NEED & IMPORTANCE OF MEETING

A meeting can be defined as ‘a gathering with a specific purpose’. The chairperson and the participant are the two important members of a meeting. Meetings are held at different levels of the line of authority. A meeting can be formal like a meeting of the Board of Directors or it can be informal like a staff gathering for a send-off.

1)  To Convey Vision, Mission and Objectives of Organisation: Meeting is conducted to convey organisational mission, vision, and operational plans to the newly recruited employees. Such kind of meeting is called for the freshers so that they can better know and understand and be familiar with organisational culture and objectives.

2)  To Exchange Information: Meeting is conducted to exchange information with employees about different matters in the organisation.

3)    To Solve Problems: Meeting is important to provide solution to some issues. Critical issues that need opinions of the members or employees are discussed and solved in the meeting.

4)   To Resolve Conflict: Conflict among employees is quite natural in big organisations. Healthy conflict helps to improve productivity but unhealthy one should be resolved instantly. In such cases, meeting is important to resolve or reduce conflict.

5)   To Take Decision: Meeting is important to take decision on some important issues. In the meeting, decision is taken on consensus. Decision that cannot be taken by one person can be taken after the discussion.

6)  To Announce Changes: Meeting is held to declare the forthcoming changes in organisational policies, mission, vision, logo, schemes, etc. before the employees. The causes, advantages and ground of such changes are explained in the meeting so that people understand and accept the possible changes without much resistance.

7)    To Negotiate: Meeting is also called to make negotiations between the disagreeing or arguing parties through discussion. At times, employers and employees or union leaders sit in meeting together to reach on some agreement so that organisational activities can be run smoothly.

8)    To Review and Inform Progress:  Meeting is also held to review and inform the development of any project, plan and activity, etc.

9)   To Celebrate Success: Many times, meeting is called to celebrate the success of the organisation, completion of any project, achievement of any award, etc.

10)  To Interact with External Stakeholders: Each organisation is to works with various parties of the society and it should build a long-term harmonious relationship with them. Meeting is held to exchange information and to share experience with different stakeholders of a company so that their interaction with the company is increased.