Thank you for turning cell phones to off/silent

Meetings of Success> 2005 TMG Leadership Conference> Joseph L. Donaldson

3Picture perfect meetings only exist in pictures…Strive for success, not perfection

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Success>Every member has their

say>Purposes of organization

furthered>Majority rules>Rights of minority opinion

and absent members protected

5

Meetings I Dislike>One person does all the

talking>Don’t know the purpose>Nothing accomplished>Sitting for more than one

hour>A buttercup becomes a

briar

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Business Meetings>Part of democracy>Consider what meetings

have accomplished>Celebrate not dread

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Opportunities >Varied experience: church,

business, etc.>Varied viewpoints: social,

business, etc. >Transfer meeting skills to

other groups

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The TP

>Tidy & Punctual > “A place for everything

and everything in its place”

> Details> Have only socks in their

sock drawers

Cook, M.J. (1998)

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The CL

>Cluttered & Late> Tolerance for chaos> Ability to accept failure> High energy, flair for

innovation

Cook, M.J. (1998)

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Our Agenda>Understand the business

of a business meeting>Discover uses and misuses

of Robert’s Rules>Manage meetings of

success

Understand the business of a business meeting

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Effective Meetings Have

>An agenda>A purpose>A start and end time>A presiding officer>Involved members

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Agenda>Call to Order>Roll call>Minutes>Reports of officers and

committees>Special orders>Unfinished business>New business>Announcements>Adjourn

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Form Agenda >Presiding officer and

secretary>Unfinished business from

last meeting>Let the members suggest

agenda items

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The Presiding Officer>Stay Neutral>Facilitate>Gain participation of all

members>“What is the pleasure of the

group?”>“Are you asking the group to

take action?”

Discover use and misuse of Robert’s Rules

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Robert’s Rules>Take up business one item

at a time>Have courtesy, fairness,

impartiality and equality>Majority rules, but rights of

individual, minority and absent members protected

From Robert McConnell Productions (2001). Robert’s Rules of Order: Simplified and Amplified, 2nd Ed., Indianapolis: Wiley.

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Misuse of Robert’s Rules>Using rules to intimidate

or dominate>Majoring in the minors

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Managing Big Talkers>Everyone speaks once on an

issue>Seat them to the immediate

left or right of presiding officer >“Thank you. Now that I know

how you feel, I would like to hear from _________.”

>“Everybody talks once before anybody talks twice.”

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Managing Chit-Chatters>Ask them to stop>“Cross-talk makes it difficult

for the secretary to keep accurate minutes…”

Meeting Quiz

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Question 1>What should the president

do if he/she wants to give an opinion of a topic?

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Don’t Do It!>But, there’s another

possibility – >Ask another officer to

preside, so you can give opinions and vote

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Question 2

What is an example of a special order?

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Special Orders are:>Stuff that’s done on an

annual basis>Election or a nominating

committee report>Business designated for

the meeting as a special order

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Question 3>A motion was discussed

and approved by the membership. Yet, the motion never received a second.

>Is the motion void?

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No>If the issue was voted on

and discussed, then the second has no bearing

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What does “second” mean?

>Another member wants the issue discussed

>Members may call out “second” or “I second the motion”

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How does it work>If no one seconds, the

President may ask: “Is there a second?”

>“Without a second, the motion will not be considered. Next item.”

>It is moved and seconded that…Is there any discussion?”

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Question 4>Is it a good idea to

memorize anything for a meeting?

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Absolutely>“I move that…”>“A motion has been made

and seconded to…..Is there any discussion?”

>“I speak in favor of the motion.”

>“I oppose the motion.”

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Question 5>What are some of Robert’s

Rules that are often ignored that would help our meetings?

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Consider >Write down motions and

hand to President>President stays neutral>State the item of new

business and “What are the members’ wishes?”

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Question 6>Does the Treasurer’s

Report have to be approved by the membership?

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No>Treasurer states their

report>President: “Are there any

questions?” >President: “The

Treasurer’s Report is filed.”

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Reminder: Success means>Every member has their

say>Purposes of organization

furthered>Majority rules>Rights of minority opinion

and absent members protected

Thank you

> Enjoy your conference!

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References> Robert McConnell Productions (2001).

Robert’s Rules of Order: Simplified and Amplified, 2nd Ed., Indianapolis: Wiley.

> Cook, M.J. (1998). Time management: Proven techniques for making the most of your valuable time. Holbrook, MA: Adams Media Corp.