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Meeting Guidelines
What should an executive in the state and outside the state know about a meeting?
Annotations or definition.
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What is a meeting?
A meeting is a gathering of people to present or exchange information, plan joint activities, make decisions, or carry out actions already agreed upon. Why do we organize a meeting? To discuss various issues. To resolve various issues. What are the most common reasons people do not attend a specific community or public meeting? Relevant questions prior to the meeting do not get answered. If you follow these guidelines, most of the problems and harms can be prevented. Most of your problems will be solved. You will have effective meetings. Have issues raised in previous meeting been resolved? No. What was mentioned in previous meetings regarding the aspects relevant to various issues? There are some issues that need to be resolved with one-on-one meetings. What was done later? During a one-on-one meeting, issues were either not discussed or intentionally ignored. Was it justified? Does organizing meetings for their own sake without resolving various issues make sense? No. How many issues have been submitted to you that need to be resolved? At least six issues have been submitted to you from my side that need to be resolved. What are the types of meetings? Do you want to have effective, productive meetings? How often are you expected to attend meetings? What questions should be answered before, during, and after the meeting? Here are further guidelines. |
Clothes
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What should your clothes look like? I prefer cultural clothes. |
Communications before the meeting.
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What should you do before the meeting? Try to resolve issues through Internet, email, postal mail, telephone, fax, other communications. |
Legal proceedings meeting and nonlegal proceedings meeting in the state.
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Is there a difference between a legal proceedings meeting and nonlegal proceedings meeting in the state? Yes. What is the difference between a legal proceedings meeting and nonlegal proceedings meeting in the state? At a legal proceedings meeting in the state, a specific legal term is given to it, like civil deposition or criminal deposition. A nonlegal proceedings meeting’s purpose is elaborated in the agenda that cannot have legal implications. Is this a legal proceedings meeting in the state or nonlegal proceedings meeting in the state? |
Meeting and event difference
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What is the difference between a meeting and an event? All meetings are events. Not all events are meetings. Meetings usually have discussion. Not all events have discussions. |
What to do Before a Meeting
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Questions you need to answer. Will anyone be harmed by this meeting or event? Who will be harmed by this meeting or event? Should you attend all events? Why should you not attend all events? What are examples of various useful events? What are examples of harmful events? What do we use meetings for? What is a meeting? What questions do you need answered prior to the meeting? What are the dates of the meeting? What are the location, day, date, time, and duration of the meeting? When does it start and end? What is the location of the meeting? What are the types of meetings? Why do you want to hold this meeting? Who else will be there or should be there? What are we hoping to achieve in the meeting? Where is the best place to hold the meeting? What is the exact time the meeting should start? How long will it last? Is there an agenda? Who else will be there? Who will be the facilitator? What are we trying to accomplish? Who else is invited? What do we want to achieve? What kind of a meeting is this going to be-information, discussion, or both? What is the agenda? Who will be the facilitator or meeting leader? Whom do you want to take the minutes of the meeting? Did you try to solve these problems and issues online? Did you try to solve these problems over the phone? |
Profiles of participants in the meeting.
