Meeting

and its
Types
 Meeting
 Assembly of individuals called to debate certain issues and
problems, and to take decisions.
 A meeting is an assembly of two or more persons for reaching a
decision through discussion.

It is one of the major media of oral communication.

A meeting is an occasion when people come to gather to discuss or
decide something.

2
 Purpose of Meetings

Making Decisions

Exchanging Information

Conveying Organizational Vision, Mission and Operational Plans

Announcing Changes

Negotiation

Resolving Conflict

Innovation

Solving Problems

Reviewing and Informing Progress

Celebrating Success

Interaction with External Stakeholders
3
 Types of Meetings
 Formal meeting
Most Widely used
 Informal meeting

Private meeting
 Public meeting
 Company meeting
 Committee meeting

4
 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.
 Types of formal meetings
 Annual General Meeting
 Planning Meetings
 Review Meetings

5
 Characteristics
 Predetermined topics
 Set of objectives

Formal notices/invitations
 Specific time
 At a defined place
 According to an agreed agenda
 Typically lead by a chairperson

6
 Informal Meetings

 An informal meeting is usually an unplanned

event where two or more people come together &
discuss small insignificant matters.
 Less heavily planned and regulated.

7
 Characteristics
 No minutes, a chairperson and a set agenda.
 Take place in a casual setting.
 Discuss issues not appropriate in a formal meeting.
 Designed to make participants feel free to speak
their mind
 Greater degree of spontaneity and flexibility.
 Discussion of ideas which may not be fully
developed yet

8
 Characteristics

 Discussion of ideas, before formally presenting

them
 Very little notice/Impromptu
 Little planning
 Based on a single issue
 Easier to arrange
 Private meeting
 Called for discussing confidential and restricted
issues.
 General people have prohibition to access.
 Only selected people are allowed to attend the
meeting.
 Usually has a ‘discussion’ format.
 They can also be One-on-one meetings.

10
 Public meeting
 Held in a public place to discuss issues regarding
public interests
 Here, general people are cordially invited.
 Generally there are a few speakers and a lot of
listeners
 Usually followed by a Question/Answer session.

11
 Company meeting
 A meeting called by the general manager, director
or secretary (Who has power of attorney) of a
company to discuss issues or affairs of a company

Usually discusses progress of a company or
organization

Also called in case of serious problem, emergency
or when a formal decision is taken.

e.g. Annual general meeting. Statutory meeting.

12
 Committee meeting
 A committee deals with a single issue.
 When the chief of the committee calls a meeting on
certain issues for which the committee is formed, it is
called committee meeting.
 Only members of the committee can take part in such
meeting.
 Members are usually people of relevant expertise from
different parts of an organization to carry out a one
specific task

13
Meeting and its Types
 Meeting
 Assembly of individuals called to debate certain
issues and problems, and to take decisions.
 A meeting is an assembly of two or more persons for
reaching a decision through discussion.
 It is one of the major media of oral communication.
 A meeting is an occasion when people come to gather
to discuss or decide something.

15
 Purpose of Meetings
 Making Decisions
 Exchanging Information
 Conveying Organizational Vision, Mission and Operational
Plans
 Announcing Changes
 Negotiation

Resolving Conflict
 Innovation
 Solving Problems
 Celebrating Success
 Interaction with External Stakeholders 16
 Types of Meetings
 Formal meeting
Most Widely used
 Informal meeting

Private meeting
 Public meeting
 Company meeting
 Committee meeting

17
 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.
 Types of formal meetings
 Annual General Meeting
 Planning Meetings
 Review Meetings

18
 Characteristics
 Predetermined topics
 Set of objectives

Formal notices/invitations
 Specific time
 At a defined place
 According to an agreed agenda
 Typically lead by a chairperson

19
 Informal Meetings

 An informal meeting is usually an unplanned

event where two or more people come together &
discuss small insignificant matters.
 Less heavily planned and regulated.

20
 Characteristics
 No minutes, a chairperson and a set agenda.
 Take place in a casual setting.
 Discuss issues not appropriate in a formal meeting.
 Designed to make participants feel free to speak
their mind
 Greater degree of spontaneity and flexibility.
 Discussion of ideas which may not be fully
developed yet

21
 Characteristics

 Discussion of ideas, before formally presenting

them
 Very little notice/Impromptu
 Little planning
 Based on a single issue
 Easier to arrange
 Private meeting
 Called for discussing confidential and restricted
issues.
 General people have prohibition to access.
 Only selected people are allowed to attend the
meeting.
 Usually has a ‘discussion’ format.
 They can also be One-on-one meetings.

23
 Public meeting
 Held in a public place to discuss issues regarding
public interests
 Here, general people are cordially invited.
 Generally there are a few speakers and a lot of
listeners
 Usually followed by a Question/Answer session.

24
 Company meeting
 A meeting called by the general manager, director
or secretary (Who has power of attorney) of a
company to discuss issues or affairs of a company

Usually discusses progress of a company or
organization

Also called in case of serious problem, emergency
or when a formal decision is taken.

e.g. Annual general meeting. Statutory meeting.

25
 Committee meeting
 A committee deals with a single issue.
 When the chief of the committee calls a meeting on
certain issues for which the committee is formed, it is
called committee meeting.
 Only members of the committee can take part in such
meeting.
 Members are usually people of relevant expertise from
different parts of an organization to carry out a one
specific task

26
The End

27