Effective Meetings

Your Duties and Responsibilities Know the mission and purpose of the organization Approve and monitor programs and services of the organization Ensure the proper management of money Fundraise Organize (elect officers and work on committees) Enhance the organization’s public image Help deal with disputes Facilitator: This list gives an overview of your responsibilities when serving on a board, council or committee. We all have responsibilities as a member of the group.

Effective Meetings: They’re No Accident. Good meetings are carefully thought-out and well-executed events that will affect the way a group completes its business Group discussion: What went well? What are some problems you face in meetings? Facilitator: Certain tasks must be carried out before, during and after the meeting. Members/participants want to know their time will result in constructive actions. Group completes the Best Meeting I ever attended worksheet.

The Top 10 Meeting Mistakes Off subject, rambling or repetitious No results or follow-up No purpose, goals or agenda Too long Chairperson’s lack of control Late starts, tardiness Poor preparation by leaders & participants Too much information; unfocused Certain people talk too much Interruptions Facilitator: Ask the participants to describe the worst meeting they’ve ever attended. What was happening? Were some of the items on this slide an issue?

What are the Ground Rules?  Everyone participates  Stay focused  Maintain momentum  Reach closure on all topics  Follow the agenda  Speak for yourself  Maintain confidentiality  Start/stop meetings on time  Allow everyone to speak  Always remain respectful Facilitator: When meetings are held, considering ground rules is a good idea. These ground rules are in place for each group every time they meet and help keep everyone on task. Ground rules are important no matter how long your group has been meeting together.

Effective Meetings: Agenda A meeting agenda is a written order of business to conduct a meeting. It is a list of things to be completed. The agenda is valuable tool to help a group focus on the business at hand and achieve its goals more quickly. Facilitator: Ask the group how many times an agenda is used at meetings in which they are involved. The agenda can be a handout, written on the board or shown on a computer, but officers should have some sort of written agenda to follow.

Brainstorm Obtain feedback Report Plan Make decisions Solve problems How Can Agendas Help? Brainstorm Obtain feedback Report Plan Make decisions Solve problems

Agenda Items Robert’s Rules of Order Call to order Opening exercise (optional) Secretary minutes – read and approve Correspondence Treasurer’s report – read and approval Reports of officers Committee reports Unfinished business New business Announcements Adjourn Facilitator: This is the normal order of a business meeting. Each item has a specific purpose, and this is the process each meeting should go through. The opening exercise, which is optional, might be a pledge, a prayer, a song or something the organization does regularly.

Effective Meetings: Minutes Referred to as “meeting notes,” minutes are taken by the organization’s secretary and serve as a point of reference for members of the organization. Minutes need to be neat and easy to read. Record the correct or exact wording of all motions and the action taken on them. Record only facts. Do not include opinions. Facilitator: Ask the participants how they feel minutes help an organization. Keeps things organized Historical reference Briefing absent members Complying with laws or policies Report Solve problems

What Should Minutes Include? Call to Order Time Roll Call All Motions Summary of Discussion Officer’s Reports Time of Adjournment

Effective Meetings: Environment -Moveable tables/chairs arranged so everyone can see and hear the members of the group -Quiet, well-lit area -Comfortable temperature -Restrooms nearby -Web access, computers or tablets, easels, markers, tape, etc. -Wall space or digital displays for planning & organizing -Refreshments available Facilitator: A well-run meeting follows the agenda but also ensures the participants are comfortable. These are a few items to consider when setting up the meeting.

References and Reading Board Leadership Series (2016). Kansas State University Extension Service. Improving Board and Organizational Effectiveness Resource Notebook (2002) Southern Rural Development Center. Lead Local (2016). NDSU Extension. Leading Effective Meetings. University of Arkansas Division of Agriculture Cooperative Extension Service, Connect AR — Connecting Arkansas and Its Leaders. Robert, H., Honemann, D., Balch, T., Seabold, D., and Gerber, S. (2004). Robert’s Rules of Order, Newly Revised In Brief, 2nd ed. Da Capo Press. Step Up to Leadership: A curriculum for developing community leaders. University of Missouri Extension, M172. Simplified Handbook for Parliamentary Procedure, University of Arkansas, Division of Agriculture, Cooperative Extension Service, MP350, www.uaex.edu/Other_Areas/publications/PDF/MP350.pdf Youth Lead Local (2016). NDSU Extension.