CONDUCTING A MORE EFFICIENT BUSINESS MEETING
MODULE OVERVIEW
We will learn effective meeting preparation
We will be able to write INFORMATION-FULL agendas
We will understand the basics of parliamentary procedures
We will learn to manage meeting time effectively
MEETING PREPARATION
Continuous Cycle
Preparation
Conducting a meeting
Follow-up to meeting
INFORMATION GATHERING
n Collect ballot results
n Review correspondence
n Review minutes and action items from previous meeting
INFORMATION GATHERINGCont..n Contact TG chairman
n Review jurisdiction list
n Contact staff manager
n Prepare agenda
WHY IS AN AGENDA IMPORTANT??
h Prepares chairman
h Prepares attendees
h Creates an interest
h Clearly defines objectives
h Provides a valuable organizational tool
INFORMATION AGENDA INCLUDES:
h Meeting date, time, location
h General information
h Agenda/minutes approvals
h Agenda items with background/goals
h Old/New Business
h Summary/ Assignments
DISTRIBUTION OF AGENDAS
h Provide electronic copy to staff manager
manager will post to members only section of home page
ensure copies are available at the meeting
COVERAGE OF MEETING
h IF YOU CANNOT ATTEND, FIND A REPLACEMENT
h BRIEF YOUR REPLACEMENT ON THE AGENDA
AT THE MEETING
Is the room set properly
Audio visual
Number of seats
CONDUCTING A MEETING
h START ON TIME!!
h Delegate the task of taking minutes if you haven’t a subcommittee secretary
h Review the agenda/obtain agreement on the meetings objectives and goals
h Revise agenda if necessary
ROLE OF THE CHAIRMAN
h Recognize attendees who wish to speak
h Remain neutral
h Summarize discussion and future action
h Maintain order
WHY DO WE RUN OUT OF TIME??
h Repetition
h Wander from the agenda
h Lengthy discussion of controversial issues
MEETING TECHNIQUES
h Focus attention on the agenda
h Set time limits
h Identify different opinions
h Establish task groups/chairmen as needed
CLOSING A MEETING
h State conclusions reached
h Summarize assignments h Give staff manager next meeting
requirements
AFTER THE MEETING
Prepare minutes as soon as possible after the meeting
actions and discussions that took place are fresh in the writer’s mind
committee members may rely on receipt of minutes before they implement promised actions
Send electronic version of minutes to the staff manager
PREPARING MINUTES
Follow the format of the meeting agenda and include:
the committee number and title, date/location of meeting, and time called to order
an accurate summary of the decisions and conclusions reached
PREPARING MINUTES
the assignments that were made
the follow-up action required
time of adjournment and notice of the next meeting date, time and location
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