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CONDUCTING EFFECTIVE MEETINGS

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CONDUCTING EFFECTIVE MEETINGS Powered By Docstoc
					CONDUCTING EFFECTIVE
     MEETINGS


     Karen J. Dowd, Ed.D.
Executive Director, Florida AHPERDS
    AAHPERD President, 96 - 97
 KUDOS
KUDOS
KUDOS
KUDOS
KUDOS
“It is not so much where we
are, but in what direction are
         we moving.”

       Oliver Wendell Holmes,
     Former Supreme Court Justice
  Work with your
Executive Committee
“We find comfort among
those who agree with us
 – growth among those
      who don’t.”
          Frank Clark
 IGNITE


EXCELLENCE
    CONSIDER THIS
S
T
A          GOAL
R
T
YOU ARE VERY SPECIAL!



GOAL
A MATTER OF PERSPECTIVE

    A POEM
    A SONG
   A SERMON
 PREPARATION
  PREPARATION
  PREPARATION
PREPARATION
   PREPARATION
   PREPARATION
 PREPARATION
   ESSENTIAL
LEADERSHIP ROLES

Decisional
  Informational
     Interpersonal
      LEADERSHIP ‘MATTERS’
• Competence Matters – Building Purpose
• Accountability Matters – Fostering Trust
• Openness Matters – Generating Integrity
• Language Matters – Connecting Relationships
• Values Matter – Forging Community
• Perspective Matters – Establishing Balance
• Power Matters – Mastering Influence
• Humility Matters – Inspiring Authenticity
         New Breed of Leader, Sheila Murray Bethel, Ph. D.
 Barriers to Leadership Advancement

1.   Failure to understand others
2.   Failure to solve problems quickly
3.   Failure to take necessary ‘risks’
4.   Ineffective communication
5.   Disinterest in personal growth
 COMMUNICATION
    Communication
COMMUNICATION
   Communication
  Communication
COMMUNICATION
I did not say
she stole the
   money.
I did not say
she stole the
   money.
I did not say
she stole the
   money.
I did not say
she stole the
   money.
I did not say
she stole the
   money.
I did not say
she stole the
   money.
I did not say
she stole the
   money.
  KEY ASPECTS OF
EFFECTIVE MEETINGS
       Technical
   Environmental
      Procedural
    Interpersonal
      Functions Of Meetings

1.   Visioning / Goal Setting
2.   Solving Problems
3.   Making Decisions by Consensus
4.   Promoting Communication
5.   Developing Leadership
       Functions Of Meetings

 6.   Building Commitment
 7.   Sharing Information
 8.   Improving Productivity/Operations
 9.   Building Momentum
10.   Move the Mission Forward
     Four Seasons of a Meeting

1.   Weeks and Months Out
2.   The 24-Hours Leading to Meeting
3.   Actual Meeting
4.   Follow-up and Post Meeting Action
     Steps
          MEETING TYPES

1.   Regularly Scheduled
2.   Problem Solving
3.   Brainstorming
4.   Informational
5.   Emergency (most often Ex. Comm.)
      STANDARD AGENDA
• Call to Order
• Reading and Approval of Minutes
• Reports of Officers and Standing
     Committees
• Reports of Ad Hoc Committees
• Unfinished Business
• New Business
• Announcements
• Adjournment
              Must Haves
1.   Confidence!
2.   Excellent Parliamentarian
3.   Agreed upon ‘Operating Rules’
4.   Agenda
5.   Goals for the meeting
6.   Excellent Board Secretary – (minutes)
7.   Access to last 6 meetings minutes
             Nice to Have
1.   Appropriate meeting space
2.   Effective room configuration
3.   Beverages
4.   An E.C. Meeting prior to Board Meeting
5.   Strong, unified Executive Committee
6.   Harmonious, task-oriented, mission-
     driven team
             Meeting Tips
1. Ask ‘Is this meeting necessary?’
2. Materials table at entrance
3. Start on time – every time!
4. Organize materials according to
   approved agenda
5. Anticipate !!!
6. Focus on Action
                 Meeting Tips
7. Maximize business – minimize
    socializing (1-2 day retreats better for warm-fuzzy)
8. Focus on what CAN be done!
9. Discuss concepts and general ideas –
    leave the details to a committee
10. Discuss ideas and actions – not people
11. Confirm that the business conforms to
    the ‘Strategic Plan’ and mission
               Meeting Tips
12. Model your expectations
13. Keep members physically close together
14. Seek participation by all
15. Encourage creative thinking
16. Use terms/phrases that foster teamwork
17. Encourage brainstorming and idea sharing
              Meeting Tips
18. Be aware of your gestures / eye contact
    / posture / tone of voice
19. Strategize around road blocks (caucus /
     small group work)
20. Utilize visual aids when appropriate
21. Take short, timed breaks…then begin
     again…on time!
               Meeting Tips
22. Remain neutral on issues as often as
     possible
23. Delegate exciting assignments
24. Maintain an atmosphere of productivity and
    achievement
25. Guard your words carefully
26. Even in the midst of turmoil, remain
     positive, inspired, forward thinking
               Meeting Tips
27. Before adjourning, briefly review the
     action items, accomplishments and
     assignments
28. Preview the essence of the next meeting
29. Monitor your emotions and temper
30. Praise their efforts & rally them on!
  Follow-Up After the Meeting
• Handle urgent items within 48 hours
• Handle important items within 5 days
• Handle routine items within 2 weeks or less
• Send minutes out within 2 weeks; always in
  advance of next meeting
• Follow all major actions with memos
  Follow-Up After the Meeting
• E-mails to remind others of actions
• Typed, formal charges to committee chairs
• Phone calls ASAP to praise or seek
    understanding
• Meet with or call executive committee to
        review and redirect actions
         TIME
     Steal my money, and…
   I will make more money.
      Steal my stuff, and…
         I will buy more
               stuff.
Steal my time, and it is gone….
          forever
4 – D Solution
   Dump it
   Defer it
  Delegate it
  DO IT!
“WHEN THE BEST LEADER’S
  WORK IS DONE, THE
 PEOPLE SAY, ‘WE DID IT
     OURSELVES.”
               Lao Tzu
The Birthplace
      of
  JELL-O
LeRoy,New York
     (1897)

				
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posted:12/31/2010
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