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Meetings and there types 2023

The document provides an overview of meetings, emphasizing their importance in organizations, particularly in health systems. It outlines the types of meetings, their functions, elements for effective meetings, the role of a chairman, and common challenges faced during meetings. The unit aims to equip participants with the skills to conduct successful meetings and address potential issues.

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Fred j mwanza
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6 views33 pages

Meetings and there types 2023

The document provides an overview of meetings, emphasizing their importance in organizations, particularly in health systems. It outlines the types of meetings, their functions, elements for effective meetings, the role of a chairman, and common challenges faced during meetings. The unit aims to equip participants with the skills to conduct successful meetings and address potential issues.

Uploaded by

Fred j mwanza
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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MEETINGS

GABRIEL KARUMIA
LECTURER
SCHOOL OF MEDICINE &CLINICAL
SCIENCES
LEVY MWANAWASA MEDICAL UNIVERSITY
8TH SEPTEMBER, 2023
INTRODUTION

 Once more welcome to this unit, that will


give you more insight on meetings.
 Meetings are very important to any
organisation. They are part of management
skills.
 Ifmeetings are handled well they can
produce very good results, but if badly
handled they can lead to frustrations, can
cause bitterness and produce poor results.
UNIT OBJECTIVES
By the end of this unit you will be able to:
1. Define what a meeting is.
2. Its importance in health systems.
3. List types of meeting
4. Explain benefits of meetings
5. Explain functions of meetings
6. Explain elements of effective meetings
7. Describe chairman authority
8. Identify common problems of meetings
What is a meeting?

 It’s
a gathering of people or parties for a
purpose.
 Itsan encounter between people, even
accidental.
MEETINGS

 Therefore, as health professionals, we also


have meetings.
 Is it relevant?
 What is the relevance then?
Before we look at the relevance/purpose, let
us check on types of meetings as types will
also guide on the purpose of the meeting.
TYPES OF MEETINGS:

There are basically three (3) types of


meetings in health.
1. Small meetings
2. Large Public Meetings
3. Meeting for special groups
TYPES OF MEETINGS:

SMALL MEETINGS
 i.e. Staff meeting for member of staff or
Community leaders.
 Useful for decision-making i.e. Policy
matters, planning and problem solving.
 It is in these meetings that you can review
successes, failures, current standings and
indeed the direction to take in order to
achieve the organisational goal.
SMALL MEETINGS

 These meetings are planned depending on


the need and can be set daily or within
shifts, weekly, bi-weekly, monthly, quarterly,
annually etc.
 Itis in these meeting that management
activities are shared.
TYPES OF MEETINGS:

Large Public Meetings:


I.e. Rally
This type of meetings are useful for
communicating information and not for
decision making i.e. 7th April, World Health
Day, 10th October world mental health day,
1st December, World Aids Day etc.
Large Public Meetings:

 These are a one way type of communicating


to the masses on a particular issue so that
the public become aware about something.
TYPES OF MEETINGS:
Meeting for special groups:
E.g.
Mothers with Malnourished Children,
Diabetic groups,
Asthmatics patients,
Hypertensive,
Pregnant mothers under-fives (MCH),
Differently abled people etc.
FUNCTIONS OF MEETINGS
1. Meetings can be held in order to discuss a
common problems.
2. We can use meeting for communicating
information.
3. We can use meetings for receiving of
progress.
i.e. determining facts and work plans
4. We can use meetings for planning.
I.e. top down or bottom up.
FUNCTIONS OF MEETINGS
5. We can use meeting for making decision.
6. We can call a meeting for generating ideas
especially if you involve other people.
7. We can use meetings to coordinate
activities
8. When you want to share the risk
especially at the rural health centre when
you want the community not to hold you
responsible i.e. state of emergency.
 We can use meetings for socialisation
ELEMENTS FOR EFFECTIVE MEETING.

