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Running-Effective-Meetings-Infosheet

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					                        Running Effective Meetings

Make sure you know how the committee works (e.g. Staff Student Liaison
Committee):
   What are the terms of reference for the committee? Where does it fit in the structure
   How often does it meet, is there an annual cycle?
   How do you get things on the agenda?
   How far in advance do papers go out
   What do people think the committee does?
   Who is on the committee?
   Who takes the minutes? How are they recorded?

Learn from the past:
   Locate past papers and minutes to get a feel for previous discussions
   Talk to previous representatives
   Talk to relevant Union staff
   Find out what the other committee members are like.

Be prepared:
   Check meeting dates and agenda deadlines
   Always confirm date, time and location
   If appropriate discuss key items with the Executive Committee
   Check with other committee members about anything you are unsure of
   Prepare notes for the items you wish to comment on.

Participate:
   Sit where the Chair can see you
   Sit next to any allies you may have
   If in doubt ask for clarification from the Chair
   Ask questions
   Make notes to report back with later
   If you agree with something say so - avoid being totally negative!

After the meeting:
 Report back to those you represent
 Identify areas which require your action
 Check through minutes to ensure that discussions have been accurately recorded and
  if not contact the Secretary.




                                 Learner Development Unit
                       http://www.brad.ac.uk/lss/learnerdevelopment/
                        Techniques for effective Chairing

What is the role of the Chairperson?

The Chair MUST: ensure that the objectives of the meeting are achieved by covering the
agenda items, while promoting participation of the members and staying within the allotted
time.

Prior to the meeting
     Ensure timely circulation of the agenda to allow preparation for the meeting
     Ensure that the agenda specifies the date, starting and ending times, venue and
        purpose of the meeting

During the meeting
    Start and end on time – avoid summarising the proceedings for latecomers
    Emphasise the objective(s)of the meeting
    Seek approval for the agenda –adding by consensus any "late but urgent " items
      under Any Other Business (AOB)
    Seek approval for the previous minutes – corrections being minuted where agreed
    Ensure that report-backs under "Matters Arising " are only whether a task is or is
      not completed, giving a new completion date if not –new developments should be
      discussed as new agenda points
    Introduce each agenda item with any background information (arguments for and
      against, and any previous discussions)
    Allow participation one by one with discussion through the chair -avoid one or two
      participants dominating any deliberations
    Encourage the quiet ones to contribute to the discussions
    Keep speakers to the topic under discussion – discourage jargon and keep control
      of strong non- verbal communication.
    Postpone to the next meeting items that are inadequately prepared and presented
      or that require lengthy discussion exceeding the available time – possibly even
      calling a special meeting for such issues
    Summarise discussions and emphasize the decisions, thereby keeping the process
      moving and guiding the minute-taker
    Decide on the point at which a decision must be taken and lead discussion on the
      options –but avoid forcing adoption of your own preferred option
    Reach agreement on action to be taken –what activity, by whom, where, by when
      and how – noting the type of feedback required
    If there is a need for further meetings, decide when (if not already scheduled)
    End on time

After the meeting
    Ensure that those not present at the meeting are aware of tasks assigned to them
    Check the draft minutes and improve where necessary
    Ensure minutes are distributed promptly (preferably within one week)

				
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