How to organize meetings

Meetings are prevalent in modern organizational life. A meeting is a human encounter between two or more people. A meeting is an act or process of coming together as an assembly to debate certain issues and problems for decision- making of business administration. Listening, writing and speaking are the skills we use in meetings. Meetings can be used to clarify, negotiate, prepare or solve problems.
 “Meetings have generally been the background structure for examining and assessing what are assumed to be the ’really’ important matters of organizational life, for example, power, decisions, ideology, and conflict”.

Purpose of  organizing meetings

• Coordinate and control the organization.
• Negotiate an issue.
• Consult or inform delegates/colleagues.
•  Solve problems and make decisions.
• Planning for the future
• Networking departments.
• Clarifying and settling emergency issues/rumours
• Useful forum for public praise and celebration

The role of chairperson (Owen Hargie et al. 1999)

• Opening the meeting
• Initiating discussion on agenda
• Upholding the rules 
• Providing people sufficient opportunity to express their views
•  Conducting votes on resolutions
• Regulating the discussion
• Ensuring good democratic conduct of meetings

Agenda for meetings 

Meetings are held for various reasons. It is held to discuss strategies to get a new project, to work out implications of new responsibility, to decide modalities of doing a new job, to discuss progress, to brainstorm solutions to problems and to discuss long-term or short - term policies.

Guidelines

Good meetings are usually as a result of planning. It is certainly worth investing time getting the agenda right. The agenda of any meeting should be distributed well in advance. Every member of the institution is encouraged to contribute to agenda creation. The agenda should have easy items at the beginning, the harder items in the middle and with an up note at the end. Make it a habit at the start of each meeting to restate its purpose or agenda. One person should take the responsibility of conducting the meeting.

Conduction of well organized meetings

A meeting is typically headed by a chairperson and its deliberations are recorded in a written form called minutes. Each meeting should have a clear purpose or agenda. Agendas are normally helpful to focus efforts and save time. The items on the agenda are grouped in a logical sequence or order of importance. The chairperson has to prepare the agenda before the meeting. The team members are informed in advance of timing,venue, agenda, duration and what they need to bring. During discussion, all team members are given equal chance to share their thoughts.The chairperson should acknowledge everyone's contribution. .People must stick to the agenda and discuss matters relevant to the agenda. People should follow discipline and participate in the deliberations.  People maintain an atmosphere of good listening. The chairperson has to summarize the discussed ideas now and then. Efforts must be taken to reach conclusions via consensus.There should be a time limit for the deliberations not more than 90 minutes. The chairperson should conclude the meeting by clarifying action steps,establishing accountability, confirming contributions, encouraging feelings of accomplishment and ending on time. The minutes of the meeting has to be  published immediately after the meeting.

Minutes of meetings 

The minutes are the historical record of the meeting and the evidence of the actions/ outcomes (deliberations). The minute – taker is one of the most important and powerful people in meetings. He has the ability to listen to the words someone is saying, absorb them, evaluate the manner of the delivery and identify the speaker’s point of view- the message. It is ongoing listening and simultaneous summarizing.  Minutes of meetings do not follow a prescribed format. It can have date and time of meeting, names of people attended the meeting, agenda, points discussed and decisions taken.

Benefits of meetings

Meetings are important in sharing information to its team members or employees regarding the critical functional, political, technological and legal issues faced by an organization. Meetings are important in shaping organizational norms and improving work processes. Meetings play a psychological role in organizations as a means of social interaction. Meetings are important when members are involved in complex projects with multiple deadlines and sets of objectives. The project meeting is essential tool for keeping projects and project team members – on track. The need for meetings typically increases as the number of teams and team – based projects increases.

10 - Keys to success by Dale Carnegie (1888 - 1955)

Dale Breckenridge Carnegie was an American writer, corporate trainer and lecturer. He was born on November 24,1888 in Maryville, Missouri. In 1913, Dale Carnegie published his first best selling book:"Public Speaking and Influencing Men in Business." In 1926, he published the first collection of his writings titled "Public Speaking: a Practical Course for Business Man." He was author of world class best selling books:"How to win Friends and influence People(1936) and How to stop worrying and start living."

