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Transcript of Managing Meetings
Effective Meeting Management
Robert's Rules of Order: set of rules for conducting meetings in an organized way
Types of Meetings
Types of Meetings
Avoiding Problem Meetings
Lack of Care/Preparation
Length of Time
Planning Effective Meetings
Think about it.....
How are meetings viewed?
What do you dislike most?
Types of Meetings
What Happens at Meetings?
Quorum: minimum number in attendance
A Standard Order of Business
read and approval of minutes
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:
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
Complete Meeting Assignments
Gather Materials to Plan Next Meeting
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
Who should attend the meeting?
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
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
Manages Sensitive Topics
Summarizes Agenda Points
Prepares you to Focus
Introduction: Get to know you
Appreciation: Notice what you do
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......