Effective board meetings
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EFFECTIVE BOARD MEETINGS. Presented by Don McFarlane – District Secretary March 8, 2014. TODAY’S SEMINAR WILL FOCUS ON: --RECOMMENDED PROCEDURES --BEST PRACTICES --HELPFUL TIPS AS APPLIED TO THE ‘ROTARY WORLD’. IN THE ‘ROTARY WORLD’: --CLUB EXECUTIVE MEETINGS

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EFFECTIVE BOARD MEETINGS

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Effective board meetings

EFFECTIVE BOARD MEETINGS

Presented by

Don McFarlane – District Secretary

March 8, 2014


Effective board meetings

  • TODAY’S SEMINAR WILL FOCUS ON:

  • --RECOMMENDED PROCEDURES

  • --BEST PRACTICES

  • --HELPFUL TIPS

  • AS APPLIED TO THE

  • ‘ROTARY WORLD’


Effective board meetings

  • IN THE ‘ROTARY WORLD’:

  • --CLUB EXECUTIVE MEETINGS

  • --CLUB COMMITTEE MEETINGS

  • ROBERT’S RULES OF ORDER?

  • *ANY EXECUTIVE OR COMMITTEE DULY AUTHORIZED TO MAKE FINANCIAL COMMITMENTS ON BEHALF OF THE CLUB.

  • MOTIONS & ACTIONS


Effective board meetings

  • ALSO, IN THE ‘ROTARY WORLD’:

  •  WE ARE ALL VOLUNTEERS

    • WHETHER YOU ARE A MEETING ORGANIZER

  • OR PARTICIPANT

  • RESPECT THE TIME OF OTHERS


Effective board meetings

  • MEETING PHASES:

  • ■PREPARATION

  • ■AT THE MEETING

  • ■FOLLOW-UP

  • AS A LEADER (CHAIR, SECRETARY)

  • AS A PARTICIPANT (COMMITTEE MEMBER

  • *BTW, GOOGLE “MEETING BEST PRACTICES’


Effective board meetings

PREPARATION

SCHEDULE:

■DIARIZE REGULAR MEETINGS FOR THE YEAR

■ADHERE TO STIPULATED NOTICE PERIOD.

■FIND CONSENSUS ON TIME AND DAY.

LOCATION:

■CONVENIENCE / COSTS ARE FACTORS

■SIZE, CAPACITY, COMFORT

■FACILITIES AV, WIFI, ETC.

*ALL PARTICIPANTS MUST CONFIRM ATTENDANCE


Effective board meetings

AGENDA:

■MEETING STRUCTURE

■GATHER INPUT, I.E. TOPICS, MOTIONS, REPORTS

■SET TIME GUIDELINES

■ATTACH REFERENCE MATERIALS

■ISSUE IN ADVANCE OF THE MEETING

OTHER:

■CONSIDER SNACK OR MEAL

■CO-ORDINATE GUESTS (TIME, DURATION)


Effective board meetings

  • ALL PARTICIPANTS REVIEW MATERIALS, PREPARE NOTES & QUESTIONS IN ADVANCE.

  • SUBMIT DETAILED REPORTS IN ADVANCE / ON TIME


Effective board meetings

AT THE MEETING:

CHAIRMAN:

ENSURE QUORUM

START ON TIME

MONITOR TIME LIMITS

MODERATE DISCUSSION, SEEK CONSENSUS

CALL FOR MOTION, TABLE, DEFER . . .

RE-CAP FOR MINUTES

ABSTAIN FROM VOTING, UNLESS . . .

COUNT THE VOTES

FINISH ON TIME

SURVEY PARTICIPANTS


Effective board meetings

SECRETARY:

PREPARE NOTES IN ADVANCE (AS MUCH AS POSSIBLE)

RECORD, MOTIONS, ACTIONS, CONCLUSIONS . . . .

NOT DISCUSSIONS

ALWAYS CONFIRM

NOTE TAKING METHOD?


Effective board meetings

PARTICIPANTS:

READ PREP MATERIALS

SHOW UP ON TIME

TURN OFF CELL PHONES (OR AT LEAST DON’T TAKE CALLS)

ENGAGE / PARTICIPATE

AVOID REPEATING WHAT OTHERS HAVE SAID

LISTEN, TAKE NOTES

AVOID PERSONALIZING ISSUES, CONFLICT


Effective board meetings

FOLLOW-UP

SECRETARY:

■PREPARE AND VERIFY MINUTES

■KEEP THEM SIMPLE, CLEAR (MAKES SENSE A YEAR FROM NOW)

■ISSUE MINUTES PROMPTLY (1 WEEK?)

■ENSURE DOCUMENT FILING

ALL PARTICIPANTS:

■REVIEW MINUTES

■NOTE ERRORS OR CORRECTIONS FOR FUTURE

■COMPLETE ACTIONS/MOTIONS

■RESPECT BOARD CONFIDENTIALITY


Effective board meetings

GO TO MEETING

?

■MOST PROTOCOLS APPLY

■USEFUL WHEN FACE-TO-FACE IMPRACTICAL

■LIVE / GOTO INTERFACE?

■RECOMMENDED:

LIMITED PARTICIPANTS

LIMITED AGENDA


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