To achieve organizational goal formal communication during meeting is essetial....

1. What is a Meeting?
A meeting is the coming together of three or
more people who share common aims and
objectives, and who through the use
of verbal and written communication
contribute to the objectives being achieved.

2. The Purpose of Meetings
Meetings are an important organizational tool as
they can be used to:
Pool and develop ideas
Plan
Solve problems
Make decisions
Create and develop understanding
Encourage enthusiasm and initiative
Provide a sense of direction
Create a common purpose

3. Components of Meetings
A meeting can be divided into the following
three main components:
Content is the knowledge, information,
experience, expertise, opinions, ideas, attitudes
and expectations that each individual brings to
a meeting.

4. Interaction is the way in which the
participants work together to deal with the
content of a meeting.
Structure is the way in which both the
information and the participants are organised
to achieve the purpose/objectives of the
meeting.

5. Types of Meetings
There are many different types of meetings;
here we focus on those used to:
Inform
Consult
Solve problems
Make decisions
Planning and Preparation for a Meeting

6. For a meeting to be effective, the chairperson
has to:
Plan, organise and control the discussion of
subjects on the agenda.
Maintain the group by encouraging and
developing harmonious relationships.
Motivate the individuals by encouraging all to
contribute, rewarding their efforts and
supporting them in any difficulties.

7. Before any meeting, the chairperson should
ask and resolve the following questions:
What is the purpose of the meeting?
Is a meeting appropriate?
How should the meeting be planned?
Who should attend the meeting?
What preparation is required for the meeting?

8. How Should the Meeting be Planned?
Type of meeting to be held.
Content and indicate how planning should
proceed.
Who Will Attend the Meeting?
Nature of the meeting itself.

9. What Preparations are Needed for the
Meeting?
The purpose of the meeting should be
recognised by all.
Agenda should be circulated before hand to
all.
The agenda should:
Give the time and place of the meeting.
List the topics to be covered.
Have any relevant papers attached.
Give the time the meeting will close.

10. An example of an agenda might be:
Apologies for absence.
Minutes of last meeting.
Matters arising (from minutes of last meeting).
Item 1 -Training & Development.
Item 2 - Report on Funding.
Item 3 - Finance & Equipment.
A.O.B. (Any Other Business).
Time and date of next meeting.