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MEETINGS MEETINGS MEETINGS

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on 17 October 2013

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Transcript of MEETINGS MEETINGS MEETINGS

PLANNING AND CONDUCTING MEETINGS
Brandan Morgan
Chairman of the Board
Texters
Ineffective listeners.
Implies that conversational content is of greater importance than that of the meeting .
Confront these members after meetings.
Guest Speakers
Skyler Hunt
Andrea Ward
Cristina Zollinger
MEETINGS,MEETINGS and MEETINGS...
A typical employee spends almost 15 hours a week in meetings and may attend 60 formal or informal meetings a month.
Tyler Cowen, an economist @ George Mason University says the following about meetings, "good news for the legions of haters: Most meetings aren't as wasteful as they seem...when meetings are well planned and conducted, they build strong alliances and confer a sense of control"(Engleberg & Wynn, 2013, p.245.)
A meeting is a scheduled gathering of group members for a structured discussion guided by a chairperson.
Three Elements of a Meeting:
Schedule: scheduled in advance specific time.
Structure: a meeting can be formal or informal.
Chairperson: an appointed or elected member who conducts the meeting.
PLANNING AND CHAIRING THE MEETINGS
Proper and careful planning can prevent at least 20 minutes of wasted time for each hour of a group’s meeting.
Planning Questions for a Meeting.
AGENDA: AN OUTLINE OF THE ITEMS FOR DISCUSSION AT A MEETING.
Dilbert: "There is no specific agenda for this meeting. As usual, we'll just make unrelated emotional statements about things which bother us." - Donald Rumsfeld’s Rules for Successful Meetings.
DISRUPTIVE BEHAVIOR
Why are we meeting?

A. Information-Giving Meeting/Information-Getting Meeting/Instructional Meeting/Problem Solving Meeting.

B. Have a CLEAR purpose…
Elements of an Agenda:
1) Purpose of Meeting
2) Names of Group Members
3) Date, Time, and Place
4) Call to Order
5) Approval of the Agenda
6) Approval of Minutes
7) Reports
8) Unfinished Business
9) New Business
10) Announcements
11) Adjournment

SKYLER HUNT
Presenter
ADAPTING TO MEMBER BEHAVIOR
WHISPERERS
Interferes with collective focus.
Instills uncertainty in other members.
Confront private conversationalists by inviting them to speak.
This will typically disrupt behavior and potentially uncover relevant issues.
ADAPTING TO DIFFERENCES
ANDREA WARD
Presenter
PREPARING THE MINUTES
WHO?
Chairperson


Recorder/Secretary
Ten things that should be included in the minutes:
Name of the group.
Date and place of the meeting.
Name of those attending.
Name of the chairperson.
Name of the absent members.
The EXACT time the meeting was called to order.
The EXACT time the meeting was adjourned.
Name of the person preparing the minutes.
Summary of the group's discussions, using agenda items as headings.
Specific ACTION items.
WHAT?
ACTION ITEMS
Task assigned to individual members for completion after the meeting. An action item includes the member's name, the assignment, and the deadline (if any).
WHERE...?
Do you draw the line in what to include in the minutes ?
Five Guidelines
Report the FACTS and all sides of a discussion accurately.
Never insert your own personal opinions.
Be discreet. If the group determines that a portion of the discussion should be "off the record," you should honor that decision.
When in doubt, ask the group if an issue should be included or how to word it for the minutes.
Always keep in mind that minutes are often the ONLY record of the meeting and that individuals OUTSIDE the group may read them
WHEN?
IMMEDIATELY after the meeting or as soon as possible-prepare the minutes for distribution.
Recorder/Secretary prepares the minutes according to what took place in the meeting.
The minutes are presented to the Chairperson for review.
The group officially approves the minutes, and they are final and become the OFFICIAL record of the meeting.
The Chairperson is responsible to distributing the minutes to all members of the group.
WHY?
To record the group's discussion and decisions for those who attend and to provide the a way to inform those that do not attend the meeting.
To learn about the group activities.
To measure how productive the group has been.
To learn about individual members contributions to the group.
To know whether group meeting tend to be formal or informal.
MOST IMPORTANTLY, to prevent disagreement over what was discussed in the meeting and what tasks individual members agreed to do.
Meetings are compared to Funerals without a definite conclusion....WHY?
Who should attend the meeting?
A. Limit Meetings to fewer than 12 persons, a group of 5-7 persons is ideal for problem solving.


