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prior to the meetings so that they can prepare adequately in order to make a valuable
contribution.

a. Departmental meetings
These meetings are called by the Head of Department or manager of a certain section.
All the staff members will be invited to attend so that information can be passed on or
reports received from some members of staff regarding specific project.

b. Task group meetings

Task groups or committees may be set up to work together on a specific project or
problem. At meetings, progress reports will be given and decisions for further action
taken.

Planning of meetings

Effective planning ensures the success of a meeting. Planning involves the consideration
of five questions.

i. Purpose: What is the objective or purpose of this meeting?
ii. Participants: Who should attend this meeting?
iii. Schedule: When and where will the meeting be held?
iv. Resources: What material, equipment, refreshments and room layout will be
required for the meeting?
v. Notice and Agenda: How should the information about meeting be
communicated? What should the agenda include?
Procedure of meeting

The following steps are involved in the conduct of meeting:
• Meetings are convened in two ways.
• A committee or a constituted body is generally convened by the chairperson or
secretary or a pension authorized by him.
• A manager, is authorized to conduct meeting of employees under his supervision.
• The chair person presides over the meeting and conducts its proceedings.
• Members participate in the meeting and contribute their ideas.
• The secretary or the convener, authorized to take minutes, prepares the minutes.
• A minute book is maintained to record in brief the points considered and
resolutions taken.

Notice and Agenda

Notice gives details of the type, place, day, date and time of the meeting. Agenda is
a document that outlines the contents of a forthcoming meeting. An effective agenda
should include the following information:
– Company name and committee name.

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