The Directing Process in Nursing Management

 The concept of meeting

          It is the meeting of a number of individuals, in one or more places, at a specific time, to discuss a specific topic or topics, in order to achieve a specific goal or goals

identification Meeting management​

It is an exchange of information and ideas between two or more people who have active roles in order to achieve specific results

importance Meetings

1. Provides important information to business owners
2. Give these people a chance to express their opinions
3. Through it, ideas can be explored, evaluated and experiences can be learned
4. A consensus is reached

5. Decisions made through meetings are more legitimate than individual ones
6. The meeting creates an atmosphere of commitment whereby each individual takes it upon himself to implement what was agreed upon
7. Effective meetings reduce paperwork and skip red tape

The Seven Barriers to Meetings

- Lack of necessary funding

- Lack of financial resources

- Lack of necessary information

- Lack of expertise in the subject of the meeting

- Not enough time to hold the meeting

- The official's unwillingness to hold the meeting

- Members' unwillingness to attend the meeting

Meeting stages

1  - Before the meeting

• Decide if a meeting is necessary

•        Is it possible to achieve goals more effectively through? Other than meetings

• Define the objectives of the meeting

•        What you intend to achieve from the meeting

• Prepare the agenda

•        Enter topics that are directly related to the meeting objectives

•        Try to limit the number of important topics that each meeting contains so that they can be covered comprehensively And enough depth

•        Arrange agenda items in order of importance, with the most important topics coming first

•        Group related agenda items into one topic

•        Determine the time allowed for discussion of each agenda item

•        Gather all available information and data relevant to the agenda items Identify the important points

•        Distribute in advance the agenda and documents for the topics to be discussed

2- During the meeting

• Start the session at the scheduled time
• The meeting was opened with praise and thanks to God and prayers and peace be upon His Messenger
• Welcome attendees, especially new ones, and make them feel wanted and welcome
• Reward those who came on time, even with a nice word
• Review the agenda and have it approved by the members
• Follow the decisions of the previous report
• Explain the objectives of the meeting
• Explain the powers available to each of the Chairman and members
• Agree with the members on how to manage the meeting and the procedures that will be followed in it (such as how much time is allocated for each item, whether voting will take place or will instructions suffice, how many people will be on each item, how to close the discussion, etc )
• Prevent interruptions (phone, visits, etc )
• Remind us of the importance of time and how to invest it well
• Summarize the important points you heard, if the discussion became complex and there were different points of view, in order to review your understanding and the understanding of others of what was said
• Stick to the time allotted for each item on the meeting agenda
• When you have finished discussing each item of the meeting, summarize the decisions or conclusions reached
• Summarize what was achieved at the end of the meeting, and if there are specific implementation steps that need to be taken, specify who will take them, and the time required to complete them
• Determine the date and purpose of the next meeting

3- After the meeting

• Prepare the minutes of the meeting and distribute them to those who attended and those who did not attend The minutes should be an accurate record of what happened at the meeting, and should include the decisions and recommendations issued by the meeting, specifying the work assignments, the names of the people assigned to these assignments, and the deadlines for completing them Also record the date and time that was set for the next meeting
• Follow up and monitor the work that has been done

4-  End of the meeting and recommendations

• Make sure the minutes are accurate
• Ensure the quality of decisions (implementing body, deadlines, follow-up body, cost, etc)
• Remind of goals
• Summarize the results of the meeting
• Thank you for your interaction, participation and kind listening
• Determine the date, place and purpose of the next meeting
• Set a date for them to receive the minutes and its attachments
• Make sure everyone knows what they are assigned to do
• Clear the meeting table and leave no papers behind
• Evaluate the meeting
• Follow the implementation of the decisions
• Repair the relationships that the meeting has damaged

5-Meeting documentation stage

• The meeting is documented in the Secretariat’s notebook (minutes of meetings) This task is undertaken by the Secretary or the designated secretary The minutes must contain the following

•          Sequential meeting number

•          Meeting place and meeting date (day, date and time)

•          Names of attendees

•          Name of absence and reason for absence (with or without excuse)

•          The most important discussions on the topics raised

•          Decisions issued and who is for/against/abstaining

•          Tasks for each member (assignments) specifying the member and the duration

•          Date and place of the next meeting and topics to be discussed

•          Signature of the chairman and secretary of the session, and attendance is also possible