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Üyesi Yusuf BUDAK - Kocaeli Üniversitesi Dr. Aqil Memmedov, Azerbaycan Devlet İktisat Üniversitesi-UNEC, Azerbaycan Dr. Bilge Hamarat - Kocaeli Üniversitesi Dr. Elşen Memmedli, Azerbaycan Devlet İktisat Üniversitesi-UNEC, Azerbaycan Dr. Mustafa Anıl Dönmez - Kocaeli Üniversitesi Dr. Nurkhodzha Akbulaev, Azerbaycan Devlet İktisat Üniversitesi-UNEC, Azerbaycan Dr. Sevda Köse - Kocaeli Üniversitesi Dr. Hüseyin SEVGİ – Kırklareli Üniversitesi Dr. Ufuk ÖZER – Kırklareli Üniversitesi Dr. Fatih KARASAÇ – Kırklareli Üniversitesi Dr. Şahin Ekberov, Azerbaycan Devlet İktisat Üniversitesi-UNEC, Azerbaycan The General Kościuszko - Military University of Land Forces - Worclaw-Poland. Akademik Sekreterya Organizasyon Sekreterya akademik@sos-con.com 05323629163 organizasyon@sos-con.com 05375781015 VII MEETING MANAGEMENT AND MEETING LEADERSHIP Atilla BİNGÖL38 Öğr. Gör. Dr. Songül KARABATAK 39 Abstract In today's organizations, it is possible to achieve both individual and organizational goals by the effective use of communication channels. Although there are many different techniques of communication, there is a consensus that one of the most effective organizational communication channels is “meeting” in the literature. The main aim of this study is to examine the concepts of meeting management and meeting leadership in general from the perspective of “to use the meetings as an effective tool for achieving organizational goals, it is possible with a good meeting organization and successful meeting management”. For this purpose, firstly, the researches about the meeting management were examined by using the literature survey method. After the field survey, firstly the concepts of meeting and meeting management were defined, the effects of the meetings on the management processes were explained and then the types of meetings and the planning of the meeting process were discussed. Finally, the effects of meetings on managerial functions and meeting leadership were examined, the issues to be taken into consideration during a successful meeting were discussed, and various suggestions were made regarding the meeting management. Keywords: meeting; meeting management; meeting leadership. Introduction The meeting is the environment where more than one person come together and make a decision to discuss a problem, an event or a case. When the meetings are evaluated in terms of communication, they have an important place especially for organizations. There is no organization that does not give importance to the meeting and does not hold a meeting. Because an organization has to create a synergy between its employees in order to achieve successful results and his synergy is mostly achieved through meetings. Meetings are an important part of working life (Murray & Lai, 2018), a major source of compliance and influence in management (Forsyth, 1997), the safest way to make effective decisions (Tropman, 2003) and one of the most critical aspects of management (Green & Lazarus, 1991). Meetings are an indispensable element especially in organizations dominated by democratic management and it is a valuable tool that can be used in the execution of each administrative process that provides organizational living (Şencan, 2008). Because meetings are the unbearable lightness of decision making in management (Öktem & Özdemir, 2013). 1. Meeting Management and Meeting Types Meeting management is one of the concepts developed by management experts and is the process for implementing the principles that should be followed in meetings to be held in an organization. According to a different definition, the meeting management can be defined as a 38 39 Fırat Üniversitesi, Bilgi İşlem Daire Başkanlığı, abingol@firat.edu.tr Fırat Üniversitesi, Enformatik Bölümü, skarabatak@firat.edu.tr 175 process in which all activities organized in the pre-meeting process, the meeting process, and the post-meeting process before the meeting is planned and realized. The basic principles of meeting management are as follows (Aktan, 1999):            Determining the subject, location, time, and necessary participants before the meeting and notifying the related persons, Determining the leader of the meeting, Setting up a special room for the meeting and having the necessary visual tools (eg computer and projection device) in this room, Starting with the meeting agenda, Discussing the agenda items in a specific order. Setting a suitable discussion time for each agenda item, Giving the opportunity to talk to everyone at the meetings, Giving importance to listening respect in meetings, Problems should be identified before the meetings and then suggestions should be submitted. Problems should be identified with brainstorming technique and alternative solutions should be sought. Consensus should be given importance and conciliation in meetings should be carried out using scientific techniques. Decisions taken at the meeting should be written and announced to the people who attended the meeting. It is thought that the meetings often cause a loss of time. In order to eliminate this idea and make the meeting successful or efficient, managers must know what kind of meeting should be held and manage the meeting accordingly (Aytürk, 2014). Meetings may differ from organization to organization, and vary according to objectives, structures, construction time, number of participants, organizer, regulation frequency, presentation format and form of organization (Çalışkan, 2017; Şencan, 2008). According to their aims meetings are organized