Thank you for turning cell phones to off/silent

Meetings of Success > 2005 TMG Leadership Conference > Joseph L. Donaldson

3 Picture perfect meetings only exist in pictures…Strive for success, not perfection

4 Success >Every member has their say >Purposes of organization furthered >Majority rules >Rights of minority opinion and absent members protected

5 Meetings I Dislike >One person does all the talking >Don’t know the purpose >Nothing accomplished >Sitting for more than one hour >A buttercup becomes a briar

6 Business Meetings >Part of democracy >Consider what meetings have accomplished >Celebrate not dread

7 Opportunities >Varied experience: church, business, etc. >Varied viewpoints: social, business, etc. >Transfer meeting skills to other groups

8 The TP >Tidy & Punctual > “A place for everything and everything in its place” > Details > Have only socks in their sock drawers Cook, M.J. (1998)

9 The CL >Cluttered & Late > Tolerance for chaos > Ability to accept failure > High energy, flair for innovation Cook, M.J. (1998)

10 Our Agenda >Understand the business of a business meeting >Discover uses and misuses of Robert’s Rules >Manage meetings of success

Understand the business of a business meeting

12 Effective Meetings Have >An agenda >A purpose >A start and end time >A presiding officer >Involved members

13 Agenda >Call to Order >Roll call >Minutes >Reports of officers and committees >Special orders >Unfinished business >New business >Announcements >Adjourn

14 Form Agenda >Presiding officer and secretary >Unfinished business from last meeting >Let the members suggest agenda items

15 The Presiding Officer >Stay Neutral >Facilitate >Gain participation of all members >“What is the pleasure of the group?” >“Are you asking the group to take action?”

Discover use and misuse of Robert’s Rules

17 Robert’s Rules >Take up business one item at a time >Have courtesy, fairness, impartiality and equality >Majority rules, but rights of individual, minority and absent members protected From Robert McConnell Productions (2001). Robert’s Rules of Order: Simplified and Amplified, 2nd Ed., Indianapolis: Wiley.

18 Misuse of Robert’s Rules >Using rules to intimidate or dominate >Majoring in the minors

19 Managing Big Talkers >Everyone speaks once on an issue >Seat them to the immediate left or right of presiding officer >“Thank you. Now that I know how you feel, I would like to hear from _________.” >“Everybody talks once before anybody talks twice.”

20 Managing Chit-Chatters >Ask them to stop >“Cross-talk makes it difficult for the secretary to keep accurate minutes…”

Meeting Quiz

22 Question 1 >What should the president do if he/she wants to give an opinion of a topic?

23 Don’t Do It! >But, there’s another possibility – >Ask another officer to preside, so you can give opinions and vote

24 Question 2 What is an example of a special order?

25 Special Orders are: >Stuff that’s done on an annual basis >Election or a nominating committee report >Business designated for the meeting as a special order

26 Question 3 >A motion was discussed and approved by the membership. Yet, the motion never received a second. >Is the motion void?

27 No >If the issue was voted on and discussed, then the second has no bearing

28 What does “second” mean? >Another member wants the issue discussed >Members may call out “second” or “I second the motion”

29 How does it work >If no one seconds, the President may ask: “Is there a second?” >“Without a second, the motion will not be considered. Next item.” >It is moved and seconded that…Is there any discussion?”

30 Question 4 >Is it a good idea to memorize anything for a meeting?

31 Absolutely >“I move that…” >“A motion has been made and seconded to…..Is there any discussion?” >“I speak in favor of the motion.” >“I oppose the motion.”

32 Question 5 >What are some of Robert’s Rules that are often ignored that would help our meetings?

33 Consider >Write down motions and hand to President >President stays neutral >State the item of new business and “What are the members’ wishes?”

34 Question 6 >Does the Treasurer’s Report have to be approved by the membership?

35 No >Treasurer states their report >President: “Are there any questions?” >President: “The Treasurer’s Report is filed.”

36 Reminder: Success means >Every member has their say >Purposes of organization furthered >Majority rules >Rights of minority opinion and absent members protected

Thank you > Enjoy your conference!

38 References >Robert McConnell Productions (2001). Robert’s Rules of Order: Simplified and Amplified, 2 nd Ed., Indianapolis: Wiley. >Cook, M.J. (1998). Time management: Proven techniques for making the most of your valuable time. Holbrook, MA: Adams Media Corp.