MEETING

 Introduction

A meeting refers to a gathering of two or more individuals who come together with the intention of achieving a common objective through verbal communication, which involves sharing information or reaching an agreement. These gatherings can occur in person or remotely, facilitated by communication technologies like telephone conference calls, Skype calls, or video conferences.

1.1 Meeting

Definition

A meeting is a gathering of individuals convened to address specific matters with the aim of arriving at solutions or making decisions. It can also be described as the assembly of two or more people working together towards a shared objective. Meetings may take place in person or through modern technologies like video conference calls. They can vary in formality, with formal meetings adhering to specific rules and guidelines, including designated time, location, and duration.

Various Types of Meetings

1. Committee Meeting: A gathering of a subset of an organization’s members focusing on specific topics. 

2. Investigative Meeting: Typically conducted for pre-interviews, exit interviews, or discussions between an investigator and a delegate. 

3. Kick-off Meeting: The initial meeting between a project manager and project clients to discuss team member roles and expectations.

 4. Townhall Meeting: An informal assembly open to the public for discussion and exchange of ideas. 

5. Job Meeting: A meeting that leads to tangible outcomes like decisions, in contrast to social gatherings or parties.

Advantages of Meetings: 

1. Time-saving: Meetings enable interactive discussions with multiple people simultaneously, leading to time efficiency. 

2. Addressing specific groups: Meetings allow for targeted addressing of different audiences based on their context and needs. 

3. Coping with information overload: In the face of rapidly changing technologies and regulations, meetings aid in managing and tackling information overload. 

4. Social and emotional support: Participants in meetings can exchange ideas and provide mutual support to one another.

Disadvantages of Meetings:

1. Time-consuming: Meetings demand the simultaneous presence of multiple individuals, necessitating them to prioritize the meeting over other tasks.

2. Financial costs: Meetings involve expenses related to planning, location, documentation, and travel for attendees.

3. Ineffective leadership: The success of a meeting heavily relies on the chairperson’s competence and impartiality, and the lack thereof can impact the meeting’s effectiveness.

1.2 Purpose of a Meeting

1. Sharing Information: Meetings offer an effective platform to disseminate specific information among all faculty members, ensuring seamless communication. 

2. Brainstorming Ideas: Meetings provide an opportunity to gather input and ideas from relevant group members, fostering a collaborative environment. 

3. Seeking Clarification: Meetings aim to address concerns and questions related to specific issues, eliminating any potential confusion.

4.Preparedness: Meetings prepare participants to handle potential obstacles, enhancing the likelihood of successful outcomes.

 5. Agenda Focus: Meetings center around specific agendas, with the aim of achieving consensus among all attendees.

 6.  Identifying Improvement Areas: Meetings provide a platform to identify loopholes or drawbacks in existing processes and develop strategies for improvement.

1.3 Written Documents Related to Meeting: Notice, Agenda, and Minutes

The key documents related to meetings include the following: 

1. Notice

2. Agenda 

3. Minutes

Among these documents, the notice and agenda are prepared before the meeting, while the minutes are prepared after the meeting has concluded.

Notice of Meeting:

Whenever a meeting is scheduled, it is essential to send a formal notice or written communication to all the individuals expected to attend the upcoming gathering. The notice should contain the following information:

•  The notice must be authorized and issued under the appropriate authority. 
•  It should clearly state the name of the company or organization.
•   The day, date, and exact starting time of the meeting should be mentioned. 
•  The notice should include the complete address of the meeting venue, along with directions, if necessary, to help attendees find the specific room or hall. 
•  The purpose of the meeting must be clearly stated, and if possible, an agenda can also be provided

Agenda

An agenda is the worklist of items to be discussed at a meeting, in order to make the meeting more effective. The agenda should be dispatched before conducting a meeting, at least 24 hours before so that members should be ready for the meeting. Agenda of the meeting include the following content:

● It should carry the purpose of meeting very clearly 

● Sharing updates regarding the issues related to the organization

 ● Approval of the Minutes of the last meeting 

 ● Present the overall condition of the company 

 ● Apologies from the absentees 

 ● It should contain the budget related to the project

 ● Training hours could be incorporated into agendas

Minutes

Regarding meeting minutes, also known as minutes of the meeting, protocols, or informally notes, they serve as written records of the meeting’s proceedings. They document the events and discussions that took place during the meeting, including the list of attendees, the issues considered, and the related responses or decisions made.

Meeting minutes should include the following details: 

• The title of the meeting 
•  Date and time of the meeting 
•  Note-taking during the meeting 
• Distribution and sharing of the minutes 
• Filing or storing of the minutes for future reference
• The primary purpose of the minutes is to capture the essence of the meeting
• Confirmation of the acceptance of the previous meeting minutes 
• Mentioning the date of the previous meeting 
• Noting any necessary changes from the last meeting

Minutes of the meeting hold an official status and may be legally valuable, sometimes required to be published by statute. They become final when accepted by the relevant community leaders, usually during the next meeting, and signed by the chairperson.