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Business Communication Sem:6 Unit:1 > Concepts and Purposes of meeting

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1. Concept of a Meeting
A meeting is a formal or informal gathering of two or more people, held to discuss specific issues, share information, take decisions, or solve problems. It is one of the most common methods of business and organizational communication.
  • It may be formal (e.g., Board Meeting, Annual General Meeting) or informal (e.g., team discussion).
  • It requires a notice, an agenda, and usually produces minutes (a written record).
  • It ensures that decisions are made collectively and transparently.
  • A meeting is a platform for structured communication and decision-making.
2. Purposes of a Meeting
The purpose of a meeting depends on the organization and situation, but generally includes:
(a) Information Sharing
  • To communicate policies, rules, changes, or important updates.
  • Example: A school staff meeting to announce a new exam schedule.
(b) Decision-Making
  • To discuss options and make collective decisions.
  • Example: A Board Meeting deciding on company investment.
(c) Problem-Solving
  • To analyze issues and find practical solutions.
  • Example: A departmental meeting to resolve workflow delays.
(d) Planning and Strategy
  • To set goals, create strategies, and plan activities.
  • Example: An NGO meeting to plan a fundraising event.
(e) Coordination
  • To ensure different departments or members work together effectively.
  • Example: A project meeting coordinating tasks between team members.
(f) Evaluation and Review
  • To monitor progress and assess performance.
  • Example: A quarterly review meeting checking company sales targets.
(g) Motivation and Team Building
  • Meetings also encourage participation, teamwork, and motivation.
  • Example: A manager appreciating employees during a monthly meeting.
(h) Legal or Statutory Requirement
  • Some meetings are compulsory by law (like Annual General Meetings for companies).
  • Example: AGM where shareholders approve financial statements.
Conclusion
A meeting is not just a gathering of people—it is a structured communication tool that serves many purposes: to share, decide, solve, plan, evaluate, motivate, and comply with law.

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About Me

Ashish Pithadiya
Hello! I am pleased to introduce myself (Ashish Pithadiya) as a lecturer at PNR Shah Mahila Arts and Commerce College, Palitana. I hold a Bachelor's and a Master's degree in English Literature, which makes me well-equipped to guide and mentor students in this subject area. As a visiting faculty member, I am committed to providing a stimulating and engaging learning experience for my students. I believe that literature has the power to transform individuals and society, and I am passionate about sharing this belief with my students. I strive to create a supportive and inclusive learning environment where students feel comfortable expressing their ideas and opinions.