Unit (6) Negotiations

•Meetings &
Negotiations
What and Why meeting?
•Meetings are held, so that
people can share ideas,
express views on topics raised
or offer suggestions for
solution of problems.
•Types of Meetings
- statutory meeting,
- annual ordinary meeting
- general meeting, and
- other types of meetings
1- statutory meetings
The Characters:
a)General meeting and must be held
b)Limited by sharesholds,
c) Within one or three months of the approval being given to start
a public company,
The Purposes:
1. To provide the members of the company with full information of
the incorporation, the outcome of the issued shared, etc…
2. To enable the shareholders to express their views in the
formation and the way the company should proceed.
3. To have the shareholders approval of any modifications to
contracts mentioned in the prospectus better fitted than the
workers.
2- Annual Ordinary General meetings
• The company acts make it imperative for an ordinary
general meeting to be held at least once each year.
• The purposes:
• 1. Approval and declaration of dividends.
• 2. Consideration of the balance sheet and accounts
and the directors’ and auditors’ reports.
• 3. Election and re-election of directors.
• 4. Appointing of auditors and fixing their remuneration .
Other Types of Meetings
•1- Class meetings:
•These are meetings of particular classes of member’s. For
example, ordinary shareholders meetings, debenture holder
meeting, etc…..
•2- Directors Meetings:

•These are held more than other types of meetings, probably
weekly or monthly, depending on the nature of the business.
• They are less formal than other types, but may be the most
important as the success or failures of the company depend very
largely on activities of directors.
Forms of Meetings:
1. The Formal Meeting at which all the necessary
procedures must be followed. These include;
- the notice forms
- the agenda for the meeting,
- a quorum of members being present
- reading of previous minutes,
- voting resolutions and adjournment.
2. The Informal Meeting:

This doesn’t need to follow any of the rigid rules and
regulations of the formal meeting procedures.
However, the secretary had to notify all those
concerned well in advance of the meeting. Place,
time, and date will be clearly stated
Agenda of Meeting
1. Opening the meeting
2. The minutes of the previous meetings.
3. Matters arising thereon.
4. Correspondence and apologies for absence.
5. Reports of officers and auditors.
6. New business.
7. Appointment of committee members.
8. Closing
Minutes and Reports of Meeting of the meeting. It
includes: Name of the organization holding the minutes, Type of
meeting, Place, date and time when meeting started. Name of the
chairman, Members present, Brief of all the issues discussed at
the meeting
Quorum
• A quorum is the maximum number
of persons who must be in the
meeting.
Motion:
is a proposition made by a number
of considerations by other
members at meeting
Votes Types
voting could be by
- Voice, i.e. yes or no
- Show of hands.
- Secret ballot.
- Division into two groups.
The first two methods are suitable where the
participating members are very few and the meeting
itself is rather informal.
Copyright © 2005 Prentice Hall, Inc. All rights reserved. 9–10
Negotiations
. Negotiation is more formal mean of achieving cooperation. It
uses formal bargaining to win the acceptance and approval of
desired change.
Coercion
•means that managers use formal power to force employees to
change. Resistances are told to accept the change or lose
reward or even their jobs.
•It’s necessary in crises situations when a rapid response is
urgent.
•In most cases, this approach should not be used because
employees feel like victims. They will be angry at change
managers, and may even sabotage the changes.
Copyright © 2005 Prentice Hall, Inc. All rights reserved. 9–11
Top management visible Support

- helps overcome resistance to change.
- symbolizes to all employees the importance
of the change
- especially important when a change
involves multiple departments or when
resources are being reallocated among
departments
- Without top management support, these
changes can get bogged down in
squabbling among departments.
True and False
1- Meetings are held so that people can share ideas; express
views on topics raised or offer suggestions for the solutions of
Problems.
•2-Meetings can take many forms such as statutory meetings,
annual ordinary general meetings and other types of meetings.
•3- Statutory meetings are meetings that should be within one to

three months of the approval to start a public company.
4-Annual meeting is a type of meetings that should be at least

once a year.
5-Class meeting is a meeting between a particular class of
members.
6- Directors meeting is a type of meetings that can be held weekly
7- Agenda of meeting is the outline of all the matters that will be
discussed in the following meeting.
8- Quorum is the maximum number of persons who must be
attendance at the meeting.
9- Motion is an proposition made by a member the considerations
by other members at a Meeting,
10- Most of the meetings types are formal.
11- Minutes of a meeting are records of the business transacted at
the meeting.
12. Secret ballot is a way used by top management as a visible
Support.
13. Usually statutory meetings is limited by sharsholdrs.
14. Directors Meetings are rarely held in respective to the other
types of meetings.
15. Coercion is more formal mean of achieving cooperation.
2) complete the following using words from the list
• a) List : issued — shareholders — proceed — full —
approval — modifications.
• Statutory meetings are held within one or three months of
the………..being given to start a public company.
• To provide the members of the company with………. information

of incorporation, the outcome of the .......... shares.
• To enable the……… to express their views on the formation and
the way the company should ............
• To have the shareholders' approval of any ……….. to contact

mentioned in the prospectus.
•
2–14
• b) List: consideration — reports — directors —
approval — imperative — class — success - failures.
• 1. The company acts make it…….. for an ordinary
general meeting to be held at least once each year.
• 2. Annual general meetings are held for ....... and

declaration of dividends …….. of the balance sheet and
accounts, the directors' and auditors'……….., and
election and re-election of …………..
• 3. Directors' meetings are held more than other types of

meetings as they are the most important as the……….
or………. of the company depend very largely on the
activities of directors.
2–15

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•Meetings &

•2- Directors Meetings:

2. The Informal Meeting:

Top management visible Support

•3- Statutory meetings are meetings that should be within one to

4-Annual meeting is a type of meetings that should be at least

• To provide the members of the company with………. information

• To have the shareholders' approval of any ……….. to contact

• 2. Annual general meetings are held for ....... and

• 3. Directors' meetings are held more than other types of

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