Flotilla Meetings National Training Department

WHAT YOU WILL LEARN The Ten Commandments Why Good Meetings Go Bad Planning Checklist Developing the Agenda Robert’s Rules Readiness Checklist 2

THE TEN COMMANDMENTS Thou Shall Always Know What Time It Is Thou Shall Not Forget the Main Reason for Meetings Thou Shall Praise in Public and Criticize in Private Thou Shall Not Convene Meetings Outside of Normal Business Hours Thou Shall Not Use Group Pressure to Logroll Conclusions Commandments courtesy of: 3

THE TEN COMMANDMENTS THE TEN COMMANDMENTS Thou Shall Not Use Meetings to Destroy Others' Careers Thou Shall Keep the Personal and the Corporate Distinct Thou Shall Remember that the Best Model for Meetings Is Democracy, Not Monarchy Thou Shall Always Prepare a Clear Agenda and Circulate It Beforehand Thou Shall Terminate a Regularly Scheduled Meeting When Its Purpose for Being No Longer Exists Reference: The Ten CommandmentsThe Ten Commandments 4

PLANNING CHECKLIST PLANNING CHECKLIST The Basics: Define the Meeting Assign Roles Develop the Agenda Set the Date and Time Set the Location 5

REASONS MEETINGS GO BAD 1. People don’t take the meeting seriously. 2. The meeting runs too long. 3. People wander off topic. 4. The meeting doesn’t accomplish anything. 5. People don’t tell the truth. 6. People are unprepared for the meeting. 7. Nobody learns from past mistakes. Reference: The Seven Sins of Deadly MeetingsThe Seven Sins of Deadly Meetings 6

SIGNS THAT A MEETING IS IN TROUBLE SIGNS THAT A MEETING IS IN TROUBLE There is no agenda for the meeting. The meeting doesn’t start on time. The presenter is off topic. The leader isn’t in control (hijacked). Attendees aren’t participating. Attendees keep checking the clock. Attendees are sleeping. You’re out of time but not out of agenda 7

Define the Meeting Why is this meeting needed? Define clearly the purpose of the meeting. What prerequisites (if any) must be met before this meeting occurs? Include documents, software releases, test completion, deliverables, deadlines, miracles, and anything else that must be completed or provided before the meeting. Who must attend the meeting? Create a list of the absolutely necessary attendees. Who should be invited to the meeting? Create a list of the optional attendees. Who must present at the meeting, and what topics will they present? Take into account the individuals’ knowledge, abilities, and experience presenting. 8

Define the Meeting What equipment or support is needed to make this meeting happen? Include audiovisual equipment, computers, network access, or any other necessary equipment, as well as food and beverage support. How long is this meeting expected to take? If necessary, break the tasks up into multiple shorter meetings to avoid overwhelming attendees. Coordinate the amount of time each presenter will need for his presentation. How will we know when this meeting is done? Clearly state the objectives that are to come out of the meeting - task assignments, action items, resolution of specific issues, information exchange, minutes, or whatever makes sense. Be sure the objectives fit with the purpose you defined earlier. 9

Assign Roles Organizer - the person who organizes and plans the meeting (you). Facilitator - The person who will facilitate the meeting. Recorder - The person who will take notes/minutes. Timekeeper - The person who will monitor the clock in the context of the agenda. Presenters - The persons who will present one or more topics in the agenda. Other - Assign any additional roles that are necessary for this specific meeting (such as reviewer, arbitrator, etc.) 10

Taking Control Good meetings don’t just happen. “Failing to plan is planning to fail.” Plan, plan, plan. 11

Develop the Agenda Review the agenda from similar meetings. Take into account the individual presenter’s estimates. Lay out an item for each presentation that includes the planned time, the presenter, the topic or title, and any desired outcomes. Create a structure for the meeting based on the topics to be presented - chronological order, functional grouping, priority ranking, etc. Allow time for breaks. For instance, a 5-10 minute break every hour or a 15 minute break every two hours. Allow time for lunch if the meeting time includes noon. 12

AGENDAAGENDA Sample agenda – next slide Courtesy to Guests and Visitors Assists Secretary Records 13

Sample Agenda 14

AVOID PITFALLS Agenda Staff Meetings or reports Division Board Rep Uniforms Training Recruiting Fellowship Review of flotilla goals 15

KEEPING MEMBERS INTERESTED Timely topics Training pertinent for members interest Uniforms Guests and Visitors Members have responsibility Fellowship Pitfalls 16

TIMELY TOPICS Keep discussions friendly Topics should be interesting and relevant 17

TRAININGTRAINING Important for all meetings May include mandatory workshops In-service training Should reflect the majority’s interests Remember to vary the topics 18

UNIFORMSUNIFORMS Regulations The role of mentors Changes and exceptions 19

GUESTS AND VISITORS Guests Visitors Welcome Recruit 20

MEMBER RESPONSIBILITIES Members are expected to help meet the goals of the Flotilla. As a leader in the Auxiliary, it is essential that you make tough decisions with assertiveness. We all must hold each other to a higher expectation of service. 21

FELLOWSHIPFELLOWSHIP Social Interaction at meetings Plans for cornerstone Prepare for the seasonal Flotilla attendance change by taking care of those who stay. 22

WHY YOU NEED TO KNOW ROBERT’S RULES Think about the WORST and BEST meetings you have ever attended and list the points that made these meetings a failure or a success. Based on these points develop a profile for effective and efficient meetings. Compare your profile to Robert’s Rules – do you feel it makes sense to follow the rules? 23

ARE YOU READY? Use the acronym POSTAD TV (click) to help you remember how to plan effective meetings:POSTAD TV P – Priorities O – Outcomes S – Sequence T - Timings A – Agenda D- Date T – Time V - Venue 24

BibliographyBibliography The Ten Commandments of Meetings, Published on the web, cs/ten_commandments.asp cs/ten_commandments.asp The Seven Deadly Sins of Meetings, Published on the web, gs.html gs.html Do You Suffer From Meeting Myopia? – An Interactive Quiz, Published on the web, mm/index.asp mm/index.asp 25

26 Click on the box to access the USCGAUX AUXWeb