Meetings are an important way to communicate effectively and make decisions within an organisation. There are different types of meetings, each with their own purpose and structure.

Introduction to Meetings

A meeting is a gathering of people with the aim of sharing information, making decisions or solving problems. Meetings can take different forms depending on the size of the organisation, the purpose and the people involved.

The Importance of Effective Meetings

An effective meeting starts with a clear goal and a clear agenda shared in advance. During the meeting, the chair guides the discussions and ensures all participants can give their opinion. Afterwards, agreed action points and decisions are reviewed.

The Role of the Chair and Participants

The chair sets clear goals and helps steer the discussion. The participants prepare, ask questions, share their views and listen respectfully to others' ideas.

Formal Meetings

Annual General Meetings

A gathering of all members of an organisation to inform about performance and discuss important issues such as changes to the statutes. Usually annual and required by the statutes. At the AGM, financial results are presented, questions are asked and decisions are made.

Board Meetings

A meeting of board members to make important decisions about the direction of the organisation and review the progress of ongoing projects. Usually monthly or quarterly, and often confidential.

Committee Meetings

A meeting of members of a committee working on a specific problem or project. More frequent than board or general meetings, depending on the urgency. The goal: discuss ideas and take actions to resolve the problem.

Informal Meetings

Brainstorming Sessions

An informal gathering to generate ideas and new solutions for existing problems. All ideas are welcome — no idea is dismissed. Tip: hold the session somewhere other than the regular workplace for fresh inspiration.

Work Discussions

An informal meeting of colleagues working together on a project. Goal: discuss progress, solve problems, generate new ideas. Tip: prepare an agenda in advance for a structured session.

Team Check-ins

An informal gathering of a team to keep each other up to date on work, discuss issues and generate ideas. Tip: give everyone a chance to speak and respect each other's input.

Virtual Meetings

Video Conferences

Participants at different locations communicate via video connection to share information, give presentations or make decisions. Popular thanks to the rise of online collaboration tools.

Teleconferences

Participants communicate by telephone. Relatively cheap and easy to organise, popular thanks to the rise of mobile technology.

Webinars

An online presentation or workshop for participants who are not physically present. Useful for large groups, often interactive via chat functions and polls.

In Summary

It's important to choose the right type of meeting to achieve the desired results. An effective process — plan, set the agenda, invite participants, prepare and follow up — leads to more productive and efficient meetings. too-doo helps you structure that process and apply it consistently.