In conducting a meeting, If a meeting is found necessary, its purpose, its objective has to be clear. Is it a legal requirement, a routine or a necessity of the time?
Only the essential parties should be called, and all required persons should be called. Sometimes there are outsiders to the organisation that are called to a meeting – the auditor, the solicitor, etc. The call to attend has to be clear and timely and under proper authority. The time has to be fixed according to the occasion and the convenience of the members. Further, the duration should be sufficient but not too long. One has to select a place suitable for holding it. The place may have to be prepared for the meet. To achieve the objective of the meeting, the convenor has to visualize the specific points over which there is to be a discussion. Again he/she has to set out the manner of discussion – informative, consultative or persuasive.