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What is the profile of the participants? Are participants able to answer relevant questions? Do they have answers to these questions? What is good human character? What is good human behavior? Do you know about state planning and development? What do you know about state planning and development? Where is it displayed? How would you rate your English language skills on a scale of 1-10? If you rate yourself as 10, you should be able to answer all English language questions. How do you define state economy? How do you define a state budget? What is the Essential Commodities Act? What is the Essential Services Maintenance Act? What is the Fair Housing Act? What do you call the method of recording, summarizing, reporting, and analyzing quotas for food, clothing, building needs, transportation, communications, health care, education, land resources, etc., in the state? What questions should you answer before the meeting? 1. The Meeting's Objective Too often, people call a meeting to discuss something without really considering what a good outcome would be. Do you want a decision? Do you want to generate ideas? Are you getting status reports? Are you communicating something? Are you making plans? 2. Use Time Wisely To prepare an agenda, consider the following factors: Priorities – what absolutely must be covered? Results – what do need to accomplish at the meeting? Participants – who needs to attend the meeting for it to be successful? Sequence – in what order will you cover the topics? Timing – how much time will spend on each topic? Date and Time – when will the meeting take place? Place – where will the meeting take place? 3. Satisfying Participants that a Sensible Process Has Been Followed Once you have an agenda prepared, you need to circulate it to the participants and get their feedback and input. Running a meeting is not a dictatorial role: You have to be participative right from the start. Why do you want to hold this meeting? Who else will be there or should be there? What are we hoping to achieve in the meeting? Where is the best place to hold the meeting? What is the exact time the meeting should start? How long will it last? Is there an agenda? Who else will be there? Who will be the facilitator? What time should the meeting start? Who will be the facilitator or meeting leader? Whom do you want to take the minutes of the meeting? Who else will be there or should be there? What kind of a meeting is this going to be-information, discussion, or both? Is there a time or date I should avoid? What are we trying to accomplish? Who else is invited? What do we want to achieve? What kind of a meeting is this going to be-information, discussion, or both? What is the agenda? Who will be the facilitator or meeting leader? Whom do you want to take the minutes of the meeting? Did you try to solve these problems and issues online? Did you try to solve these problems over the phone? Who else needs to be informed before the meeting? Who will preside at the meeting? How many people are expected to attend? How many people will give a presentation or speech? Who will give a presentation or speech? How long will a person's presentation be? What is the seating arrangement? Will there be a question and answer session? Who will answer the questions? How many questions can one participant ask? Will all participants ask and get answers to their questions? What is the profile of people expected to attend? How old are the people expected to attend? What are you trying to accomplish in the meeting? Why can’t the issues be deliberated via e-mail? Can they communicate via e-mail? Why don’t they communicate via e-mail, telephone, and postal mail and than have a meeting? What is the profile of presenters or speakers? Are they ready to answer relevant questions before, during, and after the meeting? Are participants able to answer relevant questions? Are they ready to answer relevant questions before, during, and after the meeting? Do they have answers to these questions? What is good human character? What is good human behavior? Do you know about state planning and development? What do you know about state planning and development? Where is it displayed? How would you rate your English language skills on a scale of 1-10? If you rate yourself as 10, you should be able to answer all English language questions. How do you define state economy? How do you define a state budget? What is the Essential Commodities Act? What is the Essential Services Maintenance Act? What is the Fair Housing Act? What do you call the method of recording, summarizing, reporting, and analyzing quotas for food, clothing, building needs, transportation, communications, health care, education, land resources, etc., in the state? These are basic questions. There are many more. Does the meeting require any of the following? 1, Meeting coordinator 2. Meeting facilitator or presider 3. Meeting recorder 4. Meeting timekeeper 5. Specific speaker or person 6. Meeting initiator or leader. | ||
| Assigning Key Meeting Roles | ||
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Meeting coordinator
Do you think a meeting coordinator is necessary? When is a meeting coordinator necessary? What is a meeting coordinator? What should you ask before the meeting? Who is the meeting coordinator? What should the meeting coordinator display to others? What is the e-mail, fax, telephone, or mailing address of the meeting coordinator? What is the profile of the meeting coordinator? Always communicate these details before the meeting. What other names are there for meeting coordinators? Meeting coordinators also are called event planners and meeting planners. What meeting requires a meeting coordinator? A meeting that has many participants. A meeting that has more than four participants needs at least one meeting coordinator. A meeting that has more than 10 participants needs more than one meeting coordinator. What should be the skills and knowledge of a meeting coordinator? What are the duties of a meeting coordinator? Create an agenda. Post and send out the agenda. Make room and location arrangements. Arrange other requirements. Reply to questions before the meeting by e-mail, fax, telephone, postal mail or face to face. Document details of the meeting. Arrange for printed materials and audiovisual equipment in case they are required. Determine the purpose, message, and impression to communicate. Search and select appropriate meeting sites. Select attendees and how they will get to the meeting. Select meeting dates and outline the planner needs for the meeting. Describe what space and services are required for the meeting. Determine the number and type of workers required. Meeting that needs a meeting coordinator. Meeting that does not need a meeting coordinator. What are the meetings that need and do not need a meeting coordinator?
