November 21, 2013 Leading Effective Meetings Presented to The Northern Michigan Chapter of IAAP © Copyright 2013, NorthSky Nonprofit Network. All rights reserved.

A brief commercial moment NorthSky Nonprofit Network The capacity building arm of Rotary Charities of Traverse City Serves Northern Michigan Provides - Leadership development - Free business counseling - Online Resource Center - Fee-based consulting Serves as a convener and advocate

Goals for this evening Learn how to lead meetings that get the most from participants We’ll discuss what makes a great meeting, how to plan agendas How to facilitate difficult discussions, stay on track and manage challenging personalities. Meeting options: Roberts Rules of Order, consent agendas, etc. Have some fun and learn from one another

Think about meetings in which you’ve been a participant.

So, what made the difference?

Desired Outcome Start Here

The Meeting Check List  Do we really need a “meeting”? Can we achieve our outcome in a more effective and meaningful way?  Clearly outline meeting objectives  Involve the right people  Develop and distribute an agenda  Set expectations for participants – no coasting!  Actively manage the agenda  Prime the group before the meeting  Establish a climate that encourages honesty & direct discussions  Evaluate and improve

Agendas Include meeting objectives at top of agenda What is the culture we are working to create/ maintain? Reinforce desired behaviors – start and end on time Be deliberate about changes to the agenda Timing – or not? Identify next steps and agreements

Basic Meeting Format Agenda, with pre-determined time blocks  Address breaks, food, restroom up front Establishing Ground Rules At the end of the day, we will have X

Ground Rules Post them Clarify norms and expectations Examples Everyone participates Be honest but respectful of all ideas Stay on the subject No side conversations Parking lot How do we deal with difference of opinion? What we have time for, what we don’t What happens in Vegas… “Add your own” (e.g. eye-rolling is counterproductive)

Consent Agenda Item #1: Welcome Item #2: Consent Agenda Minutes of prior meeting Financial report Project status report CEO report Item #3: Discussion Item: Change recommended for XYZ Program Contract to retain HR Counsel Board Meeting Agenda

Nominal Group Process Purpose: allow all participants to feel their voices are heard in setting priorities and making decisions Small groups process, and share main points with large group Large group then processes and prioritizes Can take a long time – check your agenda and monitor accordingly ique ique

Criterion Rating is weaker, 5 is stronger WeightScore Fit with mission 2 Fit with strategic plan/ goals 2 Fit with brand/ image/ identify 2 Return on investment 1 Knowledge/ capability to implement 1 Opportunity cost 1 NEW IDEA SCREENING MATRIX To be used in evaluating new strategies, programs or new revenue-generating opportunities

The Role of the Chair Promote meaningful dialogue Give every member an opportunity to contribute Facilitate not dictate Actively manage the meeting and the agenda

Managing Difficult Participants Position the individual where you can catch their eye and touch them Post ground rules where everyone can see them; remind group of ground rules Meet with the individual outside the meeting

Committees Every committee has a committee charter Train committee chairs Ongoing evaluation No standing committees; set renewal date Update charters at time of renewal Annual work plan Ongoing reporting

Robert’s Rules Common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language.

End Result of Your Planning – Great Meetings!!!

Resources Today-Consent_Agenda.htm Today-Consent_Agenda.htm agenda.pdf agenda.pdf

Your Questions

Pam Evans, Principal Consultant , x 208 Feel free to contact me at:

“People who enjoy meetings shouldn’t be in charge of anything.” Thomas Sowell

We’re done!!! ne