Introduction to Topic

Meeting

An act or process of coming together as an assembly for a common purpose. A meeting

is a gathering of two or more people that has been convened for the purpose of achieving
a common goal through verbal interaction, such as sharing information or reaching
agreement.

Modes of Meetings

Meetings may occur face to face or virtually, as mediated by communications

technology, such as a telephone conference call, a skyped conference call or a
videoconference.

Meetings Types
Members of a company discuss organizational issues and other agenda through a personal
gathering or through a conference call. A meeting is a routine activity in a company. It is
even part of the weekly itinerary of many working individuals and business people.
Meetings can be formal or informal, but for the most part, organizational meetings
usually take a formal setting where preparation must be done to properly plan and
execute the meeting.

There are various types of meetings that may depend on its nature
and the objectives or purpose of the gathering. Any company can utilize a particular type
of meeting according to what the participants aim to achieve after the conference.

• Meeting Categories by Structure

Meetings can be classified into many different categories according to its nature and
structure. A meeting that is leader-led and is done through a one-way communication
reporting is called a status meeting. A conference that generates an intangible or
abstract result such as a decision is termed as a work meeting. A staff meeting is that
which the team members or junior employees discuss certain agenda with the
manager or the immediate superior.

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A gathering among colleagues in a team project is a team meeting. If members are
gathered together for a special purpose, it is called an ad-hoc meeting. A good
example of ad-hoc meeting is a team of individuals chosen by the company to join a
trade show and represent the company so a meeting is needed to discuss the important
things and activities during the event.

A conference among managers and supervisors is called a management meeting. If

the meeting participants are solely board and directors members of the organization,
definitely it is termed as board meeting. A meeting is not necessarily composed of a
group of individuals. Even a discussion of two individuals can also be considered a
meeting. This is called a one-on-one meeting.

Some organizational teams start working on a new project and possibly a new client
through a discussion. This initial gathering is called a kick-off meeting. It is also
during this time wherein members are assigned individual tasks on the project. Lastly,
there is what we call a pre-bid meeting. This conference is attended by various
business competitors and contractors to discuss an agenda for future projects.

• Types of Meetings according to Purpose

Meetings can also be categorized according to its purpose or intention. Meeting

participants who aim to alter a situation or attack an organizational problem and
concern take on a problem-solving meeting. Decision-making meetings are conducted
to generate or make a final and unanimous decision about an issue.

When there is a need to make status reports and present new information, participants
gather for a feed forward meeting. It is otherwise known as reporting and presenting.
Feedback meetings are conducted when the purpose is to let individuals provide
reactions and feedback to one or several participants on a certain presentation or
project. If certain structuring and future resolutions need to be made, a planning
meeting can be called. The last type of meeting according to objective is called
combination meeting wherein two or more of the meeting categories are applied in a
single meeting session.

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Meeting Objectives
Formulating a set of objectives in the meeting preparation is the first and most important
step because having a purpose of goal for the meeting will keep the participants focused
on what they need to accomplish in that session. The objectives have to be realistic and
measurable to become achievable.

Meeting goals have to be action statements that would prompt the attendees to take an
action and carry out a task. Usually, objective statements start with the phrase “By the
end of the meeting or session, the group should be able to…”, and then supply it with
activities that participants need to do to achieve an overall outcome.

Objectives help the facilitator and the participants plan the meeting in a
more focused approach. Moreover, established goals allow for a concrete measure with
which to assess the outcome of the meeting and provide areas for improvement in the
future.

Importance of Meetings
Meetings are organized and conducted in almost every corporate office and business
establishment for a specific purpose. Usually, this gathering of individuals is done to
deliver new knowledge and information, and discuss crucial issues and team projects.

Some organizations hold regular scheduled meetings as part of the

routine at work. For them, it is one of the ways to keep each other updated with work
matters and a way of keeping track of individual and team work progress through a
healthy discussion. Meetings can also help a team arrive at a unanimous decision when
decision-making is needed. In a business, meetings can be regarded as a way of
discussing business matters and any developments in the business trend.

• Meetings are Powerful Business Weapon

Knowing that the business world is competitive in nature, business people need
regular personal interaction more than ever. Although telephone and online
communication allow for a convenient and quick means of interaction with customers
and provide an avenue for quick sharing of ideas, scheduling clients for a business
meeting still creates a different effect on the business. Negotiations are actually best

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dealt with over business meetings. There are times when business affiliates can get
business deals over and done with in a one-time meeting.

