In The Name Of Allah The Most Gracious And The Most Merciful

IN THE NAME OF ALLAH THE MOST GRACIOUS AND THE MOST MERCIFUL

• ZAHID IQBAL • ASAD M KHAN • SHAUKAT ALI • FARAZ HASSAN

STRATEGIES FOR SUCESSFUL BUSINESS AND GROUP MEETINGS

GROUP MEETINGS Purposeful arguments between two or more people is called meeting. Group meetings are held to present the information.

BUSINESS MEETINGS A group of people that sit together to review and resolve the problems faced by an organization through proactive or dyadic arguments

KINDS OF MEETINGS  Informational meetings.  Suggested solution meetings  Problem solving meetings.

INFORMATIONAL MEETINGS Informational meetings are held to make things clear and give detail of information about something. It meant to clarify the issues. Changes in reporting procedure. Changes in policies of company. Announcement of new mission statement.

SUGGESTED SOLUTION MEETINGS It is held to receive the input or recommendation from the staff about any issue.  Problem recognition.  Request for solution.  Submission of suggestion.  Hunt for solution.

PROBLEM SOLUTION MEETING It is conducted to implement the solutions of the problem. Problem. Solution. Benefit. Action.

LEADER Leader : A leader is a person who possesses the ability to communicate the potential and worth of his subordinates in such a way that they start believing and seeing all that.

KINDS OF LEADER Authoritarian Leaderless Democratic or participative

AUTHORITARIAN LEADER Authoritarian leader is one who is bossy in nature and does not want to open comments from his subordinates. Contempt for some members. Dominates the discussions. Appreciates those who agree with the position. Speaks a lot and loudly. Issues orders and commands.

LEADERLESS Leaderless person is completely dependent on his subordinates. Delegates all the responsibilities. Believed in shared leadership. Depends on talented people to run the meeting. Can be successful sometimes in case of good team.

DEMOCRATIC OR PARTICIPATIVE Democratic leader believes in getting opinion from others and involving himself practically in solving the problem. Give the final authority to group. Gives right to everybody expressing his point of view.

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 Clarifies the confusions.  Achieve such a lofty profile through work, work and work.  Help and facilitates the groups to make best decisions

PROCESS OF CONDUCTING MEETINGS Planning steps before the meeting. Procedures during the meeting. Follow-up after the meeting.

PLANNING STEPS BEFORE THE MEETINGS

Review the problem and determine the precise purpose. Decide who should participate.

Create an agenda. Distributes the announcement of the meeting. Check on physical arrangement.

REVIEW THE PROBLEM AND PRECISE THE PURPOSE A manager studies the problem deeply and he tries to find out all the possible reasons. He also decides as to why meeting should be called? What the member are suppose to talk about.

DECIDE WHO SHOULD PARTICIPATE

The manager has to finalize the list of very concerned person who should be called in the meeting. He prefers to call those people who are directly related or affected

ARRANGE FOR MEETING,TIME, DATE,PLACE The manager has to announce a specific date of the meeting. He has to chose suitable time and the meeting should be conducted on suitable place.

CREATE AN AGENDA

An agenda is a road map of a meeting which describes the core topics which have to be covered in a meeting. A manager has to finalize the points to be raised in the meeting.

DISTRIBUTE THE ANNOUNCEMENT OF THE MEETING The manager has to announce the meeting through a memo which tells the members the date, place, points and participants of the meetings well before meeting.

CHECK ON PHYSICAL ARRANGEMENT A manager is supposed to make sure that there is proper sitting arrangement, lighting, ventilation and electronic visual aid. All these arrangements have to be made before meeting.

PROCEDURE DURING MEETING  Begin with an opening statement  Stimulate discussion  Understand the role of participant Group task role Group building and maintenance role

FOLLOW UP AFTER THE MEETINGS After the meeting their are two responsibilities of all the leader:  Distribute the minutes of the meeting.  Maintaining the check and balance and nabbing the concerned department for taking

MINUTES INCLUDE THE FOLLOWING THINGS  Name of the organization department or group  Date Time, Place of meeting  Names of members present chairperson  Signature of the secretary who recorded the minutes

THANK YOU