Stacey McCullough, Instructor-Community & Economic Development Joe Waldrum, Professor-Community & Economic Development Creating Successful Meetings

Name your top five reasons for ineffective meetings ?

Elements of a Successful Meeting Meaningful objectives Effective leaders Pre-meeting preparation Appropriate meeting place Appropriate room arrangement Procedures to move things along Conflict resolution Effective conclusion Follow up Commitment of participants

Why Do People Meet?

Share information Identify, develop or gather ideas Build support for a goal Understand policy Solve problems Plan Evaluate efforts Make decisions & take action Meaningful Objectives

Before the Meeting Prepare meeting objectives Determine who should attend Give participants something to prepare for the meeting Establish time & place Prepare agenda Send out notices/reminders Contact speakers Plan breaks & meals Prepare meeting materials Practice your part Prepare your assignments Test equipment

Meeting Room Arrangements U-SHAPE Used for meetings where there is a speaker, audio- visual presentation or other focal point Pros – Good work space – Good interaction between participants Cons – Not good for large groups

Meeting Room Arrangements BOARDROOM Used for used for Board of Directors or committee meetings, or discussion groups Pros – Good work space – Good working atmosphere – Good interaction between participants Cons – Not ideal for AV presentations – Not ideal for speakers – Not ideal for large groups

Meeting Room Arrangements THEATER Most efficient set-up when the attendees will act as an audience Pros – Good for large groups when reading/writing are not required – Good for basic information delivery Cons – Elevation changes needed for large groups – No writing surface – Minimal group interaction

Meeting Room Arrangements CLASSROOM Ideal for note taking, meetings with handouts, and laptops Most comfortable set-up for long sessions and refreshments Pros – Presenter can see all participants – Accommodates large groups in less space Cons – Minimal interaction possible Participants only see each other’s backs

Meeting Room Arrangements ROUND TABLE Plan of choice for meal functions Useful for small business meetings and breakouts involving group interaction and/or note taking Pros – Good work space – Good interaction between participants Cons – Requires more space, particularly if there is a speaker

Conducting the Meeting Arrive early Provide nametags or place cards Start on time State purpose of meeting Establish ground rules Decide how decisions are to be made – Consensus, majority vote, by chairperson Follow the agenda Keep minutes or notes Assign jobs – Recorder, time watcher, etc. Encourage active participation Eliminate distractions Avoid non-productive discussion

What can cause a meeting to get off track?

Refer to meeting ground rules Gentle reminders of agenda Time limits for speakers Table issues for another time Use of parliamentary procedure Request research / assign tasks for future meetings Schedule special meeting to address topic Bring in outside facilitator Keep the Meeting on Track

Large groups Complex of controversial issues High stakes (e.g., money or policy) When is Parliamentary Procedure Necessary?

Principles of Parliamentary Procedure Only one issue discussed at a time All members of equal basic rights Rights of minority must be protected No one can speak until recognized by chair Every member can speak to the issue on the floor A majority vote decides an issue Chairperson maintains impartiality

Ending the Meeting Meeting Summary —Identify work completed —Clear action plan/assignments for uncompleted tasks —Decision about subsequent meetings Date, time & location of next meeting Evaluation

After the Meeting Review evaluation Send follow-up reports or minutes to participants, including action items Write thank you letters for speakers Pay any bills

Elements of a Successful Meeting Meaningful objectives Effective leaders Pre-meeting preparation Appropriate meeting place Procedures to move things along Resolve conflicts Effective conclusion Follow up Commitment of participants

Questions or Discussion *Optional checklist handout