Through business meetings, a company can increase its network by creating new
ones. When your business ties up with a satisfied client, that client will possibly
recommend your service to other associates and business partners.

As a tool in business, meetings with business clients can be done through lunch or
dinner meetings for a change of environment. But this is best done if the conversation
is light such as that of closing a business deal or sealing in the contract. For more
serious issues though, a more formal setting is ideal.

• Meetings Keep the Organization on Track

Regular work sessions do not just strengthen bonds and work relationships among
employees, but it also keep teams on track regarding work matters. For example,
when a team is given a huge project, a kick-off meeting is the best way to delegate
tasks and assignments.

In order to keep track of the work progress, regular meetings can be conducted where
team members share each other’s development. The whole team is constantly updated
with how well the project goes and what things need to be worked on. Another
example is when there are changes in the departmental goals. The manager may call
for a meeting to discuss the changes with the members so they are updated with any
modifications.

On the part of the management, conducting a meeting makes it easy for them to
deliver any important updates at one time and at the same time to the members.
Meetings also provide an opportunity for the management to acknowledge the
accomplishments of group members through public recognition.

• Meetings Help a Team Arrive at a Consensus

One reason why a meeting is important is because it helps a group to reach a common
decision when urgent and crucial matters need to be discussed and brainstormed
through personal interaction. Email or conference call may not effectively iron out
any issues arising in the office.

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Through a meeting, members are able to compare plans and propositions before
individuals take on conflicting directions. Although there are petty arguments and
disagreements of each other’s ideas, the facilitator is there to control the situation.
The important thing is that everyone arrives at a consensus by the end of the session.
With uniformity in decision making, the goals are achieved in no time. From the
broad discussion, commitment to a decision and course of action are guaranteed from
the members.

Individuals must understand that meetings are very essential to the

success of the organization. Although it is an integral part of office routine and some
may find it plain and boring in the long run, meetings go beyond achieving goals; it
fosters and strengthens good working relationship. Just think of that advantage.

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 Practical Study of Organization

Introduction to Organization

I have selected Mitchell’s Fruit Farms Limited, Renala Khurd for the study of my topic.
Mitchell’s is the oldest food company in Pakistan. It was established in 1933 by Francis
J. Mitchell under the name of Indian Mildura Fruit Farms Ltd. After the country gained
independence in 1947, the company's name was changed to "MITCHELL’S Fruit Farms
Ltd." with the brand name of "MITCHELL’S".

Since its inception, Mitchell’s has gone from strength to strength, not only expanding its
product line but also maintaining quality through the years to become one of the largest
food companies in the country. From the procurement of best quality raw materials, fresh
from our own farms and orchards to the adoption of latest production techniques,
Mitchell’s has been in sync with the evolving times.
The result of our efforts is that today we are among the market leaders in all our product
categories. Not only that, but our products are also gaining a market abroad with exports
to several parts of the world including UK, USA, Canada, the Middle-East and South-
West Asia where already Mitchell’s is a name to reckon with.

Vision and Mission

 To be leader in the markets we serve by providing quality products to our
consumers while learning from their feedback to set even higher standard.
 To be a company that continuously enhances its superior technological skills to
remain internationally competitive in this day and age of increasing challenges.
 To be a company that retains competent people by creating a culture that foster
innovation, promotes individual growth and rewards initiative and performance.

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  To be a company this optimally combines its people, technology, management
system, and markets opportunities to achieve profitable growth while providing fair
returns to its shareholders.
 To be a company that endeavors to set the highest standards in corporate ethics.
 To be a company that fulfills its social responsibility.

Study of Organization related to My Topic

Types of Meeting Taking Place in the Organization

Common types of meeting that take place in the Mitchell’s Fruit Farms Limited include:

1. Status Meetings, generally leader-led, which are about reporting by one-way

communication.
2. Work Meeting, which produces a product or intangible result such as a decision.
3. Staff meeting, typically a meeting between a manager and those that report to the
manager i.e. staff. The basic purpose of these meetings is to resolve workplace
issues.

Conference room of Mitchell’s Fruit Farms Limited

4. Team meeting, a meeting among colleagues working on various aspects of a team

project.
5. Ad-hoc meeting, a meeting called for a special purpose. These meetings are
organized occasionally to talk on some special issue.

