1. Facilitating Effective Meetings
Leslie Carr
Jasmine Ruys September 23, 2016

2. Today’s Agenda Preparation The BIG Day Follow- up Committees Tips
Discussion and Q&A

3. Learning Outcomes
Participants will understand the main components of running an effective meeting.
Participants will view sample agendas and minutes.

4. PREPARE, PREPARE, PREPARE
Is this meeting REALLY necessary???
Standing Meetings
Should it be conducted via or phone?
If the meeting is needed… establish a well-defined purpose
Ensure all key players are included
Send reminders to individuals with agenda and action items from the previous meeting

5. Create an agenda prior to the meeting
Ensure the agenda is descriptive
Include tasks to be completed
Send the agenda to all attendees

6. Meeting Name Date
Meeting minutes taken by Steve
Agenda Topic
Responsible Party
Time
Action
Open Meeting, Approve agenda, and Introductions
Jasmine
10:00am
Vote by all members
First Discussion
Jasmine, Debbie, and Rachael
10:10am
None
Vote on Food
10:30am
Second Discussion
Kerry
10:35am
Vote on Time
10:45am
Close Meeting
10:55am

9. Utilize Franklin Covey’s 5 minute Meeting Planner

10. Practice
Let’s mock up an agenda

11. Establish ground rules/parameters
THE BIG DAY
Meeting Minutes
Establish who is going to take the minutes
Ensure that you document who is there
Include action items - who is responsible and deadlines
Establish ground rules/parameters
Brainstorming
Specific purpose
Open forum
Voting

12. THE BIG DAY Staying on time and on task
Issue Bin
Always leave room for discussion/Q&A

13. FOLLOW-UP Completion of minutes Distribution of minutes
Timely Manner
Who is responsible for this?
Distribution of minutes
Committee members/staff members
CC to anyone of interest
Post minutes to the intranet if applicable
Or other area that others can find it
One Note, Printed folder in the office, etc.
Action items
List who is responsible for the action
Due date

14. Committees Establish your committee on the intranet
Know when a sub-committee is necessary
Know when the committee has served it’s purpose!

15. T I P S Use Microsoft Outlook for scheduling!
Be a model for your committee or staff
Don’t be afraid to use examples from other committees to help structure your committee or meeting
Stay Organized

16. *Remember - always leave time for discussion/ Q&A!!

17. THE END