Meeting

• A gathering of people for particular purpose (such as

to talk about business)
• A situation or occasion when two people see and talk
each other.
• A coming together of a number of person for a
specified purpose.
 Five Reasons to Hold a Meeting

Give Information
“I’ve brought you all together today to let you
know what’s been going on about the
pending lawsuit. I’d like you to leave here
today with as much background as you need
to be able to answer questions that may
arise from our customers.”
Get information
“We’ve invited you all here to find out from everyone what we should
be aware of that’s going on in your division relative to the new
product roll-out. We want to know what’s happening at all levels in the
organization about this, so we can make some adjustments in our
plans accordingly.”

Develop options
“We’d like to spend this afternoon surfacing, formulating, and
exploring as many possible ways to deal with the problem we’ve just
uncovered in the new system implementation. We want to make sure
we’ve got everyone’s perspectives and all the possible alternatives
formulated.”
Make decisions
“We’ve brought you all together this morning to present to you the three
proposed approaches to launching our new product, and get a
consensus decision on which one to pursue.”

Warm magical human contact

“There are three agenda items we would like to cover today. And though we
could have done this by e-mail, we wanted to have an opportunity to bring
the new team together in one place, and get some time to get to know each
other between the lines...”
 Formal Meeting
A Formal Meeting is a pre-planned gathering of two or more people who have
assembled for the purpose of achieving a common goal through verbal
interaction. Formal meetings are characterized by their predetermined topics, a
set of objectives and formal notices. These meetings are held at a specific time, at
a defined place and according to an agreed agenda. Formal meetings are
typically lead by a chairperson with the discussions and agreements recorded in a
written form known as minutes. A formal meetings is also known as a board
meeting, a committee meeting, a caucus meeting, a conclave, a congress, a
council meeting, a stockholders meeting as summit meeting or a symposium.
 What are the different types of
formal meetings?
Annual General Meeting – These are usually a requirement of a company.
Employees and Shareholders will meet to discuss progress in the past year, and
what to do in the next one.

Planning Meetings – Groups will gather together to plan what to do and how to do
it.

Review Meetings – Participants will gather to discuss what has been done, how
successful it was and whether it could have been done differently.
Robert’s Rule of
Order