Meetings: Kinds and Purposes
There are many different types of meetings. Some common meetings are:
• Routine work meetings – usually with people who work closely together. These meetings are held to discuss work-related issues, provide updates on the status of a project, or plan work
• Ad-hoc meetings – called for a specific, usually urgent, purpose
• Staff meetings – where all staff and a manager/superior are present
• Board meetings – gatherings of an organization’s board of directors
• Meetings in the community – usually to inform or discuss community issues (e.g., school council meetings, public meetings to discuss urgent issues)
· One-on-one meeting – example for that is parent-teacher interview
Preparing an Agenda
An agenda is an important element of a productive meeting. It is a written outline of the planned meeting proceedings and it communicates the topics for discussion. It can also list the people who will lead the discussion or present topics, and the time allotted for each topic. An agenda is usually sent to meeting participants in advance so they can confirm participation or send regrets (apologies for not participating) and prepare for the meeting. The agenda is usually written in point form. All items on the agenda are listed chronologically and relate to the objective of the meeting.
Read the sample agenda below and answer the questions.
MEETING AGENDA
Sunny Grove Elementary School Parent Association
When: Monday, June 15, 7:00 p.m.
Where: Library
Objective: To plan fundraising activities for spring term
1. Presentation about school activities in need of funding
2. Brainstorming: fundraising activities
3. Select most effective fundraising activities: discussion and vote
4. Set up committees and assign responsibilities
Task 1:
Now answer the following questions:
1. What type of meeting is the agenda for?
2. Who are the participants?
3. What is the purpose of the meeting?
4. How long do you think it is going to be?
5. How can the participants prepare for the meeting?
Task 2:
Create a dialogue between two managers who decide on a meeting. Then, write a memo to the participants of the meeting to inform them about the time and place of the meeting. Include an agenda with possible items for discussion.
Task 3:
Watch a video about parent-teacher interviews. Listen to a parent-teacher interview at:
While you are listening, identify the expressions that are used to:
Answer the questions below about the interview.
1. Is Richard progressing well in school?
2. What specific comments about Richard’s performance does the teacher make?
3. What four questions did the parents ask?
4. What information do the parents give the teacher about their son?
5. What suggestions does the teacher give to help Richard do better in school?
6. How does the meeting end?
