Effective Meetings Leadership 12

Meetings While meetings are wonderful tools for generating ideas, expanding on thoughts and managing group activities, this face-to-face contact with team members and colleagues can easily fail without adequate preparation and leadership. While meetings are wonderful tools for generating ideas, expanding on thoughts and managing group activities, this face-to-face contact with team members and colleagues can easily fail without adequate preparation and leadership.

The Importance of Preparation Designating a meeting time that allows all participants the time needed to adequately prepare. Designating a meeting time that allows all participants the time needed to adequately prepare. Make yourself available for questions that may arise. Make yourself available for questions that may arise. If you are the meeting leader, make a meeting agenda, complete with detailed notes. If you are the meeting leader, make a meeting agenda, complete with detailed notes. Outline the goal and proposed structure of the meeting. Outline the goal and proposed structure of the meeting.

Ensure the meeting is successful The leader should: The leader should: Generate an agenda to all involved in the meeting Generate an agenda to all involved in the meeting Start the discussion and encourage active participation Start the discussion and encourage active participation Work to keep the meeting at a comfortable pace – (each agenda item should have a time limit listed) Work to keep the meeting at a comfortable pace – (each agenda item should have a time limit listed) Summarize the discussion and the recommendations at the end of each logical section. Summarize the discussion and the recommendations at the end of each logical section.

Managing a Meeting Make sure all participants can contribute and choose good decision-makes and problem-solvers. Make sure all participants can contribute and choose good decision-makes and problem-solvers. If you are the leader, ensure everyone’s thoughts and ideas are heard by guiding the meeting so that there is a free flow of debate with no individual dominating and no extensive discussions between two people. If you are the leader, ensure everyone’s thoughts and ideas are heard by guiding the meeting so that there is a free flow of debate with no individual dominating and no extensive discussions between two people. When an agenda item is resolved or action is agreed upon, make it clear who in the meeting will be responsible for this. When an agenda item is resolved or action is agreed upon, make it clear who in the meeting will be responsible for this.

Issuing Minutes Minutes record the decisions of the meeting and the actions agreed. Minutes record the decisions of the meeting and the actions agreed. They provide a record of the meeting and, importantly, they provide a review document for use at the next meeting so that progress can be measured. They provide a record of the meeting and, importantly, they provide a review document for use at the next meeting so that progress can be measured. The style of the minutes issued depends on the circumstances - in situations of critical importance and where the record is important, then you may need to take detailed minutes. The style of the minutes issued depends on the circumstances - in situations of critical importance and where the record is important, then you may need to take detailed minutes. Where this is not the case, then minutes can be simple lists of decisions made and of actions to be taken (with the responsible person identified). Generally, they should be as short as possible Where this is not the case, then minutes can be simple lists of decisions made and of actions to be taken (with the responsible person identified). Generally, they should be as short as possible

ON OUR AGENDA Indigo Adopt a School Indigo Adopt a School Breakfast Club/ Youth Health Center Breakfast Club/ Youth Health Center CDA Fundraising- Halloween Fun Run CDA Fundraising- Halloween Fun Run Canadian History Elections Canadian History Elections

How to get the ball rolling Ask Questions: Ask Questions: 1. What are you planning to do? 2. WHO will benefit? 3. When & Where will the activity take place? 4. Who needs to approve it? 5. What funds are needed? 6. What kind of publicity is needed? And When? 7. Who will do the work? a) Task-Person Responisble- Due Date

What else is on the agenda.. Thanksgiving- Turkey Drive? Thanksgiving- Turkey Drive? Introducing our Leadership class Introducing our Leadership class A-Z of Leadership A-Z of Leadership Motivation Board Motivation Board Other??? Other???