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From Meetings to Mentorship: Your Blueprint for Leading
This essential toolkit is your all-in-one guide to running a high-impact ISoc. From hosting effective meetings and managing handovers to handling ISoc admin, we've compiled the core resources your committee needs to succeed.
Meetings & Communication
Meetings & Communication
Hosting Effective Meetings
Hosting Effective Meetings
The main thing in meetings is to aim for a desired outcome. To make meetings efficient, the host needs to make sure the meeting remains focused at all times and the agenda is being followed.
However, you want meetings to be enjoyable and creative as opposed to being sterile and corporate. In every meeting, all members need to feel the team vibe and feel the buzz.
Make sure you always start with a Quran recitation or Islamic reminder to add barakah (blessing) to the meeting.
Creative Meetings & Brainstorming
Creative Meetings & Brainstorming
When you need new ideas and creativity, schedule a brainstorming session where everyone gets a chance to share the first thing that pops into their heads. The key is to encourage every idea no matter how farfetched it sounds. The aim is to create a culture of contribution and collaboration.
How to Run a Brainstorming Session:
How to Run a Brainstorming Session:
Choose a central theme/problem/issue you want to resolve.
Write this theme in the middle of a whiteboard or flipchart.
Set a time limit. (10-15 minutes is just right for brainstorm sessions).
Encourage committee to say anything they think of. The person conducting the brainstorm session will write it on the board.
Encourage feedback from all members. It’s important to make everyone feel that their input counts.
From brainstorming to presentation: Bringing fresh ideas to the table for a productive team.
Agenda, Timing & Outcomes
Agenda, Timing & Outcomes
Crafting a Productive Agenda ▼
Crafting a Productive Agenda ▼
Use simple bullet points to write the agenda
Send out the agenda as far in advance as possible to allow the committee to think of ideas and prepare.
Spend some time preparing ideas beforehand for each item so the meetings are more productive.
Always start each meeting with Quran recitation/Islamic reminder.
It's good to give each item a specified amount of time. Always address urgent matters first.
Have AOB (Any other business) at the end.
Managing Meeting Time ▼
Managing Meeting Time ▼
Be prompt on arrival (lateness creates a culture of slack).
Stick to the allotted time for each item on the agenda. Allocate someone to remind of the time several minutes before the end.
Finish on time; this increases commitment to meetings as people know that future meetings won’t over run.
Decide whether you want short regular meetings e.g. biweekly for 1 hour, or longer with more time in between, e.g. monthly for 2 hours.
Ensuring Actionable Outcomes ▼
Ensuring Actionable Outcomes ▼
In the first meeting, set some ground rules. It's wise to make the your first set of meetings about developing the foundations of the ISOC e.g. vision, ethos, expectations as well as ground rules etc.
Closing is important: thank the team, boost morale & positivity and remember to link to Allah (SWT).
Never leave a meeting without:
1) Clear action points (tasks that need doing).
2) Who is responsible for each task.
3) A clear deadline.
Key Tips for Meeting Minutes 👇
Key Tips for Meeting Minutes 👇
Bullet points will do! Don’t pour hours over this.
Include the action points, who’s responsible and the deadline. Also include those present and apologies.
Publish the minutes soon, the sooner the better.
The Handover Blueprint
The Handover Blueprint
A strong handover is essential in ensuring the long-term stability and development of your ISoc. You're passing on knowledge, reviewing past work, and setting the new committee up for success.
The handover process prepares the new committee for their roles, giving them a comprehensive understanding of not just their individual role, but the operation of the organisation as a whole.
Tips for a Smooth Handover
Tips for a Smooth Handover
Think about the specific experience and knowledge of the person you are handing over to and tailor your handover accordingly.
Use clear systems like Google drive throughout your year to store information, making it easier to handover.
Write down any tips and advice you have from experience in the role.
Acknowledge that it is up to the new committee if they choose to do things differently or take a different direction.
Key Handover Documentation:
Key Handover Documentation:
Constitution: How the ISoc runs.
Annual Report: A summary of the year's accomplishments and activities.
Inventory of ISoc Assets: A list of all ISoc property (banners, dawah material, sports equipment, etc).
Prayer Room Guidance: University rules and best practices for managing the prayer room.
SU Relations: Key information on how to book rooms and a history of the relationship with the Student Union.
Finance Reports & Account Management: Budgets, sponsor information, and financial reports.
Meeting Minutes: An archive of all previous meeting minutes.
Email/Social Media Passwords & Website Access: Securely hand over all access information.
Database of Members: The complete database of members and useful contacts (alumni, SU/Uni contacts, etc).
Speaker Policy: ISOC and/or SU policies regarding guest speakers.
ISoc Admin
ISoc Admin
Role Handover
Role Handover
A clear role handover is key to continuity. Put yourself in the position of your successors – what would you want or need to know?
Introduce key networks that were made during your time (e.g., SU, external organisations, sponsors, alumni).
AGM
AGM
Before the AGM, create a presentation about the accomplishments over the year. You might want to include role descriptions and manifestos. Study your constitution well so that the process is in line with it. Invite key stakeholders to this event - it’s a great way to showcase your work and professionalism.
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