Effective Meetings Your Duties and Responsibilities Know the
Effective Meetings
Your Duties and Responsibilities • Know the mission and purpose of the organization • Approve and monitor programs and services of the organization • Ensure the proper management of money • Fundraise • Organize (elect officers and work on committees) • Enhance the organization’s public image • Help deal with disputes
Effective Meetings: They’re No Accident. • Good meetings are carefully thought-out and well-executed events that will affect the way a group completes its business • Group discussion: What went well? What are some problems you face in meetings?
The Top 10 Meeting Mistakes 1. Off subject, rambling or repetitious 2. No results or follow-up 3. No purpose, goals or agenda 4. Too long 5. Chairperson’s lack of control 6. Late starts, tardiness 7. Poor preparation by leaders & participants 8. Too much information; unfocused 9. Certain people talk too much 10. Interruptions
What are the Ground Rules? • • • Everyone participates Stay focused Maintain momentum Reach closure on all topics Follow the agenda Speak for yourself Maintain confidentiality Start/stop meetings on time Allow everyone to speak Always remain respectful
Effective Meetings: Agenda A meeting agenda is a written order of business to conduct a meeting. It is a list of things to be completed. The agenda is valuable tool to help a group focus on the business at hand achieve its goals more quickly.
How Can Agendas Help? Brainstorm Obtain feedback Report Plan Make decisions Solve problems
Agenda Items Robert’s Rules of Order 1. Call to order 2. Opening exercise (optional) 3. Secretary minutes – read and approve 4. Correspondence 5. Treasurer’s report – read and approval 6. 7. 8. 9. 10. 11. Reports of officers Committee reports Unfinished business New business Announcements Adjourn
Effective Meetings: Minutes • Referred to as “meeting notes, ” minutes are taken by the organization’s secretary and serve as a point of reference for members of the organization. • Minutes need to be neat and easy to read. Record the correct or exact wording of all motions and the action taken on them. • Record only facts. Do not include opinions.
What Should Minutes Include? Call to Order Time Roll Call All Motions Summary of Discussion Officer’s Reports Time of Adjournment
Effective Meetings: Environment • -Moveable tables/chairs arranged so everyone can see and hear the members of the group • -Quiet, well-lit area • -Comfortable temperature • -Restrooms nearby -Web access, computers or tablets, easels, markers, tape, etc. -Wall space or digital displays for planning & organizing -Refreshments available
References and Reading • Board Leadership Series (2016). Kansas State University Extension Service. • Improving Board and Organizational Effectiveness Resource Notebook (2002) Southern Rural Development Center. • Lead Local (2016). NDSU Extension. • Leading Effective Meetings. University of Arkansas Division of Agriculture Cooperative Extension Service, Connect AR — Connecting Arkansas and Its Leaders. • Robert, H. , Honemann, D. , Balch, T. , Seabold, D. , and Gerber, S. (2004). Robert’s Rules of Order, Newly Revised In Brief, 2 nd ed. Da Capo Press. • Step Up to Leadership: A curriculum for developing community leaders. University of Missouri Extension, M 172. • Simplified Handbook for Parliamentary Procedure, University of Arkansas, Division of Agriculture, Cooperative Extension Service, MP 350, www. uaex. edu/Other_Areas/publications/PDF/MP 350. pdf • Youth Lead Local (2016). NDSU Extension.
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