You need to e-mail, fax, call, or send postal mail before the meeting. How do you measure the effectiveness of a meeting? The meeting goes as per the agenda. Doable actions are determined in the meeting. What questions do you need answered prior to attending the meeting? Why is an e-mail communication better than telephone communication or a meeting? E-mail can be sent twenty-four hours a day, seven days a week. E-mail can transmit more details than possible over the telephone or a meeting. E-mail doesn't need planning of venue, time, duration, and others parameters, like a meeting. E-mail can transmit communication fast, resolve issues, and prevent conflict. E-mail doesn't need to ensure whether the other party will be available as in a telephone conversation or meeting. E-mail can maintain better records. E-mail can resolve issues, problems, claims in a fast, easy, and timely manner. Who may avoid e-mail use? Monopolists, incompetent people. | ||
| Before the meeting | ||
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I have a meeting on the aforementioned date. I would like you to be present at the meeting. I will be submitting these documents. Take a look at this. Make a copy for your records. If you have any questions, please let me know. I am Asif Qureshi. If you have questions, or don't understand something, please let me know. Regional and structural variations exist in English. Understanding English language is essential. | ||
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Reschedule a meeting I have to schedule another appointment at 4:00 but I don't want it to overlap with yours. How long is the meeting going to be? Is the meeting going to be more than an hour? What time was the meeting again? When are you going to make that presentation? I thought it was today? Here are common statements people use when they can't attend a meeting. I have another appointment that conflicts with your meeting. I will not be able to make it. I have another meeting that I cannot miss. I won't be able to make yours. I won't be able to go to the 3:00 meeting. I have another appointment at the same time. I can't go to the meeting at 4:00. I have a doctor's appointment. Can you take notes for me? I'm going to be out of town tomorrow, so I won't be able to attend the quarterly meeting. Can you send me a mail on the topics that were discussed? Event Should you attend all meetings? What questions should you ask before attending an event? I am writing to you after I received your invitation in the mail. What is the purpose of the event? Do organizers have answers to all relevant questions before the event? Do presenters and speakers have answers to all relevant questions before the event? | ||
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Meeting Management Situations requiring a meeting Types of Meetings Planning A Meeting Event Planning Closing a Meeting After a meeting Technology enabled Meetings Video Conferencing Troubleshooting Meetings | ||
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These are basic questions. There are many more. Here are further guidelines. |
What to do During a Meeting
| What questions should be answered during the meeting? |
| What is the difference between a meeting, a lecture, and a discussion? |
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Discussion What are the advantages of discussion? |
What to do After a Meeting
| What questions should be answered after the meeting? |
| Evaluating after the meeting |
| How Can a Meeting Be Evaluated? |
| What Are Some of the Challenges to Conducting Meetings? |
| Follow-Up Meeting |
| Department Meetings |
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Event
Is there a difference between a meeting and an event? Yes. What is the difference between a meeting and an event? In a meeting, two or more people come together to discuss one or more topics, often in a formal setting. 
