MANAGING SCHOOL COUNCIL MEETINGSFOUNDATION

INTRODUCTIONS

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Territory RecognitionPresenter A bit about meParticipants A bit about you

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TODAY’S OBJECTIVES:

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Learning outcomes

and structure

To provide tips in the areas of: Meeting Anatomy

Agenda Creation

Rules of Order

Role of the Chair

Directing Discussion

which can assist with effective meeting management.

UNDERSTANDING MEETING ANATOMY

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MEETINGS: SOCIAL COMPONENT

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MEETINGS: CONTEXTUAL COMPONENT

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MEETINGS: STRUCTURAL COMPONENT

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MEETING AGENDA

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Co-constructed

Appropriate topics

Timely and timed

Set the right tone

COMMON AGENDA ITEMS

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Meeting InformationName, date, time, location Please read/bring

Actual Agenda Call to order Review or Approval/Adoption of agenda Approval of previous minutes/Business arising Business of this meeting* Adjournment

*BUSINESS OF THE MEETING: WHAT WORKS FOR YOU?

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Reports/Presentations

Old/Ongoing/Unfinished Business

New/Upcoming Business

Information/Discussion/Decision/Action

Name of Presenter & Approximate Time

Motions Written Out

THE MEETING…

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PROCEDURES!

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Rules of Order/Meeting Protocols/Standing Rules

Role of Chair During Meetings

Directing Debate/Discussion

RULES OF ORDER: USE THEM TO…

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Avoid chaosGive everyone a voiceEnsure fairnessReduce repetitionPrevent dominating behavioursFacilitate group decision-making

Rules of Order are tools to help move the meeting along smoothly, save time, and shorten your meetings!

MEETING PROTOCOLS: GENERAL PRINCIPLES

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A. Assume good intentionsB. Addressing the Chair & OthersC. No speaking until recognizedD. Speaking guidelinesE. Debate ideas, not peopleF. Stay on topicG. Decide togetherH. Support, not hinder, the Chair!

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A: ASSUME GOOD INTENTIONS

B: ADDRESSING THE CHAIR & OTHERS

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C: SPEAK ONLY WHEN RECOGNIZED

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D: FOLLOW SPEAKING GUIDELINES

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E: DEBATE IDEAS….NOT PEOPLE

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F: STAY ON TOPIC

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G: DECIDE TOGETHER

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H: SUPPORT THE CHAIR!

REVIEW, REVISE, PUBLISH, DISTRIBUTE

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ROLE OF CHAIR DURING MEETINGS

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Exhibit neutrality

Show fairness

Be firm

Direct discussion

DIRECTING DISCUSSION: 9 TOOLS

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1: PREPARE STANDARD PHRASES

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2: WATCH THE TIME

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Timed agenda

Timed items

Succinct

conversations

3: TRACK THE SPEAKERS

Agenda Item Round 1 Speakers Round 2 Speakers

Homework Policy John, Mary, Samantha, Nick, Jack, Jocelan

Jack, Mary, Nick

Lunch Fees Marilyn, John, Jocelan, Rhonda, Ray, Glenn

Ray, Glenn

Student Assessment Karen, John, Mary, Samantha, Lynda, Celeste

Karen, John, Samantha, Mary, Lynda, Celeste

Family Night Nadine, Ray, Glenn, Marilyn, John, Karen, Brenda

John

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4: RESTRICT REPETITION

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5: CONTROL DOMINATING MEMBERS

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6: ENCOURAGE QUIET MEMBERS

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7: SEEK DISSENTING OPINIONS

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8: DIRECT THE TRAFFIC

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9: IMPLEMENT ZERO TOLERANCE

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No personal issuesNo belittling othersNo name calling or insultsNo swearingNo disrespectful body

languageNo talking about others

CONCLUSION

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Effective Meeting Management requires:

An Understanding of Meeting AnatomyAn Efficient Agenda Enforced Rules of OrderA Well-informed, Confident ChairDiligent Discussion Directing

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EVALUATIONS AND MORE INFO!

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