Deciding whether a meeting is necessary

Well-organized meeting can generate ideas and solutions may not occur to a person working alone. One of the first things to do before you send a meeting invitation is to confirm that the meeting is really the best use of people's time and the organization's resources. Unnecessary meetings are a waste of time and expense because it will lose the productivity of all participants in the meeting. No meeting should be call unless it is a very important issue and require an exchange of ideas. To decide whether the purpose of the meeting is necessary, it's a good idea to ask the person who will be attending meeting.

You should hold a meeting

·         to present information to a lot of people quickly

·         to get input from others regarding ideas

·         to motivate and energize a team

·         to the gain consensus and make decisions

Reference

Guffey, M.E., Rhodes, K., & Rogin, P. (2011) Business communication: Process and product     

            (6^th Canadian ed.). Toronto, ON: Nelson.