Conducting Effective Committee Meetings A Presentation on behalf

“Conducting Effective Committee Meetings” A Presentation on behalf of the: Centre for Organizational Governance in Agriculture (COGA) November 24, 2016 by John F. Noonan, PRP, CPA, CGA Professional Registered Parliamentarian

Three Questions 1. It was a GOOD meeting because…. . 2. It was a BAD meeting because …… 3. A GOOD MEETING will possess the following characteristics

Ideal Meeting Well planned Defined purpose Adheres strictly prepared agenda Proceeds crisply through each item on the agenda

Objectives Preparing for Success Meeting Leadership Be a Good Participant Meeting Close

Some Rules 1. The Rule of the Clock 2. Justice and Courtesy 3. One thing at a time

How to Effectively Lead a Group Discussion Provide Focus Stimulate Discussion Maintain Focus (process) Close Discussion

Provide Focus Set Stage Objectives Alternatives Process Time

Your Objective! IS Not to control the people in your meeting but rather, THE PROCESS

Stimulate Discussion Open, non-threatening Go to the group Probe Intervene

Maintain Focus Hold off new topics ◦ Parking Board Stop competition Control rambling Make notes to get back

Good Meetings “Best in People” The best Ideas The Best decisions The best follow up

A Good Participant “Will make a difference” Support the group Get Involved Be Creative Share your thoughts Take notes Come prepared ◦ Read the Background ◦ Conduct appropriate Research Look for the Good

Critical Incidents in Group Discussion The Dominant Speaker Silent Participant Self Centered Participant Competitive Participant The Socializer Conflict between two ideas/people

Bring the Meeting to a Close Formal close – not just unravel “By your entrances and exits they shall know ye. ”

Close Discussion End on time (upbeat) Signal Decision/action plan/tasks Conclude ◦ Usefulness of discussions ◦ Steps to follow ◦ Ideas of the leader

Summary On time Agenda The Rules The Evaluation

Your Turn Questions Comments Concerns

Law of Triviality “The time spent on any item of the agenda will be in inverse proportion to the sum involved” Parkinson’s Law

The Essential Dozen …. Please take a few minutes to review the material with your handout. Check off one of the three areas at the bottom.

The 6 Principles 1. 2. 3. 4. 5. 6. Facilitate discussion Group Expression Justice and Courtesy One thing at a time Fair Hearing Maintain Order

Important ! Thank the Group

Minutes Collaborative Effort Brief Reflect what Happened Distribute ASAP