MEETINGS

INTRODUCTION

Meetings are a critical part of any organization as they play a vital role in the success of the
organization. They provide a forum for communication, collaboration and decision making.
A meeting is a gathering of two or more persons, acting in union to discuss matters of mutual
interest and to decide on them. Oscar Britzius also uttered that a meeting is an assembly of
persons, a coming together for a common or lawful purpose of two or more persons. They are
different types of meetings hence this presentation will explore the different type of meetings,
advantages and disadvantages of each meeting.

STATUTORY MEETING

This type of meeting is required by law to ensure proper and effective communication
between shareholders and directors. This type of meeting is normally held three months after
business commenced or not earlier than one month after the company has started its
operation. It must also be noted that statutory meeting can also be held for such purposes like
voting on resolutions or electing directors. Alice M (2010) uttered that in general, statutory
meeting must be held according to the rules set out in the organization’s governing
documents, such as its articles of incorporation or by laws. Hence these meetings must also
comply with any applicable laws or regulations.

Advantages

i. They provide a formal forum for the management and shareholders of a company to
discuss and also make decisions about crucial issues. This can help to ensure that the
company is run effectively and that everyone is on the same page.
ii. They provide an opportunity for shareholders to hold the company’s management
accountable. This can help to prevent abuse of power and also to ensure that the
company is run in the best interest of all shareholders.

Disadvantages

i. They can be time consuming and costly, especially for companies that have a large
number of shareholders.
ii. They can be disruptive to the company’s operations, as management and shareholders
may have to take time away from their regular duties to attend the meetings.
iii. They can be contentious and lead to disagreements among shareholders. This can
create a hostile environment and make it difficult to reach consensus decisions.

ANNUAL GENERAL MEETING (AGM).

This is a meeting which is held once a year and that is where activities of the whole year are
reported by the Directors to the Committee. This annual general meeting must be held after
months notice has been given. It must be noted that the purpose of an annual general meeting
is to provide shareholders or members with an update on the organization’s activities and
financial performance. Hence David Allen (2009) has it that the board may also discuss
plans for the future and answer questions from shareholders or members. At the end of the
meeting, they may be a vote on resolutions or elections for board members. Therefore annual
general meetings are on important part of cooperate governance and are required by the law
in many countries.

Advantages

i. They provide an opportunity for shareholders to be informed about the company’s

performance over the past year.
ii. They allow shareholders to ask questions and voice their concerns directly to the
company’s management.
iii. They allow shareholders to vote on important matters such as the appointment of
directors or the approval of financial statements.

Disadvantages

i. They may not be effective at reaching all shareholders, particularly those who are not
able to attend in person.
ii. There is a risk that the meeting will be dominated by a small group of shareholders
with their own agenda.
iii. They can be subject shareholder activism, which can disrupt the meeting or lead to
votes that are not in the best interest of the company.

EXTRA ORDINARY GENERAL MEETING (EGM)

This is a meeting which is summoned after an Annual General Meeting. Unlike on Annual
General Meeting, this meeting not held on a regular basis, it is called only when the
organization’s members feel it is necessary. Normally it takes place after a 10% vote of
shareholders to discuss special business matters which would be termed abnormal issues.
Hence Roger Fisher (2001) submitted that normally the notice period for an extra ordinary
meeting is typically shorter than for AGM and the quorum requirements may be different as
well and an extra ordinary general meeting maybe called by the board of directors thereby a
certain percentage of the organization’s members.

Advantages

i. They can be quickly and without the need for prior notice, which can be helpful in
urgent situations.
ii. They can be used to address specific issues that may not be appropriate for a full
Annual General Meeting.
iii. They can allow for more focused and productive discussions than a full Annual
General Meeting.

Disadvantages
 i. They can be used to make decisions that are not in the best interest of all shareholders.
ii. They may not provide enough time for shareholders to make informed decisions.
iii. They may be expensive and time consuming to organize.

BOARD MEETING

This is a meeting that is attended by the Board of Directors and chaired by the Chairman of
the Board of Directors. This meeting may be held in the presence of either chairpersons or
deputy chairpersons of the Board of Directors. This meeting is typically held on a regular
basis such as once a month or once a quarter. Wilkinson (2000) submitted that the board’s
agenda for this meeting may include items like financial reports, new business initiatives and
updates from the CEO or other senior executives. The Board meetings are usually
confidential, with only the board members and any invited guests present; hence sometimes
minutes are kept in the organization’s records.

Advantages

i. They provide an opportunity for the board to review and monitor the company’s
performance.
ii. They can help to build trust and communication among the board members.
iii. They provide a formal structure for the board to address issues and concerns.

Disadvantages

i. They can be subject to conflict and disagreements among the board members.
ii. They may not be accessible to all board members especially those who are not
located in the same area.
iii. They meeting may not be well prepared, leading to unproductive discussions.
iv. Board members may not be willing to share information.

EXECUTIVE COMMITTEE MEETING.

It is a formal gathering of the Executive Committee (principal, vice principal, the dean, and
other senior administer) to discuss and make decisions about important issues the company.
The agenda for an Executive meeting is typical set by principal/vice principal and may
include items like approval the budget, approval of new policies or procedures and the
approval of new hires. The meeting may also include a report from the dean or other senior
administrations. Once the agenda items have been discussed, the committee may vote on
whether to approve or reject each item. After the meeting, minutes of the meeting are
typically taken and distributed to all members of the committee.

Advantages

i. It provides form for discussion and debate which can lead to better decision making.
ii. It helps to ensure that all aspects of the company are being effectively managed.

