One of the principal forms of oral communication within the business environment is that of meetings.
Meeting – is a gathering of people to exchange ideas and make suggestions, enabling collective decision – making.
Reasons for holding meetings:
ü To give information about plans, events, decisions made
ü To receive information – people’s opinions, different opinions
ü To make decisions
ü To achieve co-ordination between different departments within a organisation
Types of meetings:
A) Ad hoc meetings – a once off meeting to help discuss & solve immediate problem that has arisen.
B) AGM – a meeting held once a year involving directors, shareholders of a firm discussing events of the previous 12 months & future plans
C) EGM (extraordinary general meeting) – a meeting of shareholders to discuss important matters that cannot wait until next AGM
D) Formal meeting – such as staff meeting, meetings of BOD’s, this type of meeting is pre – planned
E) Informal Meeting – takes place regularly as staff members bounce ideas off each other & listen to each others views
The chairperson & the secretary are at the top table at meetings.
Chairperson – is responsible for the running of a meeting.
1) Planning the meeting, time, date, place
2) Drawing up the agenda in consultation with the secretary
3) Running the meeting, opening the meeting, welcoming those present, calling the meeting to order, ensuring that a quorum is present, making sure agenda is followed, maintaining order
4) Ensuring that the minutes of the previous meetings are read, adopted by those present, and signed.
5) Allowing discussion on matters only on the agenda
6) Allowing the present time to express their views
7) Putting motions to a vote
8) Summarising the main decisions made & declaring the meeting closed
Secretary – responsible for all administration work in the company
1. Drawing up the agenda in consultation with the chairperson
2. Sending out the notice/agenda of the meeting to all members
3. Reading the minutes of the previous meeting
4. Dealing with any administration work within the company
5. Writing up notes of the meeting in question
6. Keeps a record of all new members/shareholders
Notice – give the date & time of meeting in question
Agenda – is a programme for the meeting, that is, the list of matters to be discussed and the order in which it will be discussed
Minutes of a meeting – are a brief & accurate record of the business transacted at a meeting. It should contain details of proposals and decisions made.