ABCs of Effective Meetings

The ABC’s Of Effective Meetings

Bill TaylorNortheast Community Development Educator

UW Cooperative Extension Service

The University of Wyoming is an equal opportunity/affirmative

action institution.

INGREDIENTS

• Adequate planning and preparation

• Behaviors that foster group interaction

• Communication, the key to success

2University of Wyoming

Cooperative Extension Service

Adequate planning & preparation

• Purpose of the meeting – what you hope to accomplish– Formal board, organization or club

• Set and monitor policies and procedures• Fiscal oversight• Hire, direct and evaluate Executive

Director

University of Wyoming Cooperative Extension Service

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Adequate planning & preparation (cont.)

• Purpose of the meeting – what you hope to accomplish (cont.)– Public meetings

• Gather input – network, generate ideas, solve problems

• Planning – develop action agenda• Announce decisions – answer questions• Monitor progress – make adjustments to the

plan• Celebrations – recognize people’s

contributions/accomplishmentsUniversity of Wyoming

Cooperative Extension Service4


• Who should attend?– People affected by potential actions

decided at the meeting– People with knowledge and

experience in the topics to be considered (strive to gather a variety of perspectives)

– Decision makers, i.e. public officials if governmental support is needed


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• Structure – how to conduct the meeting to best accomplish the purpose, i.e. guest speakers, videos, brainstorming sessions, panel sessions, discussion groups, demonstrations, etc.


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• Determine time and place– Time, start, and length of meeting

• Optimum one hour, maximum two hours– If longer than two hours be sure to include breaks

– Place• Determine any special needs of attendees• Maximize convenience for attendees• Strive to meet in a facility that meets your

needs– Will vary according to group processes you use


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• Prepare and distribute a meeting agenda prior to the meeting– Bring extra copies to the meeting

• If a governmental board (elected or appointed):– Know and follow “open meeting” laws– Bylaws or instructions from appointing

authority should describe scope and role of board members


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Agenda

• Should include:– Strategic topics to address in that meeting– Specification of how each topic is to be

addressed in that meeting• i.e. make a decision, assign further research,

etc.– Specific times to address each topic

• Agendas should be carefully designed and then closely facilitated


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Agenda (cont.)

• Components– Title & purpose of meeting– Any opening ceremonies

• Pledge to flag, etc.– Introductions– Approval of agenda– Reading & approval of previous

meeting minutes– Treasurer’s report


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Agenda (cont.)

• Components (cont.)– Committee reports– Announcements– Old business

• Items carried forward from last session– New business

• Discussion items– Process to use– Who will lead activity– May include time allotted


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Agenda (cont.)

• Components (cont.)– Executive sessions– Breaks– Next meeting date, time, location– Any other major items to come before

the meeting


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Agenda Questions

• Questions to ask before preparing the agenda:– Are the minutes ready?– Is treasurer’s report ready?– Any proposals or reports from

officers?– Any proposals or reports from

standing or special committees?– Items not reached during last

meeting?University of Wyoming


Agenda Questions (cont.)

• Questions to ask before preparing the agenda (cont):– Items postponed from last meeting?– Anything on annual planning calendar?– What items support the strategic plan?– Does this meeting promote progress

toward the group’s mission?– Are there any surprises that might be in

the wind?University of Wyoming


Types of Agendas

• See pages 18-19 of County-Appointed Board Member Handbook for discussion of five types of agendas

• Review “Consent Agenda” for legal process to shorten meeting time in handling repetitive and uncontroversial items. See Handbook and handout. University of Wyoming


Behaviors that foster group interaction

• Establish and follow ground rules• Determine decision-making process

– Unanimity– Consensus– Majority vote

• Super majority• Simple majority• Minority report• Etc.


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Ground Rules

• Those rules which will preserve respect, civility and progress within the meeting

• Examples:– Arrive and start on time– Be prepared– Everyone participates– Stick to the agenda


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Ground Rules (cont.)

• Examples (cont.)– Focus discussion on agenda topics– Listen to understand– Respect different view points– End on time– No side bar conversations– No interruptions– Turn cell phones off– Work toward group goals


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Behaviors that foster group interaction (cont.)

• Formal board positions– Chair, Vice-Chair, Secretary,

Treasurer, etc.• Know the responsibilities of your

leadership role


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Informal Group Roles

• Leader/facilitator– Develop and deliver agenda– Oversee logistics, i.e. date, time,

location, facilities, speakers, equipment, notification/promotions, etc.

– Determine group process techniques to use

– Start the meeting on time– Assign meeting rolesUniversity of Wyoming


Informal Group Roles (cont.)

• Leader/facilitator (cont.)– Ensure development and application of

“ground rules”– Encourage involvement– Seek input about effectiveness of meeting– End the meeting on time– Ensure follow-up, i.e. completion and

delivery of meeting notes, track action agenda, etc.


