Presented at the Leadership Training Program, Islamic College of South Africa 19-22 June 2000 by Prof Omar Hasan Kasule, Sr
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
