Effective MeetingsEffective Meetings

Leadership 12Leadership 12

MeetingsMeetings

While meetings are wonderful While meetings are wonderful tools for tools for generating ideas, generating ideas, expanding on thoughts and expanding on thoughts and managing group activitiesmanaging group activities, , this face-to-face contact with this face-to-face contact with team members and colleagues team members and colleagues can easily fail without adequate can easily fail without adequate preparation and leadership.preparation and leadership.

The Importance of The Importance of PreparationPreparation Designating a meeting time that Designating a meeting time that

allows all participants the time allows all participants the time needed to adequately prepare.needed to adequately prepare.

Make yourself available for questions Make yourself available for questions that may arise.that may arise.

If you are the meeting leader, make If you are the meeting leader, make a meeting agenda, complete with a meeting agenda, complete with detailed notes. detailed notes.

Outline the goal and proposed Outline the goal and proposed structure of the meeting. structure of the meeting.

Ensure the meeting is successfulEnsure the meeting is successful The leader should:The leader should:

Generate an agenda to all involved in Generate an agenda to all involved in the meeting the meeting

Start the discussion and encourage Start the discussion and encourage active participation active participation

Work to keep the meeting at a Work to keep the meeting at a comfortable pace – (each agenda comfortable pace – (each agenda item should have a time limit listed)item should have a time limit listed)

Summarize the discussion and the Summarize the discussion and the recommendations at the end of each recommendations at the end of each logical section.logical section.

Managing a MeetingManaging a Meeting

Make sure all participants can contribute Make sure all participants can contribute and choose good decision-makes and and choose good decision-makes and problem-solvers.  problem-solvers.  

If you are the leader, ensure everyone’s If you are the leader, ensure everyone’s thoughts and ideas are heard by guiding thoughts and ideas are heard by guiding the meeting so that there is a free flow of the meeting so that there is a free flow of debate with no individual dominating and debate with no individual dominating and no extensive discussions between two no extensive discussions between two people.  people.  

When an agenda item is resolved or action When an agenda item is resolved or action is agreed upon, make it clear who in the is agreed upon, make it clear who in the meeting will be responsible for this. meeting will be responsible for this.

Issuing MinutesIssuing Minutes

Minutes record the decisions of the Minutes record the decisions of the meeting and the actions agreed.meeting and the actions agreed.

They provide a record of the meeting and, They provide a record of the meeting and, importantly, they provide a review importantly, they provide a review document for use at the next meeting so document for use at the next meeting so that progress can be measured.that progress can be measured.

The style of the minutes issued depends The style of the minutes issued depends on the circumstances - in situations of on the circumstances - in situations of critical importance and where the record is critical importance and where the record is important, then you may need to take important, then you may need to take detailed minutes.detailed minutes. Where this is not the case, then minutes can be Where this is not the case, then minutes can be

simple lists of decisions made and of actions to simple lists of decisions made and of actions to be taken (with the responsible person identified). be taken (with the responsible person identified). Generally, they should be as short as possibleGenerally, they should be as short as possible

ON OUR AGENDAON OUR AGENDA

Indigo Adopt a SchoolIndigo Adopt a School Breakfast Club/ Youth Health Breakfast Club/ Youth Health

CenterCenter CDA Fundraising- Halloween CDA Fundraising- Halloween

Fun RunFun Run Canadian History ElectionsCanadian History Elections

How to get the ball rollingHow to get the ball rolling Ask Questions:Ask Questions:

1.1. What are you planning to do?What are you planning to do?

2.2. WHO will benefit?WHO will benefit?

3.3. When & Where will the activity take When & Where will the activity take place?place?

4.4. Who needs to approve it?Who needs to approve it?

5.5. What funds are needed?What funds are needed?

6.6. What kind of publicity is needed? What kind of publicity is needed? And When?And When?

7.7. Who will do the work?Who will do the work?a)a) Task-Person Responisble- Due DateTask-Person Responisble- Due Date

What else is on the agenda..What else is on the agenda..

Thanksgiving- Turkey Drive?Thanksgiving- Turkey Drive? Introducing our Leadership classIntroducing our Leadership class A-Z of LeadershipA-Z of Leadership Motivation BoardMotivation Board Other???Other???