Dale Carnegie's Success quotes:

"Success is getting what you want.

 Happiness is wanting what you get."

"The successful man will profit from his mistakes and 

  try again in a different way."

"People rarely succeed unless they have fun 

  in what they are doing."

"Develop success from failures. Discouragement and failures
 are two of the surest stepping stone to success."

"Be more concerned with your character than with your
 reputation. Your  character is what you really are while 
 your reputation is merely what others think you are."

Human relations skill -Be my friend

Maintaining good human relations is a personal quality in a person for a social purpose. It is based on the fact that no man is an island. Human relations development aim at  better understanding and better relationship for cohesive functioning with people.
Human relations can be maintained at several levels:

1. Human relations in family life.
2. Human relations in social life.
3. Human relations in student life.
   

Objectives of human relations

1. understanding  human nature.
2. influencing human behaviour.
3. ability to get along with people.
4. selling oneself for employment.
5. motivating team work
6. interacting with people and
7. perpetuating humanity.  

Basics of human relations   

1. call people by their names; elders and superiors can be called with respect by their titles.
2. Be simple, approachable and keep smiling.
3. Be concerned about others honestly; Don't be too selfish.
4. get rid of your own crudeness and misunderstanding.
5. Have a feeling that everyone is good in his own way.
6. Be a listener.
7. congratulate a person on his success and encourage him when he is disappointed.
8. Behave in a moderate manner and help others to succeed.

Facts to be considered

A stranger  is a friend not yet met. Cheerful disposition is best. Intolerance is worse.

Admitting one's mistake is the mark of a great man. Prejudice is bad. No need to confront others as in a tug of war. The little touch, a pat or a stroke brings great benefit. One should not generalize without understanding fully well. One can paste everything except a broken heart.

Leadership skills

Definition of leadership

"A leader has the vision and conviction that a dream can be achieved.

  He inspires the power and energy to get it done."  -Ralph Nader.

"If  your actions inspire others to dream more, learn more, do more

  and become more, you  are a leader." -John Quincy Adams.

"Leadership shows judgement, wisdom, personal appeal 

  and proven competence."- Walt Disney.

"Great leaders are both idealistic and realistic. 

  They have a grand vision and great goals." -Michael Josephson.

Leadership and learning

"Leadership and learning are indispensable to each other." -John F. Kennedy.

Leadership and action

"Leadership  is action, not position." - Donald H. McGannon.

"Leadership is unlocking people's potential to become better." -Bill Bradley.

"Leaders become great, not because of their power, 

  but because of their ability to empower others." -John Maxwell.

"Action not words determines leadership." - Jeffrey Benjamin.

"Successful leaders have the courage to make action, when others hesitate." -John Maxwell.

Leadership and vision

"Leadership is the ability to translate vision into reality." -Warren Bennis.

"Leader live by choice, not by accident." - Mark Gorman.

Leadership and responsibility

"Leadership is about taking responsibility, not making excuses." -Willard Mitt Romney.

"Management is about arranging and telling.

 Leadership is about nurturing and enhancing."  -Tom Peters.
"The growth and development of people is the highest calling of leadership."-Harvey S. Firestone.
"Leaders must be dependable people -ALL THE TIME." -Charles C. Krulak.

Leadership and innovation

"Innovation distinguishes between a leader and a follower." -Steve Jobs.

Leadership and success

"Successful leaders lead with the heart, not just the head.

They possess qualities like empathy, compassion and courage." -Bill George.

"Before your a leader, success is all about growing yourself.

When you become a leader, success is all about growing all others." -Jack Welch.

What is leadership?.

Leadership is the ability to inspire and align others to successfully achieve common goals. According to U.S Army Hand Book, leadership is influencing people - by providing purpose, direction and motivation - while operating to accomplish the mission and improving the organization. The effective building blocks of quality leadership are the skills of communication, motivation, organizational development, management and creativity. Generally, leaders have a complex mixture of many traits, values and perceptions. Leadership cannot be taught, but it can be learned.

