Conducting Organizational Meetings

Conducting Organizational Meetings

This workshop will consist of the following format:Presentation.Group discussion with questionnaire.Group reports and comments.

Objectives of this workshop:Objectives of this workshop: To learn the significance, types, purpose and the general

methodology of organizational meetings. To learn the various steps of the organizational meetings and to

know the responsibilities of the president and the participants of these meetings at different steps.

Suggestions and recommendations to make these meetings more effective and useful.

Definition:Definition: Meeting is an opportunity for the responsible individuals of the

Jamaah to sit together in order to deliberate upon the matters of the Jamaah together and reach to a workable plan for solving the problems.

Meeting provides forum to evaluate the information, review the numbers and then with mutual discussion make practical decisions for the short term plan.

Meeting is a forum in which through the creative and constructive discussion, new ideas are evaluated and then beneficial and positive strategy for the long term plan is chalked out.

ADVANTAGES: ADVANTAGES: Participation of individuals in the decisions brings more

cooperation in implementation. When several individuals are looking at an issue, there is a better

chance to evaluate all its aspects and reach better decision.

DISADVANTAGES:DISADVANTAGES: More participants requires more time for the meetings. Some participants talk unnecessarily and sometimes repeat what

has been said. Some like to give a long speech on a small point. Some talk on irrelevant issues. Some participants only talk and do no work. Grouping in the meeting could be very harmful.

NATURE OF THE ORGANIZATIONAL MEETINGS IN AN ISLAMIC MOVEMENT:

NATURE OF THE ORGANIZATIONAL MEETINGS IN AN ISLAMIC MOVEMENT: Organizational meeting for shura function is a requirement in

Islamic movement. “Al Quran. And consult them in affairs. Ale Imran 3:159.”

Who conduct their affairs by mutual consultation. “Al Shura 25:38.”

Prophet Mohammad (SAW) and his khulafaa established the example of shura in their time.

Ameer of Islamic movement must consult in the affairs of the Jamaah. Decisions made in Shura are to be abided by as long as they are in accordance with the Shariah.

TYPES OFORGANIZATIONAL MEETINGS:

TYPES OFORGANIZATIONAL MEETINGS:

1. Dawah meetings.2. Tarbeyah meetings3. Organizational meetings

Dawah meetingsDawah meetings

Weekly open meetings. Dars-e-Quran meetings. Large public gatherings. Corner meetings. Conventions Conferences Seminars.

Tarbeyah meetingsTarbeyah meetings

Training programs. Workshops Training camps. Night vigils. Study circles. Classes for Quran recitation.

Organizational meetingsOrganizational meetings

Member’s meeting. Shura’s meeting. Committee’s meetings.

OBJECTIVES OF OUR ORGANIZATIONAL

MEETINGS

OBJECTIVES OF OUR ORGANIZATIONAL

MEETINGS1. Tazkeer.2. Mutual introduction.3. Reports of work.4. Analysis ,Questions and answers 5. Critique and positive suggestions.6. Decisions.7. Muhasibah (Ihtesab).8. Tarbeyah for the etiquettes of the meetings and discipline.9. Brotherhood10. Tazkeyah through Tazkeer and Muhasibah.

METHODOLOGY OF ORGANIZATIONAL

MEETINGS.

METHODOLOGY OF ORGANIZATIONAL

MEETINGS.STAGES OF THE ORGANIZATIONAL MEETINGS: Before the meeting. In the beginning of the meeting. During the meeting. End of the meeting. After the meeting

1. BEFORE THE MEETING. (PREPARATION)

1. BEFORE THE MEETING. (PREPARATION)

Specify the need of the meeting. Explain the purpose and the type of meeting. Prepare the budget for the meeting. Decide the date, place and time for the meeting and announce it (After consultation). Ask suggestions for the agenda. Decide the agenda and announce it. (After consultation).

Provide the necessary documents.1. Report of the previous meeting.2. Items to be discussed , e.g. reports, written

suggestions, constitutional amendments.3. Map of the meeting place and the easy way to

get to it.

1. BEFORE THE MEETING. (PREPARATION) Cont….

1. BEFORE THE MEETING. (PREPARATION) Cont….

Provide other necessary information ,e.g., how to get in touch with the organizer or the host.

Arrangements for the meeting place.1. Seating arrangements.2. Food arrangements.3. Recording instruments.4. Files and writing material for the participants.5. Overhead projector and computer projector.

1. BEFORE THE MEETING. (PREPARATION) Cont….

1. BEFORE THE MEETING. (PREPARATION) Cont….

Reminder. Home work by the president and the members. Proper excuse from the president in case

someone can not attend. Every member be prepared to note the

important points of the meeting. Roll call before the meeting.

1. BEFORE THE MEETING. (PREPARATION) Cont….

1. BEFORE THE MEETING. (PREPARATION) Cont….

· Meeting should be started on time. · Recitation of Quran / Tazkeer. · Explain the objectives of the meeting. · Principles and etiquettes of the meeting. · Mutual introduction. · Secretary for taking the minutes be assigned. · Approval of the agenda. · Approval of the minutes of the last meeting.

1. Beginning the meeting.1. Beginning the meeting.

Report of implementation of last meeting’s decisions.

· Specify the proper method for the expression of opinion, and

mention the time limit for each speaker. · Report the expected participants for the

meeting. · Explanations for being late in the meeting.

2. Beginning the meeting. (Cont…..)

2. Beginning the meeting. (Cont…..)

A-Establish Justice. Every member should be given equal chance to speak. Do not let anyone to dominate the discussion. Members must speak when permitted by the chair. Members should leave the meeting only with

permission. Abide by the agenda.

3. DURING THE MEETING.3. DURING THE MEETING.

3. DURING THE MEETING. (Cont…)3. DURING THE MEETING. (Cont…)

Try to get opinions for and against on any issue. Chair should give its opinion at the end of the

discussion. Everyone should be brief and to the point. Yes-man attitude should be discouraged. Chair should control mutual conversation

amongst the members.

3. DURING THE MEETING. (Cont…)3. DURING THE MEETING. (Cont…)

B-Knowledge and understanding. Gather as much information, knowledge and

understanding on the issues under discussion as possible.

Avoid irrelevant opinions and objections

3. DURING THE MEETING. (Cont…)3. DURING THE MEETING. (Cont…)

C-Brotherhood and mutual love. Members should talk in normal voice and must avoid

shouting and rage. One should talk with respect of the forum , be lenient to

others and smile. President and members relations should remain

pleasant and there should be no element of bitterness. Members should not insist upon their opinion and be

ready to sacrifice their opinion for the collective decisions.

Members should be allowed to express their opinions frankly without any reservations.

Avoid secular methodology of meetings. Try to make decisions with consensus. If not

possible , the one should get the majority opinion.

Members should not speak while someone has the forum.

3. DURING THE MEETING. (Cont…)3. DURING THE MEETING. (Cont…)