as information meeting, decision meeting, problem-solving meeting, consultation meeting, reconciliation/mediation meeting, coordination meeting, and training meeting. Meetings are organized as formal or informal meetings according to their structure, regular and extraordinary meetings according to the time of construction, and company, association and union meetings according to the organizer. There are also varieties of the meetings according to the number of participants. According to the number of participants, Çakıcı (2006) examined the meetings in three categories, up to 50 participants, up to 50-300 participants and over 300 participants. The researcher mentioned the seminars, colloquia, working groups, audit boards, discussion groups, commission meetings, and roundtables as meetings up to 50 participants, the general assemblies, conferences, and symposiums as meetings with 50 to 300 participants, and congresses and general assemblies as meetings with more than 300 participants ; (Çalışkan, 2017; Şencan, 2008; Taşkın, 2005). 2. Meetıng Processes Meeting management is one of the most important business skills a manager can have. After all, an important time is spent for meetings. Medium level managers use 35 percent of their time and senior managers use 50 percent of their time in meetings. In order to avoid unnecessary time 176 for meetings, it is necessary to know how the meetings will be held, namely how to manage the meeting. A meeting process consists of three stages: pre-meeting, meeting and post-meeting. Figure 1 shows that details of the pre-meeting, meeting, and post-meeting processes. Figure 1. Meeting process Source: Çalışkan, 2017 For an effective meeting, the process should be carried out not only at the time of the meeting, but in particular before and after the meeting. Because, as a whole, there are three important points for the success of the meeting process: The first point is that there is only one problem/subject or purpose in the meeting agenda. The second point is a very good preparation for this problem/subject or purpose. The third and most important point is the establishment of a short summary report of the steps to be taken regarding the decisions taken in the meeting after the meeting, the responsible persons to do this and the time schedule of the things to do. This summary report should be sent to all concerned, including those who are present at the meeting and who are not obliged to be present, and then all necessary measures should be taken by e-mails, short meetings or follow-up (Plazacubes, 2015). In other words, ensuring the followup of the key decisions taken at the meeting is the most important point for the success of the meeting. Barker (2000) stated that the following three golden rules regarding the objectives of the meeting should be considered: 1. Each meeting is unique, so no extra meetings should be held unless there is a need for meetings, which should be held regularly. 177 2. The success of a meeting is judged according to the results obtained, therefore, attention should be given to the decisions taken in the meeting and the list of works. If necessary, a person to check and monitor what is to be done should be identified. 3. Maintaining a meeting is the responsibility of the entire group, however, the key person in the success of the meeting is the head of the organization or the chairman of the meeting. Everyone involved is equally responsible for the decisions to be taken or the conduct of the meeting. Certain responsibilities, such as note taking, monitoring of the duration of the meeting, should be the responsibility of those identified. Figure 1 summarizes the effective meeting management process. Figure 2. Effective meeting management process Source: https://www.time-management-success.com/effective-meeting.html 3. Meeting Leadership Today, more meetings are held in organizations and managers spend a large part of their time with meetings (Green & Lazarus, 1991). Meetings can be the most effective management and communication tools in the organization when it is well planned and well managed. Failure in meeting management means failure in management (Aytürk, 2014). For the effectiveness of the meetings, a leader is needed to manage the meeting (Aktan, 1999; Taşkın, 2005). Knowing how to manage and steer the meetings is very important in enhancing workplace satisfaction and employee participation and productivity (Murray & Lai, 2018).Meetings are the most effective way of directing managers, the biggest weapon and the cornerstone of management science (Başpınar & Keskin, 2011). For this reason, there are two sides in the meeting as directors and directed people. While the directed people from these parties express the participants, the directors 178 express the meeting heads, ie the meeting leaders. The success of a meeting depends on the participants taking on and maintaining the joint responsibility. The person who will provide this is also the meeting leader. Meetings are environments where leadership skills occur most effectively. offers an environment in which each individual can work comfortably by revealing the team spirit along with the opportunities that each individual will reveal or use (Barker, 2000). In addition, the meeting leader must be creative, combine technology with modern management principles, and prevent conservative tendencies against innovation (Öktem ve Özdemir, 2013). For this reason, each meeting leader should lay the groundwork for the creation of creative thinking. In order to reveal creative thinking, it is necessary