 For a successful meeting to take course,


there are elements that are required,
otherwise, meetings have failed because
these elements are not well tabulated or
followed.
 There are basically five(5) steps to consider
here.
ELEMENTS FOR EFFECTIVE MEETING.
FIVE STEPS

1. THINKING THROUGH
2. PRE- NOTIFICATION
3. PREPARATION
4. PROCESSING
5. RECORDING
ELEMENTS FOR EFFECT IVE MEETING.

Step: 1
 Think through the purpose of the meeting
in advance and what it is intended to
achieve e.g.
 is it routine daily, weekly meetings were
you want to share successes, challenges
and focussing on the way forward in terms
of service delivery?
Step: 1
 E.g.
there are so many STI cases reporting
at OPD of the facility involving teenagers
and you want to strategize with your fellow
health staff to combat the scourge.
 Soyou need to think through on how you
can combat the scourge through involving
others so that you come up with an agenda.
ELEMENTS FOR EFFECT IVE MEETING.

 Step: 2
 PRE- NOTIFICATION
 Informother members of about the
meeting, what is to be discussed and why,
so that they can come properly prepared.
ELEMENTS FOR EFFECT IVE MEETING.

 Step: 3
 PREPARATION
 Arrangean agenda in its proper sequence
and allocate the correct amount of time for
each subject, Give more time to the more
important issues.
Step: 3
PREPARATION: Qs

 Themedical superintendent at the district


hospital you are working has confidence in
you and has asked you to take minutes of
the clinical meeting that is scheduled to
take place the following week to discuss
cases of HIV/AIDS that come to your facility.
Only ten critical clinical staff are to attend
the meeting. Prepare the agenda for this
meeting that is to take place in the board
room on 17th September 2023 at 1430hrs.
Step: 3
PREPARATION Qs
 What type of meeting is this?
 Why has the medical superintendent not
asked his secretary to take the minutes?
 What is an agenda?
 Whom are you going to invite as attendees?
 Duration.
Step: 3
PREPARATION
A list of matters to be discussed at a meeting.
 Welcoming remarks
 Attendance (quorum)
 Apologies
 Adoption of the agenda
 Minutes of the last meeting (if any)
 Reports
 AoB
 Closing remarks.
ELEMENTS FOR EFFECTIVE MEETING.

 STEP: 4
 PROCESSING
 Structure the discussion of each item, to
keep members on the point, and to avoid
the pitfalls of repeatedly covering old
ground, develop a consciousness of group
behaviour, control private discussions, and
reconcile disagreements within the group.
ELEMENTS FOR EFFECTIVE MEETING.

 STEP: 5
 PUTTING IT ON RECORD
 Summarise the record, decision made and
action to be taken
THE ROLE OF A CHAIRMAN

 Ensure meetings starts on time and agenda


is followed.
 Involve all the participants in discussions.
 Controlall those who dominate the
discussions.
THE ROLE OF A CHAIRMAN

 Bringall those members wondering out of


the discussion
 As
you discuss paraphrase the discussion or
contribution made by the members so that
you make other members to understand.
CHAIRMAN’S AUTHORITY

OTHER CONSIDERATIONS FOR EFFECTIVE


MEETING:
 Group leaders authority should not be
questionable
 Regarding Relationship of members in the
meeting, it is the duty of the chairman to
set the tone of the Meeting. Meetings
should move forward all the time.
 Allaspects already discussed should not be
revived.
COMMON PROBLEMS OR CHALLENGES OF
MEETINGS

 People
do destructive things in the
meeting ,i.e. passing of pieces of
paper/notes
 People come late and leave early.
 Somepeople dominate the meetings and
can be an act of frustration.
COMMON PROBLEMS OR CHALLENGES OF
MEETINGS

 Non
participation by members in the
meeting can be a problem.
 Too long reports can be boring.
 Peoplediscussing many issues without focus
and not arriving at the decision.
COMMON PROBLEMS OR CHALLENGES OF
MEETINGS

 Family
 Social
 Staff
 Public
QUESTIONS
END

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