effective meetings philip mantler bcaha conference april 24, 2012
TRANSCRIPT
EFFECTIVE MEETINGS
PHILIP MANTLER BCAHA Conference
April 24, 2012
What makes for an effective meeting?
Starts on timeEnds on timeAll of the business gets doneEveryone leaves the meeting feeling that the
time was productiveIt is clear to all what was decided and who
will do what
Types of meetings
Committee meeting/board meetingWorkshop/training sessionTown hall
Room arrangements
Location of ChairSeating arrangements for participantsSound system
Visual Aides
Types of visual aide• Flipchart• White/black board• Overhead projector• Data projector• Smartboard
Agendas
Who prepares the agendaConsent Agenda
Agendas continued
Is this meeting necessary?InvitationsTime limits/timed itemsKnow when to end
Presentations
Timed item on the agendaSet up before meeting startsTime limitsTechnology requirements
Quorum
What is Quorum?Why does quorum matter?Quorum is only an issue in committee
meetings, board meetings or AGM’s
Chair
Presides over the meeting Recognizes speakers Enforces rules Announces results of votes Keeps the meeting moving
During the meeting
Allow adequate discussion timeKeep discussion focused on issue being
discussedStart timeHandling latecomersOther disruptions
Parliamentary procedure
WhyConsensus & unanimity are nice, not
mandatory
Parliamentary procedure
Basic Rules– Motions– Voting– Amendments– “Question”– Motion to adjourn
Minutes
Are a record of the meetingContain wording of motionsSummary of discussionCirculated in a timely mannerClearly note who is assigned to various
action items
Participants
Need to be preparedBe respectful of other participantsBe on timeDon’t discuss side issuesSupport the Chair
Ending the meeting
End when you said you wouldSummarize decisions & action itemsRemind participants of next meeting date
and time
Parking lot
Questions or requests for clarification?
References
• Meetings – Frank DeBernardis & Frank O’Connor
• How to Run a Successful Meeting, In Half the Time – Milo O. Frank
• Roberts’ Rules of Order – Newly Revised
• The Standard Code of Parliamentary Procedure – Alice Sturgis
Contact information
Philip Mantler
223 Trader Cres.
Prince George, BC, V2M 4M8
250-960-9223