This document discusses meetings, including definitions, types, purposes, advantages, disadvantages, and requirements for a valid meeting. A meeting is defined as an assembly of two or more people to reach decisions through discussion. Common types include formal, informal, private, and public meetings. Main purposes are to discuss issues, announce information, review projects, and celebrate successes. Advantages include sharing ideas and knowledge, while disadvantages include time costs and difficulty controlling large groups. Requirements for a valid meeting include proper notice, agenda, chairman, quorum, and minutes.

1. Meeting

2. Meeting
A meeting is an assembly of two or more
persons for reaching a decision through
discussion. It is one of the major media
of oral communication.
A meeting is an occasion when people
come to gather to discuss or decide
something.

3. Types of meeting
Formal meeting
Informal meeting
Private meeting
Public meeting
Company meeting
Committee meeting

4. Purpose of a meeting
A meeting is called to discussed various
issues of interest. Such issues varies
considering the purpose of an entity or
concern. General purpose to call a
meeting –
• Notify the vision, mission or objective of any
activity or work.
• To announce the performance or progress of
any activity or work.

5. Purpose of a meeting
 Reviewing the progress of a project or program
 To share dialogue with the members of the
organization or with the people of a society.
 Announce and innovation, development or
changes related to product, services or
activities.
 To celebrate any success and to share the
achievement with the members who are
entitled.

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7. Advantages of a meeting
 Meeting provides opportunity for assembly and
therefore members get chance to share ideas,
knowledge, views and feelings.
 Can instantly knows the reaction of the
members.
 Decisions reached in a meeting are the best
outcome to solve any problem as many
involves in this discussion.

8. Advantages of a meeting
Meeting usually provides the scopes of
participatory management. The slogan of
“Equal Opportunity” is ensured through a
meeting.
Meeting is democratic process where
each member has the voice to contribute
for any decision to be taken. The
practice of democracy brings out better
idea for solving ay issue.

9. Disadvantages of a meeting
 In a public meeting it is very difficulty to control
the large number of people.
 Arranging any meeting involves huge time
which acts as a limitation to decision making.
 Meeting requires decoration of venue,
arrangement of accessories and invitation or
notification to the members. Moreover it
involves conveyance and entertainments. The
whole process is costly.

10. Requirement of a valid meeting
 A legal convener who will call the meeting.
 The notice of a meeting must be issued to all
members highlighting the following issues:
• Date of the meeting
• Venue of the meeting
• Starting time of the meeting
Section 113 of company act 1994 requires the
notice of a meeting to be sent every member by
mail or personally to his registered address.

11. Requirement of a valid meeting
The notice of the meeting should be sent
in time through appropriate media.
Items or topics of discussion i.e. agenda
should be sent to every members before
a meeting is held.
Only authorized persons will present at
the meeting.

12. Requirement of a valid meeting
A meeting must have a chairman. As per
company act 1994 the chairman should
be any member elected by the
participating member.
A meeting must fulfill quorum.
The proceeding of the meeting i.e.
minutes should be kept properly.

13. How to conduct a formal
meeting
Activities before meeting:
Determine the object
Invite the actual participants
Make proper notification
Select and distribute agenda

14. How to conduct a formal
meeting
Activities during meeting:
 Starting the meeting
 Discussion
 Point of order
 Speaking through the chair
 Ruling from the chair
 Point out the decision taken
 State the course of action
 Close the meeting

15. How to conduct a formal
meeting
Activities after meeting:
The proper recording of the minutes and
thereafter its distribution to the members
should be ensured by the chairman.