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Conducting An Effective Meeting

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Ingredients for an Effective Meeting Agenda development Establish norms for meetings ... and organizations to conduct effective meetings What is the ... – PowerPoint PPT presentation

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Title: Conducting An Effective Meeting


1
Conducting An Effective Meeting
  • Delta Nu Chapter Retreat
  • October 29, 2005
  • Presented by Dwayne J. Scott

2
Have You Found Yourself Daydreaming?
3
Have You Ever Fallen Asleep?
4
Ingredients for an Effective Meeting
  • Agenda development
  • Establish norms for meetings
  • Parliamentary procedure, also known as Roberts
    Rules of Order

5
Why have an Agenda?
  • Sets the tone for your meetings
  • Identifies the objective and purpose of the
    meeting
  • Allows the meeting to run smoothly
  • Maintains the attention and focus of participants

6
Steps to Developing an Agenda(Pre-planning)
  • Consult with your executive board
  • Set objectives for meeting
  • Consult with your advisor prior to finalizing
    agenda
  • Solicit agenda items from members

7
Steps to Developing an AgendaCon t
(Pre-planning)
  • Prioritize issues to be discussed during meeting
  • Make sure you have all information necessary to
    act on an item
  • Designate action items
  • Review details

8
Steps to Developing an AgendaCon t
(Pre-planning)
  • Finalize agenda (minimum 3 days prior to meeting)
  • Email agenda, minutes and other reports (minimum
    2 days prior to meeting)

9
Sample Agenda
  • Black Student Association
  • Regular Meeting
  • August 23, 2005
  • Call to Order
  • Reading and approval of the minutes of August 15,
    2005 meeting
  • Reports
  • a. Executive Board
  • Unfinished business
  • a. t-shirt design (vote)
  • b. community service project (decision)
  • V. New business
  • a. Lunch Buddy program (vote)

10
Taking Minutes
  • Should include essential information, i.e. name
    of organization, date, time and type of meeting,
    members present and indicate approval of minutes
    from previous meeting
  • The body of the minutes should summarize all
    essential elements of the meeting, i.e. all
    motions and outcomes
  • Each element should be summarized in separate
    paragraphs

11
Sample Agenda
  • Black Student Association
  • Regular Meeting
  • August 23, 2005
  • Call to Order
  • Reading and approval of the minutes of August 15,
    2005 meeting
  • Reports
  • a. Executive Board
  • Unfinished business
  • a. t-shirt design (vote)
  • b. community service project (decision)
  • V. New business
  • a. Lunch Buddy program (vote)

12
Establish norms for meetings
  • Start on time, so you can end on time
  • Establish dates and times of regular meetings
  • Establish time frame that members will receive
    agenda, minutes, reports, etc., prior to meeting
    date

13
Establish norms for meetings
  • Establish time frame for members to forward
    agenda items
  • Establish time limits for reports
  • Get everyone involved
  • Try to end every meeting on a positive note

14
Establish norms for meetings
  • Prior to the end of the meeting, briefly restate
    actions taken
  • Be respectful to each other (dont criticize in
    public)

15
What is Parliamentary Procedure?
  • A set of guidelines that are utilized by
    businesses and organizations to conduct effective
    meetings

16
What is the Purpose of Parliamentary Procedure?
  • Sole purpose of parliamentary procedure is to
    assist with the completing the business of the
    organization in a timely and fair manner
    (Merriam-Webster, 1996).

17
Who is Robert?
  • Parliamentary procedure is commonly referred to
    as Roberts Rules of Order because Henry Martyn
    Robert in 1876 was the first person to publish
    the book, Roberts Rules of Order, which was
    aimed at assisting deliberation assemblies of all
    kind

18
General Guidelines for Utilizing Roberts Rules
of Order
  • Chair is responsible for managing the meeting
  • Dont speak unless you are recognized by the
    chair
  • Only discuss whats on the agenda
  • Complete discussion on one topic before moving to
    another

19
General Guidelines for Utilizing Roberts Rules
of Order Cont
  • Minutes are approved, not voted on
  • If a motion does not receive a second, the motion
    dies
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