to create a mutual open communication system and mutual trust, to ensure cooperation and motivation, to be open to new ideas, to be given praise instead of criticism, to avoid the normative and status quoist approach, and to encourage original ideas (Çalışkan, 2017; Mısırlı, 2013). Meetings are vital for any organization. When a meeting is effectively managed, it increases productivity and leads to loss of time and money when misconducted or mismanaged, as well as distracting, inefficient and far from productivity (Green & Lazarus, 1991). One of the reasons for the failure of a meeting is that they are arranged unnecessarily and they are not managed well. The structural deficiency is another element that allows the meetings to fail. For example, if the agenda of a meeting is not well established or the necessary planning has not been made on how much time to allocate to the problem, this will cause the meeting to fail. In addition, among the other reasons for the failure of the meeting include the fact that the organizer or the participants did not give importance to the meeting and that the meeting was not appropriate for the time and place of the meeting (Doğan, 2013; Tavmergen & Aksakal, 2004; Yeşilyurt & Çankaya, 2007). Conclusion and Suggestions In this study, the topics of meeting management and meeting leadership were examined from a general perspective. n this study, which was conducted in the form of a field survey, the concepts of meeting and meeting management were first explained, then the types of meetings and planning of the meeting process were discussed. Finally, the issue of meeting leadership was discussed and the issues that should be taken into consideration during a successful meeting were addressed. In order to manage an organization effectively, management processes must be best managed. The process that involves every stage of the management processes is the decision-making process, and the environments where this process can be used most effectively are meetings. The concept of meeting management, developed by management experts, is a process for the implementation of the principles that should be followed in an organization meeting and this process consists of three stages: pre-meeting, meeting and post-meeting. In the process of meeting management, all kinds of activities to be carried out in these three stages are planned and realized. For an effective meeting, not only the meeting moment, but also the pre-meeting and post-meeting meeting should be best done. If a leader is needed for the management of an organization, an effective meeting leader is needed to manage a meeting environment effectively. The success of a meeting depends on the attendance of the meeting participants and mutual responsibility. The person who will provide this is also the meeting leader. The meeting leader plays an important role in managing the meetings that are important for the effectiveness and efficiency of an organization and for guiding the participants. For a successful and effective meeting management, the meeting leader should 179 determine the purpose of the meeting and the desired outcome before the meeting; establish and maintain a meeting agenda; must determine the key people for the meeting and invite them to the meeting. The meeting leader must have all the tools, data and reports that should be present before the meeting starts and must provide the equipment to be used during the meeting. The leader should start and finish the meeting on time. In other words, the leader should use the time effectively and try to finish earlier than planned. The meeting leader should be a good example to the participants by speaking in a clear, respectful and constructive way, and encouraging all meeting participants to contribute to the meeting. After the meeting, the meeting leader should check whether the meeting objectives are met or not and ask the participants for feedback about the meeting and follow them. Regardless of its type, size and purpose, meetings are the source of important data for all organizations. However, most of the employees consider meetings as a workload or loss of time. In order to remove this prejudice and increase the importance given to the meetings, trainings on the importance of meetings should be provided to each organization, and various managers in various units should be provided with various training on meeting management. There are various limitations of this study. One of these limitations is that the study was conducted as field survey. In domestic literature, the number of qualitative and quantitative studies related to the meeting management is quite low. Therefore, conducting studies related to the effectiveness of the meeting will contribute to the field. Another limitation of the study is that the study is related to meeting management in traditional environments. Meetings can be held for participants in different environments. Meetings are important administrative tools for the effectiveness and productivity of an organization. Studies examining the relationship between the effectiveness of an organization and meeting management are thought to fill an important gap in the field. References Aktan, C. C. (1999). 2000'li yıllarda yeni yönetim teknikleri, (4), Sinerjik Yönetim, İstanbul: TÜGİAD Publishing. Aytürk, N. (2014). Yönetim sanatı: Başarılı yönetim ve yöneticilik teknikleri, 6. Baskı, Ankara: Emel Publishing. Barker, A. (2000). Toplantıya hazırlanma, (Çev. E. Sabri Yarmalı), İstanbul: Damla Publishing. 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