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ISLAMIC MEDICAL EDUCATION RESOURCES 04

0006-M E E T I N G S

Presented at the Leadership Training Program, Islamic College of South Africa 19-22 June 2000 by Prof Omar Hasan Kasule, Sr, e-mail: omarkasule@yahoo.com

GOOD REASONS FOR CALLING MEETINGS

  • Goal clarification
  • Information
  • Decision-making
  • Introducing new ideas
  • Conflict resolution
  • Resolve implementation bottle-necks

 

WHEN NOT TO CALL MEETINGS

  • Availability of alternative to meeting
  • Not enough time to prepare
  • Key players not available
  • Personal / sensitive matters

 

MEETINGS THAT WASTE TIME

  • No objective
  • No agenda
  • No time limits
  • Late coming

 

SUCCESSUL MEETINGS

  • Purpose: is the meeting actually necessary? specific objectives
  • Agenda: having a clear agenda & maintaining the meeting focus on the set agenda. Well structured agenda: introduction - purpose of meeting - key issues for discussion - stick to the agenda
  • Listening to others.
  • Invite only those absolutely needed: those with knowledge and expertise, implementors of decisions,
  • Follow-up on invitations: verify that all participants are available , remind them  about dates & place
  • Choose meeting place with care
  • Plan to control discussions: give background, plan to reach conclusions, guide meeting to a consensus, give every one a chance to speak, encourage quiet ones, control domineering types, summarize decisions and task assignments, assign follow-up tasks and set deadlines,  end on a high note
  • Time management: start on time, end on time, and establish time limits for each agenda item
  • Follow-up, circulate minutes and action lists

 

DEALING WITH TIME-WASTING MEETINGS

  • If you have a good excuse do not attend
  • Finish your priority work and be late
  • Arrive on time and leave early
  • Bring work to do during boring meeting sessions
  • Excuse yourself for 15-20 minutes to do priority work

 

WHAT WRECKS MEETINGS

  • Invite as many people as possible
  • Invite anyone
  • Cover as many topics as possible
  • Discuss important issues last
Spend most of the time on unimportant issues

Professor Omar Hasan Kasule June 2000