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• Scribe– Record decisions and actions of the

group (not a transcript of the entire discussion)

– For action items, determine:• What is to be accomplished• Who is involved (particularly who is

providing leadership for the effort)• Are there any particular resources required• Estimated completion date


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• Scribe (cont.)– Confirm notes at end of the meeting– Complete and deliver notes to the

leader in timely fashion (one day)


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• Recorder– Use the words of the participants and

confirm you have captured their comment

– Place a date and page number on each page

– If requested, transcribe the charts and deliver in a timely fashion to the leader


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• Timekeeper– Prior to start of meeting

• Become familiar with the agenda• Determine how the discussion leader(s)

would prefer to receive time warnings


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• Timekeeper (cont.)– If allotted time expires prior to

conclusion of agenda item, notify leader & help determine how to proceed• Table item to another meeting• Extend time

– Determine where to take time from• Other item, break, etc.

– Maintain friendly approach & allow some flexibility


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• Gatekeeper– Prior to start of meeting

• Become familiar with agenda• Post “Parking Lot” or “Idea Bin” flipchart

where everyone can see it– If off-agenda item comes up, politely

point out to group and see if there is agreement to move it to the parking lot.


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• Gatekeeper (cont.)– Common off-agenda discussions

• Continuing discussion after agreement• “War stories” – anecdotes & histories not

critical to a decision• “Gripe session” – focus about

complaining rather than solutions


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Behaviors that foster group interaction (cont.)

• Use appropriate group processes to achieve the purpose of the meeting– Group discussion– Brainstorming– Nominal group process– Role playing– Etc.


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Group Decision Making

• Unanimous agreement– Everyone must agree and everyone

has a veto– Used for highly important items

where the board feels they cannot proceed unless all are in agreement


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Group Decision Making (cont.)

• Consensus– Group interactions designed to reach

conclusions everyone can agree on or live with

– Consensus does not mean everyone agrees on every point, but that all support the final decision• This means no sabotage or undercutting

afterwards


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• Consensus (cont.)– Consensus process built through

• Full participation• Mutual understanding• New thinking• Inclusive solutions


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• Consensus (cont.)– Requires:

• A common purpose• Willingness to share power• Informed consent• A strong agenda• A facilitator – a “servant leader”


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• Consensus (cont.)– Stages:

• Introduction– Focuses on proposal & only on questions

about content, not merits – the facts• Discussion

– 1st – of broad principles behind the idea to clarify what is being proposed

– 2nd – discussion & resolution of concerns


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• Consensus (cont.)– Stages (cont.)

• Decision– No votes taken– Each participant has 3 options– To Block

Participant wishes to prevent the decision from going forward for the time being


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• Decision (cont.)– Stand aside

Cannot personally support the proposal, but feels it would be acceptable for the rest of the group to adopt


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• Decision (cont.)– Give consent

Not every participant in total agreementEach person is willing to support the

decision & stand in solidarity w/ the group despite any disagreements


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• Consensus (cont.)– Helps identify broader set of

solutions which increase potential of creating sustainable agreements

– Building true consensus generally requires greater time and energy


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• Consensus (cont.)The more challenging the decision, i.e.

• overall importance,• longevity of the results,• complexity of the issue, and• need for stakeholder buy-in,

the greater the need for support.


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• Voting– Majority (one more than half of those

voting)– Super majority (some percentage

greater than one over half)– May provide an option for a

dissenting opinion• Other processes


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• Process used may vary with item of business or type of meeting called– May be determined by policies and

procedures, board decision, suggestion of chair

• Key – determine process before conflict/disagreement emerges


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Communication:The key to success

• Prior to the meeting– 1 week to 3 days prior

• Send out agenda, ground rules, other materials to review

– Personal contact• If 1st meeting or change in

date/time/location


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Communication:The key to success (cont.)

• During the meeting– Introductions– Build or review group’s ground rules– Team building activities– Processes to encourage and monitor

participation– Closing comments (benefits,

concerns, action items), etc.


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Communication:The key to success (cont.)

• Following meeting, send out:– Minutes (major decisions, action

items)– Group memory of meeting process

(flip chart notes)– Resource materials identified during

meeting– Reminders about action agenda,

responsibilities, timelines, etc.University of Wyoming


Minutes Include:

• Kind of meeting• Date• Place• Starting time• Members present and absent• Presiding officer• Reading & approval of past

minutesUniversity of Wyoming


Minutes Include (cont.):

• Balance of treasurer’s report• Name of member introducing

motion• Action taken on motion• Vote, if counted• Other actions/items which affect

body• Adjournment and time• Secretary’s name and/or signature


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The ABC’s of Effective Meetings

• Adequate planning and preparation

• Behaviors that foster group interaction

• Communication, the key to success


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Resources

• Basic Guide to Conducting Effective Meetings, Carter McNamara

• Facilitator’s Guide to Participatory Decision-Making, Sam Kaner

• How to Make Meetings Work, Michael Doyle & David Straus

• Mediation and Facilitation Training Manual, Mennonite Conciliation Service

• Time and Meeting Management Skills, Marlene K. Rebori, Community and Organizational Development Specialist, University of Nevada, Reno


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Documents

ABCs of Effective Meetings