A business meeting or board meeting is a mutual communication between people from different positions and organizations to reach a common decision.
Any manager, regardless of rank, holds not only internal meetings and planning sessions but also business meetings and negotiations from time to time. Furthermore, one of the functions of a secretary or his assistant is the proper organization of these management meetings.
What are the different types of business meetings ?
- Daily meetings: these are of short duration and take place every day before starting the day (in most cases). All or most employees come together, and the primary purpose is to report progress, daily tasks, achievements, etc. They can also serve as motivation.
- Weekly meetings: Another example of work meetings are weekly meetings. The extension is usually 40 minutes or 1 hour and is usually done to assess results. Weekly goals can also be discussed, or changes reported.
- Monthly meetings: we also have monthly work meetings, which are more organized by department, and they are longer, and the monthly objectives are evaluated and planned.
- Annual meetings: another example of working meetings that exist are yearly meetings. They report on the achievement of objectives and conclude. They are therefore great for marking the development of future activities. Project managers tend to participate and manage to take place outside the company.
Types of meetings in a business
When we talk about examples of work meetings, we find different types of meetings in a business depending on the purpose.
These are the most common:
• Informative : the objective is to inform on a specific subject.
• Training : they consist in training the team.
• Strategy : they define a strategic plan for the projects.
• Creative : they seek to improve projects through suggestions for having different ideas or visions on a project.
• One to One : for them, conflicts are resolved through dialogue.
Want to know how to run effective meetings ? Imply ?
It is not enough that they keep to a specific periodicity or modality. Still, for it to be effective, software must be in charge of organizing everything.
• Organization of people: those who propose the issues, those who decide, those who support those who choose (consultants), the secretaries, and those who must be informed.
• Issue organization: what workflow follows each type of issue, by which committees, and in what order they should travel.
• Dissemination of documentation: each issue must be accompanied by documentation that can be updated until the meeting is held.
• Management of calls: it can be managed by the secretary of the corresponding committee or without management, which is decided by the decision-makers themselves.
• Call types: synchronous, where decisions are made at the same time by all participating decision makers. Face-to-face or remote presence is required. Asynchronous calls determine a time window for decision making, and when it completes, decisions are collected and summarized by topic.
• Organization of tasks: Complete follow-up of tasks before or after a call.
• Integrated video conferencing: Call management includes a video conferencing session identifier for remote meetings.
Classification of business meetings
Some styles of business meetings can be :
- Internal: They are held between the employees of an establishment, most often in the form of planning meetings. In large companies with an extensive network of branches, extended meetings are organized between headquarters and branches’ colleagues. Types of meetings such as conferences, seminars, and remote video conferences are used.
- External: These are organized between several companies; only senior managers and sometimes middle managers participate. These meetings have several formats ( negotiations, briefings, forums, round tables, etc. )
- Formal: These meetings where a specific protocol, an agenda, and even a dress code are established. In such meetings, there is a defined main objective: the signing of an agreement, the conclusion of a letter of intent, etc.
- Casual: The general concept of the meeting is to establish contact between participants from different organizations to develop participants’ trust in each other. Usually, these meetings do not have an official-objective orientation, and they can be defined as informal knowledge and communication meetings to facilitate interaction in the future.
- Officer: In general, these are formal meetings with a mandatory end of the meeting by signing any contract or business document.
The stages of a business meeting
In a meeting, there are generally four mandatory phases :
1. Clarify the points of view of the parties’ positions.
2. Discussion and argumentation of the points of view expressed. Conflicts and struggles of interests often arise in this phase.
3. Reaching a compromise, reconciling positions, and reaching an agreement on each subject discussed.
4. Analysis of results and application of agreements. This phase is distant from the rest in terms of time:
• Facilitate professional communication between specialists in the same field.
• Collective research and development of work plans.
• To stay in contact.
• Coordinate actions and control executed projects.
• Provide business support.
These are some of the most frequently used types of business meetings. The classification varies according to the purpose and to whom it is addressed. For this reason, it is essential to be clear about this information before performing it so that the participating team knows in advance the requirements.