m An assembly of people for a particular

purpose.
m E.g. Annual General Meeting

    
à A formal meeting of people with a shared
interest, typically one that takes place over
several days.
à E.g. A Press conference

   
Ô. Often take place over a Ô. Often take place over
short or relatively shorter many days.
period.
2. Actual participation of the 2. Conference may occur
participants is needed. virtually, as mediated by
communications
technology, such as a
telephone conference
call, a skype conference
call or a
3. Meetings can be formal or videoconference.
informal. 3. Conferences are often
formal.
Ã ©ased on nature.

à ©ased on purpose.

à ©ased on legality.

à ©ased on frequency of occurrence.

à ©ased on the participants.

m ×ormal Meeting:
Are held at definite times
At a definite place like board room
Usually for a definite duration to follow an agreed
upon agenda.
m Informal Meeting:
Not planned in advance
Members are not notified through formal means
Take place in neutral surroundings like
restaurants, park etc
Ô. Informational Meeting:
Informational meeting seeks to clarify or to give
information.
E.g.
à Meetings held to inform the changes in reporting
procedures in the purchasing department.
à Presenting report on the company¶s strategic plan
for the next fiscal year.
à Announcement of the new mission statement.
 ©ased on purpose of meeting

2.Problem solving meeting:

m The steps involved
Ô. Problem analysis
2. ×inding solution
3. ©enefit analysis
4. Action plan.
à Most interactive meeting with most careful
supervision by the leader and rational discussion
by the participants.
 ©ased on purpose of meeting

3. Decision-making meeting:
m Generally board meetings are conducted for making
a decision, where the participants will be the
decision makers.
4. ×eed back meeting:
à It is conducted for evaluating a particular action.
à ×or e.g. sales meetings are conducted for
evaluating the previous month¶s performance.
As per Companies Act of Ô
 meetings are divided
into:
Ô. Statutory Meeting
m It is the first meeting of the shareholders of a
public company.
m It has to be called within six months from the date
on which the company is entitled to commence
business, but it cannot be held within one month
from the date.
m Purpose is to put the shareholder in possession of
all the important facts relating to the new
company.
 ©ased on the legality

2. Annual General Meeting (AGM)

m Every company is required to call at least one
meeting of its shareholders each year and this
meeting is known as AGM.
m The gap between two AGM should not be of more
than fifteen months.
3. Extraordinary Meeting
à This meeting is generally held for the purpose of
dealing with any matter which cannot be
postponed till the next annual general meeting.
m A one-time meeting is the most common meeting
type and covers events that are self-contained.
m A recurring meeting is a meeting that recurs
periodically, such as an every Monday staff
meeting from :00AM to :30 AM.
m A series meeting is like a recurring meeting, but
the details differ from meeting to meeting.
Ã ©oard meeting: where the participants will be the
board of directors.
à Staff meeting: typically a meeting between a
manager and those who report to the manager.
à One-on-one meeting: between two individuals.
à Team meeting: a meeting among colleagues
working on various aspects of a team project.
Ã Proper authority
º A meeting to be valid must be called by a proper authority. It is
the ©oard who can normally convene a company meeting
à Notice
º All those who are concerned with business of the meeting and
are entitled to attend it, are communicated of the date, time
and business meeting.
à Ñuorum
º A quorum may be defined as the minimum number of
members who must be present at a meeting in order that the
business of the meeting may be validly transacted.
Ã Chairperson of meeting
º The chairperson of the ©oard shall preside at every
general meeting of the company.
à Minutes of the meeting
º The term µminutes¶ mean the official record of the
meetings of a company. These are the summary of the
business transacted, decisions and the resolutions
arrived at the meeting.
×
 

  
    

  

       
  
 
 
    
   


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Ã ©efore the Meeting
º Plan the meeting carefully
 Select an affordable location
 Notify members in enough time to allow their planning
º Prepare and send out an agenda early
º Check room set up early to make sure that the meeting
room is set up properly

à At the ©eginning of the Meeting

º Start on time
º Get participants to introduce themselves and state
their expectations for the meeting
º Set clear time limits
º Review action items from the previous meeting
Ã Ask questions
à Listen
à Clarify issues
à Use the agenda to keep the meeting moving
à Summarize agreements
à Identify additional data needed to make decisions
Ã At the End of the Meeting
º Establish action items: who, what, when
º Set the date and place of the next meeting and develop a
preliminary agenda
º Close the meeting crisply and positively

à After the Meeting

º ×ollow-up on action items and start to plan the next
meeting
Ã An annual general meeting is an important
meeting of protecting the interests of the
shareholders. It is only at the annual general
meeting of a company that the shareholders can
exercise control over the affairs of the company.
à Objectives
º Review the working of the company
º Presentation of Annual Accounts
º Declaration of Dividend
º Appointment of Auditors
º Appointment of Directors in place of retiring by rotation.
£hen to convene
à ×irst AGM of a company must be held within Ô months
of from the date of incorporation
à Subsequent AGM should be hold in each calendar year.
£ho to convene
à The proper authority to convene an annual general
meeting is the ©oard of directors.
à If the managing director, manager, secretary or other
officer calls a meeting without such authority, it will not
be effectual unless the ©oard ratifies the act before the
meeting is held
©efore the meeting
à Publishing of date and place
à Office bearers and committee
à Preparation of meeting papers

During the meeting

à Motions
à Nominations
à Special procedural provisions
à Guest speaker (if any)

After the meeting

à Documentation
à Hand over
à ©anking
Ã Only meet if you must
à Limit attendance
à ©e prepared
à Send out an agenda
à Arrive on time
à Start on time
à Keep to topic
à Take minutes of meeting
à No grandstanding
à ©e present
à Keep it short
à Special considerations for Video conferencing