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 6. Management meeting, a meeting among managers.
7. Board meeting, a meeting of the Board of directors of the organization. These
meetings debate on long terms objectives of the organization.
8. One-on-one meeting, between two individuals

Snapshot of Work Meeting in the Factory

Responsibilities assigned to Meeting Chairperson/ Leader

The meeting facilitator/leader plays a neutral role in the session and ideally does not join
in discussions and contribute ideas to the group. The main task of the facilitator or the
chairperson is to assist the group in generating a successful meeting outcome and to guide
the members in achieving the meeting objectives.

The main scope of role includes preventing conflicts to arise during discussions,
supplying methods and procedures in discussing an agenda, and making sure that each
member takes an active participation in the session. The chairperson acts as the
supervising officer, police or traffic officer, or the meeting guide. As the facilitator, part
of the responsibility is taking care of the meeting logistics and preparation.

However, in certain types of sessions such as that of a leader-led or a work meeting, the
chairperson does not necessarily stay neutral during the whole process. The meeting
manager or chairperson is an active participant especially during the decision-making
aspect.

Unlike the facilitator, the meeting manager may set certain constraints and control if the
meeting does not follow a harmonious process. Also, during the brainstorming or
discussion, the manager is free to contribute ideas and comment on other people’s
opinions.

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Responsibilities assigned to Meeting Members

These individuals are the active participants during a meeting. They are the ones called
for to attend a meeting. As stated earlier, the attendees of a certain type of meeting are
selected individuals and are called for by invitation. They join a meeting in response to a
meeting request sent out by the facilitator or meeting organizer.

The participants may or may not attend the meeting but should only do so under
reasonable grounds. Other than that, every participant is required to be present since
meetings have urgent needs and goals to be attended to. The meeting members play a
major role during the discussion and decision-making.

They are expected to interact actively in activities like brainstorming. Because they can
create suggestions and can even precede the function of a facilitator, these participants
broadly determine the course of the meeting. Without meeting members, a meeting is not
called as such.

Responsibilities assigned to Minute Taker

The minute taker is otherwise known as the note-taker or recorder. This person takes a
neutral stance just like the facilitator. The minute taker does not get involved in agenda
evaluation, decision-making process, and interaction among meeting members.

The primary role of this individual is to record ideas accurately as discussed by the
members. The note-taker may utilize a journal, notebook, or a laptop for recording of
ideas. It is important that during the note-taking, the ideas are not edited and paraphrased
but should be written down and should replicate the exact words as stated by each
participant.

However, verbatim recording is not suggested especially in a fast-paced discussion.

When scribbling down notes, key words and highlighted ideas are what should be
outlined on the paper.

The minute taker helps in the wrapping up of the meeting proper with the gathered notes
from the participants’ ideas. The members need not worry of having their ideas left
unheard as everything is captured by the recorder.

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 SWOT Analysis

Strengths of the Organization Related to My Topic

 Meetings allow individuals of the organization to facilitate discussion and
interaction in a face-to-face manner, allowing the participants to express their
opinions freely with the help of nonverbal communication.

 Body language and physical gestures, which are not possible

through emailing and phone calls, play vital roles in meetings. Since it easy
expressing ideas along with these gestures. This is one of the many advantages of
having a meeting.

 A meeting is a gathering of individuals with diverse opinions which are ready to

be shared and discussed. Meeting participants may or may not have similar
interests and personalities. But individuals are bonded together in a meeting. This
creates a cordial affiliation with colleagues and even strengthen the bond in the
long run.

 Since meetings allow a sharing of ideas and experiences, individuals eventually

realize that they will find some things common to all of them. This paves way for
a more comfortable atmosphere within the group which, in turn, makes it easier
for the attendees to freely express themselves without worries of getting criticized
and unheard. And when people are comfortable with each, it also becomes easy to
crack humor. A good humor during meetings can work as an “ice breaker” from a
serious atmosphere and it also keeps the cordial relationship among participants.

 Attending meetings is a good chance for a person to practice good and open
communication with others. Some individuals have brilliant ideas but find it hard
to easily express themselves verbally for fear of not getting appreciated and
recognized. If the meeting facilitator is effective in making everyone participate,
even the most timid attendee will learn to open up and share. Make it a point to be
heard and notice that the confidence level of individuals starts to build up.

 One of the major advantage of meetings to the organization is that it helps to

enhance team building process.

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Weaknesses of the Organization Related to My Topic
Although organizing meetings at work is essential in attaining a specific purpose and
achieving goals, there are also disadvantages and drawbacks in meetings that the
organization has to face.

