1. Meeting Disadvantages Advantages
Create an opportunity to share ideas & ask questions, to arrive at informed decisions
Provide a ‘human face’ for the organization
Allows for a collaboration of ideas leading to a creative outcome.
builds morale, commitment & creates a sense of belonging.
Increase acceptance & commitment towards a given task
Allows for cooperation & coordination
Not needed for simple tasks that can be done through s, telephones or memos.
Can be time wasting if not managed properly.
Increases pressure on the group.
Can limit the work done
Can be influenced by charismatic leaders
May lead to a few getting to do all the work
Can be expensive

2. Good and Bad Meetings Good Meetings Bad Meetings
Create a safe & comfortable environment for asking questions & sharing info.
Do more than convey information
participants share decision making & responsibility
Share ideas developed by the group
Establish positive feeling towards change
Reinforce relationships and channels of communication
Help establish commitment to the proposed action/solution
Increase feelings of belongings to the organization & of the team working together towards a common goal
Treat questions as interruptions or attempts to side-track the meeting
Present information which could have been better sent in another form
Controlled by people with power who make all the decisions
Reinforce some people’s feelings that they ‘own’ ideas and don’t want to change
Stress negative feelings towards change
Create a climate of distrust between sections of the organization
Leave participants uncommitted & unsupportive of planned changes
Increase feelings of not being valued or having nothing to contribute to the organization

3. Steps in Preparing for Meetings
Preparing for meetings is essential. The steps in preparing for meetings are:
Determine the Purpose
Set Date and Time
Establish number of participants
Determine who to invite
Organize venue
Write a notice of meeting
Set agenda
Meeting Notice should include:
Date and time of the meeting
Its purpose or topic
Who should attend
Where it will take place
A statement to invite participants to send you items for the agenda

4. Notice of Meeting-Example
To: COM501 Lecturers
From: Josephine Prasad, Course Coordinator
Date: April, 2015
Subject: COM501 Oral Presentation Assessment
Notice of Meeting
An important meeting will be held on Friday, 20 April at the F101, Nasinu.
The oral presentation assessment will be coming up within a couple of weeks, hence the need to plan for the presentation, especially with the high students’ number.
Please think about presentation topics and how the students can be grouped, and send specific items for discussion before 4:30pm on Tuesday 17 April. Agenda can then be prepared and sent to you before the meeting. JP