OUTLINE Objectives Definition Purposes of meetings Types of

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

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.

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.

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.

PROBLEMS OF MEETING � Leader: - 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.

PROBLEMS OF MEETING � participants: - 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 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/yb 9909 - 1/mtg-1. html � http: //meetingsift. com/decision-makingmeetings/ � http: //meetingsift. com/problem-solvingmeetings/ � Sullivan