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Aims and Purpose of Meetings

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					A meeting will only be useful if everyone attending knows why it is being
held and what is supposed to be achieved- the outcome. Common
reasons for calling meetings are:

   A exchange of current information. The purpose can be:
       o To give information:
             to hear a statement of policy;
             to receive instructions, or to learn about new
               procedures;
             to brief a group of staff.

              There may be opportunities to question/discuss.



        o To obtain information or ideas:
              to hear subordinates' views about a problem;
              to investigate a situation;
              to obtain information for a report.

              This type of meeting does not necessarily come to any
              dicision, usually involves discussion.



        o Progressing or co-ordinating activities;
              to discuss what action is needed;
              to co-ordinate the work of different departments or
               sections.
o Airing feelings or grievances:
      to allow people to let off steam.

     (This is not to be confused with the formal Grievance
     Procedure which often is part of a large organisation's
     Conditions of Service.)



o Negotiating a contract or agreement:
     With Trade Unions or a contractor, for example.



o Resolving a problem:
     to clear up confusion;
     to overcome an obstacle to the implementation of a
       plan;
     to discover what the problem is;
     to investigate a technical difficulty.



o Talking non-executive action:
      to gain support for a plan of action;
      to gather views and ideas;
      to develop capabilities;
      to motivate and encourage commitment.



o Talking executive action:
      to get something done;
      to carry out a higher management plan.
o Formulating policy:
      about the use of certain equipment, for example.



o Preparing a plan or recomendation:
      to formulate proposals for senior management to
       consider, for example.



o Reaching a decision:
     how to apply a plan;
     what to do about something or someone.

				
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Description: Aims and Purpose of Meetings