Page 89 - Office Practice and Accounting -9

7 Meeting and Conference

Introduction

One of the ways of communicating and involving people is meeting. It is a gathering
of two or more persons at a place in response to the pre-notice for making discussion
and decision on some particular problems or subjects. A meeting is a formal gathering
of related members of an organization to review its activities, performance, and
position and to pass resolutions. Many meetings take place in course of a business to
serve a variety of purposes like just sharing information or getting instant feedback or
making decisions and implementing them. Whatever may be the purpose, meetings
enable face-to-face contact of a number of people at the same time. They provide
a useful opportunity for exchange of ideas and feelings. Managers should be well
aware of the potential benefits of meetings and know how to conduct them effectively.
Students often feel confusion between meeting and conference. They should draw
a clear distinction between the meaning of meeting and conference. Conference is a
kind of very large group meeting with the purpose of encouraging members to share
ideas, information and knowledge to define and solve problems. People have similar
interests, experiences and opinions in conference. It is more informal and specially
designated for knowledge sharing purpose. Conference has wider scope and free
discussion is allowed on a topic of mutual concern. In a conference, participants are
guided by its leader. Similarly time frame of conference may vary as per its objectives
and topic of discussion. A long discussion can be helds and participants can express
their views, ideas, and opinions and can give recommendations and suggestions on
the topic of the conference. But suggestions and recommendations are not binding on
the executives.

Types of meetings
The word 'meeting' refers to coming together of two or more persons for certain
purpose. It is the most commonly used form of communication in organizations.
Meetings can be classified basically into two types:
1. Formal meetings
2. Informal meetings

Office Practice and Accounting 9 85