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Managing Meetings

Chapter 8

Carolyn Elbert

on 19 September 2017

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Transcript of Managing Meetings

Managing Meetings
Effective Meeting Management
Robert's Rules of Order: set of rules for conducting meetings in an organized way
Types of Meetings

Review Action
Types of Meetings

Collect ideas
Avoiding Problem Meetings

No Goals
Lack of Care/Preparation
Length of Time
Expressing Concerns
Planning Effective Meetings

Think about it.....

How are meetings viewed?

What do you dislike most?
Chapter 8
Types of Meetings

Immediate Action
What Happens at Meetings?

Quorum: minimum number in attendance

A Standard Order of Business
read and approval of minutes
unfinished business
new business

Agenda: alternative to following standard order of business

Adjournment, recess or stand at ease
How Decisions are Made at Meetings

Motions: formal proposal by a member

Speaking at a meeting: recognized or have the floor

Making a Motion: "I move that", "second" and "stating the motion"

Debate the Motion : putting the question

Voting Results: Aye vs. No

Rules for Debate:
Speech limits
Preference in Recognition
Stick to the Subject
Issues not Personalities
Formalities that avoid Personalities

Voting and Elections

Majority Vote, 2/3 Vote, Unanimous Consent

Elections: commonly conducted by ballot

Bylaws and Other Rules

Purpose, Qualifications for Members

Everyone is heard and Decisions are made
Why have rules?
Overview of the Meeting Process
Plan Meeting

Conduct Meeting

Complete Meeting Assignments

Gather Materials to Plan Next Meeting
Meeting Objectives
Identify the business objectives to be accomplished at the meeting
The objectives drive the meeting
Receive input from meeting attendees: "How does it impact me"
What do the employees want to know?
Objectives should be:
practical and easy to understand
evaluated to determine effectiveness
Meeting Attendees
Who should attend the meeting?
Meeting Frequency
How often is the meeting held?
Developing the Agenda
list of topics that will be considered at the Meeting
Meeting managers must consider:
Type of Meeting
Date, Time, Location
Materials Needed
Presenter Topics
Time Limit
Action Items..assignments to staff
Date and Time of next meeting
Scheduling the Meeting
Challenges managers face when scheduling meetings:
Time: during service, before opening, etc
Multiple meeting to cover all shifts

What other challenges may managers face?
Before-meeting activities and assignments
Selecting, Duplicating and Circulating Reading Materials
Conducting Effective Meetings
Centers on the person conducting the meeting;facilitator:
Keeps the meeting moving
Keeps focused
Manages Sensitive Topics
Prevents Monopolization
Summarizes Agenda Points
Warm-Up Activities
Prepares you to Focus
Introduction: Get to know you
Appreciation: Notice what you do
Competitive: Contests
Team-Building: Optimizing performance
Establishing Ground Rules
How should the meeting run
How participants should interact
What behavior is acceptable
"Meeting don't go off topic. People do"
How do you keep people on topic?
Managing the Meeting
Discuss it, Make a Decision or Simply Listen
Closing the Meeting
Review action items, responsibilities and summarize
Thank Participants and set next meeting
Meeting Evaluation and Follow-up
How can you make the next meeting better?
What worked well? What needs to be changed?
Develop and Circulate Meeting Minutes
Ask meeting participants to complete evaluations
Begin planning for the next meeting......
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