Meetings

CONDUCTING EFFECTIVE MEETINGS

Conducting Effective Meetings

Session Objectives • Recognize phases • Identify components • Manage participant behavior • Implement follow up

Conducting Effective Meetings

2

AGENDA Agenda is the plan or the list of items to be discussed or acted upon, often listed in order to facilitate the work of a group or committee.

Conducting Effective Meetings

3

(Name of Agency) Board Meeting Agenda (Month Day, Year) (Location) (Planned Starting Time to Ending Time)

Activity Minutes from previous meeting Chief Executive's Report Finance Committee's Report Development Committee's Report (nonprofit) Board Development Committee Other Business - Old - New - Announcements Roundtable Evaluation of Meeting Review of Actions from Meeting Adjourn Conducting Effective Meetings

Action Approval Discussion Approve Budget Changes Approve Fundraising Plan Approve Plans for Retreat Adopt Resolution to Change ByLaws

Reasons Why New Members Drop Out • Lengthy and boring meetings • Politics • Lack of meaningful involvement

Conducting Effective Meetings

5

Phases of Meeting Management

• Preparation • Facilitation • Follow up

Conducting Effective Meetings

6

Meeting Preparation 1. 2. 3. 4. 5.

Determine tasks Define outcomes Determine actions List participants, guests, roles Set timeframe

Conducting Effective Meetings

7

Meeting Management 1. 2. 3. 4. 5.

Finalize logistics Create agenda Communicate Set up Prepare yourself

Conducting Effective Meetings

8

Components of Good Meetings • Inform • Discuss/decide • Recognize

Conducting Effective Meetings

9

Information Progress Important dates Facts

Conducting Effective Meetings

10

Discussion/Decision • Strategies • Ideas • Project planning

Conducting Effective Meetings

11

Recognition • Formal • Informal

Conducting Effective Meetings

12

Categories of Participation • Under • Over • Distracting • Effective

Conducting Effective Meetings

13

Eager • Summarize • Ask others

Conducting Effective Meetings

14

Obstinate • Involve others on issues • Discuss issues later

Conducting Effective Meetings

15

Dampener

Ask for solutions

Conducting Effective Meetings

16

Argumentative • Find areas of agreement • Get opinions of others

Conducting Effective Meetings

17

Inarticulate • Paraphrase • Don’t correct

Conducting Effective Meetings

18

Side Conversationalist

Call on frequently for answers and opinions

Conducting Effective Meetings

19

Rambler • Summarize main points • Stay on track

Conducting Effective Meetings

20

Silent • Ask directed questions • Compliment on involvement

Conducting Effective Meetings

21

Inattentive • Ask for opinion • Don’t embarrass

Conducting Effective Meetings

22

Meeting Follow Up • Restore room • Evaluate meeting • Prepare minutes • Contact on action items

Conducting Effective Meetings

23

Session Objectives • Recognize phases • Identify components • Manage participant behavior • Implement follow up

Conducting Effective Meetings

24

“When I die, I hope it’s in a meeting. The transition from life to death will be barely perceptible.”

Conducting Effective Meetings

25