Saint Paul College Speech & Theatre Department

2. Saint Paul CollegeSpeech & Theatre Department Effective Meeting Planning & Facilitation

3. Mosvick and Nelson’s TOP TEN Top-Ten Reasons Why Managers Hate Meetings

4. 10. The meeting started late.

5. 9. The meeting was a waste of time.

6. 8. Irrelevant information was presented.

7. 7. No one controlled the meeting.

8. 6. The meeting was disorganized.

9. 5. No conclusions were reached.

10. 4. The leader was inadequately prepared.

11. 3. The meeting was too long.

12. 2. There was no agenda.

13. 1. Some people kept getting off the subject.

14. Saint Paul CollegeSpeech & Theatre Department Plan your work:

15. Saint Paul CollegeSpeech & Theatre Department Plan your work:Setting the meeting agenda

16. Saint Paul CollegeSpeech & Theatre Department Plan your work:Setting the meeting agenda Work your plan:

17. Saint Paul CollegeSpeech & Theatre Department Plan your work:Setting the meeting agenda Work your plan:Using effective meeting procedures

18. Saint Paul CollegeSpeech & Theatre Department Steps in Building a Meeting Agenda • Communicate the meeting plan: Date, Time, Place

19. Saint Paul CollegeSpeech & Theatre Department Steps in Building a Meeting Agenda • Communicate the meeting plan: Date, Time, Place • Indicate the importance of attendance

20. Saint Paul CollegeSpeech & Theatre Department Steps in Building a Meeting Agenda • Communicate the meeting plan: Date, Time, Place • Indicate the importance of attendance • Provide a preliminary agenda outline

21. Saint Paul CollegeSpeech & Theatre Department Steps in Building a Meeting Agenda • Communicate the meeting plan: Date, Time, Place • Indicate the importance of attendance • Provide a preliminary agenda outline • Request additional agenda items from group members

22. Saint Paul CollegeSpeech & Theatre Department Steps in Building a Meeting Agenda • Communicate the meeting plan: Date, Time, Place • Indicate the importance of attendance • Provide a preliminary agenda outline • Request additional agenda items from group members • Once all agenda requests have been submitted, transmit (or post) the final agenda document, including time & location of the upcoming meeting.

23. Saint Paul CollegeSpeech & Theatre Department Main Agenda Goal

24. Saint Paul CollegeSpeech & Theatre Department Main Agenda Goal Follow the Agenda During the Meeting

25. Saint Paul CollegeSpeech & Theatre Department Typical Agenda Format 1.) Call to order by facilitator 2.) Secretary Report and Approval 3.) Treasurer Report and Approval 4.) Standing Committee Chair Reports 5.) Old Business 6.) New business items accepted for agenda 7.) New business items not posted to agenda 8.) Good & Welfare Announcements 9.) Adjournment

26. Saint Paul CollegeSpeech & Theatre Department WORKING YOUR PLAN

27. Saint Paul CollegeSpeech & Theatre Department WORKING YOUR PLAN Robert’s Rules of Order

28. Saint Paul CollegeSpeech & Theatre Department We must learn to run a meeting without victimizing the audience; but more importantly, without being victimized by individuals who are armed with parliamentary procedure and a personal agenda.

29. Saint Paul CollegeSpeech & Theatre Department Robert's Rules of Order is a system of parliamentary procedures first published in 1876 by Henry Robert, an American army general.

30. Saint Paul CollegeSpeech & Theatre Department Robert's Rules of Order are used to promote orderly discourse and debate, to defend the parliamentary rights of the minority, to act on the will of the majority, and to streamline the workings of the business of the group.

31. Saint Paul CollegeSpeech & Theatre Department Basic Elements of Robert’s Rules of Order Majority:The basic requirement for adoption of a motion by any group with a quorum is a Majority Vote, except for certain motions. Majority is 'more than half‘ of the votes cast by persons legally entitled to vote.

32. Saint Paul CollegeSpeech & Theatre Department Basic Elements of Robert’s Rules of Order The individual who makes a motion says: “I move that…..”

33. Saint Paul CollegeSpeech & Theatre Department Basic Elements of Robert’s Rules of Order • Every motion requires 6 steps (with some exceptions). The shoulds and should-nots are as follows: • STEP 1. A member is recognized, and makes a motionCommon Mistake: Members do not wait to be recognized, and typically start to discuss their motion before completing STEP 2, STEP 3, and STEP 4.

34. Saint Paul CollegeSpeech & Theatre Department Basic Elements of Robert’s Rules of Order • STEP 2. Another member seconds the motionCommon Mistake: The person seconding the motion dives into the merits of the motion. • STEP 3. The presiding officer restates the motion Common Mistake: Motion is restated differently from the wording of the maker! Beware because the motion that is adopted is the one stated by the presiding officer, not the one stated by the maker of the original motion.

35. Saint Paul CollegeSpeech & Theatre Department Basic Elements of Robert’s Rules of Order • STEP 4. The members debate the motionCommon Mistake: Debate gets out of control in temper, in duration, in relevance! Members talk at each other across the room rather than through the presiding officer. • STEP 5. Presiding officer asks for the affirmative votes & then the negative votesCommon Mistake: The presiding officer states 'All in favor' and fails to tell the members what to do as a matter of voting (for example, 'say aye', 'stand up', 'raise your hand', etc.); or the negative vote is never requested or

36. Saint Paul CollegeSpeech & Theatre Department Basic Elements of Robert’s Rules of Order • STEP 6. The presiding officer announces the result of the voting and introduces the next item of businessCommon Mistake: Presiding officer fails to pronounce the result of the voting! Commonly, dead silence follows because the presiding officer is lost.

37. Saint Paul CollegeSpeech & Theatre Department Top Ten Rules of Order 1.  Don't let the rules get you down. 2.  Disagree without being disagreeable. 3.  The leader of the group runs the meeting. 4.  Close Debate by Unanimous Consent.

38. Saint Paul CollegeSpeech & Theatre Department 5.Use a counted vote to approve a project. (You may wish to use secret ballots) 6.  Voting is important.  7.  Use a qualified Parliamentarian. 8.  Use the approved parliamentary book for your organization. 9.  Every meeting is a partnership between the leader and the participants. 10.  Your meeting should enforce the will of the majority while protecting the rights of all members.

39. Saint Paul CollegeSpeech & Theatre Department Effective Meeting Planning & Facilitation