Managing meeting effectively

EVERYDAY 83 million
People attend
11.5 million Meetings!!
2

The Ideal Meeting is two ; with one absent

WHAT IS A MEETING ?
It is a group of people,
Gathered together to
Discuss, Debate or Decide..

Meetings can be
Ineffective
Divisive
Boring
Waste of time
Yet they should be
USEFUL

End up making bad decisions ; or in tears
 Waste time
 Waste money
 Divisive
 Lower morale
 Breed politics
 Create chaos
 Divert attention
 Slow down progress
 Platform for
talkative/disruptive

Alternatives To Meetings
•An Executive Decision
•The Memo, Letter, Fax
•The Telephone
•The Video Teleconference

Why Meetings Fail ?
•It was Unnecessary
•The Purpose Was not Clear
•Was Badly Planned & ill Planned
•Held In Poor Environment
•It was disrupted
•wrong people participate-right are absent
•Inadequate Chairman
•Nothing was decided

Perfect meeting
•PURPOSE
•AGENDA
•RIGHT PARTICIPANTS
•CHAIRPERSON
•AGREED ACTION
•FOLLOW UP

 Team Leader
 Time Keeper
 Process Monitor
 Spokesperson
 Meeting Minutes
- sets guidelines and goals
- ensures deadlines are met
- keeps team focused
- reports to other groups
- takes notes
Meeting Roles & Responsibilities

 More participants requires more time for the meetings.
 Some participants talk unnecessarily and sometimes repeat
what has been said.
 Some like to give a long speech on a small point.
 Some talk on irrelevant issues.
 Some participants only talk and do no work.
 Grouping in the meeting could be very harmful.

 Organizational meeting for shura function is a requirement in
Islamic movement. “Al Quran. And consult them in affairs.
Ale Imran 3:159.”
 Who conduct their affairs by mutual consultation. “Al Shura
25:38.”
 Prophet Mohammad (SAW) and his khulafaa established the
example of shura in their time.
 Ameer of Islamic movement must consult in the affairs of the
Jamaah. Decisions made in Shura are to be abided by as long
as they are in accordance with the Shariah.

1. Dawah meetings.
2. Tarbeyah meetings
3. Organizational meetings

Weekly public meetings.
Dars-e-Quran meetings.
Large public gatherings.
Corner meetings.
Conventions, Conferences , Seminars.

Training programs.
Workshops
Training camps.
 Night vigils.
 Study circles.
Classes for Quran recitation.

Member’s meeting.
Shura’s meeting.
Committee’s meetings.

1. Quranic recitation.
2. Mutual introduction.
3. Reports of work.
4. Issues, Analysis , Q & A
5. Critique and positive suggestions.
6. Decisions.
7. Muhasibah (Ihtesab).
8. Tarbeyah
9. Brotherhood
10. Tazkeyah through Tazkeer and Muhasibah.

STAGES OF THE ORGANIZATIONAL MEETINGS:
Before the meeting.
In the beginning of the meeting.
During the meeting.
End of the meeting.
After the meeting

 Explain the purpose, need and the type of meeting.
 Decide the date, place and time for the meeting and
announce it (After consultation).
 Ask suggestions for the agenda.
 Decide the agenda and announce it. (After
consultation).

 Provide the necessary documents.
1. Report (Rudaad) of the previous meeting.
2. Items to be discussed , e.g. reports, written suggestions,
constitutional amendments.
3. Map of the meeting place and the easy way to get to it.

 Reminder.
 Home work by the participants
 Proper excuse from the president in case
someone can not attend.
 Every member be prepared to note the
important points of the meeting.

 Meeting should be started on time.
 Recitation of Quran / Tazkeer.
 Explain the objectives of the meeting.
 Principles and etiquettes of the meeting.
 Report of implementation of last meeting’s decisions.
 Secretary for taking the minutes be assigned.
 Approval of the agenda.

 Every member should be given equal chance to speak.
 Do not let anyone to dominate the discussion.
 Members must speak when permitted by the chair.
 Members should leave the meeting only with permission.
 Abide by the agenda.

 Try to get opinions for and against on any issue.
 Chair should give its opinion at the end.
 Everyone should be brief and to the point.
 Yes-man attitude should be discouraged.
 Chair should control mutual conversation amongst
the members.

C-Brotherhood and mutual love.
 Members should talk in normal voice and must avoid
shouting and rage.
 Members should not insist upon their opinion and be ready to
sacrifice their opinion for the collective decisions.
 Members should express their opinions frankly
without any reservations.
 Try to make decisions with consensus. If not possible ,
the one should get the majority opinion.

Read out the agenda
Summarize the points discussed.
List of the decision made
Date & time of next meeting
Tazkeer related to discussion
Dua

• Minutes should have date, time, place, and nature of
meeting Members present and members absent.
• Subject discussed, resolution passed in the meeting must
be clearly recorded.
• Voting if done should mention total number of members,
no. who favored the proposal, no. who abstained, and no.
who were against the proposal.
28

After the meeting
Delegation of Action
• Ensure task is relevant
• Ensure task is clear
• Break large task down
• Get completion date
• Get willing commitment
• Offer assistance (yours or others)
• Create and distribute Action Table
• Follow-up
• Recognize achievement

Managing meeting effectively

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Managing meeting effectively