CONDUCTING

EFFECTIVE MEETINGS

Conducting Effective Meetings

 Session Objectives

• Recognize phases
• Identify components
• Manage participant behavior
• Implement follow up

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Conducting Effective Meetings
 AGENDA
Agenda is the plan or the list of items to be discussed or
acted upon, often listed in order to facilitate the work of a
group or committee.

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Conducting Effective Meetings
 (Name of Agency)
Board Meeting Agenda
(Month Day, Year)
(Location)
(Planned Starting Time to Ending Time)
Activity Action
Minutes from previous meeting Approval
Chief Executive's Report Discussion
Finance Committee's Report Approve Budget Changes
Development Committee's Report
Approve Fundraising Plan
(nonprofit)
Approve Plans for Retreat
Board Development Committee Adopt Resolution to Change
ByLaws
Other Business
- Old
- New
- Announcements
Roundtable Evaluation of Meeting
Review of Actions from Meeting
Adjourn
Conducting Effective Meetings
 Reasons Why New Members
Drop Out
• Lengthy and boring
meetings
• Politics
• Lack of meaningful
involvement

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Conducting Effective Meetings
 Phases of Meeting
Management

• Preparation
• Facilitation
• Follow up

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Conducting Effective Meetings
 Meeting Preparation

1. Determine tasks
2. Define outcomes
3. Determine actions
4. List participants, guests, roles
5. Set timeframe

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Conducting Effective Meetings
 Meeting Management

1. Finalize logistics
2. Create agenda
3. Communicate
4. Set up
5. Prepare yourself

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Conducting Effective Meetings
 Components of Good Meetings

• Inform
• Discuss/decide
• Recognize

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Conducting Effective Meetings
 Information

Progress
Important
dates
Facts

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Conducting Effective Meetings
 Discussion/Decision

• Strategies
• Ideas
• Project planning

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Conducting Effective Meetings
 Recognition

• Formal
• Informal

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Conducting Effective Meetings
 Categories of Participation

• Under
• Over
• Distracting
• Effective

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Conducting Effective Meetings
 Eager

• Summarize

• Ask others

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Conducting Effective Meetings
 Obstinate

• Involve others on issues

• Discuss issues later

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Conducting Effective Meetings
 Dampener

Ask for solutions

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Conducting Effective Meetings
 Argumentative

• Find areas of agreement

• Get opinions of others

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Conducting Effective Meetings
 Inarticulate

• Paraphrase

• Don’t correct

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Conducting Effective Meetings
 Side Conversationalist

Call on frequently for answers

and opinions

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Conducting Effective Meetings
 Rambler

• Summarize main
points

• Stay on track

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Conducting Effective Meetings
 Silent
• Ask directed
questions

• Compliment on
involvement

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Conducting Effective Meetings
 Inattentive

• Ask for opinion

• Don’t embarrass

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Conducting Effective Meetings
 Meeting Follow Up

• Restore room
• Evaluate meeting
• Prepare minutes
• Contact on action items

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Conducting Effective Meetings
 Session Objectives

• Recognize phases
• Identify components
• Manage participant behavior
• Implement follow up

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Conducting Effective Meetings
 “When I die, I hope it’s in a meeting. The
transition from life to death will be barely
perceptible.”

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Conducting Effective Meetings