Meeting Types and Objectives

Members of a company discuss organizational issues and other agenda through a personal gathering or through a conference call. A meeting is a routine activity in a company. It is even part of the weekly itinerary of many working individuals and business people. Meetings can be formal or informal, but for the most part, organizational meetings usually take a formal setting where preparation must be done to properly plan and execute the meeting. There are various types of meetings that may depend on its nature and the objectives or purpose of the gathering. Any company can utilize a particular type of meeting according to what the participants aim to achieve after the conference. Meeting Categories by Structure Meetings can be classified into many different categories according to its nature and structure. A meeting that is leader-led and is done through a one-way communication reporting is called a status meeting. A conference that generates an intangible or abstract result such as a decision is termed as a work meeting. A staff meeting is that which the team members or junior employees discuss certain agenda with the manager or the immediate superior. A gathering among colleagues in a team project is a team meeting. If members are gathered together for a special purpose, it is called an ad-hoc meeting. A good example of ad-hoc meeting is a team of individuals chosen by the company to join a trade show and represent the company so a meeting is needed to discuss the important things and activities during the event. A conference among managers and supervisors is called a management meeting. If the meeting participants are solely board and directors members of the organization, definitely it is termed as board meeting. A meeting is not necessarily composed of a group of individuals. Even a discussion of two individuals can also be considered a meeting. This is called a one-on-one meeting. Your boss may sometimes conduct a one-on-one meeting with you and the other employees individually to talk about your performance appraisal.

Some organizational teams start working on a new project and possibly a new client through a discussion. This initial gathering is called a kick-off meeting. It is also during this time wherein members are assigned individual tasks on the project. Lastly, there is what we call a pre-bid meeting. This conference is attended by various business competitors and contractors to discuss an agenda for future projects.

Types of Meetings according to Purpose Meetings can also be categorized according to its purpose or intention. Meeting participants who aim to alter a situation or attack an organizational problem and concern take on a problem-solving meeting. Decision-making meetings are conducted to generate or make a final and unanimous decision about an issue. If certain structuring and future resolutions need to be made, a planning meeting can be called. When there is a need to make status reports and present new information, participants gather for a feedforward meeting. It is otherwise known as reporting and presenting. Feedback meetings are conducted when the purpose is to let individuals provide reactions and feedback to one or several participants on a certain presentation or project. The last type of meeting according to objective is called combination meeting wherein two or more of the meeting categories are applied in a single meeting session. Meeting Objectives Or Agenda Formulating a set of objectives in the meeting preparation is the first and most important step because having a purpose of goal for the meeting will keep the participants focused on what they need to accomplish in that session. The objectives have to be realistic and measurable to become achievable. Meeting goals have to be action statements that would prompt the attendees to take an action and carry out a task. Usually, objective statements start with the phrase By the end of the meeting or session, the group should be able to, and then supply it with activities that participants need to do to achieve an overall outcome. Objectives help the facilitator and the participants plan the meeting in a more focused approach. Moreover, established goals allow for a concrete measure with which to assess the outcome of the meeting and provide areas for improvement in the future.

Effective Meetings - Tips

The following are some tips to help you make your next meeting successful, effective and maybe even fun. Before The Meeting 1. Define the purpose of the meeting. 2. Develop an agenda in cooperation with key participants. See a sample agenda. 3. Distribute the agenda and circulate background material, lengthy documents or articles prior to the meeting so members will be prepared and feel involved and up-to-date. 4. Choose an appropriate meeting time. Set a time limit and stick to it, if possible. Remember, members have other commitments. They will be more likely to attend meetings if you make them productive, predictable and as short as possible. 5. If possible, arrange the room so that members face each other, i.e., a circle or semi-circle. For large groups, try U-shaped rows. 6. Choose a location suitable to your group's size. Small rooms with too many people get stuffy and create tension. A larger room is more comfortable and encourages individual expression. 7. Use visual aids for interest (e.g., posters, diagrams, etc.). Post a large agenda up front to which members can refer. 8. Vary meeting places if possible to accommodate different members. Be sure everyone knows where and when the next meeting will be held. During The Meeting 1. Greet members and make them feel welcome, even late members when appropriate. 2. If possible, serve light refreshments; they are good icebreakers and make your members feel special and comfortable. 3. Start on time. End on time. 4. Review the agenda and set priorities for the meeting. 5. Stick to the agenda. 6. Encourage group discussion to get all points of view and ideas. You will have better quality decisions as well as highly motivated members; they will feel that attending meetings is worth their while. 7. Encourage feedback. Ideas, activities and commitment to the organization improve when members see their impact on the decision making process.

8. Keep conversation focused on the topic. Feel free to ask for only constructive and nonrepetitive comments. Tactfully end discussions when they are getting nowhere or becoming destructive or unproductive. 9. Keep minutes of the meeting for future reference in case a question or problem arises. 10. As a leader, be a role model by listening, showing interest, appreciation and confidence in members. Admit mistakes. 11. Summarize agreements reached and end the meeting on a unifying or positive note. For example, have members volunteer thoughts of things they feel have been good or successful or reiterate the organization's mission. 12. Set a date, time and place for the next meeting. After The Meeting 1. Write up and distribute minutes within 3 or 4 days. Quick action reinforces importance of meeting and reduces errors of memory. 2. Discuss any problems during the meeting with other officers; come up with ways improvements can be made. 3. Follow-up on delegation decisions. See that all members understand and carry-out their responsibilities. 4. Give recognition and appreciation to excellent and timely progress. 5. Put unfinished business on the agenda for the next meeting. 6. Conduct a periodic evaluation of the meetings. Note any areas that can be analyzed and improved for more productive meetings. See a sample meeting evaluation. And remember, effective meetings will keep them coming back!