Meeting is one of the
major media of oral communication. In general sense a meeting is a gathering of
two or more persons with the view of making decisions through discussion. It is
an assembly of people does decide on some preset issues. So, a meeting is a
gathering where two or more people assemble together with a view to taking some
decisions on some preset issues though mutual discussion. Every organization,
large or small, arranges good number of meetings on certain time interval to
discuss and decide on different issues.
Purposes
of Business Meeting
Meeting is one of the
major media of oral communication. It is essentially important for every
organization. The basic objective of meeting is to take decisions on some
predetermined issues. It has also some other purposes. The objectives or
purposes or importance of meeting are discussed below :
1. Making Decisions:
The foremost objective of any meeting is to take important decisions on some
predetermined issue. Decisions are taken here on consensus and it is very
crucial to take decisions on routine and non-routine business affairs.
2. Exchanging Information:
Meeting is arranged also to provide information to the audience about various
matters of the organization. Audience also exchange information in meetings.
3. Conveying Organizational Vision,
Mission and Operational Plans: Meetings are also
called to convey organizational mission, vision and operational plans to the
newly appointed employees. Managers or heads of various departments call these
types of meetings for the fresher so that they can be better acquainted with
organizational culture, mission, vision, plans etc.
4. Announcing Changes:
Another purpose of arranging meeting is to announce the upcoming changes
brought in organizational policies, mission, vision, logo etc. before the
audience. The causes, benefits and ground of such changes are explained in the
meeting so that people understand and accept the probable changes without much
resistance.
5. Negotiation:
Meeting is also called for making negotiations between the conflicting parties
through fruitful discussion. Sometimes employers and employees or trade union
leaders sit in meeting together to reach on some agreement so that
organizational activities can be run smoothly.
6. Resolving Conflict:
In large organizations conflict among people is most common. Healthy conflict
helps to increase productivity but unhealthy or undesirable conflict must be
resolved immediately after found. Meeting helps the conflicting parties to
reach on common understanding and thus resolving or minimizing conflict.
7. Solving Problems:
An important purpose of meeting is to provide solution to organizational
problems. Problems that are critical and require opinions of most of the
members of a board or council must be solved by calling meeting. In meeting
diverse thoughts are found that help to face problem suitably.
8. Reviewing and Informing Progress:
Meeting is also called for reviewing and informing the progress of any project,
plan and activity and so on. Form it the attendants of the meeting are able to
know the present status of the projects and can provide their opinions to
improve if there is any loophole.
9. Celebrating Success:
Meetings are often called to celebrate the success of the organization,
completion of any project, achievement of any award etc. it increases the
organizational harmony and motivates employees to work united to achieve more.
10. Interaction with External
Stakeholders: Every organization is to work with
different parties of the society and it must build a long term harmonious
relationship with them. Meetings are called to exchange information and to
share experience with different stakeholders of an organization so that their
interaction with the firm is increased.
Form the above
discussion we find that meeting has great importance in business. Without it,
business activities cannot be performed smoothly. In fact it serves important
purposes for an organization.
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