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C4B Unit 11

This document outlines the importance and types of meetings in business, emphasizing their role in effective communication and decision-making. It distinguishes between formal and informal meetings, detailing the purpose and requirements of each type, including AGMs and board meetings. Additionally, it discusses the significance of agendas and minutes in the meeting process.

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11 views18 pages

C4B Unit 11

This document outlines the importance and types of meetings in business, emphasizing their role in effective communication and decision-making. It distinguishes between formal and informal meetings, detailing the purpose and requirements of each type, including AGMs and board meetings. Additionally, it discusses the significance of agendas and minutes in the meeting process.

Uploaded by

mohamedaliim61
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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SECTION 4

INTERNAL
COMMUNICATION

Unit 11 Meetings
LEARNING OUTCOMES
After studying this unit you should be able to:
■ Explain the purpose of meetings
■ Describe the different types of meetings that take
place in
business
■ State the documents that are used in the meetings
process
■ Discuss the basic presentation requirements of
each document
■ Compose agenda, chairman’s agenda and minutes
MEETINGS IN BUSINESS
Many meetings take place in
business and an effective meeting is
an efficient tool in the
communication process.
Meetings enable face-to-face contact
of a number of people at the same
time.
MEETINGS IN BUSINESS
They provide a useful opportunity for
sharing information, making
suggestions and proposals, taking
decision and obtaining instant
feedback.
Active participation of all members of
the meeting is usually encouraged.
MEETINGS ARE USED FOR A
VARIETY OF PURPOSES:
TYPES OF MEETING
Formal meetings
The rules of conduct of formal meetings are
laid down in a company’s Articles of Association
and/or Constitution or Standing Orders.
With such meetings a quorum must be present,
i.e. the minimum number of people who should
be present in order to validate the meeting.
A formal record of these meetings must be
kept, usually by the company secretary.
FORMAL MEETINGS
Annual General Meeting (AGM)
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.
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.
FORMAL MEETINGS
Board meetings
Board meetings are held as often as individual
organisations require. They are attended by all
directors and chaired by the chairman of the board.
TYPES OF MEETING
Informal meetings
Informal meetings are not restricted by the
same rules and regulations as formal
meetings.
Such meetings may take the form of
brainstorming or discussion sessions where
strict agendas may not be necessary and
minutes may not be kept.
INFORMAL MEETINGS
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 to discuss the
launch of a new product.
INFORMAL MEETINGS
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.
Working parties
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
ATTENDING MEETINGS
Meetings probably account for 50–60 per
cent of a manager’s time.
When conducted efficiently, meetings
are a very effective way of helping the
decision-making process, briefing teams,
exchanging information and problem-
solving.
However, it is a sad fact that many
meetings in business are unproductive
because of poor management.
ATTENDING MEETINGS
As a member of any meeting, even if you
are not the chairman, there is a lot you can
do to help make meetings effective:
Understand the purpose of the meeting.
Read all the papers in advance.
Don’t sit there silently.
Do not interrupt anyone who is speaking.
Watch the other members of the meeting and listen to
them carefully.
NOTICE AND AGENDA
The notice and agenda are usually
combined in one document.
The portion at the top is known as the
notice. This gives details of the type,
place, day, date and time of the
meeting.
The agenda is the middle portion of the
document. This is the list of topics to be
discussed at the meeting.
MINUTES OF MEETING
An accurate written record of meetings
is essential not only for all those who
attended the meeting but also for those
who were unable to attend.
Verbatim minutes
These are used primarily in court
reporting where everything needs to be
recorded word for word.
MINUTES OF MEETING
Minutes of resolution
Only the main conclusions that are
reached at the meeting are
recorded, not a note of the
discussions that took place. These
are usually used for minutes of AGMs
and other statutory meetings.
MINUTES OF MEETING
Minutes of narration
These minutes will be a concise
summary of all the discussions that
took place, reports received, actions
to be taken and decisions made.

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