MEETING

INTRODUCTION • Meeting is a fundamental process of

reaching any right either from the Islamic or the western perspective.

• Islam emphasizes on consultation as a pre-requisite to any issue before decision is reached .

• generally , every society accepts meeting as a means of reaching decision on any issue .

• The Holly QUR’AN and the practice Holy Prophet Mohamed ( S.W.C) Propagated it

The aims and objectives of a meetingThe aims and objectives of a meeting depend on

the actual purpose of it which in turn may differ from one meeting to another. below are some of the general objectives of a meeting :

To realize , raise issue(s) or Problem(s) To solve problem(s) by adopting best solution to

that problem(s) To reach a fair decision through an overwhelming

agreement. To recognize and respect the views of all

members of the group in the final decision making.

MEANING OF MEETING Meeting is known in Arabic as Ijtima’

Literally, meetings simply mean: deliberation, discussion on an issue occurring between two or more people.

The action of coming together from opposite or different directions into the presence of each other .

Meeting is also defined as :A gathering to raise and conclude on a

particular issuesA gathering to decide or figure out what

to do and how to do such thing.A collective sitting of a group of people

to deliberate on certain issues.An assembly for discussion or

entertainment.An occasion where people come together

to discuss or decide on something.

Characteristics of a good meeting :

A meeting is considered as an effective when there is :

A strategically designed agenda with commonly understood goals and objectives,

A clearly ,agreed upon procedure for reaching those goals and running of the meeting.

A sense of involvement and empowerment that people feel ,that the decisions made are their decisions.

Meeting Components

Meeting AgendaMeeting Minutes of the meeting

Meeting AgendaMeeting Agenda means things to be done in

the meetingIt is generally served with the notice of the

meeting . Agenda should be written in clear and explicit

language avoiding ambiguous words. Agenda is prepared before the meeting takes

place. The agenda is prepared by the secretary of the

meeting.

Meeting

General, Meetings have the following Structure

Minutes of the meeting :

Meeting minutes are the written or recorded documentation that is used to inform attendees and non-attendees of the happenings during the meeting.

Meeting minutes are prepared after the meeting takes place.

The Meeting minutes are prepared by the secretary of the meeting.

Minutes of the meeting Usually Include :

The name of meetingDate, Time, and Location of the meetingThe names of the participants,The agenda items covered,Decisions made by the participants,the follow-up actions committed to by participants, and the dates for the completion of that actions.

Next Meeting Date

Types of Meeting

Regular/ Standing MeetingSpecial/ Topical MeetingEmergencyWorkshops/SeminarConference

Other Kinds of Meeting

1. Annual General Meeting 2. Board Meeting 3. Committee Meeting 4. Staff Meeting 5. Face to Face Meeting

ADAB/ ETHICS OF MEETING Come to the meeting on time Take seat where every you find , Do not try to dislodge a person from his seat in

order to occupy it your self nor make a bid to always sit near the person presiding the meeting.

The meeting should begin with the recitation of a prayer or Duah and the recitation of Al-fatihah.

Raise hand and get permission from the chairman before you speak. While you speak or take part in a question and answers, do not assume such role as you are presiding over the meeting.

Cont….• Do not interrupt other person while he/she is

speaking. Only one man should speak at a time . each one should be heard with full attention. Incase it is imperative for you to speak up at once , you should do so with the permission of the speaker.

• Stay on the subject matter . do not raise another issue until the meeting concludes discussion on the matter under consideration.

• Remembrances of ALLAH and the life in hereafter should form part of the discussion in a meeting .

• In meeting where people are sitting around in a circle ,do not sit in the center of the circle ,this behavior is not only ridiculous , but also extremely improper.

Cont ….• The matters discussed in the meeting must be

treated as confidential . the participants are under obligation to guard the secrets of meeting.

• In the course of the proceedings, the chairman of the meeting should pay equal attention to all members.

• If you must leave a gathering , ask permission from the chairman or the elder if there is no chairman present .

• End the meeting with duahs or prayers.

Getting In to Real

The End