Meetings are sometimes held around conference tables. An event can be a scientific phenomenon (rainbow) or gathering of people. What is an event? An event can be a scientific phenomenon (rainbow) or gathering of people. http://www.qureshiuniversity.org/eventsworld.html What should happen before the event? There should be a few orientation meetings with the organizers and main participants of the event. What are other names for an event? Conference. What are the types of events? An observable occurrence, phenomenon, or an extraordinary occurrence, or a type of gathering. What are examples of various events (gatherings)? Academic discussions, presentations along with meals. Annual meetings Award events Board of directors meetings Book launch events Conferences Meetings Music festivals Neighborhood block parties Parades Political rallies Social events Seminars Sports events Any other major events Other types of events Here are further guidelines. Should you attend all events? No. Why should you not attend all events? Some events can be harmful. Sometimes, the purpose displayed is criminal activity. Some events are purposely created to exploit women under various false pretexts or advertisements; that is criminal wrongdoing. All questions are not answered. You cannot hold an event while violating the rights of others. What are examples of various useful events? Annual general meetings Colloquium Conference Consumer shows Conventions Expo or expositions Fairs Functions International events Meetups Networking events Party Plenary or general sessions Political events Press conferences Product launch events Receptions Retreats and team building events Seminars Social events Symposiums Workshops What are examples of harmful events? Exhibitions Fundraisers Galas Shareholders’ meetings Trade shows Who should usually organize an event in the state? At least a state should sponsor, organize, and endorse an event. How should you go ahead for an event? Internet deliberations including communications like call, fax, or postal mail), then a meeting, then an event. What questions should be answered before organizing a meeting or an event? Will anyone be harmed by this meeting or event? Who will be harmed by this meeting or event? Is this a meeting or an event? Do the participants know the purpose of the meeting or event? What should you circulate before advertising any meeting or event? How is your event or presentation better than existing presentations, guideliness or instructions? Take a look at this. http://www.qureshiuniversity.com/trauma.html If you show that your event, presentation, guidelines, and instructions are better than existing presentations, guidelines, or instructions, then others will attend the event you have organized. |
| Events |
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Event
Synonyms accident act action advent adventure affair appearance business calamity case catastrophe celebration ceremony chance circumstance coincidence conjuncture crisis deed development emergency episode experience exploit fact function happening holiday incident juncture marvel matter milestone miracle misfortune mishap mistake occasion occurrence pass phase phenomenon predicament proceeding shift situation star story thing tide transaction triumph turn wonder The Purpose of Meetings Meetings are an important organisational tool as they can be used to: Pool and develop ideas Plan Solve problems Make decisions Create and develop understanding Encourage enthusiasm and initiative Provide a sense of direction Create a common purpose Components of Meetings A meeting can be divided into the following three main components: Content is the knowledge, information, experience, expertise, opinions, ideas, attitudes and expectations that each individual brings to a meeting. Interaction is the way in which the participants work together to deal with the content of a meeting. This includes the feelings, attitudes and expectations of the participants which have a direct bearing on co-operation, listening, participation and trust. Structure is the way in which both the information and the participants are organised to achieve the purpose/objectives of the meeting. Types of Meetings There are many different types of meetings; here we focus on those used to: Inform Consult Solve problems Make decisions Informing Meetings These are the most straightforward meetings where one member, usually the chairperson, has factual information or a decision which affects all those present, which he/she wishes to communicate. Such meetings tend to be formal as their aims are to give the members a real understanding and to discuss any implications or how to put such information to best use. Consulting Meetings These are meetings used to discuss a specific policy or innovation and can be used to get participants' views of such a policy or idea. An example could be: Review a current policy State its deficiencies Suggest change Stress the advantages of such change Admit any weaknesses Invite comments Problem Solving Meetings These meetings are dependent upon the chairperson describing the problem as clearly as possible. Members should be selected according to their experience, expertise or interest and then given as much information as possible to enable them to generate ideas, offer advice and reach conclusions. (See also:Problem Solving) Decision Making Meetings These types of meetings tend to follow an established method of procedure: Description of the problem Analysis of the problem Draw out ideas Decide which is best