Theories on leadership

Leadership trait theory says that there are defined personality traits that distinguish leaders from followers. In other words, leaders are different types of people from followers.

Behavioral theories of leadership state that it is the behavior of leaders that distinguishes them from their followers. In other words, leadership is a skill that can be taught.

Situational leadership theories state that a leader emerges to fit the situation. Different people will take the lead in different situations. This suggests that different situations require different skills.

Characteristics of a leader

1..Personal integrity
2.Personal responsibility
3.Empathy
4.Adaptability
5.Good communication skills
6.Remain calm in crisis

Five qualities of a collaborative leader

1. Willingness to take risks
2. Eager listeners 
3. Passion for the cause
4. Optimistic about the future
5. Able to share power and credit.

                               "The quality of a leader is reflected in the standards 
                                    they set for themselves." - Ray Kroc

Interpersonal Skills

Interpersonal skill is concerned with is the ability to function harmoniously with multiple individuals (social intelligence) and building relationships within groups and organization. These skills usually encompass communication skills, listening skills, attitude and deportment. Good interpersonal skills are essential for any position in an organization. It includes our tolerance to not-so –pleasant situations and differences in opinions of people, our ability to manage others by mapping their mood and our willingness to make things  work in our personal and professional life.

Interpersonal skills is a combination of both one’s intellectual (cognitive) and non-cognitive skills.

 Characteristics  of Social or community quotient

1.       Humility – understanding oneself as a vital part of a whole. Humility naturally kills competition and consumption mind sets and encourages collaboration and giving.

2.       Purpose – an individual’s commitment to life, community and family. Purpose naturally kills apathy, laziness and depression.

3.       Empathy – understands oneself in a community mindset. Empathy kills individualism, destructive – competition and careless pain.

4.       Grace – empathy is a soil from which grace emerges.

5.       Service – mindedness – service naturally kills selfishness.

Theories of  interpersonal relationship

Social Exchange Theory was proposed by George Casper Homans in 1958. According to Social Exchange Theory “give and take” forms the basis of almost all relationships though their proportions might vary as per the intensity of the relationship.

Uncertainty Reductions Theory (URT)

Uncertainty Reductions Theory ( Berger and Calabrese,1975) explains the relationship between individuals who do not know each other much or are complete strangers. According to Uncertainty Reductions Theory, two unknown individuals meeting for the first time go through various stages to reduce the level of uncertainty between them and come closer to each other. Strangers must communicate well to know each other better and find out their compatibility level. This theory presumes that “the beginning of personal relationships are fraught with uncertainties” and that the  people want to reduce uncertainty in relationships through knowledge and understanding.

Social Penetration Theory (SPT) 

 This theory is about the development of “relational closeness.” Relational closeness can progress from superficial to intimate. Closeness develops through self-disclosure. Self-disclosure is sharing with someone information which helps him or her understand you.

Equity theory 

 The theory  attempts to explain relational satisfaction in terms of perceptions of fair/unfair distributions of resources within interpersonal relationships. The equity theory was first developed in 1963 by John Stacey Adams.

10 - Core Life Skills

The purpose of life is growth, just as the purpose of life for trees and plants is growth. Trees and plants grow automatically and along fixed lines; man can grow as he will. Life , in a sense, is a long succession of choices and decisions. Life is a paradox of smiles and tears. Life is a continuous collection of changes. Life is a lesson we learn day after day. 

William Arthur Ward said, "Real optimism is aware of problems, 

but recognizes the solutions,Knows about difficulties, 

but believes they can be overcome,

Sees the negatives but accentuates the positives,

is exposed to the worst, but expects the best,

has reason to complain, but chooses to smile."

Quotes for reflection

"Every man dies, NOT every man really lives." -William Wallace,
in the movie Brave heart.

"The greatest glory in living lies not in never falling,
but in rising every time we fall." - Nelson Mandela.

"Our deepest fear is not that we are inadequate.
  Our deepest fear is that we are powerful beyond measure."-Nelson Mandela.