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You are here: Home / Oral Communication / What is Meeting? – Advantages, Disadvantages and Preconditions of Meeting

What is Meeting? – Advantages, Disadvantages and Preconditions of Meeting

Posted By The Business Communication 17 Comments

What is Meeting

Generally, meeting means an occasion where people come together to discuss or make adventurous decisions on something. Meeting participants get together and discuss a problem or issue or a special matter. It is also defined as a type of meeting, be it formal meeting or informal meeting, in which two or more people meet together in order to take a decision. It is an effective and important tool in the communication process. Meeting enables face-to-face contact with a number of people at the same time to discuss meeting agenda. Many meetings take place in a business organization. Some definitions of people at the same time. Many meeting types take place in a business organization. Some definitions of meetings are as follows:

Table of Contents

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  • What is Meeting
  • Advantages of Meetings
  • Disadvantages of meetings:
  • Preconditions of a valid meeting

According to Denyer, ”Company means an organized assembly of persons according to law for transaction of business of common interest.”

According to Thill and Bovee, “Meetings are called to solve problems or share information’s.”

So, meeting is a situation in which two or more people meet together for formal group discussion about a specific problem, issues, predetermined topic.

Business Meeting

Advantages of Meetings

In the business, organizations meetings are used for a variety of purpose. There are some advantages of meeting which are stated below:

  • Democratic process: Meeting is a democratic process of taking decision. None can blame other for the decision because it is taken in presence of all the meeting attendees.
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  • Improve decision: Improved decision can be taken through meeting. Because every matter is discussed pros and cons and nothing is left unconsidered. Proverb says “Two heads are better than one.” Successful meeting discuss the key issues of the agenda topic.
  • Participative management: Participative management can be materialized through comprehensive meeting. All the departmental heads and supervisors may sit together for taking common decision.
  • Help in coordination: Meeting can help for co-coordinating the work as a whole because all the parties or members are present in the meeting.
  • Covey information to a large gathering: Board meeting can convey information for all departments. Besides the members present exchange their views, idea, opinion and feeling at a large gathering.
  • Others: Provide necessary information to a group of people, report on some incidents or activities, create involvement and interest, formulate policies etc. They decide on the choice of topic and their is clarity of expectation about the meeting to be held at conference spaces and other locations.

Disadvantages of meetings:

There are some limitations and disadvantages of meeting. These limitations and disadvantages are discussed below:

  • Time-consuming: Meeting takes much time to take decision. We know that to hold a meeting is very time-consuming.
  • Costly: It is too much expensive. Because the company has to decorate the conference room, pay the T.A. and D. A. to the members, pay for cards etc.
  • Formalities: There are many formalities to hold on a meeting. Agenda, minutes, regulations are needed for a valid meeting.
  • Difficult to control: Sometimes it becomes very difficult for the speaker or chairman to control over the meeting because proverb says, “Many men many minds.”

Preconditions of a valid meeting

Valid meeting should have the following elements:

  • Legal objectives: Any meeting must have legal objectives. Meetings on illegal or unethical purposes cannot be valid in the eye of law.
  • Convened by proper authority: A valid meeting should be contended by the proper authority of the company.
  • Serving proper notice in proper time: Notice of a meeting must be served timely by maintaining rules and regulations of the companies act.
  • Presence of authorized persons: To make a meeting valid person who is entitled to present in a particular type of meeting should be present at the meeting.
  • Presided over by a chairman: A valid meeting should be presided over by a chairman who will be selected by the members.
  • Specific agenda: A detail agenda should be prepared before the meeting and the meeting should be operated by following agenda.
  • Quorum: Quorum is the minimum number of persons that must be present at the meeting to make it valid.
In conclusion, when employees are given regular opportunities to meet with their colleagues, it brings out the best in their individual abilities. It also encourages them to act more co-operatively in the workplace. Thus, for managers, having regular meeting in the workplace can be very beneficial to the welfare of the employees and the company in general.
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Filed Under: Oral Communication Tagged With: Advantages of meetings, Disadvantages of meetings, Meaning of meeting, Preconditions of a valid meeting, What is meeting?

Reader Interactions

Comments

  1. Namit says

    August 3, 2015 at 9:49 pm

    What is the advantages & disadvantages of thill & bovee model

    Reply
    • abcdefgh says

      September 17, 2018 at 8:28 pm

      how do I know

      Reply
  2. samkelisiwe sphephile says

    March 1, 2016 at 3:19 pm

    im very glad to receive such information

    Reply
  3. Eunice owusu says

    April 21, 2016 at 3:27 am

    Am cool TG

    Reply
  4. Francy T. From st johns university of tz says

    December 12, 2016 at 5:03 pm

    Very amazing ppresention of merits and dimerits of meeting

    Reply
  5. jithu says

    December 28, 2016 at 12:19 pm

    it is easy to learn

    Reply
  6. hongera says

    May 7, 2017 at 12:19 am

    good

    Reply
  7. Abdulsalam umar says

    May 14, 2017 at 3:46 am

    Meeting is a situation whereby people seet together and discuss a specific problems and some issues about the company

    Reply
  8. Amedonu Beatrice says

    November 21, 2017 at 1:21 am

    I love this….

    Reply
  9. Bonus Libala says

    December 27, 2017 at 11:08 pm

    The advantage disadvantages of meetings are well researched except on the definition which is some what shallow

    Reply
  10. Bt says

    February 24, 2018 at 4:23 pm

    Thank you ,work well done

    Reply
  11. GEORGE OLUOCH says

    March 1, 2018 at 11:01 pm

    Very informative. Well presented

    Reply
  12. Aor Samuel says

    November 29, 2018 at 8:01 pm

    meeting is formal or informal coming together of people to deliberate over an issue to resolution.

    Reply
  13. Rosette nirmal says

    February 17, 2019 at 9:10 pm

    I am a BMS student…this information was very beneficial and on point… I highly appreciate them who have made such an informative article…thank you!

    Reply
  14. Goldencicada says

    February 18, 2019 at 12:11 pm

    It is very usefull thx 🙂

    Reply
  15. Dawa Gyalpo Lepcha says

    May 5, 2019 at 4:33 pm

    I found it very informative as well as very useful…thanks

    Reply
  16. Julius Kaboyo says

    November 24, 2019 at 10:54 am

    Very good information on the important issue of meetings. I have shared it with my group members so that they can begin to appreciate the importance of meetings in any organization.

    Reply

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