Facilitating Effective Meetings Leslie Carr Jasmine Ruys September 23, 2016

Today’s Agenda Preparation The BIG Day Follow- up Committees Tips Discussion and Q&A

Learning Outcomes Participants will understand the main components of running an effective meeting. Participants will view sample agendas and minutes.

PREPARE, PREPARE, PREPARE Is this meeting REALLY necessary??? Standing Meetings Should it be conducted via e-mail or phone? If the meeting is needed… establish a well-defined purpose Ensure all key players are included Send reminders to individuals with agenda and action items from the previous meeting

Create an agenda prior to the meeting Ensure the agenda is descriptive Include tasks to be completed Send the agenda to all attendees

Meeting Name Date Meeting minutes taken by Steve Agenda Topic Responsible Party Time Action Open Meeting, Approve agenda, and Introductions Jasmine 10:00am Vote by all members First Discussion Jasmine, Debbie, and Rachael 10:10am None Vote on Food 10:30am Second Discussion Kerry 10:35am Vote on Time 10:45am Close Meeting 10:55am

Utilize Franklin Covey’s 5 minute Meeting Planner

Practice Let’s mock up an agenda

Establish ground rules/parameters THE BIG DAY Meeting Minutes Establish who is going to take the minutes Ensure that you document who is there Include action items - who is responsible and deadlines Establish ground rules/parameters Brainstorming Specific purpose Open forum Voting

THE BIG DAY Staying on time and on task Issue Bin Always leave room for discussion/Q&A

FOLLOW-UP Completion of minutes Distribution of minutes Timely Manner Who is responsible for this? Distribution of minutes Committee members/staff members CC to anyone of interest Post minutes to the intranet if applicable Or other area that others can find it One Note, Printed folder in the office, etc. Action items List who is responsible for the action Due date

Committees Establish your committee on the intranet Know when a sub-committee is necessary Know when the committee has served it’s purpose!

T I P S Use Microsoft Outlook for scheduling! Be a model for your committee or staff Don’t be afraid to use examples from other committees to help structure your committee or meeting Stay Organized

*Remember - always leave time for discussion/ Q&A!!

THE END