1. Mid-Winter Conference How to Run a Meeting
21 January 2016

2. Agenda
What is the mission of your meeting?
The Meeting Room
Commander’s Role
The Agenda
Ceremony
Business
Break
Conflict Resolution

3. What is the mission of your meeting?
Is the goal clear?
Meeting well run and succinct

4. The Meeting Room

5. The Commander’s Role Act as the meeting facilitator Prepare an agenda
Ensure that the meeting is run in proper order and that all ceremonial elements are performed; bring back to agenda
Ensure that all decisions are properly voted upon and that they are documented appropriately
Ensure that all members have a voice
Ensure that unruly behavior is not tolerated
Tie breaker

6. Meeting Preparation Prepare an agenda and print for meeting
Ensures that all topics are covered and purpose of meeting is achieved
Lets participants know what to expect
Sets the right tone
Helps to control flow of meeting
Can remove conflicts(get it all on the table)

7. The Ceremony Why is the ceremonial part of the meeting important?
Bonds members together for a common purpose; Veterans Affairs, National Defense, Americanism, Children and Youth
Lays the groundwork for respectful behavior at the meeting
Reiterates the purpose of the American Legion
Provides standardization across the organization ensuring we conduct meetings properly, honor veterans responsibly, and maintain our roots from our life in the Armed Services
Ensure the doors are secure so that no one may enter during the ceremonial portion of meeting

8. Advancing and Saluting the Colors
The colors are advanced or placed so that the national colors are in front of and on the right of the Commander and Post colors are in front of and on the left
Commander calls for a hand salute while colors are being advanced by Sgt. At Arms or Color Bearer
Commander calls “Two” after Sgt. At Arms salutes
If colors are in place before meeting:
Commander calls for hand salute “with the colors of our Nation being in place”
Commanders calls “Two” after appropriate duration

9. Opening Prayer
Ask the membership to uncover; it’s optional for women to uncover
Ask the Chaplain to lead the prayer
If the Chaplain is not present, Commander can ask someone before meeting or lead prayer themselves

10. POW/MIA Ceremony Members should remain uncovered; optional for women
Solemn ceremony to remember those who did not come home
Members should be facing the POW/MIA chair/flag

11. Pledge of Allegiance Members remain uncovered; optional for women
Salute or place hand over heart
Members face the flag

12. Preamble Why is it important?
Reminds members of responsibilities and purpose of the American Legion
Sets the appropriate tone for the meeting

13. Reading of the Minutes Printed copies are useful
Motion/Second to accept with a vote; ensures that no one attending can say that they didn’t know or agree
File copy for review or questions

14. Committee Reports Finance Report – any discussion and filed for audit
Membership – update and voting on new members
Post Activities
Americanism
Canteen
Service Officer
Other

15. Sick Call It’s important to recognize members that are ill
Plans can be made for visits or cards

16. Unfinished Business
This part of the agenda is to discuss items that were tabled in previous meeting or items where no decision was made
Adjutant should provide Unfinished Business items for agenda
This is not “Old Business”; that implies that you are revisiting past decisions

17. Initiation of Candidates
Formalizes the membership process
Should be done at least once a year
Introduces the new member to the Post

18. New Business
New business to come before the membership that has not been discussed before
Needs a motion to approve
Ask officers before meeting if there is any new business to add to the agenda
Ask membership if there is any other new business to discuss

19. Memorial to the Departed
Draping of charter ceremony – p.78 Officers Guide
Moment of silence
Other appropriate ceremony

20. Good of the American Legion
Suggestions that don’t require a motion
Announcements

21. Closing
Ask if there is any further business to come before the meeting; ensures all members have a voice

22. Questions?
Post Officers - Manual of Ceremonies and How to Run a Meeting documents available on ohiolegion.com/forms
You’re probably thinking, this is great, but how do I deal with conflicts during the meeting?

23. Break

24. Conflict Management

25. Learning Objectives
Understand the fundamental concepts of conflict management
Acquire specific tactical approaches to conflict situations
Apply that understanding to more effectively assess and manage two-party and multi-party conflicts

26. Conflict
to come into collision or disagreement; be contradictory, at variance, or in opposition; clash:
to fight or contend; do battle.
a fight, battle, or struggle, esp. a prolonged struggle; strife.
controversy; quarrel: conflicts between parties. 5. discord of action, feeling, or effect; antagonism or opposition, as of interests or principles: a conflict of ideas.
a striking together; collision.

27. CONFLICT HAPPENS Conflict is… a normal, inescapable part of life
a periodic occurrence in any relationship
an opportunity to understand opposing preferences and values
ENERGY

28. Use cognitive conflict
Disagreement about ideas and approaches
Issue focused, not personal
Characteristic of high performing groups

29. Avoid Affective Conflict
Personal antagonism fueled by differences of opinion
Destructive to group performance and cohesion

30. How can we keep conflict cognitive?
Make the approach
Share perspectives
Build understanding
Agree on solutions
Plan next steps

31. Step 1. Make the Approach Reflect before you begin
Invite the other party to a conversation
Be clear about your intentions
State your goal - a positive resolution

32. Step 2. Share Perspectives
Ask for the other person’s perspective
Paraphrase what you hear
Acknowledge your contribution
Describe your perspective

33. Understand why your views differ
I take action
I adopt beliefs
I draw conclusions
I add meaning
I select data
Observable data

34. Identify topics that the parties view as important to address
Name the Issues
Identify topics that the parties view as important to address
Use concise neutral language
Avoid pronouns
Use issues to create the agenda

35. Step 3. Build Understanding
Discuss one issue at a time
Clarify assumptions
Explore interests and feelings
Active listening

36. Keys to Active Listening
Attending – eye contact, nodding, posture
Reflecting Back – repeat what they said to make sure you understand
Clarifying – ask questions to make sure you understand
Encouraging – use comments such as “I see” to keep them talking
Acknowledging Effort – use comments such as “I see your point” to provide positive reinforcement
Recognizing Feelings – feelings are a clue as to how someone feels about a subject – use comments such as “I see that you are angry” to draw out additional information
Silence – people will continue to talk and give you additional valuable information to fill the silence
Summarizing – summarize what you heard to make sure you are on the same page

37. Step 4. Agree on Solutions
Reality test – Is this doable?
Durability test – Is this durable?
Interest test – Does this meet all parties’ interests?

38. Step 5. Plan Next Steps What needs to happen?
Jointly create action plan
What needs to happen?
Who needs to do what? By when?
How will interaction take place if problems occur?

39. Use a new word: Collaboration
Working together toward a shared goal
Win/Win
Buy in

40. Questions?