Modern Whig Party of America Whig Academy Leadership Course Lesson 16: Meeting Management

Table of Contents
Introduction................................................................................................................................... 3 In this Lesson................................................................................................................................ 3 Decision to Have a Meeting: Reasons to Meet ........................................................................... 3 Decision to Have a Meeting: Reasons NOT to Meet .................................................................. 3 Meeting Management Phases: Overview .................................................................................... 4 Meeting Management Phases: Phase 1 Planning ................................................................... 4 Meeting Management Phases: Phase 2 Preparation .............................................................. 4 Phase 2 Preparation: Why Have an Agenda?.......................................................................... 5 Phase 2 Preparation: How is an Agenda Prepared?............................................................... 5 Phase 2 Preparation: Group Norms ......................................................................................... 5 Meeting Management Phases: Phase 3 Conducting .............................................................. 6 Phase 3 Conducting: Instructional/Informational Meeting .................................................... 6 Phase 3 Conducting: Problem Solving/Decision Making Meeting ........................................ 7 Phase 3 Conducting: Problem Solving/Decision Making Meeting ........................................ 7 Meeting Management Phases: Phase 4/5 Follow up and Record Keeping .......................... 7 Meeting Management Phases: Phase 4/5 Follow up and Record Keeping .......................... 7 Review Exercises .......................................................................................................................... 8 Summary ..................................................................................................................................... 8

Introduction
Welcome to the lesson Meeting Management. You have most likely attended at least meeting in the past 60 days. Some of those meetings were probably effective; others may have been a waste of your time. Characteristics of effective meetings usually include the following: Meeting had a definitive purpose and the leader used an agenda. Meeting started on time and the leader kept the meeting on track. Meeting attendees participated and respected one another. Lets explore what makes a meeting effective.

In this Lesson
This lesson explains the reasons to have or not to have a meeting and the five meeting management phases, which include planning, preparing, conducting, follow up, and record keeping. By the end of this lesson, you will be able to: Identify the purpose for conducting meetings. Implement the phases of meeting management.

Decision to Have a Meeting: Reasons to Meet

Although a meeting is not always necessary, there are four common reasons to hold meetings. Roll over each image to learn more about each reason. Information Hold when there is a need to exchange information face-to-face, solicit immediate exchange input, or to provide an information sharing forum for members of a group. Problem Make sure that background information, facts, and challenges are laid out so that solving you can solicit options to solve a problem. Decision Make sure the entire group helps to lay out options for how to proceed when making a decision. Organize an Make sure that you do the following so that everyone understands their event responsibilities: Develop a plan of action. Inform committee member about the event. Solicit input. Obtain "buy in" by key individuals. Assist in developing a plan of action. Assign and delegate tasks. Set milestones.

Decision to Have a Meeting: Reasons NOT to Meet

In addition to the four common reasons to hold meetings, there may be reasons not to meet. For example: When you have not had enough time to plan and prepare for the meeting. Reason for the meeting has been eliminated if the decision has already been taken. Several key members cannot attend or the group needs more time to work on the project. If you can accomplish your goal by using one of the meeting alternatives (email, telephone, teleconference), then do it.

Meeting Management Phases: Overview

Once you have decided to hold a meeting, you should use the five phases for holding an effective meeting: 1. Planning 2. Preparing 3. Conducting 4. Follow up 5. Record keeping Let's discuss each phase in more detail.

Meeting Management Phases: Phase 1 Planning

The Army uses acronyms for almost everything and this lesson is no exception. We have the acronym NEATER to help you remember what goes into planning a meeting. Click on each part of the acronym to learn more about the planning phase of meeting management. Nnature Eexpectations Aadvertise Ttime ERExtra resources As you can see, a successful meeting relies heavily on the PLANNING phase. To coordinate all the WHAT, WHY, and WHO for the meeting takes a lot of work and consideration. Nature Know the reason for or nature of the meeting. Know whether they will be expected to provide information, make a decision, solve a problem, or identify/resolve a conflict. Expectations Define who you expect to attend your meeting. Determine meeting attendees by the purpose of the meeting. Ask yourself: Who would benefit from attending the meeting? Why do I want these people at the meeting? WHY you are meeting is the key to deciding WHO should attend. Advertise Advertise ahead of time. Make sure there is a system for key attendees to notify the leader whether or not they plan to attend the meeting. Time Strive for when most of those involved can get together --not when everyone can meet. Consider the impact on others when considering the time. Extra Secure the location and space for the meeting. If a location cannot be Resources reserved, you may need to change the date and/or time of the meeting. Plan the physical layout of the room and the seating arrangement Think about audio visual equipment, training aids, white or black board, chalk and dry erase markers, easels, etc. Make sure that you have sufficient copies of all handouts, including the agenda.

