CHAPTER

4
MEETINGS
 DEFINITION

Defined as the getting

together of at least two people
for any lawful purpose.
Meeting can vary in size
 Can have many purpose
PURPOSE OF MEETING
To provide information
To obtain information
To solve problem
To make decisions
To develop co-operation and
influence attitudes
 ADVANTAGES OF HAVING
MEETING
 To bring together more knowledge and experience
 To make more information available to everyone
 To develop ideas and finding solutions through brainstorming
 To improved communication flow
Downward
Upward
Horizontal
 To know feelings and attitudes of the employees for the
management
 REQUISITES OF A VALID MEETING

a) A meeting must be properly convened

For a meeting to be properly convened, it must have the following
requirements:
i. A notice must be sent to every person who is entitled to attend
even though he is abroad or not fit to attend the meeting unless:
➢ All persons entitled to attend are present without notice and agree
to the meeting
ii. Adequate notice must be given at least a few days or one week
before the meeting as required by the regulations.
iii. A notice must be free from anything made to confuse or mislead
iv. A notice must have all the important details such as place, day,
date and time of the meeting.
v. The secretary with the authority of the convening body must
issue the notice
b. A meeting must be properly constituted
For the meeting to be properly constituted, it must have the
following requirements:
➢ The chairman’s appointment must be valid
➢ There must be a quorum to start a meeting
➢ There must be a quorum during the meeting

c. A meeting must be properly conducted

For a meeting to be properly conducted, it must be held in
accordance with the regulations governing the meeting
For example
➢ The chairman must ensure that the course of the meeting is
valid within the scope of the meeting
➢ The chairman must allow the proposal of legitimate and
relevant amendments
TYPES OF MEETING
INFORMAL MEETING
Often call to discuss matters that arise
suddenly.
Members can call on short notice usually by
Note
Word of mouth
Does not have an agenda
Merely to discuss a particular issues /
matters that arise
 FORMAL MEETING

Informed or notified in writing a

few days before the meeting
There are five different types of
formal meeting
 TYPES OF FORMAL
MEETING
The inaugural general meeting
The annual general meeting
The extraordinary general meeting
The committee meeting
The subcommittee meeting
DOCUMENTS OF A MEETING

Three documents that are

needed :
Notice
Agenda
Minutes
 Notice
 A notice is a method of communication to summon or
call those that are entitled to attend for a meeting.
 The main function of the notice is to inform or remind
all members about the date, time and place of the
meeting
EXAMPLES OF MEETING
 AGENDA
 An agenda is a list of items/programs that will be dealt with
during a meeting.
 The items are normally arranged in a list and numbered
according to the topic of importance
 The secretary will usually refer to the chairman on the items
that should be included in the agenda.
 Copies for all members will be made and given to the numbers
a few days before the meeting.
 This will give the numbers ample time for them to prepare and
discuss in the meeting.
 Agenda will give meeting direction and purpose
EXAMPLES OF AGENDA
Minutes

 Minutes are the official written account of meeting.

 It is written by the secretary regarding to what was
discuss during meeting
 Minutes provide the grounds for taking action and as
a record for future reference.
 Minutes vary in form and its content depending on the
kind of meeting held, the degree of formality and
detail as required by the chairman
EXAMPLES OF MINUTES
Types of committee

There are five types of committee

 The executive committee
 The standing committee
 The sub committee
 The ad hoc committee
 The joint committee
 ASSIGNMENT

This is also a group work. Each group will conduct a mock meeting
through the creation of their own club / association / society. Among the
documents that need to be submitted are:
a. Introduction of the club / association / society
b. Organizational chart
c. Roles and responsibilities of office bearers
d. The notice of calling for meeting
e. The agenda
f. The minutes of meeting