LEADERSHIP

DEVELOPMENT

1.0 Explain basic business meeting skills and goal setting.

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Every meeting needs

a set objective or

goal!

What do you think

some common goals of

meetings are?

Common Goals of Meetings• ExchangeExchange– includes interchange of ideas and

information• ResolveResolve – Meetings are used to solve problems• AchieveAchieve – Meetings are used to make

decisions about setting and reaching goals within the organization or project

• ShareShare – Members can use this time to share comments or concerns in relevance to the organization or project

• Define – Meetings are used to inform membership and explain and define the issues.

What are some

Communication

Strategies you can use

when others are

speaking?

Communication Strategies in Meeting Participation When Others Speak:• AttendAttend – Each speaker deserves your

attention. Careful listening prevents you from missing important information.

• Be Polite Be Polite – Do not interrupt speakers. Treat all members as you would like to be treated. Never distract others with inappropriate remarks or actions.

• Respect Different Views Respect Different Views – Everyone has the right to express their opinion. Avoid hasty judgment of other’s ideas.

• Consider New Ideas Consider New Ideas – Do not be defensive when others express ideas that conflict with yours. Instead, use their suggestions to refine and develop your own ideas

What are some

Communication

Strategies you can use

when you are

speaking?

Communication Strategies in Meeting Participation When You Speak:• Explain Your Ideas in a Clear Explain Your Ideas in a Clear

Manner Manner – Good pronunciation and enunciation (saying sounds clearly) will be appreciated by your listeners. Proper volume and tone will also enhance the delivery of the speech. Always face the group.

• SummarizeSummarize – Sometimes your speech can be complex. In such a case, summarize your main points before you end your speech

• Speak Directly Speak Directly – Make the listeners think that you are speaking directly to each of them. Never direct your comments only to one person

• Propose Recommendations Propose Recommendations – Most people welcome good advice. Do not hesitate to make suggestions, but offer them at an appropriate time and in a positive manner.

Parliamentary Procedure

Importance of Parliamentary Procedure

• Flexible – can be adapted to fit the needs of any group

• DemocraticDemocratic – fair to everyone through majority rules

• Protection of Rights Protection of Rights – allows for democratic process without discriminating against individuals rights as members of an organization

• Impartial Hearing Impartial Hearing – allows individuals to be heard and treated identically

Officer PositionsPresidentPresident- responsible for conducting all meetings.

Vice President- conduct meetings in the event that the President is not in attendance.

Secretary- maintain certain books and records. Typically will keep track of minutes for each minute.

Treasurer- keeps up with the collection of funds or any other matters of the financial nature.

Four General Motions Are Used in Parliamentary Procedure.• Main Motions – introduce subjects to the group• Subsidiary Motions Subsidiary Motions – alter how the main motion

is treated. Must be voted on before the main motion.

• Privileged Motions Privileged Motions – are most urgent! Concern special or important matters

• Incidental Motions Incidental Motions – questions of procedure that surface out of other motions already made.

Steps in Presenting a Motion

1. Obtain the floor 1. Obtain the floor – wait until the last speaker is finished then rise and address the chair by saying “Mr. or Madam Chairperson”. Give your name. The chair will recognize you by repeating your full name.

Steps in Presenting a Motion

2. Make your motion 2. Make your motion – say “I make a motion that we…..”. Always express your motion affirmatively. Avoid personal comments and stay on the subject being discussed.

Steps in Presenting a Motion

3. Always wait for a second 3. Always wait for a second – another member needs to say “I second the motion.” The chair can call for a second, but if no one answers, your motion will not be considered and is considered “dead” at that point.

Steps in Presenting a Motion

4. Chair states your motion 4. Chair states your motion – the chair must say, “It is moved and seconded that we ….”. After the chair states the motion, consulted begins or voting can take place.

Steps in Presenting a Motion

5. Add to the motion 5. Add to the motion – the mover is allowed to speak first, then focus all comments to the chairperson. The Sergeant of Arms will be responsible for keeping time during all discussion throughout the meeting.

Steps in Presenting a Motion

6. Deciding the vote 6. Deciding the vote – the chair ask “Is the membership ready for the question?” If there is no more discussion a vote is taken. The chair will announce the results.