When should we meet?
A. Schedule meetings between: 9:00am – 11:00am and 1:30pm – 3:30pm.

B. Optimal meeting length is 1 hour.

Where should we meet?
Large enough, clean, well lit, not too hot or cold, and furnished with comfortable chairs.

Quiet Meeting Room.


What material do we need?
. Agenda

. Outline the Topics

USING PARLIAMENTARY PROCEDURE
CRISTINA ZOLLINGER
Presenter
PARLIAMENTARY PROCEDURE
Is a set of formal rules used to determine the will of the majority through fair and orderly discussion and debate.
Many organizations and associations specify that Parliamentary procedure must be used to conduct meetings.
ROBERT'S RULES OF ORDER
Is considered the "Parliamentary procedure bible" by many organizations.

It is first published in the 1870's and updated periodically, this book provides rules that ensure reasonable and civil debate as well as timely group decisions that are accepted supporters and opponents alike.
This time-honored system ensures that group decisions express the will of the majority while also protecting the rights of minority members.
Samples of Language Parliamentary
Mr. Chairperson, I call the previous person.
Madam President, I rise to a point of order.
NONPARTICIPANTS
Analyze reasons for nonparticipation.
Give nonparticipants the opportunity to speak .
Respond positively to input.
INTERRUPTERS
Interruption not necessarily out of rudeness, but rather impatience and excitement.
Assertively they will be confront these individuals ensuring they will be permitted to speak in turn.
COMMUNICATIVE STYLES
Church of Interruption: Demonstrates understanding through interruption.
Barkers: Must be heard; considers opinion imperative over others.
The Meek: Allows opinion to go unheard in favor of others.
Church of Strong: Ensures all views are expressed evenly.
Latecomers/Early Leavers
Start meetings on schedule, regardless of attendance.
Refrain from summarizing for latecomer benefit.
Confront these members outside meetings.
DIVERSITY
Numerous cultures may be represented in a single group.
Varied behaviors certain members identify as foreign may cause early tension.
As diversity is essential for dynamic groups, members must learn to collaborate.
LEARNING TO ADAPT
Analyze and expect foreign behaviors.
Get to know all group members to better understand the root of certain behaviors.
Loudmouths
Individuals talk so much that others are unable to speak
Allow loudmouths to state ideas within reason before acknowledging their positions
Will, at times, necessitate interruption
Shift to other viewpoints after addressing loudmouths
Guiding Principles basis for Parliamentary Rules
Robert's Rules of Order, Newly revised claims that the rules of Parliamentary procedure are constructed upon a careful balance of the rights of person or subgroups within an organization's...total membership.
Majority Will
The group accepts the will of majority.
Minority Rights
The group protects the right of all members by guaranteeing everyone the right to speak.
Balanced Discussion
The group guarantees the rights of all members to speak on different side of an issue by balancing participation between frequent and infrequent contributors as well as between members who those who oppose a proposal.
Orderly Progress
The group that follows an approved agenda that promotes orderly business while also allowing flexibility to make decisions.
EVALUATING THE MEETING
To determine the effectiveness of meetings and identify areas for improvement, groups should evaluate their meetings.
Ways to evaluate Meetings
Throughout the meeting chairperson may ask for comment and suggestion.
At the end of the meeting the chairperson can briefly summarize his or her own perception of the meeting.
After the meeting the chairperson should ask members for any suggestion and comments.
Before adjourning the meeting chairperson may distribute a post meeting reaction form to all members.
Is a questionnaire designed to assess the success of a meeting by collecting written reactions from participants .
POST-MEETING REACTION (PMR)
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