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.
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.
Your boss may sometimes conduct a one-on-one meeting with you and the other employees individually to talk about your performance appraisal. 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. If certain structuring and future resolutions need to be made, a planning meeting can be called.
When there is a need to make status reports and present new information, participants gather for a feedforward 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. 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.
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.