Disadvantages
It can be time-consuming to convene and manage a committee

SUB-COMMITTEE MEETING

It is a smaller, more focused meeting of a committee often used to discuss and make
decisions about specific tasks or projects. They are formed by another committee to report to
another committee.

Advantages

i. It allows for a more focused discussion and decision making process.

ii. They can foster sense of ownership and responsibility among committee members.
iii. They can help to avoid wasting time in full committee meetings by allowing the sub-
committee to come to a consensus on a specific issue before presenting it to the full
committee.

Disadvantages

i. It can be more insular with members making decisions based on their own interests
rather than what is best for the organization.
ii. Since sub-committees typically meet more frequently than the full committee, it can
be difficult to keep people engaged and motivated.

COMMAND MEETING.

This meeting admits every member of the company. It is typically held by a Leader to issue
orders and instructions to the subordinates. They have clear agenda and defined roles for
participants. The Leader is the one who open the meeting with an overview of the situation
and they proceed to give specific orders and instructions. Subordinate are expected to listen
and take notes and may later be given an opportunity to ask questions or provide input. They
are held due to crisis or emergency situation and may be used to coordinate a response or
make a decision about how to proceed.

Advantages

i. It can help to ensure that everyone is on the same page and working towards the same
goal.
ii. It can be a very efficient way to communicate information and instruction to a large
group of people.
iii. It can foster a sense of teamwork and unity within the group.
iv. It can built trust and respect the group members.

Disadvantages

i. They can be seen as overly authoritarian and stifle creativity.

ii. They can be ineffective if not conducted in a clear and concise manner.
 iii. They can be stressful to those who are not used to such a structured and formal
environment.

STANDING COMMITTEE MEETING

It is the type of meeting that is regularly scheduled and held on a regular basis. It concern
with detail rather than general policy. Also, it deals with recurrent matters which have been
delegated to it. For example, they might be created to review and make recommendations on
a company’s budget. In general standing committee meetings are more formal than other
types of meetings and may follow specific rules or procedures. They are also longer than
other types of meetings since they cover a wider range of topics.

Advantages

i. It allows for more in depth discussion and analysis of topics than other types of
meetings.
ii. These meetings are predictable and can be scheduled well in advance, which can
make it easier to plan around them.

Disadvantages

i. They can be slow and inefficient if not well organized.

ii. They can also be quite long and monotonous, which can lead to boredom and
inattention.
iii. They may be less effective in situation where quick decision-making is required

COMMITTEE MEETING

According to Henry M Robert 111(1970), is a meeting that is held by a committee which is a

group of people who have been appointed or elected to perform a specific task or function.
Their purpose is to meet and discuss certain matters defined by the terms of reference with a
view of making good decision or group recommendation to the parent board. They may be
held regularly or on an ad hoc basis, depending on the needs of the committee. Some types
of committee meetings and task force meetings

Advantages

i. They allow for input from variety of perspectives and can lead.
ii. They can provide a forum for discussion and debate. This can help to ensure that
decisions are made based on the best available information.

Disadvantages

i. Committee meeting can be time consuming and they can sometimes get bogged
down in length discussions
ii. They may not be as democratic.

PRIVATE MEETINGS
It means meetings that involve external parties, but is not open to the public and can only be
attended by invitation from the unit holding the meeting. These meetings are typically held
when the committee is discussing confidential information such as financial reports or
personal matters. They are also held when the committee needs to discuss sensitive or
controversial issues.

Advantages

i. They allow the committee to have frank and open discussion without worrying
about the public’s opinion. This is because there is no risk of the discussion being
reported in the media or used against the participants in some way.
ii. More flexible than public meetings, as they can be held at any time and place that is
convenient for all the participants.

Disadvantages

i. They can be seen as undemocratic, since the public is not given the opportunity to
hear what is being discussed.
ii. Exclusion of interested parties, the potential for misunderstanding or
misinterpretation and the creation of clubby atmosphere.

PUBLIC MEETING

This meeting is one that is open to the public. These meetings are often held when the
committee is considering an issue of public interest, for example new development
proposal.

Advantages

i. They allow for greater transparency and accountability which can help to built trust
between the committee and the public.
ii. Community can input and get feedback

Disadvantages

i. Can be time consuming and can be dominated by a few vocal individuals.

ii. They can be disrupted by protesters or other groups who are opposed to the
committee’s agenda

CONCLUSION

In conclusion, meetings are a necessary part of doing business. They allow for the
sharing of information, the discussion of ideas and the making of decisions. While
meetings can disruptive, frustrating and exhausting, they are a crucial part of any
organization. Also as there are many different types of meetings, they all share the
basic structure. In order for a meeting to be successful, it is important to set clear goals,
 follow a structured agenda and make sure that everyone is on the same page. With the
right preparation and execution, meetings can be a valuable tool for any organization.

REFERENCES

Oscar Britzius (2015) Rules of Order

Alice M (2010) Advanced Business

David Allen (2009) Meeting Rules

Roger Fisher (2001) Getting Things Done

Wilkison (2000) Meeting Facilitation

Elizabeth B Craig (2011) Meeting Magic

Paul Axtell (2010) Standard Code of Parliamentary Procedure

Kenneth S Kohn (2005) The Art of Meeting

Leena Show (2009) Lets Make Great Meetings

Lyne Millone (2004) Meeting Productivity

Nancy Sattle (2011) Business Management

Ralph Havener (2004) Meeting Excellency