Conducting a meeting فرح جبر نعمة مشايخ

Outline Objectives Definition Purposes of meetings Types of meetings Guidelines for conducting a meeting - before - during - after Problems of meeting Conclusion Reference

Objectives At the end of this seminar the students will be able to: 1- Define meeting. 2- List purposes of meetings. 3- Know the main types of meeting. 4- Know the guidelines for conducting an effective a meeting 5- Recognize the problems of meeting.

Definition What is meeting? Meeting is a gathering of people to present or exchange information ,plan activities ,make decisions ,or carry out actions already a greed upon. What is a good meeting? In a good meeting participants ideas are heard ,decisions are made through group discussion & with reasonable speed & activities are focused on desired result

Meetings are held for several reasons including: Purposes of meetings Meetings are held for several reasons including: - Problem solving - Decision making - Enhancing working relationships - Giving or clarifying information - Requesting suggestions

Types of meetings 1. Decision making: - The goal of a decision making meeting is always centered on coming to a general agreement about a future plan the goal also includes planning how to best accomplish the decision that has been made. Because each participant has unique information & perspectives combining group information leads to more informed decisions. - It includes group activates like information gathering & sharing ,brainstorming solutions ,evaluating options ,rating preferences & voting on the final options.

2. Problem solving meeting: Types of meetings 2. Problem solving meeting: - It is oriented round solving either specific or general problem. - The key objective is to find the most optimal solution that can resolve an issue facing the group or organization. - The group first needs to identify possible solutions & then evaluate these solutions in order to chose the best one.

3. In formation dissemination meeting: Types of meetings 3. In formation dissemination meeting: - Critical information is shared with members. - Employees are assembled to solve a problem or make a decision.

Guidelines for conducting a meeting Before Leader : - Determine the purpose of meeting. - Prepare an agenda: The agenda should include the topics ,who will be responsible for each topic ,what pre-work should be done ,what outcomes are expected ,how much time will be allotted for each topic. It should be distributed 7 to 10 days before the meeting . - Determine where & when the meeting is going to be held: Chose a place where interruptions can be controlled avoid choosing a time which represent natural time limit.

Guidelines for conducting a meeting Before Leader : - Determine how long the meeting should last: Meeting should be limited to (50 - 90) minutes ,meeting that exceted 90 minutes should have breaks at least every hour. - Arrange seating in a way that: Minimize differences in power Maximize involvement Allow visualization of all meeting activities. members : - Be prepared for the meeting & read the relevant material before the meeting.

Guidelines for conducting a meeting During Leader : - Begin & end on time: By starting a meeting late you reward those who arrive late . Sanction for coming late should be applied respectfully & objectively. If the leader is late a designee should begin meeting on time. - Create a warm & accepting environment. - Keep the group focused. - Focus the discussion on one topic at a time. - Promote involvement. - Do not permit one individual to dominate the dissection. -bring out the disagreement onto the open for reconciliation.

Guidelines for conducting a meeting During Members : - Ask for clarification when needed. - Offer suggestions & ideas. - Encourage others to share their ideas & opinions. - Offer constrictive criticism. - Stay on track.

Guidelines for conducting a meeting After Leader : - Summarize discussion. - Finalize the plan of action for implementing decision. - Arrange for follow up. - Thank the participants for their participation.

Leader: Problems of meeting - Inability to be objective (taking side). - Defensiveness (an inability to take criticism & a stubborn resistance to change plans even if they have been shown to be ineffective). - Impatience (leaders make rash decision which often make the situation worse). - Wanting to be liked or being afraid of hurting others will lead to difficulty saying anything negative.

participants: Problems of meeting - The talkative person(this is a person who talks all time and tends to dominate the discussion) - The silent person (this Is a person who does not speak in discussion). - The argumentative person (this is person who disagree & is constantly negative) - The questioner (this is a person who asks a lot of questions some of which may be irrelevant)

Conclusion In order for a meeting to be effective & not time wasting of failure certain skills are required & certain characteristic & behavior are required from the participants.

article Title: top 9 leadership behaviors that drive employee commitment. - Joe folkman - Year 2013 Summary: 1- Inspire & motivate others : leaders who are able to motivate & inspire others have a high level of energy. They energize their team to achieve difficult goals. 2- Driving for results : leaders focus on both push (drive for result) & pull (inspiration).

article Summary: 3- Strategic persecution: leaders provide their team with a definite direction & purpose. 4- Collaboration: leaders promote a high level of collaboration between the their group and other groups. 5- Walk the talk: Leaders need to be role models & set a good example for their work group. 6- Trust: People trust leaders who have deep expertise & knowledge.

article Summary: 7- develops & supports others: leaders push the employees to develop new skills & abilities. 8- building relationships: leaders stay in touch with issues & concern of individuals in the work group. 9- courage: when leaders see the first signs of problems within their teams they address it directly because conflicts won’t work themselves out.

Reference https://www.ncjrs.gov/html/ojjdp/yb9909-1/mtg-1.html http://meetingsift.com/decision-making-meetings/ http://meetingsift.com/problem-solving-meetings/ Sullivan