meetingsSuccessful

by Thais Wilson

Opening

Introduction of theFacilitator / Presenter

Successful meetings!

EffectiveProductiveDynamic

Conferences

2+ People

Today’s agenda

Successful Meetings

1. Objetives of meetings

2. Agendas for meetings

- Openings

3. Roles of participants in meetings:

- Facilitator

We begin with the contents…

1

Objectives of meetings

Objetives of meetings

•Inform•Coordinate/ Plan•Decision making•Follow up•Discussions•Brainstorming

•Learning

¿What are the objectives of this meeting?

2

Agendas for meetings

Breaks.Details of following meetings.Evaluations.Closing.

Time in the meeting

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Opening.Ground rules, group agreements, introduction or comments about the facilitator role, introductions of participants.Agenda review & approval.Presentations and discussion of items according to the time each topic requires and according to the group’s energy.

http://treegroup.info/ -Tree Bressen - Eugene, Oregon,

Openings for meetings

Openings for meetingsOpenings:

• Bring focus to the group. Bring the group together. Unite the group.

Note: Keep them snappy and happy!

Openings can be sponsored by the facilitator or other members of the group. The opening should be rehearsed ahead of time and instructions should be efficient and clear.

http://treegroup.info/ -Tree Bressen - Eugene, Oregon,

Opening activitiesCan be:

•Singing a song, an anthem, a prayer, reading a mission statement, making art individually or communally, visualizations, meditation, breathing and focusing exercises, a moment of silence, a group ritual.

•“Check-in”

•News & Goods.

•Highlights & challenges.

•Appreciations - each person says something they appreciate about someone else or the community.

•Ice breakers.

What opening activity do you like the most?

A meeting opener:

“Check-in”•One of the most common openings used.

•Gives each person a few minutes to say how they're doing, what's up lately, and any big issues that might get in the way of them focusing on the meeting agenda.

•Offers each person the attention of the group.

•Alerts the other members if they need to be particularly sensitive to someone.

http://treegroup.info/ -Tree Bressen - Eugene, Oregon,

Rolesin meetings

Roles in meetings

•Participants

•Sponsor/Presenter

•Agenda Planner

•Notetaker

•Stacker

•Timekeeper

•Doorkeeper

•Vibeswatcher

•Facilitator

To create productive processes in groups:

Use roles and share them when possible:-Typical roles include: facilitator, recorder, timekeeper-The facilitator’s role can be shared, even if there’s one “official” leader-Shared roles help to create a sense that all members are equally valued

Find ways to develop trust and a sense of shared responsibility

“

Tips for Leading Effective Meetings©2008, University of Vermont and PACER Center

Facilitator

FACILITATOR=

SERVANT(Leading servant)

= Neutral

=Democratic

=SERVANT

(Leading servant

1. Fosters Good Communication

• Helps each person feel heard.

• “Reflects back” what people say.

•-

•-

•-

•-

The Facilitator

Facilitator

X Y Z W

Participants

The facilitator “reflects back” what participants say:

The participant says:

X Y Z W

1. Fosters Good Communication

• Help each person feel heard.• “Reflect back” what people say.

•Clarify/ reformulate ideas or thoughts.

•Summarize/ formulate main ideas concisely.

•Listen for common ground.

•Keep track of the stack.

•Avoid excluding conversations.

The Facilitator

2. Manages the meeting

•Make sure physical space and necessary materials/equipment are available.•Make sure the objectives of the meeting are met.•Control the agenda.•Be the process steward.

The Facilitator

3. Maintains a harmonious atmosphere:

•Detect the group energy (the “vibes”).•When necessary, step in to help resolve conflict and/or help in doing so.

•Foster/create/maintain peace.

The Facilitator

¿Something to take away?

¿How can we improve our meetings?

ResourcesRed de Información Humanitaria para América Latina y el CaribeID_320_UD_Redhum-Global-Folleto-Como_facilitar_reuniones_-_Separata-20080429.pdfhttp://www.redhum.org

Tree Bressen, facilitator and teacher, has been assisting intentional communities, nonprofits, and other organizations with group process since 1994. Eugene, OregonTeléfono: ++541-343-3855http://www.treegroup.info

University of Vermont and PACER CenterTips for Leading Effective Meetings ©2008Module 5 Tips for Leading Effective Meetings.ppthttp://www.uvm.edu/

The images used are of public domain

Evaluation

Positive outcomes To improve

Thank you for participating

Closure