Creating Successful Meetings

1. Creating Successful Meetings Stacey McCullough, Instructor-Community & Economic Development Joe Waldrum, Professor-Community & Economic Development

2. Name your top five reasons for ineffective meetings ?

3. Elements of a Successful Meeting • Meaningful objectives • Effective leaders • Pre-meeting preparation • Appropriate meeting place • Appropriate room arrangement • Procedures to move things along • Conflict resolution • Effective conclusion • Follow up • Commitment of participants

4. Why Do People Meet?

5. Meaningful Objectives • Share information • Identify, develop or gather ideas • Build support for a goal • Understand policy • Solve problems • Plan • Evaluate efforts • Make decisions & take action

6. Before the Meeting • Prepare meeting objectives • Determine who should attend • Give participants something to prepare for the meeting • Establish time & place • Prepare agenda • Send out notices/reminders • Contact speakers • Plan breaks & meals • Prepare meeting materials • Practice your part • Prepare your assignments • Test equipment

7. Meeting Room Arrangements U-SHAPE Used for meetings where there is a speaker, audio-visual presentation or other focal point Pros Good work space Good interaction between participants Cons Not good for large groups

8. Meeting Room Arrangements BOARDROOM Used for used for Board of Directors or committee meetings, or discussion groups Pros Good work space Good working atmosphere Good interaction between participants Cons Not ideal for AV presentations Not ideal for speakers Not ideal for large groups

9. Meeting Room Arrangements THEATER Most efficient set-up when the attendees will act as an audience Pros Good for large groups when reading/writing are not required Good for basic information delivery Cons Elevation changes needed for large groups No writing surface Minimal group interaction

10. Meeting Room Arrangements CLASSROOM Ideal for note taking, meetings with handouts, and laptops Most comfortable set-up for long sessions and refreshments Pros Presenter can see all participants Accommodates large groups in less space Cons Minimal interaction possible Participants only see each other’s backs

11. Meeting Room Arrangements ROUND TABLE Plan of choice for meal functions Useful for small business meetings and breakouts involving group interaction and/or note taking Pros Good work space Good interaction between participants Cons Requires more space, particularly if there is a speaker

12. Conducting the Meeting • Arrive early • Provide nametags or place cards • Start on time • State purpose of meeting • Establish ground rules • Decide how decisions are to be made • Consensus, majority vote, by chairperson • Follow the agenda • Keep minutes or notes • Assign jobs • Recorder, time watcher, etc. • Encourage active participation • Eliminate distractions • Avoid non-productive discussion

13. What can cause a meeting to get off track?

14. Keep the Meeting on Track • Refer to meeting ground rules • Gentle reminders of agenda • Time limits for speakers • Table issues for another time • Use of parliamentary procedure • Request research / assign tasks for future meetings • Schedule special meeting to address topic • Bring in outside facilitator

15. When is Parliamentary Procedure Necessary? • Large groups • Complex of controversial issues • High stakes (e.g., money or policy)

16. Principles of Parliamentary Procedure • Only one issue discussed at a time • All members of equal basic rights • Rights of minority must be protected • No one can speak until recognized by chair • Every member can speak to the issue on the floor • A majority vote decides an issue • Chairperson maintains impartiality

17. Ending the Meeting • Meeting Summary • Identify work completed • Clear action plan/assignments for uncompleted tasks • Decision about subsequent meetings • Date, time & location of next meeting • Evaluation

19. After the Meeting • Review evaluation • Send follow-up reports or minutes to participants, including action items • Write thank you letters for speakers • Pay any bills

21. Elements of a Successful Meeting • Meaningful objectives • Effective leaders • Pre-meeting preparation • Appropriate meeting place • Procedures to move things along • Resolve conflicts • Effective conclusion • Follow up • Commitment of participants

22. Questions or Discussion *Optional checklist handout