Business Meeting

Question 1

Meeting

Answer 1

Meeting is one of the major media of oral communication.

an assembly of people does decide on some preset issues.

Oxford dictionary, “A meeting is an occasion when people come together to discuss
or decide something.”

Murphy and Hildebrandt said, “a meeting is a gathering of two or more people where purposive
discourse occurs.

Question 2

Purpose of meeting

Answer 2

Making Decisions: take important decisions
• Exchanging Information: to provide information to the audience
about various matters of the organization.
• Announcing Changes to announce the upcoming changes
•Resolving Conflict: Meeting helps the conflicting parties to reach on
common understanding
• Solving Problems: An important purpose of meeting is to provide solution to organizational
problems.
• Celebrating Success: Meetings are often called to celebrate the success of the organization
• Interaction with External Stakeholder: Meetings are called to exchange information and to share experience with different stakeholders

Question 3

Minutes of meeting

Answer 3

Official written records of a meeting’s proceeding are called Minutes. They serve as an
official record, aids in refreshing memories of participants, supplies information to individuals who
were not present, and help prepare members for upcoming meetings.

Question 4

Parts of minutes

Answer 4

1. Committee Organizational name
2. Kind of meeting (regular board meeting, an annual meeting, an urgent meeting, a special
   meeting etc)
3. Date, location and time of beginning and adjournment
4. Names of the chair and secretary or their substitutes
5. Names of all present members
6. Names of guests and their role in the meeting
7. Reference to approval of last meeting’s minutes
8. Motions raised.
9. Reports.
10. Other special concerns from committees or individual members
11. The signature of the secretary upon the approval of the minutes.