Formal and Informal Meetings, An Outline

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1. Formal meetings: Meetings can be formal or informal. Formal meetings are pre-planned which required two or more people who have assembled for the purpose of achieving a common goal through verbal interaction.

Functions:

• To bring together a range of knowledge and experience.

• To gather information.

• To develop co-operation and commitment.

• To aid problem solving.

• To strategy decision making.

• To influence policy.

 Identify the functions of formal meetings and the source regulation and rules governing meeting procedures. Formal meetings may include the following but is not limited to:

Ans: 1) Statutory meetings: The first meeting of the members of the public limited company is called statutory meetings .It is held only once in life of the public company .It is also convened by the directors of the company only.

 Extraordinary general meetings: EGM is a special meeting that can be called at any time between AGM (annual general meetings).Authorisation of member is required for any immediate action and after that again a notice must be given informing potential participants of impending meeting. There are some features as follow:

• Held at any time

• No delay in taking action(immediate)

• Only one meeting should be held annually

• If there is any important decisions or change are held, an extraordinary meeting can be called by the board.

• All member have right to ask for meeting

 Executive Committee: This meeting part of continuing administration of both private and government organization alike. An executive body will sit and vote on matters of business before it. Decisions will be decided on a majority rules basis, that is to say, a constitutionally derived threshold will need to be beaten by all pr...

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...reate a manual by which you can develop a working format for proper meeting.

 Create an agenda: If there is an absence of agenda, it will be more difficult to conduct your meeting. This is the main part of a meeting because this is considered as a safeguard. An agenda can be printed distributed either in advance or at the time of meeting. An agenda should include all of the following items:

• Additions of the agenda

• Approval

• Reading and corrections of the previous meeting's minutes

• Announcements to be dealt with

• Treasurer's and committee report

• Unfinished topics of previous meetings.

 Make sure the meeting room is open and ready: Before meeting, make sure that the meeting room is open and in sufficient condition for a conference. Arrange the room in a manner that everyone sits in a circle and make sure you are seated where you can see everyone.

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