Meetings

Types of Meetings
Objectives
 Define the term meeting.
 Outline the importance and purpose of meetings.
 Identify reasons for holding meetings.
 Outline the benefits of holding meetings.
 Describe the different types of meetings.
Meetings
 A meeting is a gathering of two or more persons for
a common purpose.
 They are often held because they are an excellent
way for members in an organisation to come
together to discuss matters of mutual interest.
Reasons for holding Meetings
Reasons for holding Meetings
1. Discuss matters relating to the organisation.
2. To pass on information
3. Decide on actions to be taken
4. To plan activities that will help the firm
5. Provide accurate up-to-date information
6. Generate ideas from members
7. Find acceptable solutions to problems
8. Give or receive feedback
9. Team-building to motivate members
Benefits of effective Meetings
 An exchange of information, allowing colleagues to
learn from each other.
 Saves time as key issues can be addressed and
debated on
 The best possible conclusion is reached
 Everyone involved is committed to achieving the
agreed purpose.
 Members understand and appreciate each other’s
views.
Formal and Informal meetings
 Formal meetings are those conducted in keeping
with predetermined guidelines, such as:
 Frequency of meetings
 Amount of advance notice (21 days)
 Number of persons that must be present
 Documentation needed
 Purpose of the meeting
 Agenda

 Informal meetings are less structured and may be

called whenever necessary.
Types of Meetings

FORMAL MEETINGS INFORMAL MEETINGS

1. General meetings 1. Staff meetings
2. Annual General 2. Departmental meetings
meetings
3. Extraordinary general
meetings
4. Board and Committee
meetings
5. Statutory meetings
General Meetings
 These are held to have discussions with all
stakeholders of an organisation, such as customers,
government, the community and suppliers
Annual General Meetings
 These are commonly referred to as AGMs and are
held once per year, as required by law or the
organisation’s constitution.
 This type of meeting is a legal requirement for:
 Charities

 Large companies
 Voluntary organisations with company status
Extraordinary General Meetings
 These are also known as emergency general
meetings.
 Meeting of members of an organisation where an
issue arises which requires the input of the entire
membership and is too serious or urgent to wait until
the next AGM.
Board meetings
 These are management meetings attended by the
directors of a company.
 These members are responsible for the management
of the business and has the power to make decisions
and act on behalf of the company.
 They are responsible for the strategic planning for
the organisation.
Committee Meetings
 A committee is a special group that is set up for a
purpose or area of work.
 They are usually temporary and disbanded when
the task or objective is complete.
 Types of committees include:
 Executive committee (authorized to manage organisation)
 Standing committee (manages ongoing issues)

 Advisory committee (offers expert advice to executive)

 Ad hoc committee (created to achieve a ‘short-lived’ task)

Statutory meetings
 This is the first meeting held by a newly formed
public limited company and follows the same
format of an AGM.
 It must be held no less than one month and no more
than six months after the company was
established.
 Required by law to ensure communication between
the directors and shareholders.
Staff meetings
 These are usually held between the management
and all personnel in an organisation.
 They enable direct fact-to-face communication
between administration and personnel.
 Used to discuss issues affecting the organisation’s
operations, build teamwork as well as obtain
feedback from staff.
Departmental meetings
 These are headed by the head of the department
or division to discuss the progress of the
department, to make plans or even to give
instructions.