1. Conducting a meeting
فرح جبر
نعمة مشايخ

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

3. 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.

4. 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

5. 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

6. 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.

7. 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.

8. 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.

9. 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.

10. Guidelines for conducting a meeting
Before
Leader :
- Determine how long the meeting should last:
Meeting should be limited to ( ) 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.

11. 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.

12. 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.

13. 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.

14. 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.

15. 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)

16. 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.

17. 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).

18. 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.

19. 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.

20. Reference https://www.ncjrs.gov/html/ojjdp/yb9909-1/mtg-1.html
Sullivan