Leading and managing meetings
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Transcript of Leading and managing meetings
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www.pdst.ie© PDST 2016
This work is made available under the terms of the Creative Commons Attribution Share Alike 3.0 Licence http://creativecommons.org/licenses/by-sa/3.0/ie/. You may use and re-use this material (not including images and logos) free of charge in any format or medium, under the terms of the Creative Commons Attribution Share Alike Licence.
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Cruinnithe:Leading and Managing MeetingsMISNEACH 1 2016
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• To familiarise participants with norms, protocols and helpful practices relating to various types of meetings
• To enable participants to conduct their first meetings with Staff, Board of Management and Parents’ Association
• To equip participants with strategies to address incidental meetings and their availability in this regard
Key Messages
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• Staff Meetings• ISM• BOM• SEN• PA• PT• Incidentals• Reps
Types of Meetings
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Nósanna: Norms for Meetings
• Pre Meeting
• During Meeting
• End of Meeting
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Cruinniú Foirne: Staff Meeting
• Agreed agenda• Agreed norms for all
meetings• Chairperson and
recording secretary• Agreed decisions,
timely actions and those responsible
• AOB
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An Bord Bainistíochta:Board of Management
IPPN BOARD OF MANAGEMENT RESOURCE PACK
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Roles on BOM ❖Chairperson❖Principal / Secretary❖Treasurer❖Ethos and Chaplaincy
Officer❖Capital Projects
Officer❖Maintenance Officer❖Safety Officer❖ School Premises
Officer
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Chairperson • Responsible for efficient and effective
management of meetings• Acts as correspondent on behalf of BOM
with various agencies• Agrees agenda of meetings in advance with
Principal• Regular consultation meetings with
Principal
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Recording Secretary• Communicate with Board members in
advance of meetings• Keep accurate minutes of meetings• Ensure that these are kept safe for the
proper functioning of the school and inspection by DES or Patron (usually in the school)
• Decisions only are usually minuted
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Treasurer • Provision of statement of accounts at each
meeting• Involvement in budget planning• The Treasurer acts on behalf of the board
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• Agree agenda in advance with chairperson• Agenda and invitation circulated to
members; a week’s notice• Read previous minutes to get up to speed• Good practice to have regular meetings
with chairperson (once a month to keep appraised of current issues)
First BOM MeetingAdvance Preparation
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• Hard copies of agenda for each member• Principal signs Membership Declaration• Agreed norms• Clarify roles• Minutes • Matters arising• Correspondence• Treasurer’s report
The Meeting Itself
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• Principal’s report• Child Protection• Anti-Bullying• Policies review and ratification• Specific Items: e.g. building project/
employment matter/ SEN• Agreed Report• AOB? (not listed on agenda)
The Meeting Itself Cont’d
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Rúndacht / Confidentiality • Essential to the proper functioning of the
board• Board should agree on the report to be
made to staff/Parents’ Association at the end of each meeting
• The conduct of the business of the Board, other than this report, must remain confidential
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• Venue• Time and date• Members present and apologies
received• Action Plan: issue/ decision or action/
by whom and when?
Sample of Minutes
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• All members should contribute to the business of the board, at meetings and between meetings
• Participate in the work of sub-committees• Act as chairperson, or secretary, to a sub-
committee when required.
Rannpháirtíocht: Participation
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• Class allocation, attendance, enrolment issues.• Child Protection: confidential• Anti-Bullying Report • Staffing: career breaks/ secondments/ appointments• Curriculum issues• SEN: staffing and hours• Extra Curricular Activities• Buildings• Parental Involvement• Health and Safety Issues• Current Issues• Upcoming events and activities
Tuairisc an Phríomhoide: Principal’s Report
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• In-school SEN Meetings• SENO• Outside Agencies• Case Conferences• Minute/record the meetings• Parents
SEN
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• Meet with Chairperson of PA re AGM• AGM of PA: Attend for opening of meeting
only to introduce self and update re upcoming events (good practice)
Parents’ Associations
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• Bí réidh!• Formal and informal• Both parents?• Reports, IEPs, test results• SEN team
Parent Teacher Meetings
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• Clear notice on door• Lunchtime or Croke Park time?• Generic email to all companies• Specific times?
Incidentals, Callers and Reps
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• Listen to understand• Ask good questions• Acknowledge the other side• Buy time• Build trust• Deal with the issue; not personal• Focus on feelings not behaviour• What’s beneath the iceberg?• Explore ways forward; stay connected• The role of emotional intelligence Dr. Séan Ruth, 2015
Managing a Difficult Meeting
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