Holding effective meetings
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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 l.jpg

Holding Effective Meetings

Department of Wellness, Culture and Sport


Why are we meeting l.jpg
WhyAre We Meeting?

  • Orientation?

  • Planning?

  • Information Sharing?

  • Decision Making?



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What Form of Meeting Should it Be?

  • Face to Face

  • Conference Call

  • Internet chat session

  • Video Conferencing


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Time and Place

  • Regular Meeting Date or by Consensus?

  • Central Location or Rotating Venue

  • Notice


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Equipment and Facilities

  • Facility

  • Facility Set Up

  • Equipment Set Up

  • Hand Outs

  • Refreshments


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Preparing the Agenda

  • Gathering the Items

  • Placing the Items

  • Developing the Timeframe

  • Circulating the Agenda


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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


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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.



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Meeting Rules and Procedures

  • Sharing information & making decisions =

  • results

  • Establishing meeting rules

    • Constitution and by-laws

    • Informal groups


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The Meeting

  • Be there Early

  • Circulate Documentation

  • Start on Time

  • Set the Tone

  • Stick to your Agenda


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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.


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From Discussion to Action

  • What is a motion?

    • Take action

    • Express itself as holding a certain view

  • Presenting a motion


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The Vote

  • Putting the question

  • Methods

  • Announcing results


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Other Options

  • Deferring a decision

  • Empowering a member or committee to act (under certain parameters)

  • Tabling the motion


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Pre - Adjournment

  • Review Action Items and Decisions Made

  • Next Meeting?

  • Reminders, etc.

  • Thank everyone for their participation.




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Post Meeting Follow-Up

  • Minutes

  • Actions

  • Sidebars



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