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Introduction of Meeting (COM 2512)

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Fara Dilla

on 30 June 2016

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Transcript of Introduction of Meeting (COM 2512)

What is meeting?

Meeting is usually defined as the coming together of at least two people for any lawful purpose. It can vary in size and have many purposes
Introduction to

Purposes of Meeting
Let's recap!
to give information
to obtain information
to bring together knowledge & experience to solve problems
to make decisions within their sphere of authority
to develop co-operation & influence attitudes
to air grievances
Types of meeting
Types of committee
What are the advantages of holding meeting?
More knowledge, experience and information can be shared.
Discussion will be very beneficial to develop ideas & propose new solutions.
It helps the flow of communication among the employer and employees
Management can be kept informed of the feelings & reactions of their employees.
Informal meetings
May be called at short notice either by means of a note or simply by word of mouth
Discuss matters which arise suddenly
Do not usually have an agenda & it is not usual to keep a record of what happens at the meeting
Formal Meetings
The Inaugural General Meeting
To decide whether a society should be formed or not
Formulate the society's constitution & standing orders.
Constitution refers to the framework of the society & clearly defines its objectives i.e:
The name, purpose of the society, & the number of executive officers must be stated in the constitution
2 categories of standing orders:
Rules governing the procedure of meeting
Rules dealing with the members
The Annual General Meeting
Held once a year
Elect the official of the committee
Receive reports
Allow members the opportunity to speak
Committee Meeting
To discuss day-to-day affairs
Subcommittee Meeting
Organize by members of general committee who have been given a task to perform which does not require the attention of all committee members.
Informal setting.
The Extraordinary General Meeting(EGM)
Discuss urgent matters which cannot wait until the next AGM.
Executive Committee
Is elected at the AGM
The leading committee in any organization
Is elected by the members to administer the society & responsible for them
Has very wide executive power
The members are elected individually at AGM & the officers consist of a chairman, vice chairman, secretary, treasurer & other committee members
Ex-officio officers may also attend
Standing Committee
Is appointed by the Executive Committee to deal with separate sections of the work, i.e: finance, education, welfare, public relation etc.
A permanent committee.
Usually the chairman of this committee is a member or Executive Committee & can make his report when he attends the meeting.
The Sub-Committee
Is appointed by any committee for the purpose of decentralization
It is small, specialized & purely advisory.
It is automatically ceases to exist when the appointing committee goes out of office.
Ad-Hoc Committee
Is appointed by any committee
Is a temporary committee, appointed for a purpose. Its functions are advisory
Exists until the work appointed is finished.
Sometimes, experts are invited to become co-opted members to give advice. They are not permanent members, therefore they do not have rights and privileges of an ordinary member.
Joint Committee
Is set up by two or more societies to deal with a similar problem
It is appointed by the Executive Committee of the related societies
Its function is to coordinate the working of the various organization
Joint Committee
Ad-Hoc Committee
Standing Committee
Executive Committee
Executive Committee
There are 2 subtopics to be explored:
The definition of Meeting
The Purposes & Advantages of Meeting
Full transcript