Conducting An Effective Meeting Delta Nu Chapter Retreat October 29, 2005 Presented by Dwayne J. Scott

Have You Found Yourself Daydreaming?

Have You Ever Fallen Asleep?

Ingredients for an Effective Meeting Agenda development Agenda development Establish norms for meetings Establish norms for meetings Parliamentary procedure, also known as Robert’s Rules of Order Parliamentary procedure, also known as Robert’s Rules of Order

Why have an Agenda? Sets the tone for your meetings Sets the tone for your meetings Identifies the objective and purpose of the meeting Identifies the objective and purpose of the meeting Allows the meeting to run smoothly Allows the meeting to run smoothly Maintains the attention and focus of participants Maintains the attention and focus of participants

Steps to Developing an Agenda (Pre-planning) Consult with your executive board Consult with your executive board Set objectives for meeting Set objectives for meeting Consult with your advisor prior to finalizing agenda Consult with your advisor prior to finalizing agenda Solicit agenda items from members Solicit agenda items from members

Steps to Developing an Agenda Con’ t (Pre-planning) Prioritize issues to be discussed during meeting Prioritize issues to be discussed during meeting Make sure you have all information necessary to act on an item Make sure you have all information necessary to act on an item Designate action items Designate action items Review details Review details

Steps to Developing an Agenda Con’ t (Pre-planning) Finalize agenda (minimum 3 days prior to meeting) Finalize agenda (minimum 3 days prior to meeting) agenda, minutes and other reports (minimum 2 days prior to meeting) agenda, minutes and other reports (minimum 2 days prior to meeting)

Sample Agenda Black Student Association Regular Meeting August 23, 2005 I.Call to Order II.Reading and approval of the minutes of August 15, 2005 meeting III.Reports a.Executive Board IV.Unfinished business a.t-shirt design (vote) b.community service project (decision) V.New business a.Lunch Buddy program (vote) VI.Announcements VII.Adjournment

Taking Minutes Should include essential information, i.e. name of organization, date, time and type of meeting, members present and indicate approval of minutes from previous meeting Should include essential information, i.e. name of organization, date, time and type of meeting, members present and indicate approval of minutes from previous meeting The body of the minutes should summarize all essential elements of the meeting, i.e. all motions and outcomes The body of the minutes should summarize all essential elements of the meeting, i.e. all motions and outcomes Each element should be summarized in separate paragraphs Each element should be summarized in separate paragraphs

Sample Agenda Black Student Association Regular Meeting August 23, 2005 I.Call to Order II.Reading and approval of the minutes of August 15, 2005 meeting III.Reports a.Executive Board IV.Unfinished business a.t-shirt design (vote) b.community service project (decision) V.New business a.Lunch Buddy program (vote) VI.Announcements VII.Adjournment

Establish norms for meetings Start on time, so you can end on time Start on time, so you can end on time Establish dates and times of regular meetings Establish dates and times of regular meetings Establish time frame that members will receive agenda, minutes, reports, etc., prior to meeting date Establish time frame that members will receive agenda, minutes, reports, etc., prior to meeting date

Establish norms for meetings Establish time frame for members to forward agenda items Establish time frame for members to forward agenda items Establish time limits for reports Establish time limits for reports Get everyone involved Get everyone involved Try to end every meeting on a positive note Try to end every meeting on a positive note

Establish norms for meetings Prior to the end of the meeting, briefly restate actions taken Prior to the end of the meeting, briefly restate actions taken Be respectful to each other (don’t criticize in public) Be respectful to each other (don’t criticize in public)

What is Parliamentary Procedure? A set of guidelines that are utilized by businesses and organizations to conduct effective meetings A set of guidelines that are utilized by businesses and organizations to conduct effective meetings

What is the Purpose of Parliamentary Procedure? Sole purpose of parliamentary procedure is to assist with the completing the business of the organization in a timely and fair manner (Merriam- Webster, 1996). Sole purpose of parliamentary procedure is to assist with the completing the business of the organization in a timely and fair manner (Merriam- Webster, 1996).

Who is Robert? Parliamentary procedure is commonly referred to as Robert’s Rules of Order because Henry Martyn Robert in 1876 was the first person to publish the book, “Robert’s Rules of Order”, which was aimed at assisting deliberation assemblies of all kind Parliamentary procedure is commonly referred to as Robert’s Rules of Order because Henry Martyn Robert in 1876 was the first person to publish the book, “Robert’s Rules of Order”, which was aimed at assisting deliberation assemblies of all kind

General Guidelines for Utilizing Robert’s Rules of Order Chair is responsible for managing the meeting Chair is responsible for managing the meeting Don’t speak unless you are recognized by the chair Don’t speak unless you are recognized by the chair Only discuss what’s on the agenda Only discuss what’s on the agenda Complete discussion on one topic before moving to another Complete discussion on one topic before moving to another

General Guidelines for Utilizing Robert’s Rules of Order Con’t Minutes are approved, not voted on Minutes are approved, not voted on If a motion does not receive a second, the motion dies If a motion does not receive a second, the motion dies