Lesson 7: Meeting Procedures and Correspondence

Meeting Procedures and Correspondence

In these notes we will have a look at meeting procedures. Entrepreneurs, managers and employees regularly attend meetings at various levels in businesses and other organisations. Managers spend a large part of their working day attending meetings.

Besides business meetings, we also find that clubs, civic associations, trade unions, political parties and parliament make extensive use of meetings. Even an informal stokvel needs to have formal structures to operate properly. (A Stokvel is a club in which members pool funds in a type of money-saving scheme. Members often offer each other mutual support and entertainment.)

The main purpose of meetings is decision making and problem solving. In this way employees have a chance to voice their opinions, which is an important aspect of participatory management.

Meetings should be conducted in an effective and efficient way to avoid loss of productivity, frustration and conflict. A well-run meeting encourages good business communication and personal contributions.

Anybody who is familiar with meeting terminology and procedure has the ability to make a valuable contribution. However, a person who does not know meeting procedures may feel uncertain about making a suggestion at the meeting and may miss the chance to speak out.

Entrepreneurs, managers, employees and students must have a good understanding of meeting procedures. This includes knowledge of the general ‘rules’ for running a meeting, the different participants who play a role and the general terminology used during a meeting.