Meeting Management Phases: Phase 2 Preparation

There are many things you should think about as you are setting up the meeting site. Each of them requires that the leader, facilitator, and presenter(s) arrive at the site early. Take a moment to look over the Site Setup preparations that need to done before the meeting. 1. Keys to outer doors and to the rooms. Determine who will open and close up? Who will return key? 2. Determine needed equipment. Obtain ahead of time, plug in and test. Signage in place. 3. Chairs and tables arranged. 4. Reserve a place for the recorder, guests, VIPs, decision makers, and presenters. 5. Refreshments ready.

6. Paper and pens on table. Handouts and copies of agendas are placed at each seat prior to the meeting.

Phase 2 Preparation: Why Have an Agenda?

A meeting without an agenda is usually a waste of everyones time. Having an agenda restates the purpose of the meeting and specifies all known topics that will be discussed. When sent out ahead of time, it can assign responsibility to each topic for preparation and presentation at the meeting. Agendas also provide a sequence for the meeting with individual time limitations and constraints. Lets look at some items to keep in mind when preparing the agenda for an upcoming meeting.

Phase 2 Preparation: How is an Agenda Prepared?

An agenda is the leaders best friend at the meeting! The leader uses the agenda to stay on track and keep the group focused. Agendas formats should include: Last Meeting Minutes Correspondence Reports Old or unfinished business New business discussion Click on each item to learn more about how to prepare an agenda. 1. Last meeting Examine the minutes of the last meeting and note any unfinished minutes business. 2. Correspondence Review all correspondence received since the last meeting. 3. Reports Assure that all financial transactions are gathered into a report. 4. Old/unfinished Designate those agenda items which require member action. business 5. New business Include any new business since the last meeting. Include time for a discussion general discussion of new business.

Phase 2 Preparation: Group Norms

Group guidelines or group norms is another tool available to leaders. Group guidelines and norms can be very effective in helping keep the group focused and on track. When developing the group norms, think about the differences between group guidelines and group norms. Group guidelines are set by the leader and group norms are developed by the group members, which is an important difference. Examples of group norms include: Speak your mind freely. Relax. Try active listening and learn from others. Do not monopolize the conversation. Give others a chance. If you do not understand, ask questions. Challenge the idea, not the person. Minimize the number of "war stories". Do not allow personal attacks. Respect others.

Meeting Management Phases: Phase 3 Conducting

Let's now discuss how to conduct a meeting. There are a number of people who have roles and responsibilities in meetings. In general there are four roles involved in a meeting: 1. Leader/Facilitator. 2. Presenter. 3. Recorder. 4. Group Members. 1. Leader/ Responsibilities include: Facilitator Conducts the meeting in a focused manner. Obtains consensus. Announces and facilitates guidelines. Solicits input. Keeps group discussions on track. Avoids speeches. Is prompt, clear, concise, and professional. 2. Presenter Responsibilities include: Develops the presentation (verbal or written). Ensures visual aids capture the essence of the topic and are used to enhance the flow of information. Coordinates presentation with Chairperson/Leader/Facilitator prior to meeting. Is prompt, clear, concise, and professional. Delegated tasks keep coming back up. Volunteers continue to come to their leaders for advice and help with problems. 3. Recorder Responsibilities include: Captures proceedings in writing. Writes decisions and information discussed during the meeting. Records who presented and who made decisions. Provides a written summary of the minutes to the leader and circulates them to the members after the meeting. 4. Group Responsibilities include: Members Know the background of meeting. Review minutes or records of previous meetings. Ask for agenda (if not provided). Keeps purpose of the meeting in mind. Listen carefully. Control your emotions. Avoid thinking ahead or anticipating outcome of a discussion. Be aware of non-verbal cues. Take notes. Ask for clarification. Check perceptions of the outcome prior to leaving the meeting (I think I understand that we decided to ) (Am I following correctly, we will ...)

