Post on 13-Jan-2015
description
The ABC’s Of Effective Meetings
Bill TaylorNortheast Community Development Educator
UW Cooperative Extension Service
The University of Wyoming is an equal opportunity/affirmative
action institution.
INGREDIENTS
• Adequate planning and preparation
• Behaviors that foster group interaction
• Communication, the key to success
2University of Wyoming
Cooperative Extension Service
Adequate planning & preparation
• Purpose of the meeting – what you hope to accomplish– Formal board, organization or club
• Set and monitor policies and procedures• Fiscal oversight• Hire, direct and evaluate Executive
Director
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Adequate planning & preparation (cont.)
• Purpose of the meeting – what you hope to accomplish (cont.)– Public meetings
• Gather input – network, generate ideas, solve problems
• Planning – develop action agenda• Announce decisions – answer questions• Monitor progress – make adjustments to the
plan• Celebrations – recognize people’s
contributions/accomplishmentsUniversity of Wyoming
Cooperative Extension Service4
Adequate planning & preparation (cont.)
• Who should attend?– People affected by potential actions
decided at the meeting– People with knowledge and
experience in the topics to be considered (strive to gather a variety of perspectives)
– Decision makers, i.e. public officials if governmental support is needed
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Adequate planning & preparation (cont.)
• Structure – how to conduct the meeting to best accomplish the purpose, i.e. guest speakers, videos, brainstorming sessions, panel sessions, discussion groups, demonstrations, etc.
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Adequate planning & preparation (cont.)
• Determine time and place– Time, start, and length of meeting
• Optimum one hour, maximum two hours– If longer than two hours be sure to include breaks
– Place• Determine any special needs of attendees• Maximize convenience for attendees• Strive to meet in a facility that meets your
needs– Will vary according to group processes you use
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Adequate planning & preparation (cont.)
• Prepare and distribute a meeting agenda prior to the meeting– Bring extra copies to the meeting
• If a governmental board (elected or appointed):– Know and follow “open meeting” laws– Bylaws or instructions from appointing
authority should describe scope and role of board members
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Agenda
• Should include:– Strategic topics to address in that meeting– Specification of how each topic is to be
addressed in that meeting• i.e. make a decision, assign further research,
etc.– Specific times to address each topic
• Agendas should be carefully designed and then closely facilitated
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Agenda (cont.)
• Components– Title & purpose of meeting– Any opening ceremonies
• Pledge to flag, etc.– Introductions– Approval of agenda– Reading & approval of previous
meeting minutes– Treasurer’s report
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Agenda (cont.)
• Components (cont.)– Committee reports– Announcements– Old business
• Items carried forward from last session– New business
• Discussion items– Process to use– Who will lead activity– May include time allotted
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Agenda (cont.)
• Components (cont.)– Executive sessions– Breaks– Next meeting date, time, location– Any other major items to come before
the meeting
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Agenda Questions
• Questions to ask before preparing the agenda:– Are the minutes ready?– Is treasurer’s report ready?– Any proposals or reports from
officers?– Any proposals or reports from
standing or special committees?– Items not reached during last
meeting?University of Wyoming
Cooperative Extension Service13
Agenda Questions (cont.)
• Questions to ask before preparing the agenda (cont):– Items postponed from last meeting?– Anything on annual planning calendar?– What items support the strategic plan?– Does this meeting promote progress
toward the group’s mission?– Are there any surprises that might be in
the wind?University of Wyoming
Cooperative Extension Service14
Types of Agendas
• See pages 18-19 of County-Appointed Board Member Handbook for discussion of five types of agendas
• Review “Consent Agenda” for legal process to shorten meeting time in handling repetitive and uncontroversial items. See Handbook and handout. University of Wyoming
Cooperative Extension Service15
Behaviors that foster group interaction
• Establish and follow ground rules• Determine decision-making process
– Unanimity– Consensus– Majority vote
• Super majority• Simple majority• Minority report• Etc.
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Ground Rules
• Those rules which will preserve respect, civility and progress within the meeting
• Examples:– Arrive and start on time– Be prepared– Everyone participates– Stick to the agenda
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Ground Rules (cont.)
• Examples (cont.)– Focus discussion on agenda topics– Listen to understand– Respect different view points– End on time– No side bar conversations– No interruptions– Turn cell phones off– Work toward group goals
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Behaviors that foster group interaction (cont.)
• Formal board positions– Chair, Vice-Chair, Secretary,
Treasurer, etc.• Know the responsibilities of your
leadership role
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Informal Group Roles
• Leader/facilitator– Develop and deliver agenda– Oversee logistics, i.e. date, time,
location, facilities, speakers, equipment, notification/promotions, etc.
– Determine group process techniques to use
– Start the meeting on time– Assign meeting rolesUniversity of Wyoming
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Informal Group Roles (cont.)
• Leader/facilitator (cont.)– Ensure development and application of
“ground rules”– Encourage involvement– Seek input about effectiveness of meeting– End the meeting on time– Ensure follow-up, i.e. completion and
delivery of meeting notes, track action agenda, etc.
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Informal Group Roles (cont.)
• Scribe– Record decisions and actions of the
group (not a transcript of the entire discussion)
– For action items, determine:• What is to be accomplished• Who is involved (particularly who is
providing leadership for the effort)• Are there any particular resources required• Estimated completion date
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Informal Group Roles (cont.)
• Scribe (cont.)– Confirm notes at end of the meeting– Complete and deliver notes to the
leader in timely fashion (one day)
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Informal Group Roles (cont.)