Reach conclusions (See also: Decision Making) Many organisations hold regular meetings to enable members to report and discuss progress and work in hand, to deliberate current and future planning. Such meetings can contain elements of each of the four above examples. Planning and Preparation for a Meeting Of prime importance for the success of any meeting is the attitude and leadership of the chairperson. In a meeting, the chairperson is the leader and, as such, has to perform the same function as the leader of any working group. For a meeting to be effective, the chairperson has to: Plan, organise and control the discussion of subjects on the agenda. Maintain the group by encouraging and developing harmonious relationships. Motivate the individuals by encouraging all to contribute, rewarding their efforts and supporting them in any difficulties. Before any meeting, the chairperson should ask and resolve the following questions: What is the purpose of the meeting? Is a meeting appropriate? How should the meeting be planned? Who should attend the meeting? What preparation is required for the meeting? What is the Purpose of the Meeting? All meetings must have a purpose or aim and the chairperson must ask questions, questions as: What is to be achieved by this meeting? Is advice required on a particular issue? Has a problem arisen that needs prompt discussion? Is this a regular meeting to keep members 'in touch'? Is a Meeting Appropriate? The chairperson should always consider whether a meeting is necessary or if some other means of communication is more appropriate,for example memos or emails targeted to individuals inviting comment. Unnecessary meetings may waste time, lead to frustration and negativity and may lower motivation to participate in future meetings. How Should the Meeting be Planned? This will very much depend on the type of meeting to be held. There should be some rationale behind every meeting, no matter how low-level or informal, and this will largely dictate the content and indicate how planning should proceed. Who Will Attend the Meeting? This is often decided by the nature of the meeting itself. In a small organisation, a meeting could well include all members of staff, whereas a working party or committee meeting will already have its members pre-determined. In a large organisation or department, staff attending might well be representing others. It is important that the full implications of such representation are realised by the individuals concerned as they are not merely speaking for themselves. Meetings outside the workplace may include members of the board of directors or other interested parties. What Preparations are Needed for the Meeting? If maximum contribution is to be forthcoming from all participants, the purpose of the meeting should be recognised by all. The most tangible expression of this is the agenda which should be circulated beforehand to all those invited to the meeting. The agenda should: Give the time and place of the meeting. List the topics to be covered, indicating who will introduce them. Have any relevant papers attached. Give the time the meeting will close. The Agenda: This is the outline plan for the meeting. In most formal meetings it is drawn up by the secretary in consultation with the chairperson. The secretary must circulate the agenda well in advance of the meeting, including any accompanying papers. The secretary also requests items for inclusions in the agenda. Regular meetings often start with the minutes from the last meeting followed by 'matters arising' which forms a link with what has happened in the previous meeting. Most meetings conclude with 'any other business' (AOB) which gives everyone the opportunity for any genuine last minute items to be raised; though more formal meetings may have AOB items listed on the agenda. An example of an agenda might be: Apologies for absence. Minutes of last meeting. Matters arising (from minutes of last meeting). Item 1 -Training & Development. Time and date of next meeting. There can, of course, be more items on the agenda. |
Essential departments in various states.
Public safety
Meeting guidelines and public safety.
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How do you make an area safe for civilized people?
Educate people about civilized behavior. Resolve conflicts before they lead to violence. Screen newcomers properly so that they do not harm themselves or others. Make sure the state is within the minimum dimensions meant for a state. Make sure the state does not exceed 10-13 millions residents. Profile all residents. Make profiles of residents known to others. |
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Meeting guidelines and public safety. How does following specific meeting guidelines enhance public safety? This example will make you understand. A person was asked to reach a location. He asks certain questions. The questions were not answered and he was told he will be updated there only. When he reached the location, five individuals were at that location. He was assaulted. A police complaint was filed. This was a conspiracy, sabotage with assault. If both sides would have known the meeting guidelines, conspiracy, sabotage, and assault would have been prevented. Do not go ahead for a meeting if all questions relevant to the meeting are not answered. Harms can occur if all questions relevant to the meeting are not answered. Here are further guidelines. |
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Public Safety Act Here are further guidelines. |