EFFECTIVE MEETINGS: REALITY OR DREAMING? Presented by BOB HAYES OAM, BA (CrimJust), CPA Secretary of the SYDENHAM BAPTIST CHURCH

AGENDA: 1.Pre-Meeting Activity: Preparation 2. Process (and progress) of the Meeting: Procedures 3.Post – Meeting Activity: Minutes / Actions etc

1.PRE-MEETING ACTIVITY: PREPARATION: Preparation of Agenda for Meeting Preparation of Notice of Meeting Discussions with the Chairperson Preparation of Meeting Venue

2. PROCESS (& PROGRESS) OF THE MEETING: PROCEDURES Open the Meeting with a time of prayer. Be familiar with Meeting procedures. Prepare an Agenda that informs and encourages participation.

PROCEDURES (continued): Be innovative in the presentation of business to the Meeting. If complex matters are to be considered prepare “Information Papers” and distribute them well in advance of the Meeting. Encourage courteous listening: discourage interruptions to speakers.

PROCEDURES (continued): Allow times for silence / prayerful consideration / discernment of God’s will Avoid, if possible, “Items without notice,” “General Business” without prior notice, “Items which do not require congregational consideration.” Be flexible with Agenda – if required

PROCEDURES (continued): Don’t let one person (or group) dominate the Meeting or discussion about a subject Endeavour to reach consensus Take a “break” or “time-out” if required Seek expert assistance when discussing complex issues

PROCEDURES (continued): Utilise available technology to assist the Meeting – DVD / CDs, etc Close the Meeting with prayer – inviting participation from congregation, if appropriate

3.POST – MEETING ACTIVITY: MINUTES / ACTIONS ETC Prepare Minutes of the Meeting promptly. Utilise “Action” Sheets with follow-up targets to ensure decisions are actioned. Publish Summaries of your Meetings in your Church Bulletins / Newsletters promptly.