TYPES OF MEETINGS

Meetings are of many types depending upon the purpose and function. The major types of meetings are as follows:

1)    Formal Meeting: Formal meetings are held to inform and discuss company’s overall functioning and progress of company to board of directors, executive management, share holders and other involved members. Such meetings require a certain number of members present. The meeting generally begins with the reading and finalising of previous meetings minutes. The agenda and objectives of present meeting are communicated. A record in the form of minutes is regularly maintained.

2)   Committee Meeting: A committee is more or less a formal body with a structure. It is expected to perform specific job like making plans, budgets, policy, suggestions, decisions, judgement, and investigation. The nature, structure and composition of such committee are clearly spelled by the organisation or the constitution of an organisation.

3)    Statutory Meeting: It is the formal meeting of the members. The notice of the meeting is sent to all shareholders and board of directors before 21 days. The purpose of the meeting is to consider statutory report which contains account of company’s affairs, business plan, policy, financial position, etc.

4) Annual General Meeting (AGM): This type of meeting is a gathering of the directors and stakeholders. It is mandatory by law to be held every year. The gap between two AGMs should not be more than 15 months. A written notice along with agenda should be given to all members before 21 days. The purpose of such meeting is to fulfil legal requirements. All the major decisions about the organisation and its functioning like audited amount, election of directors, appointment of auditor, adviser, lawyer and other issues of organisation and stakeholders’ interest are taken and discussed in the meeting.

5) Extraordinary General Meeting (EGM): A meeting other than AGM is called Extraordinary General Meeting (EGM). Generally, it is for urgent business purposes. The structure and proceedings are the same as of AGM.

6)    Problem-Solving Meeting: In an organisation several people in a hierarchy come and work together. When a problem or difficulty occurs, all those concerned with a particular activity are called to discuss and find solution. Such meeting is called problem-solving meeting. It is concerned with and around a specific problem and everyone contributes a point of view or way to solve.

7)  Department Meeting: Department meeting is an informal meeting style. The department manager arranges such meetings to inform workers of company’s expectations, or improvements in a specific are. The purpose is to improve the daily operations, activities of a company and increase productivity and work efficiency. The difficulty on employees’ part is also discussed here.