Effective board meetings
Download
1 / 16

EFFECTIVE BOARD MEETINGS - PowerPoint PPT Presentation


  • 69 Views
  • Uploaded on

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

loader
I am the owner, or an agent authorized to act on behalf of the owner, of the copyrighted work described.
capcha
Download Presentation

PowerPoint Slideshow about ' EFFECTIVE BOARD MEETINGS' - cassie


An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -
Presentation Transcript
Effective board meetings

EFFECTIVE BOARD MEETINGS

Presented by

Don McFarlane – District Secretary

March 8, 2014



  • 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



  • MEETING PHASES:

  • ■ PREPARATION

  • ■ AT THE MEETING

  • ■ FOLLOW-UP

  •  AS A LEADER (CHAIR, SECRETARY)

  •  AS A PARTICIPANT (COMMITTEE MEMBER

  • * BTW, GOOGLE “MEETING BEST PRACTICES’


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


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)



AT THE MEETING: IN ADVANCE.

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


SECRETARY: IN ADVANCE.

 PREPARE NOTES IN ADVANCE (AS MUCH AS POSSIBLE)

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

NOT DISCUSSIONS

 ALWAYS CONFIRM

 NOTE TAKING METHOD?


PARTICIPANTS: IN ADVANCE.

 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


FOLLOW-UP IN ADVANCE.

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


GO TO MEETING IN ADVANCE.

?

■ MOST PROTOCOLS APPLY

■ USEFUL WHEN FACE-TO-FACE IMPRACTICAL

■ LIVE / GOTO INTERFACE?

■ RECOMMENDED:

 LIMITED PARTICIPANTS

 LIMITED AGENDA


ad