings: Staff meetings are held by managers or supervisors to discuss and
coordinate the activities of their team or department, and to communicate important
information and updates.
3. Committee meetings: Committee meetings are held by a group of individuals who are
appointed to work on a specific project or issue within an organization. The committee is
usually responsible for making recommendations to the board or senior management.
4. Annual general meetings: Annual general meetings (AGMs) are held once a year by a
company or organization to discuss and approve its annual report, financial statements,
and other matters related to the company's operations.
5. Shareholder meetings: Shareholder meetings are held by public companies to discuss and
vote on matters related to the company's governance and performance, including the
election of directors, approval of financial statements, and changes to the company's
bylaws.
6. Informal meetings: Informal meetings are held to discuss and exchange ideas on less
formal matters such as team building, brainstorming, or socializing. These meetings are
less structured and allow for more open discussion and interaction among participants.
7. Virtual meetings: Virtual meetings are held online or through video conferencing
platforms, allowing participants to join from different locations. Virtual meetings can be
used for any of the above purposes and offer the convenience of attending a meeting
without the need for physical travel.
Each class of meetings serves a different purpose and requires a different level of formality and
structure. Understanding the different types of meetings can help organizations to choose the
most appropriate format and participants for their meetings, and ensure that they achieve their
desired outcomes.
PARTICIPANTS AT A MEETINGS
Participants in meetings can include:
 1. Chairperson: The chairperson is responsible for conducting the meeting and ensuring that
the agenda is followed.
2. Participants: Participants are the people who attend the meeting. Participants can be
internal or external to the organization.
3. Secretary: The secretary is responsible for taking minutes of the meeting and keeping
records.
PROCESS OF MEETINGS:
The process of meetings typically includes the following stages:
1. Planning: The first stage of a meeting is planning. This involves setting the agenda,
determining the participants, and selecting the venue.
2. Conducting: The second stage of a meeting is conducting the meeting. This involves
following the agenda, making decisions, and taking notes.
3. Follow-up: The third stage of a meeting is follow-up. This involves communicating the
decisions made at the meeting, implementing the decisions, and evaluating the
outcomes.
In conclusion, meetings are an important part of organizational life. They are used to make
decisions, solve problems, coordinate work, share information, and achieve objectives. Meetings
can be formal or informal, virtual or face-to-face, and involve different types of participants. The
process of meetings includes planning, conducting, and follow-up. Effective meetings can lead to
improved organizational performance and increased stakeholder satisfaction.