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Holding Effective Meetings. Department of Wellness, Culture and Sport . Why Are We Meeting?. Orientation? Planning? Information Sharing? Decision Making?. Pre-Meeting. What Form of Meeting Should it Be?. Face to Face Conference Call Internet chat session Video Conferencing.

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holding effective meetings

Holding Effective Meetings

Department of Wellness, Culture and Sport

why are we meeting
WhyAre We Meeting?
  • Orientation?
  • Planning?
  • Information Sharing?
  • Decision Making?
what form of meeting should it be
What Form of Meeting Should it Be?
  • Face to Face
  • Conference Call
  • Internet chat session
  • Video Conferencing
time and place
Time and Place
  • Regular Meeting Date or by Consensus?
  • Central Location or Rotating Venue
  • Notice
equipment and facilities
Equipment and Facilities
  • Facility
  • Facility Set Up
  • Equipment Set Up
  • Hand Outs
  • Refreshments
preparing the agenda
Preparing the Agenda
  • Gathering the Items
  • Placing the Items
  • Developing the Timeframe
  • Circulating the Agenda
board meeting january 4 2002 fredericton 7p m to 8 15p m agenda
Board MeetingJanuary 4, 2002 Fredericton 7p.m. to 8:15p.m. Agenda
  • Minutes from January 4th Meeting Jim 2 mins

Information

  • Update to Competition Guidelines Nelly 5 mins
  • Status of Funding Application Bob 3 min
  • Report of Membership Committee Pat 5 mins

Discussion

  • Membership Fee Structure Donna 15 mins
  • Report of Discipline Committee Dean 15 mins

Actions

  • Event Schedule 2003 Steve 15 mins

New Business

  • Request from N.S. for Atlantic Games Lori 15 mins
slide9
Information Items
  • Simply a passage of information. Questions of clarification can be asked.

Discussion Items

  • When input is wanted prior to a decision being made. Sometimes a decision will follow immediately and sometimes it is deferred.

Action Items

  • Where action or decision is required. Some discussion may be required.
meeting rules and procedures
Meeting Rules and Procedures
  • Sharing information & making decisions =
  • results
  • Establishing meeting rules
    • Constitution and by-laws
    • Informal groups
the meeting
The Meeting
  • Be there Early
  • Circulate Documentation
  • Start on Time
  • Set the Tone
  • Stick to your Agenda
slide13
Information
  • Limit discussion, don’t get drawn down side streets.

Discussion

  • Balanced discussion, stay on track (limit story telling), break up controversial/acrimonious, debate into smaller issues, watch your timelines, bring discussion to a conclusion.

Action

  • Know when it’s time to make a decision.
from discussion to action
From Discussion to Action
  • What is a motion?
    • Take action
    • Express itself as holding a certain view
  • Presenting a motion
the vote
The Vote
  • Putting the question
  • Methods
  • Announcing results
other options
Other Options
  • Deferring a decision
  • Empowering a member or committee to act (under certain parameters)
  • Tabling the motion
pre adjournment
Pre - Adjournment
  • Review Action Items and Decisions Made
  • Next Meeting?
  • Reminders, etc.
  • Thank everyone for their participation.
post meeting follow up
Post Meeting Follow-Up
  • Minutes
  • Actions
  • Sidebars