1. Effective Meetings Module 3 Objectives:
Describe an effective meeting agenda
Make a motion in a meeting confidently
Understand the basics of parliamentary procedure
Model confidence needed to serve in a leadership role
Facilitator: A well-run organization gets things done, enjoys being together, plans things carefully, and has officers and leaders who accept their responsibilities.
For groups to work together effectively, leaders must:
-- Know about the talents and skills of each member
-- Use group discussions so that all members feel they’ve had a part in decisions that are made

2. Your Duties and Responsibilities
Know the mission and purpose of the organization
Approve and monitor programs and services of the organization
Ensure the proper management of money
Fundraise
Organize (elect officers and work on committees)
Enhance the organization’s public image
Help deal with disputes
Facilitator: This list gives an overview of your responsibilities when serving on a board, council or committee. We all have responsibilities as a member of the group.

3. Effective Meetings: They’re No Accident.
Good meetings are carefully thought-out, and well-executed events that will affect the way a group completes its business
Group discussion: What went well? What are some problems you face in meetings/class discussions?
Facilitator: Certain tasks must be carried out before, during and after the meeting. Members/participants want to know their time will result in constructive actions.

4. Effective Meetings: Preparation is Key
Can we stick a grill skewer through the middle of this balloon? The answer is yes!
Supplies Needed:
Balloon and wooded grill skewer for each student, plus a few extra balloons
Bottle with dish soap and water in it
Take one pre-inflated balloon and pop it using a regular wooden grill skewer. Popping the first balloon is intended to simulate a meeting conducted without preparation.

5. Effective Meetings: Preparation is Key
With the proper preparation, this is possible. Follow these steps:
One: Inflate your balloon.
Two: Place skewer in mixture of dish soap and water.
Three: Place the skewer through the balloon from top to bottom
Facilitator: Take your students through the steps in the process. Most will be successful.

6. The Top 10 Meeting Mistakes
Off subject, rambling or repetitious
No results or follow-up
No purpose, goals or agenda
Too long
Chairperson’s lack of control
Late starts, tardiness
Poor preparation by leaders and participants
Too much information; unfocused
Certain people talk too much
Interruptions
Facilitator: Ask the students to describe the worst meeting they’ve ever attended. What was happening? Were some of the items on this slide an issue?

7. What are the Ground Rules?
Everyone participates
Stay focused
Maintain momentum
Reach closure on all topics
Follow the agenda
Speak for yourself
Maintain confidentiality
Start and stop meetings on time
Allow everyone to speak
Always remain respectful
Facilitator: When meetings are held, considering ground rules is a good idea. These ground rules are in place for each group every time they meet and help keep everyone on task. Ground rules are important no matter how long your group has been meeting together.

8. Effective Meetings: Agenda
A meeting agenda is a written order of business to conduct a meeting. It is a list of things to be completed. The agenda is valuable tool to help a group focus on the business at hand and achieve its goals more quickly.
Facilitator: Ask the group how many times an agenda is used at meetings in which they are involved. The agenda can be a handout, written on the board or shown on a computer, but officers should have some sort of written agenda to follow.

9. Brainstorm Obtain feedback Report Plan Make decisions Solve problems
How Can Agendas Help?
Brainstorm Obtain feedback Report Plan Make decisions Solve problems

10. Agenda Items Robert’s Rules of Order
Call to order
Opening exercise (optional)
Secretary minutes – read and approval
Correspondence
Treasurer’s report – read and approval
Reports of officers
Committee reports
Unfinished business
New business
Announcements
Adjourn
Facilitator: This is the normal order of a business meeting. Each item has a specific purpose, and this is the process each meeting should go through. The opening exercise, which is optional, might be a pledge, a prayer, a song or something the organization does regularly. Walk through the order of an agenda with the group before the sorting activity.
Effective Meetings Sorting Activity:
Supplies needed: 11 cards with a business meeting agenda item on each
(Call to order; Opening exercise; Minutes – read and approval; Correspondence; Treasurer’s report – read and approval; Officers reports; Committee reports; Unfinished business; New business; Announcements; Adjourn)
Eleven volunteers are needed for this activity. Shuffle the cards and distribute one to each volunteer. Ask the volunteers to put the business meeting agenda together from start to finish without talking. After the group believes it has the correct order, go through it and explain if any items are out of order.
Discussion Questions:
How did the group decide the order of business?
Was determining the order of business difficult?
How does an agenda help the group conduct business?
Source: Kirk Astroth, University of Arizona Cooperative Extension 4-H

11. Effective Meetings: Minutes
Referred to as “meeting notes,” minutes are taken by the organization’s secretary and serve as a point of reference for members of the organization.
Minutes need to be neat and easy to read. Record the correct or exact wording of all motions and the action taken on them.
Record only facts. Do not include opinions.
Facilitator: Ask the student how they feel minutes help an organization.
Keeps things organized
Historical reference
Briefing absent members
Complying with laws or policies
Report
Solve problems

12. What Should Minutes Include?
Call to order time Roll call All motions Summary of discussion Officers’ reports Time of adjournment

13. Effective Meetings: Environment
Moveable tables and chairs arranged so everyone can see and hear the members of the group
Quiet, well-lit area
Comfortable temperature
Restrooms nearby
Web access, computers or tablets, easels, markers, tape, etc.
Wall space or digital displays for planning/organizing
Refreshments available
Facilitator: A well-run meeting follows the agenda but also ensures the participants are comfortable. These are a few items to consider when setting up the meeting.

14. Leadership Lessons Learned
What is one thing you learned from this session?
What is one thing you plan to implement or do differently based on what you learned?
Facilitator: Finish the session by asking the group to reflect out loud on the two questions listed.

15. References and Reading
Board Leadership Series (2016). Kansas State University Extension Service.
Improving Board and Organizational Effectiveness Resource Notebook (2002) Southern Rural Development Center.
Lead Local (2016). NDSU Extension.
Leading Effective Meetings. University of Arkansas Division of Agriculture Cooperative Extension Service, Connect AR — Connecting Arkansas and Its Leaders.
Robert, H., Honemann, D., Balch, T., Seabold, D., and Gerber, S. (2004). Robert’s Rules of Order, Newly Revised In Brief, 2nd ed. Da Capo Press.
Step Up to Leadership: A curriculum for developing community leaders. University of Missouri Extension, M172.
Simplified Handbook for Parliamentary Procedure, University of Arkansas, Division of Agriculture, Cooperative Extension Service, MP350,
Youth Lead Local (2016). NDSU Extension.