MEETING

WHAT IS A MEETING?

o Meeting is a gathering of two or more people with a common interest to

exchange ideas for specific purpose.
o Meetings are very common in the working environment. People prefer face-to-
face interaction as it is convenient and easy to communicate with one another.
o Meetings provide a useful opportunity for sharing information,
making suggestions and proposals, taking decision and obtaining instant
feedback.

ADVANTAGES OF MEETING

1. Face to face interaction enables effective communication.

2. Issues can be decided upon immediately.
3. Diverse idea can be produced.
4. Immediate feedback can be obtained.
5. Information can be disseminated effectively.

PRACTICE 1 : Why are meetings needed?

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 Some common purpose of meeting :

Formal and Informal Types of Meetings

• Annual General Meeting

• International meeting
• Departmental Meeting
Types of • Board Meeting
meeting • Decision Making Meeting
• Working Committee Meeting
• Extraordinary meeting

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1. Annual General Meeting (AGM)

 A general meeting is a meeting of the membership or shareholders of a

business or organization. General meetings are held primarily to evaluate the
performance of the board of directors, and to make fundamental decisions on
the governance of a business or organization such as by-laws or constitution.

 Businesses and organizations are required to hold a minimum of ONE general

meeting per year, called an Annual General Meeting or AGM, where specific
information is required to be presented yearly to the membership or
shareholders such as the previous year’s accounts, and yearly activities are
required such as Board of Directors elections and choosing an auditor of
accounts.

 AGMs are held once a year to assess the trading of the organisation over the
year.
 All shareholders are invited to attend the AGM but they must be given 21
days’ notice.

*Shareholders : The source of core funding of the organization through shares, membership
taxes

2. Statutory meetings

Statutory meetings are called so that the directors and shareholders can
communicate and consider special reports. Companies are required by law to hold
these statutory meetings.

3. Board meetings

 A Board meeting is a meeting of the Board of Directors of a business or

organization. The Board of Directors meets periodically primarily to discuss
and evaluate the performance of the business or organization’s management.
 Board meetings are held as often as individual organisations require. They are
 attended by all directors and chaired by the chairman of the board.

** What are the differences between these meetings?

The board members meet to address issues and concerns that do not need Any other
to be -- or shouldn't be -- discussed at the general meeting such as to differences?
discuss the merits of certain programs, how to address certain conflicts with
group members, and if there's a need to make a quick decision, about
spending (e.g. for an unexpected request/event).

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 1. Management meetings
These meetings are attended by a group of managers who may need to discuss a
specific matter, report on progress or receive progress reports. For example, the
marketing manager, sales manager, production manager and research and
development manager may meet to discuss the launch of a new product being
launched soon.

2. Departmental meetings
These meetings are called by the head of department or manager of a certain
section. All staff will be invited to attend so that information can be passed on or
reports received from some members of staff regarding a specific project.

3. Working parties/ Committee meeting

Working parties may be set up to work together on a specific project or problem. At
meetings, progress reports will be given and decisions for further action taken.

PRACTICE 2 : Types of meeting

PRACTICE 3 : meeting TERMINOLOGIES

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TERMINOLOGIES

WORD MEANING

Vote

Ballot

Resolution

Adjourn
Quorum
Convene
Motion
Propose/ 1.
Proposer
2.

Second/ 1.
Seconder 2.

Oppose/ 1.
Opposer 2.

Amend/ 1.
Amendment 2.

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GUIDELINES TO CONDUCT EFFECTIVE MEETING
1. Establish the need and purpose of a meeting clearly. Understand your role
and what is expected of you.

2. Determine the date, time and venue.

3. Circulate a meeting notice to the relevant members.
4. Set the meeting agenda. Read all the documents in advance. Make some
notes about any input you would like to make.

5. Do your homework, talk to people who you may be representing at the meeting, get
other people’s views on important topics so that you have fuel for any discussions
in the meeting.
6. Arrive early so that the meeting will start on time.
7. Prepare and circulate relevant documents - minutes of previous meeting
and other documents to members.
8. Conduct the meeting in an orderly manner according to the agenda.

9. Participate and contribute actively and constructively.

*Do not interrupt anyone who is speaking. Give everyone a chance to voice their
own opinions. At an appropriate moment, give some praise if possible first and
then give your own views. If you disagree with something, try to be as
constructive as possible. HOWEVER,
*Don’t sit there silently. You are a member of the meeting for a reason, so be
sure to give your opinions professionally and take an active part in the meeting
wherever possible.

10. Record the meeting. Secretary take note.

11. Ensure the desired decision or outcome has been made and everybody
agrees and clear about it.

Body language
• Watch and listen to the other members of the meeting carefully.
• Watch body language, gestures, eye contact, movements, nuances and all the unique
subtleties happening around the table. You can tell whether the members understood
the meeting content especially when it’s your turn to present.

Leadership

• The success of any meeting depends largely on its leader. If the leader is well
prepared, and if the members have been chosen carefully, the meeting should
be productive.

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roles in a meeting

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There are two types of seating options for meetings:

You need to decide which kind of meeting it is going to be before selecting a seating
arrangement. Otherwise, those who attend the meeting will feel uncomfortable and
uneasy throughout the meeting.

When you choose the arrangement, you need to consider:

• Number of
participants
CONSIDER • Level of interaction
• Meeting goals

Below is the list of arrangements that you may choose.

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 • Reflects equality
• Foster a feeling of
contribution
• Promotes interaction
ROUND TABLE • Good for:
 Problem solving
 Decision making
 Discussion

Provides face to
face interaction

• Suitable for large

group
• Allow lecture-
style presentation THEATER
• Good for:
 Information
sharing

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BOARDROOM
STYLE Allow close interaction
• Chairperson is seated in
front, moderate and
facilitate discussion.
• Promotes interaction
• Good for:
 Problem solving
 Decision making
 Discussion

Advantages of boardroom seating Disadvantage of boardroom seating

1. 1.
2. 2.
3. 3.

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 OR

Which of these is an effective seating?

• Allow group participation

• Allow eye-to-eye contact
with the chairperson in
front
• Visual can be placed at
the opening of the U.
• Good for: U-SHAPE
 Information
sharing
 Decision making
 A medium sized
group.

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• Promotes group
participation
• Allow face-to-face
interaction
• Good for:
 Information T-SHAPE
sharing
 Decision making

• Great for large group

CLASSROOM • Allow lecture-style
presentation
• Ideal for audience who
needs to take notes.
• Good for:
 Information
sharing

1. What is the seating

arrangement?
2. Who is the
chairperson here?

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Other Types of Seating Arrangements for Meetings

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MEETING PROCEDURES

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AFTER

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