Definition of Meeting is a medium of oral communication. It is generally a gathering or assembly or two or more people to discuss or exchange views on any matter of common interest. The issues of discussion in meeting are usually determined earlier. Meeting is a common event in business, school, political, religious or in state organizations. Some important definitions on meeting are given below:
According to Oxford Dictionary of Business: “A meeting is an occasion when people come together to discuss or decide something.”
According to Murphy and his Associates: “A meeting a gathering of two or more people where purposive discourse occurs.”
At last, it can be concluded that meeting refers to the gathering or assembly of some people to discuss any predetermined issue or issues for exchanging views or for making any important decision.
Objectives of Meeting
Meeting is an assembly of people where matters are put forwarded, discussed and resolved. Through meeting, complex issues of organizations are solved. With the gradual expansion of organizational scope and activities, the necessity of meeting is also increasing. In general, meetings are arranged to attain the following objectives:
- To inform: Meetings are arranged to inform various issues of the organization to tis participants. When meetings are arranged for this purpose. Information flows in one-way direction form speaker to the audiences.
- To negotiate: Meeting is also aimed at making negotiations with inside and outside parties. Here tow-way flow of discussion occurs. For example, meeting between owner and trade union leaders may be arranged to make a negotiation.
- To solve problems: Meetings are commonly arranged to solve complex and critical problems of organizations. Since meeting is an assembly people having diverse skills and experience, the participants can thoroughly examine the problem at hand and indicate the possible solutions.
- To make decisions: Meeting is also arranged to take decisions regarding various routine and non-routine business affairs through the participation of the concerned members.
- To resolve conflict: In organizational life, conflict is a common phenomenon. Conflict may have negative impact on the organization if it is not settled in due time. Meeting among the conflicting parties provides them with an opportunity to come in a common understanding.
- To interact with external stakeholders: Meetings are also arranged to exchange information and interact with the external stakeholders like customers, suppliers, distributors, investors, general community etc. this kind of interaction is required for organizational existence.
- To abide by legal bindings: Organizations require arranging various meetings to abide by the various legal aspects. For example, every public limited company mandatorily requires arranging Statutory Meeting within 180 days from getting certificate of commencement, annual general meeting in every financial year, Board Meeting after a certain interval etc.