Phase 3 Conducting: Instructional/Informational Meeting

Meetings fall into two broad categories: informational/instructional and problem solving/decision making. The meeting type will determine how the meeting is conducted. Coordinates with others. Get ready to listen. If the meeting is instructional or information-based and no decision needs to be made, information can be presented sequentially. In instructional/informational meetings, the leader will conduct the meeting by: Distributing handouts. Giving briefings and using visuals. Allowing members to ask questions and take notes.

Phase 3 Conducting: Problem Solving/Decision Making Meeting

In problem solving or decision making type of meetings, the leader will conduct the meeting by: Giving background information and asking for input to develop alternatives. Presenting charts and handouts. At this type of a meeting it is important to identify who will be: Facilitating the meeting/discussion and presenting material. Recording information and decisions. Making a decision.

Phase 3 Conducting: Problem Solving/Decision Making Meeting

Some problem solving meetings are called to solicit input or solve a problem. The expectation will be that the solution will be agreed upon at the meeting and implemented. Other problem solving meetings may identify a problem and charge individuals with presenting options and solutions. Whatever format for the decision meeting, the facilitator and guest speaker/presenter will be the key in discussing the problem.

Meeting Management Phases: Phase 4/5 Follow up and Record Keeping

The follow up and record keeping meeting phases go hand-in-hand. Follow up refers to anything that may occur during the meeting that requires action. The follow up action needs to be noted by the recorder - what was said, by whom and who is the individual responsible for the action. Follow-up items must then be added to the agenda of the next meeting. A response or update to the promised action must be clarified and be sent to all the members of the meeting via mail/email. It is the responsibility of the leader or the person tasked with the action to close the loop, execute the task and report to the rest of the members.

Meeting Management Phases: Phase 4/5 Follow up and Record Keeping

After the meeting, the meeting notes are compiled into the Meeting Minutes, including time, date, location of the meeting, attendance, and published agenda. Meeting Minutes also include discussion items, follow-up actions, and decisions made. The minutes are reviewed for agreement and a copy is provided to everyone. The minutes become a record for the group and the leaders responsibility for continuity. Record keeping is important in that it provides continuity, historical purposes, and recordation of action plans, and assignments.

Review Exercises
1. What are valid reasons for holding a meeting? Bold all that apply. a. Exchanging information. b. Problem solving and decision making. c. Announcing your personal plans and aspirations. d. Organizing an event. 2. When would you not want to hold a meeting? a. Several key members cannot attend. b. When a function needs to be organized. c. When you have had plenty of time to plan and prepare. d. A decision has not been made. 3. What is the acronym to help you remember what goes into planning a meeting? a. AFTER. b. DFAS. c. GoForIt. d. NEATER. 4. What is the difference between group norms and group guidelines? a. Group guidelines are set by the group members. b. Group norms are set by the group member. c. Group norms are set by the group leader. d. Group guidelines are set by the leader and group members. 5. In problem solving or decision making meetings, the leader will conduct the meeting by doing which of the following? a. Giving background information. b. Providing the members with the best solutions. c. Asking for input to develop alternative. d. Presenting charts and handouts.

Summary
Congratulations! This completes the lesson Meeting Management. In this lesson, you learned the reasons to have or not to have a meeting and the five meeting management phases, which include planning, preparing, conducting, follow up, and record keeping. Meetings dont just happen--they happen because of effective meeting management skills. If you find yourself involved in planning or conducting a meeting, using the meeting management phases should be one of the resources in your leadership tool kit. You should now be able to: Identify the purpose for conducting meetings. Implement the phases of meeting management.

This document property of the MWP PAC and is not intended for use in any campaign or candidacy.