1. EVERYDAY 83 million People attend 11.5 million Meetings!!
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2. The Ideal Meeting is two ; with one absent
3. WHAT IS A MEETING ? It is a group of people, Gathered
together to Discuss, Debate or Decide..
4. Meetings can be Ineffective Divisive Boring Waste of time
Yet they should be USEFUL
5. 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
6. Alternatives To Meetings An Executive Decision The Memo,
Letter, Fax The Telephone The Video Teleconference
7. 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
8. Perfect meeting PURPOSE AGENDA RIGHT PARTICIPANTS
CHAIRPERSON AGREED ACTION FOLLOW UP
9. 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
10. 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.
11. 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.
13. Weekly public meetings. Dars-e-Quran meetings. Large public
gatherings. Corner meetings. Conventions, Conferences ,
Seminars.
14. Training programs. Workshops Training camps. Night vigils.
Study circles. Classes for Quran recitation.
15. Members meeting. Shuras meeting. Committees meetings.
16. 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.
17. STAGES OF THE ORGANIZATIONAL MEETINGS: Before the meeting.
In the beginning of the meeting. During the meeting. End of the
meeting. After the meeting
18. 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).
19. 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.
20. 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.
21. 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
meetings decisions. Secretary for taking the minutes be assigned.
Approval of the agenda.
22. 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.
23. 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.
24. 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.
25. Read out the agenda Summarize the points discussed. List of
the decision made Date & time of next meeting Tazkeer related
to discussion Dua
26. 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.
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27. 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