• Recorder– Use the words of the participants and
confirm you have captured their comment
– Place a date and page number on each page
– If requested, transcribe the charts and deliver in a timely fashion to the leader
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Informal Group Roles (cont.)
• Timekeeper– Prior to start of meeting
• Become familiar with the agenda• Determine how the discussion leader(s)
would prefer to receive time warnings
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Informal Group Roles (cont.)
• Timekeeper (cont.)– If allotted time expires prior to
conclusion of agenda item, notify leader & help determine how to proceed• Table item to another meeting• Extend time
– Determine where to take time from• Other item, break, etc.
– Maintain friendly approach & allow some flexibility
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Informal Group Roles (cont.)
• Gatekeeper– Prior to start of meeting
• Become familiar with agenda• Post “Parking Lot” or “Idea Bin” flipchart
where everyone can see it– If off-agenda item comes up, politely
point out to group and see if there is agreement to move it to the parking lot.
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Informal Group Roles (cont.)
• Gatekeeper (cont.)– Common off-agenda discussions
• Continuing discussion after agreement• “War stories” – anecdotes & histories not
critical to a decision• “Gripe session” – focus about
complaining rather than solutions
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Behaviors that foster group interaction (cont.)
• Use appropriate group processes to achieve the purpose of the meeting– Group discussion– Brainstorming– Nominal group process– Role playing– Etc.
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Group Decision Making
• Unanimous agreement– Everyone must agree and everyone
has a veto– Used for highly important items
where the board feels they cannot proceed unless all are in agreement
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Group Decision Making (cont.)
• Consensus– Group interactions designed to reach
conclusions everyone can agree on or live with
– Consensus does not mean everyone agrees on every point, but that all support the final decision• This means no sabotage or undercutting
afterwards
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Group Decision Making (cont.)
• Consensus (cont.)– Consensus process built through
• Full participation• Mutual understanding• New thinking• Inclusive solutions
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Group Decision Making (cont.)
• Consensus (cont.)– Requires:
• A common purpose• Willingness to share power• Informed consent• A strong agenda• A facilitator – a “servant leader”
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Group Decision Making (cont.)
• Consensus (cont.)– Stages:
• Introduction– Focuses on proposal & only on questions
about content, not merits – the facts• Discussion
– 1st – of broad principles behind the idea to clarify what is being proposed
– 2nd – discussion & resolution of concerns
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Group Decision Making (cont.)
• Consensus (cont.)– Stages (cont.)
• Decision– No votes taken– Each participant has 3 options– To Block
Participant wishes to prevent the decision from going forward for the time being
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Group Decision Making (cont.)
• Consensus (cont.)– Stages (cont.)
• Decision (cont.)– Stand aside
Cannot personally support the proposal, but feels it would be acceptable for the rest of the group to adopt
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Group Decision Making (cont.)
• Consensus (cont.)– Stages (cont.)
• Decision (cont.)– Give consent
Not every participant in total agreementEach person is willing to support the
decision & stand in solidarity w/ the group despite any disagreements
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Group Decision Making (cont.)
• Consensus (cont.)– Helps identify broader set of
solutions which increase potential of creating sustainable agreements
– Building true consensus generally requires greater time and energy
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Group Decision Making (cont.)
• Consensus (cont.)The more challenging the decision, i.e.
• overall importance,• longevity of the results,• complexity of the issue, and• need for stakeholder buy-in,
the greater the need for support.
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Group Decision Making (cont.)
• Voting– Majority (one more than half of those
voting)– Super majority (some percentage
greater than one over half)– May provide an option for a
dissenting opinion• Other processes
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Group Decision Making (cont.)
• Process used may vary with item of business or type of meeting called– May be determined by policies and
procedures, board decision, suggestion of chair
• Key – determine process before conflict/disagreement emerges
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Communication:The key to success
• Prior to the meeting– 1 week to 3 days prior
• Send out agenda, ground rules, other materials to review
– Personal contact• If 1st meeting or change in
date/time/location
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Communication:The key to success (cont.)
• During the meeting– Introductions– Build or review group’s ground rules– Team building activities– Processes to encourage and monitor
participation– Closing comments (benefits,
concerns, action items), etc.
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Communication:The key to success (cont.)
• Following meeting, send out:– Minutes (major decisions, action
items)– Group memory of meeting process
(flip chart notes)– Resource materials identified during
meeting– Reminders about action agenda,
responsibilities, timelines, etc.University of Wyoming
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Minutes Include:
• Kind of meeting• Date• Place• Starting time• Members present and absent• Presiding officer• Reading & approval of past
minutesUniversity of Wyoming
Cooperative Extension Service45
Minutes Include (cont.):
• Balance of treasurer’s report• Name of member introducing
motion• Action taken on motion• Vote, if counted• Other actions/items which affect
body• Adjournment and time• Secretary’s name and/or signature
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The ABC’s of Effective Meetings
• Adequate planning and preparation
• Behaviors that foster group interaction
• Communication, the key to success
University of Wyoming Cooperative Extension Service
47
Resources
• Basic Guide to Conducting Effective Meetings, Carter McNamara
• Facilitator’s Guide to Participatory Decision-Making, Sam Kaner
• How to Make Meetings Work, Michael Doyle & David Straus
• Mediation and Facilitation Training Manual, Mennonite Conciliation Service
• Time and Meeting Management Skills, Marlene K. Rebori, Community and Organizational Development Specialist, University of Nevada, Reno
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