Mid-Winter Conference How to Run a Meeting 21 January 2016

Agenda What is the mission of your meeting? The Meeting Room Commander’s Role The Agenda Ceremony Business Break Conflict Resolution

What is the mission of your meeting? Is the goal clear? Meeting well run and succinct

The Meeting Room

The Commander’s Role Act as the meeting facilitator Prepare an agenda Ensure that the meeting is run in proper order and that all ceremonial elements are performed; bring back to agenda Ensure that all decisions are properly voted upon and that they are documented appropriately Ensure that all members have a voice Ensure that unruly behavior is not tolerated Tie breaker

Meeting Preparation Prepare an agenda and print for meeting Ensures that all topics are covered and purpose of meeting is achieved Lets participants know what to expect Sets the right tone Helps to control flow of meeting Can remove conflicts(get it all on the table)

The Ceremony Why is the ceremonial part of the meeting important? Bonds members together for a common purpose; Veterans Affairs, National Defense, Americanism, Children and Youth Lays the groundwork for respectful behavior at the meeting Reiterates the purpose of the American Legion Provides standardization across the organization ensuring we conduct meetings properly, honor veterans responsibly, and maintain our roots from our life in the Armed Services Ensure the doors are secure so that no one may enter during the ceremonial portion of meeting

Advancing and Saluting the Colors The colors are advanced or placed so that the national colors are in front of and on the right of the Commander and Post colors are in front of and on the left Commander calls for a hand salute while colors are being advanced by Sgt. At Arms or Color Bearer Commander calls “Two” after Sgt. At Arms salutes If colors are in place before meeting: Commander calls for hand salute “with the colors of our Nation being in place” Commanders calls “Two” after appropriate duration

Opening Prayer Ask the membership to uncover; it’s optional for women to uncover Ask the Chaplain to lead the prayer If the Chaplain is not present, Commander can ask someone before meeting or lead prayer themselves

POW/MIA Ceremony Members should remain uncovered; optional for women Solemn ceremony to remember those who did not come home Members should be facing the POW/MIA chair/flag

Pledge of Allegiance Members remain uncovered; optional for women Salute or place hand over heart Members face the flag

Preamble Why is it important? Reminds members of responsibilities and purpose of the American Legion Sets the appropriate tone for the meeting

Reading of the Minutes Printed copies are useful Motion/Second to accept with a vote; ensures that no one attending can say that they didn’t know or agree File copy for review or questions

Committee Reports Finance Report – any discussion and filed for audit Membership – update and voting on new members Post Activities Americanism Canteen Service Officer Other

Sick Call It’s important to recognize members that are ill Plans can be made for visits or cards

Unfinished Business This part of the agenda is to discuss items that were tabled in previous meeting or items where no decision was made Adjutant should provide Unfinished Business items for agenda This is not “Old Business”; that implies that you are revisiting past decisions

Initiation of Candidates Formalizes the membership process Should be done at least once a year Introduces the new member to the Post

New Business New business to come before the membership that has not been discussed before Needs a motion to approve Ask officers before meeting if there is any new business to add to the agenda Ask membership if there is any other new business to discuss

Memorial to the Departed Draping of charter ceremony – p.78 Officers Guide Moment of silence Other appropriate ceremony

Good of the American Legion Suggestions that don’t require a motion Announcements

Closing Ask if there is any further business to come before the meeting; ensures all members have a voice

Questions? Post Officers - Manual of Ceremonies and How to Run a Meeting documents available on ohiolegion.com/forms You’re probably thinking, this is great, but how do I deal with conflicts during the meeting?

Break

Conflict Management

Learning Objectives Understand the fundamental concepts of conflict management Acquire specific tactical approaches to conflict situations Apply that understanding to more effectively assess and manage two-party and multi-party conflicts

Conflict to come into collision or disagreement; be contradictory, at variance, or in opposition; clash: to fight or contend; do battle. a fight, battle, or struggle, esp. a prolonged struggle; strife. controversy; quarrel: conflicts between parties. 5. discord of action, feeling, or effect; antagonism or opposition, as of interests or principles: a conflict of ideas. a striking together; collision.

CONFLICT HAPPENS Conflict is… a normal, inescapable part of life a periodic occurrence in any relationship an opportunity to understand opposing preferences and values ENERGY

Use cognitive conflict Disagreement about ideas and approaches Issue focused, not personal Characteristic of high performing groups

Avoid Affective Conflict Personal antagonism fueled by differences of opinion Destructive to group performance and cohesion

How can we keep conflict cognitive? Make the approach Share perspectives Build understanding Agree on solutions Plan next steps

Step 1. Make the Approach Reflect before you begin Invite the other party to a conversation Be clear about your intentions State your goal - a positive resolution

Step 2. Share Perspectives Ask for the other person’s perspective Paraphrase what you hear Acknowledge your contribution Describe your perspective

Understand why your views differ I take action I adopt beliefs I draw conclusions I add meaning I select data Observable data

Identify topics that the parties view as important to address Name the Issues Identify topics that the parties view as important to address Use concise neutral language Avoid pronouns Use issues to create the agenda

Step 3. Build Understanding Discuss one issue at a time Clarify assumptions Explore interests and feelings Active listening

Keys to Active Listening Attending – eye contact, nodding, posture Reflecting Back – repeat what they said to make sure you understand Clarifying – ask questions to make sure you understand Encouraging – use comments such as “I see” to keep them talking Acknowledging Effort – use comments such as “I see your point” to provide positive reinforcement Recognizing Feelings – feelings are a clue as to how someone feels about a subject – use comments such as “I see that you are angry” to draw out additional information Silence – people will continue to talk and give you additional valuable information to fill the silence Summarizing – summarize what you heard to make sure you are on the same page

Step 4. Agree on Solutions Reality test – Is this doable? Durability test – Is this durable? Interest test – Does this meet all parties’ interests?

Step 5. Plan Next Steps What needs to happen? Jointly create action plan What needs to happen? Who needs to do what? By when? How will interaction take place if problems occur?

Use a new word: Collaboration Working together toward a shared goal Win/Win Buy in

Questions?