1. What are the purposes of a meeting?
A meeting is where a group of people come together to discuss issues, to improve communication, to promote coordination or to deal with any matters that are put on the agenda and to help get any jobs done. You have to be very clear on why you are calling a meeting. That is, you have to be very clear on what you want to accomplish and why you are bringing together the group of people that have been invited. Thus, a meeting has some purposes as follows:
# To solved a problem or looked for solution to a problem.
An important purpose of meeting is to provide solution to organizational problems. Problems that are critical and require opinions of most of the members of a board or council must be solved by calling meeting. In meeting diverse thoughts are found that help to face problem suitably.
# To tell about information, regulation, statement and etc.
Meeting is arranged also to provide information to the audience about various matters of the organization. Audience also exchange information in meetings.
# Used as medium of coordination between intern and extern sides.
Meetings are called to exchange information and to share experience with different stakeholders of an organization so that their interaction with the firm is important.
# To prepare an event or a program.
Calling all participants to discuss a plan of program will make. In order to a program or an event can be goes well.
# In order to the participants of meeting can participate or can be involved in the problems that’s happening.
The attendants of the meeting are able to know the present status of the projects and can provide their opinions to improve.
# To catch all complaints or concerns from the participants of the meeting.
All participants can tell their concerns about anything in the organizations. In order to a program or project can be improved and there is not miscommunication.
2. What are the types of meeting?
Briefly, there are some types of meeting as follows:
- Based on the purpose of meetings:
1. Explanation Meetings
It is meetings are organized as purpose to tell an explanation on the participants of meetings and share the information.
2. Problem Solving Meetings
The meeting is addressing an identified problem and to found solution about the matters.
3. Resolving Conflict Meetings
In large organizations conflict is most common. Meeting helps the conflicting parties to reach on common understanding and resolving or minimizing conflict.
- Based on Character of Meetings:
1. Formal Meetings
Formal meetings are organized by a plan, accordance with the rules and all the members of meetings get invitation.
2. Informal Meetings
Informal meetings are organized informally and there is not a plan like formal meetings.
3. Open Meetings
A Meetings can be attended by all members of organization or team. The meetings can’t discuss about secret things. The matters of meetings are discussed commonly matter instead.
4. Closed Meetings
Otherwise, Closed meetings are organized for certain circle of a organization, and commonly the things secret are discussed.
- Based on Frequency of Meetings:
1. Status Update Meetings
Status update meetings are one of the most common meeting types. This category includes regular team and project meetings, where the primary goal is to align the team via updates on progress, challenges, and next steps.
2. Incidental meetings.
Meetings are organized without a plan because, there are something problems that need solution as soon.
3. What makes a good meeting?
- Be Outcome Minded: To move your meetings toward the outcomes you seek, try framing agenda items as a statement of the best possible outcome, instead of roundabout discussions. Use a consent agenda to promote strategic thinking by clearing the way for substantive, action-oriented discussions.
- Meetings as leadership lessons: Even if you are not the meeting planner or facilitator, you can still be a leader in a meeting by modelling excellent listening skills (one of the hardest skills for many people!) and by showing respect for everyone attending the meeting. Often overlooked is that meetings can be tools for leadership development.
There are ways to run effective, efficient meetings that leave your employees feeling energized and excited about their work. Here are some tips:
I. Make Your Objective Clear.
A meeting must have a specific and defined purpose.
II. Consider who is invited.
When you’re calling a meeting, take time to think about who really needs to be there.
III. Stick to your schedule.
Create an agenda that lays out everything you plan to cover in the meeting.
IV. Start on time, end on time.
If you have responsibility for running regular meetings and you have a reputation for being someone who starts and ends promptly.
V. Follow up.
It’s quite common for people to come away from the same meeting with very different interpretations of what went on. To reduce this risk, email a memo highlighting what was accomplished to all who attended within 24 hours after the meeting.
Meetings truly can be valuable and productive. You just have to take the steps to make them that way.
4. What are the characteristic of a successful business meeting?
- A meeting, like any business event, succeeds when it is preceded by planning, characterized by focus, governed by structure, and controlled by a budget.
- Effective meetings require sharing control and making commitments.
- All participants of the meetings can be active participate in the discussion and so there is no miscommunication.
- It is better to spend a little time preparing for solutions than to spend a lot of time fixing problems.
- The meeting has a clear purpose and should stick to the agenda.
- Respect each other of participants who attend in the meeting.
