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Importance of Staff Meetings
Presented by:
Jeannie Morgan-Campola
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Table of Contents Introduction Learning Objectives Importance of Staff Meetings Preparation of Staff Meetings Sample Agenda Preparation of Environment Procedure of Staff Meetings Handling Meeting Issues Concluding the Staff Meeting Individual Assignments Learning Team Assignments References
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Introduction Welcome to the Conducting a Successful
Staff Meeting course! This course will cover
The importance of staff meetings The preparation of staff meetings The preparation of the environment The procedure of staff meetings
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Learning Objectives Given the information contained in the self-
paced PowerPoint presentation, the center directors will be able to fully understand the importance of staff meetings.
Given the information contained in the self-paced PowerPoint presentation, the center directors will be able to properly prepare for a staff meeting.
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Learning Objectives Given the information contained in the self-
paced PowerPoint presentation and the individual work completed, the center directors will be able to properly write a staff meeting agenda.
Given the information contained in the self-paced PowerPoint presentation and the individual and group work completed, the center directors will be able to properly conduct a staff meeting.
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Importance of Staff Meetings Building and maintaining a smooth running
center Conveying information Touching base with staff Interchanging of ideas and feelings Forum for thoughtful discussion and
clarification of problems and issues Back to TOC
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Preparation of Staff Meetings Establish the reason for the staff meeting
To solve a problem To give feedback To gain feedback To inform To orientate To motivate To reward (Gibbs, 2004)
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Preparation of Staff Meetings Both Director and staff need to prepare Agenda must be prepared and posted prior
to meeting Encourage staff to make suggestions Directors should provide in advance
Minutes from prior meeting Any readings necessary for the meeting
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Preparation of Staff Meetings Agendas set the tone for the meeting
(Heathfield, 2005)
Ideas for Agendas: They should be very specific They should state clearly what items are open
for discussion Include any staff responsibilities for selected
agenda items
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Sample AgendaTime
(in minutes)Topic/Discussion Presenter
5 Welcome - Open Jeannie Morgan-Campola
10 Announcements - OpenLaToya White
Kim Jones
5Approval of
past Minutes - OpenSally Smith
5 Past Business - Closed Jeannie Morgan-Campola
10 1st Topic name - Open Becky Cannon
15 2nd Topic name - Closed Jane Martin
10 QA/Closing - Open Jeannie Morgan-Campola
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Preparation of the Environment Pick an environment that is conducive to
effective communication (Gibbs, 2004)
Make sure room is set up well in advance Make sure temperature of room is
comfortable
A well prepared agenda will…
Set the tone for the meeting and keep all participants informed.
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Procedure of Staff Meeting Assign facilitator – usually is the director Must start and finish on time – no matter
what The facilitator must keep the meeting
moving on schedule
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Procedure of Staff Meeting Assign someone to take minutes Keep to the time frame of each topic Stay on task
If you go over time frame – if possible, take a vote
Keep in mind the director is a role model for the staff
Assign staff to follow up
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Handling Meeting Issues Remember you are the facilitator
Stay neutral Listen to opinions without feeding any
negativity Remain an observer Make written notes of issues Bring in another facilitator if needed
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Handling Meeting Issues Try to anticipate problem topics
Try to anticipate questions and have answers
Avoid being defensive Stay calm when things get “hot”
Stay in control of the meeting Open questions to the group Have group refocus on the task/issue Acknowledge feelings but stay on task (University of
Adelaide, 2005)
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Concluding the Meeting At the end of the meeting
Summarize the main points Review who is assigned to tasks Assign deadline for tasks Thank everyone for coming
After meeting Type and distribute minutes (Lee, 2004)
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Individual Assignments Choose a topic and develop an in depth
staff meeting agenda Due May 26, 2006 by midnight
List 5 issues that may arise at a staff meeting and how you plan on dealing with them Due May 26, 2006 by midnight
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Learning Team Assignments You will receive an email with your learning
team assignment. This assignment is random and based on the received registrations. May 1, 2006
Make contact will all members on your team Due May 5, 2006
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Learning Team Assignments Meet as a team (conference call, instant message,
in person, etc.) and work together to pick a topic and develop an in depth Staff Meeting agenda. The topic must be different than individual topic. Once agenda is developed, create a skit that will be role played in front of the class. Agenda due May 22, 2006 by midnight Role Play May 26, 2006 during face-to-face class
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References Gibbs, E. (2004). Conducting successful meetings. Retrieved
December 26, 2005 from the Holistic Junction Website: http://www.holisticjunction.com/displayarticle.cfm?ID=2889
Heathfield, S. (2005). Ensure your results by your actions during the meeting. Retrieved December 27, 2006 from: http://humanresources.about.com/od/meetingmanagement/a/meetings_work.htm
Lee, M., (2004). Conducting successful staff meetings. Retrieved December 27, 2006 from: http://www.skininc.com/articles/1418347.html
University of Adelaide (2005). Dealing with difficult meetings. Retrieved December 27, 2006 from: http://www.adelaide.edu.au/hr/leading/succmtg.pdf