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Holding Effective Meetings

Holding Effective Meetings. Department of Wellness, Culture and Sport . Why Are We Meeting?. Orientation? Planning? Information Sharing? Decision Making?. Pre-Meeting. What Form of Meeting Should it Be?. Face to Face Conference Call Internet chat session Video Conferencing.

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Holding Effective Meetings

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  1. Holding Effective Meetings Department of Wellness, Culture and Sport

  2. WhyAre We Meeting? • Orientation? • Planning? • Information Sharing? • Decision Making?

  3. Pre-Meeting

  4. What Form of Meeting Should it Be? • Face to Face • Conference Call • Internet chat session • Video Conferencing

  5. Time and Place • Regular Meeting Date or by Consensus? • Central Location or Rotating Venue • Notice

  6. Equipment and Facilities • Facility • Facility Set Up • Equipment Set Up • Hand Outs • Refreshments

  7. Preparing the Agenda • Gathering the Items • Placing the Items • Developing the Timeframe • Circulating the Agenda

  8. Board MeetingJanuary 4, 2002 Fredericton 7p.m. to 8:15p.m. Agenda • Minutes from January 4th Meeting Jim 2 mins Information • Update to Competition Guidelines Nelly 5 mins • Status of Funding Application Bob 3 min • Report of Membership Committee Pat 5 mins Discussion • Membership Fee Structure Donna 15 mins • Report of Discipline Committee Dean 15 mins Actions • Event Schedule 2003 Steve 15 mins New Business • Request from N.S. for Atlantic Games Lori 15 mins

  9. Information Items • Simply a passage of information. Questions of clarification can be asked. Discussion Items • When input is wanted prior to a decision being made. Sometimes a decision will follow immediately and sometimes it is deferred. Action Items • Where action or decision is required. Some discussion may be required.

  10. Conducting the Meeting

  11. Meeting Rules and Procedures • Sharing information & making decisions = • results • Establishing meeting rules • Constitution and by-laws • Informal groups

  12. The Meeting • Be there Early • Circulate Documentation • Start on Time • Set the Tone • Stick to your Agenda

  13. Information • Limit discussion, don’t get drawn down side streets. Discussion • Balanced discussion, stay on track (limit story telling), break up controversial/acrimonious, debate into smaller issues, watch your timelines, bring discussion to a conclusion. Action • Know when it’s time to make a decision.

  14. From Discussion to Action • What is a motion? • Take action • Express itself as holding a certain view • Presenting a motion

  15. The Vote • Putting the question • Methods • Announcing results

  16. Other Options • Deferring a decision • Empowering a member or committee to act (under certain parameters) • Tabling the motion

  17. Pre - Adjournment • Review Action Items and Decisions Made • Next Meeting? • Reminders, etc. • Thank everyone for their participation.

  18. Adjournment

  19. Post Meeting

  20. Post Meeting Follow-Up • Minutes • Actions • Sidebars

  21. The End

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