Conducting Group Meetings

Conducting Group Meetings Mohammad Tawfik

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Conducting Group Meetings

Mohammad Tawfik



When to call for a meeting?



1- Reach a group judgment as the basis for a decision



2- Discover, analyze, or solve a problem



3- Gain acceptance from the group for an idea, program, or decision



4- Achieve a training objective



5- Reconcile conflicting views



6- Provide essential information for work guidance or for the relief of insecurities or tensions.



7- Ensure equal understanding of company policy, methods, or decisions.



8- Obtain immediate reactions to a problem that requires a speedy response.



When NOT to call for a

meeting?



1- Other communications, such as telephone, telegram, letter, e-mail, or memo will produce the desired result.



2- There is not sufficient time for adequate preparation by participants or the meeting leader.



4- The meeting is not likely to produce satisfactory results because of personality conflicts or conflicts with overall management strategy.



5- Expected results do not warrant spending the money it will cost to hold the meeting.



Preparing for a meeting



1- Have I clearly defined the purpose or purposes of the meeting?



2- What are the outcomes that should emerge from this meeting?



3- Who should participate?



4- How should people be notified of the meeting?



5- How much time will the meeting probably take?



6- What information do members need before the meeting?



7- What follow-up will be needed after the meeting?



8- What agenda will the meeting follow?



9- What is the best time and place for the meeting?



10- What physical arrangements need to be made for the meeting?



Announcing for the meeting

The announcement of the meeting should answer the following

questions …



• Why the meeting is being held?



• When the meeting starts and end?



• Where the meeting is to be held?



• Who is going to attend?



• What is going to be considered in the meeting?



Conducting the Meeting



1- Start in time



2- Start with ice-breakers



3- Introduce the topics of the

meeting



4- Assign a time keeper



5- Assign a minutes’ taker



6- Do not let talkative people

take over



7- Make sure tasks are clearly

assigned



8- Prepare what next meeting

will discuss



9- Finish in time!

Education

Conducting Group Meetings