 Sometime meeting turns out to be ineffective when the organizer fails to properly
facilitate the session and while the meeting agenda is not observed.

 Confusion between the meeting process and the content also happens. Participants
are uncertain whether the focus is on how to discuss the agenda items or what key
points to discuss. Some members experience traffic problem wherein they
encounter difficulty in getting into the conversation and having a chance to
participate.

 A common problem in meetings is personality control where people with negative

behaviors and attitudes are quite hard to correct.

 People with problematic personalities contribute to an ineffective meeting. The

latecomers cause the delay of a meeting. Early leavers also distract the meeting.
During the discussion, gossipers, attackers, know-it-all, and constant interrupters
also create complexities.

 Sometimes because of the lack of supervision, conflicts happen, decisions become

hard to attain, and participants even lose track of the key issues.

Opportunities for the Organization Related to My Topic

 In order to get more beneficial results from the meetings, the organization may
use latest technological equipments to facilitate the meetings.

 A good and strategic planning can contribute to an effective and productive

meeting output since desirable results start with good planning anyway.

 A better meeting agenda can be prepared to avoid conflicts during meetings.

 Time management during meetings can contribute a lot to the success of

meetings.

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Threat to the Organization Related to My Topic
 There is possibility of information overload in a meeting especially if there are
multiple agenda items discussed so the members may not recall everything that
has been talked about. Another problem is unnecessary repetition of old ideas
from previous meetings which makes meetings pointless.

 Since a meeting is facilitated by a meeting leader, there are possibilities of power

tripping or manipulation by the leader especially if personal objectives are
involved. An ineffective facilitator may leave the participants with unclear roles
and responsibilities.

 Some meeting participants resort to problem avoidance in a meeting where the

common notion is that everything is fine and no problems or issues should be
discussed. On the other hand, when participants think that there is nothing that
can be done for a difficult issue, there is no reason to try resolving it. This concept
is called general negativity.

 Another threat in a meeting is the possible existence of conflicts and here we are
talking about unnecessary conflicts. Disagreements are expected in an interaction
but when arguments get out of hand, the meeting will end up in a conflict

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 Conclusion

Different types of meetings take place in the organization, with each meeting having its
own agenda and purpose. Each person is assigned a specific role to play during the
meeting. However, the leader has a key role to play in organizing a successful meeting.

Meetings are not necessarily one-time, unless the issue is trivial and
agenda items do not require a follow-through. In common instances, meetings are regular
and habitual in the organization. One cannot expect a meeting to be effective all the time,
although most of the time it generates positive results for the group. Where there are
advantages, expect to find disadvantages in a meeting as well.

However, one cannot neglect the importance of meetings. By following certain rules and
principles the meetings can be avoided from becoming unsuccessful and can yield the
desired outcome.

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 Recommendations
Some Tips for Leader

 Always start with the meeting agenda and let it serve as the guide for meeting.

 Being a leader, try to be bold in showing enthusiasm during meetings. Try

breaking free from the conventional by introducing a perky activity at the start
and injecting humor every now and then. Add some showmanship to the
meetings.

 Leaders should know that gathering the members for a meeting does not just help
resolve issues and elicit open communication but it also strengthens the bond with
the employees. It is not usual for the members to initiate the connection and
rapport with the leader due to hesitancy and awkwardness of initiating the
approach. A leader who impresses the participants in conducting a meeting
effectively will gain a good amount of respect from the individuals.

 One way of establishing a good relationship through meetings is

to create a change of environment when conducting a team session.

Tips for Members

The meeting participants play an important role in a meeting. They are the intended
recipient of the message or information and the ones responsible for the meeting
discussion. Without them, a meeting is not possible.

 Many members think that because team meetings are becoming habitual and
regular, it is perfectly fine to skip a few meetings. This is a very irresponsible
thing to do. Meetings are not special rituals; these sessions are equivalent to work
or tasks. The difference is just that this work requires an instant and open
interaction among colleagues.

 Members should actively participate during brainstorming sessions and

discussions.

 Members should observe meeting etiquette and ground rules.

 Members should try to avoid personality clashes that can create conflicts during
meetings.

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 REFERENCES

1) www.Mitchells.com.pk
2) www.wikipedia.com
3) www.scribd.com
4) International Meeting Agenda by Maurice D. Levi
5) Fundamentals of Business Meeitngs by J.C.V. Horne & J.M. Wachowicz

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