1. Online reporting On-demand membership access and management Service activity reporting and viewing Where on the map are you? While you are waiting for the presentation to begin, please type in your location! 1

2. Meeting Management: Steps to Success 2015 LCI Leadership Development

3. Meeting Management: Steps to Success 2015 LCI Leadership Development 3

4. Meeting Management: Steps to Success 4 Webinar Instructors Ruth Roberts Past District Governor Canada Scott Storms Past International Director USA 2015 LCI Leadership Development

5. Meeting Management: Steps to Success POLL 5 2015 LCI Leadership Development

6. Meeting Management: Steps to Success Participants will explore how to: Prepare for a meeting Employ standard meeting procedure Facilitate discussion with diplomacy Track follow up action items Self-evaluate for future improvement Access related LCI club resources 2015 LCI Leadership Development 6

7. Meeting Management: Steps to Success Raise your hand if you have ever been part of a poorly run meeting…. Causes? 2015 LCI Leadership Development 7

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9. Meeting Management: Steps to Success Let's get started!! I can do that! Great idea!

10. Club President Larry is planning his first club meeting as club president. What does he need to do to prepare? step one: preparation

11. Meeting Management: Steps to Success Agenda  facilities  advance notice  agenda  information

12.  attendance sign-in sheet  introduction information for guests  recognition  The Art of Recognition Step one: preparation

13. Problems due to lack of preparation? Step one: preparation

14. what  set of rules, customs and ethics that govern meetings  “parliamentary procedure”  every member has equal rights  the will of the majority is carried out  minority heard and protected  only one topic considered at a time why? step two: procedure

15. standard procedure “The motion for consideration is ….” clear motions tabling board meeting alternative

16. Business decisions at board meetings  decision making by interested members  more efficient discussion in smaller group  easier to manage meeting rules and voting  more socializing time at club meeting  other?

17. what  mediation of meeting  stay on task and complete agenda  prevents meeting “hijacking”  majority can arrive at agreements, decisions, next steps why? step three: facilitation

18. What does a good meeting facilitator do? start on time; end on time stay on topic/agenda encourage ideas/feedback from all achieve topic closure in a timely way diplomatically manage behavior role model active listening

19. Meeting Management: Steps to Success Challenge? Strategy? “Thank you Mary but I need input from others. Bob what do you think?”

20. Meeting Management: Steps to Success Challenge? Strategy? “Chuck what are your thoughts about the viability of the new service project?”

21. Meeting Management: Steps to Success Challenge? Strategy? “Jean and Nora we have a lot to get through please have your discussion after the meeting.”

22. Meeting Management: Steps to Success Challenge? Strategy? “Lion Fred you have shared several times. I need to hear from someone else.”

23. Manage behavior in a direct way to: complete agenda, take action, keep attendees comfortable Step three: facilitation

24. 2015 LCI Leadership Development 24 Do you know someone you consider quite diplomatic? What skills and strategies do they employ in meetings, everywhere?

25. 2015 LCI Leadership Development 25 Focus on facts use open body language  look other people in the eye.  use a calm tone of voice.  relax hands, shoulders and brow. “Lion Fred you have spoken several times it is someone else’s turn.” When interrupted:  Calmly state that you need to finish your thought.  Then invite them to complete their thought.  appropriate assertiveness

26. Meeting Management: Steps to Success Benefits of being empathetic as a meeting facilitator?  appropriate assertiveness  empathy

27.  appropriate assertiveness  empathy passive a school lecture hall: giver, receiver competitive court, negotiations: winners and losers active any place collaboration is needed: everyone has a stake  active listening

28. 28 2015 LCI Leadership Development How are you a good Lions diplomat? What could you improve on?  Appropriate assertiveness  Empathy  Active listening

29. pop quiz! 292015 LCI Leadership Development

31. mmore information is needed on new idea or project aa committee did not complete their report pprogram presentation included a request for funding ddue to lack of time, a decision was tabled 31 follow up after a meeting is needed when… Step four: follow-up

32. Meeting Management: Steps to Success Cente nnial Servi ce Proje ct Hunge r Walk Contact City for informa tion on hunger walk require ments Lion Joan Augus t 15 Left Mary phone messa ge 8/16; email ed 8/17.

33. Meeting Management: Steps to Success What could happen if there is no follow-up after meetings?  Projects don’t get completed  Decisions are postponed repeatedly  Community program presenters become skeptical that your club will ever take action to support their programs  New ideas never get discussed or adopted 2015 LCI Leadership Development 33 Cente nnial Servi ce Proje ct Hunge r Walk Contact City for informa tion on require ments Lion Joan Augus t 15 Left Mary phone messa ge 8/16; email ed 8/17.

34. Meeting Management: Steps to Success

35. 2015 LCI Leadership Development 35 Did I start and end on time? How was attendance? Why? Were guests and potential members greeted warmly? Did I engage the quieter members? Did I manage behavior in a diplomatic way? Did I determine next steps and assign these tasks? Did we make it through the agenda? Did I use proper meeting procedures? Step five: evaluation

36. Meeting Management: Steps to Success  How Are Your Ratings? (survey & administrative guide) ME 15, ME 15b  Your Club, Your Way  Blueprint for a Stronger Club 2015 LCI Leadership Development 36

37. Meeting Management: Steps to Success  Meeting Management online course 2015 LCI Leadership Development 37

38. Meeting Management: Steps to Success Foster new motivation, inspiration and energy at well-managed Lions meetings! Let's get started!! I can do that! Great idea!

39. Meeting Management: Steps to Success agenda, advance notice, gather reports, prepare for speakers, member recognition behavior management, diplomacy, active listening expectation v. reality, improvements ensure action items for later are completed 2015 LCI Leadership Development 39 meeting rules, customs, ethics, “democracy’

40. Meeting Management: Steps to Success Webinar Objectives 2015 LCI Leadership Development 40 Let's get started!! Great idea! I can do that! Prepare for a meeting Employ standard meeting procedure Facilitate discussion with diplomacy Track follow up action items Self-evaluate for future improvement Access related LCI club resources

41. Thank You! November 4, 2015 12:00pm CST November 6, 2015 7:00pm CST