Module 3 Effective Meetings Your Duties and Responsibilities

Module 3 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 2

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/class discussions? Effective Meetings 3

Effective Meetings: Preparation is Key Can we stick a grill skewer through the middle of this balloon? The answer is yes! Effective Meetings 4

Effective Meetings: Preparation is Key With the proper preparation, this is possible. Follow these steps: • One: Inflate your balloon. • Two: Place skewer in mixture of dish soap and water. • Three: Place the skewer through the balloon from top to bottom Effective Meetings 5

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 and participants 8. Too much information; unfocused 9. Certain people talk too much 10. Interruptions Effective Meetings 6

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 and stop meetings on time • Allow everyone to speak • Always remain respectful Effective Meetings 7

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. Effective Meetings 8

How Can Agendas Help? Brainstorm Obtain feedback Report Plan Make decisions Solve problems Effective Meetings 9

Agenda Items Robert’s Rules of Order 1. Call to order 2. Opening exercise (optional) 3. Secretary minutes – read and approval 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 10

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. Effective Meetings 11

What Should Minutes Include? Call to order time Roll call All motions Summary of discussion Officers’ reports Time of adjournment Effective Meetings 12

Effective Meetings: Environment • Moveable tables and 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 Effective Meetings 13

Leadership Lessons Learned • What is one thing you learned from this session? • What is one thing you plan to implement or do differently based on what you learned? Effective Meetings 14

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. Effective Meetings 15