MODULE 4: CONDUCTING AN EFFECTIVE MEETING

1. MODULE 4: CONDUCTING AN EFFECTIVE MEETING Conducting Your Meeting Fundamentals of Parliamentary Procedures List the rules that govern Parliamentary Procedures. Identify the types of motions. Participate in a parliamentary procedure demonstration/Parliamentary Procedures Activity/Attachment 4. Communicating as Meeting Leader. Listening Effectively and Asking Questions. Understanding Nonverbal Communication. Communication Activity/Attachment 5.

2. Conducting an Effective Meeting BLACKS IN GOVERNMENT

3. Overview • Pointers for conducting the meeting • Before • During • After • Fundamentals of Parliamentary Procedures • Communicating as Meeting Leader 3

4. Before • Before the Meeting • Plan the meeting carefully • Select an affordable location • Notify members in enough time to allow their planning • Prepare and send out an agenda early • Check room set up early to make sure that the meeting room is set up properly • At the Beginning of the Meeting • Start on time • Get participants to introduce themselves and state their expectations for the meeting • Set clear time limits • Review action items from the previous meeting 4

5. During the Meeting • Ask questions • Listen • Clarify issues • Use the agenda to keep the meeting moving • Summarize agreements • Identify additional data needed to make decisions 5

6. After • At the End of the Meeting • Establish action items: who, what, when • Set the date and place of the next meeting and develop a preliminary agenda • Close the meeting crisply and positively • After the Meeting • Follow-up on action items and start to plan the next meeting 6

7. QUESTIONS 7

8. PARLIAMENTARY PROCEDURES

9. PARLIAMENTARY PROCEDURES • Three basic principles of Parliamentary Procedures: • MAJORITY RULES • EQUAL RIGHTS OF ALL MEMBERS TO PARTICIPATE IN PROCEEDINGS • ORDERLY CONSIDERATION OF ALL MATTERS WORTHY OF CONSIDERATION 9

10. NECESSARY OFFICERS • Presiding Officer • President • Chairman • Moderator • Speaker • Recorder • Secretary • Clerk 10

11. QUORUM • The minimum number of members within a society required in order to officially conduct business. 11

12. CONDUCTING BUSINESS • Business is brought before the assembly by motion of a member or in the form of a resolution. • Members must receive recognition from the presiding officer before speaking, with the exception of specific motions. • Motions are stated as “I move that…..” 12

13. FIVE BASIC PRINCIPLES Only one subject may claim the attention of the assembly at a time. Each proposition presented for consideration is entitled to full and free debate. Each member has rights equal to every other member. The will of the majority must be carried out, and the rights of the minority must be preserved. The personality and the desires of each member should be merged into the larger unit of the organization. 13

14. MOTIONS • The process by which business or a proposal in brought to the assembly for action. 14

15. MAIN MOTION • The business of the organization is carried out through the main motion. • The object of the main motion is to introduce new business for consideration of the group. • The main motion brings before the members a proposed course of action, and there can be only one main motion under consideration at a time. 15

16. THE MOTION TO AMEND • An amendment may be made by anyone to modify an original motion. • Amendments change or modify a motion by striking out, adding or substituting language to the original motion. • Only two amendments may be considered on any motion at any time. 16

17. REFER TO A COMMITTEE • This process is used to address business which cannot or should not be disposed of immediately by the group. • Standing vs. Ad Hoc Committees. • Appointment of Committees • Vote • Appointment • Volunteering 17

18. POSTPONE TO A DEFINITE TIME • This motion postpones or delays action until a certain time. • It is the proper way to delay action on a motion until later in the agenda, or the next business meeting, but not beyond that meeting. 18

19. CLOSE DEBATE • When members of a group continue to discuss a motion until it becomes tiresome or after the issues have been presented, someone may move to close debate and vote. • The motion to close debate requires a 2/3 majority vote of the assembly. 19

20. THE MOTION TO TABLE • The motion to table is used to lay aside an item of business temporarily in order to attend to more urgent business. • It is NOT intended to kill a motion. • Only to lay it aside in a way that its consideration may be resumed as easily as if it was a new motion. 20

21. MOTION TO ADJOURN • The business meeting is closed by a motion to adjourn. • This motion cannot be debated or amended. • The meeting is not adjourned until the chairman announces “The meeting is adjourned.” 21

22. MOTION TO TAKE A RECESS • The motion to recess allows for a break in proceedings. • The motion to recess is not debatable, but it is amendable. 22

23. MOTION TO FIX TIME IN WHICH TO ADJOURN • The motion to fix time in which to adjourn is to set the time, and sometimes the place, for another meeting to continue business of the session, with no effect on when the present meeting will adjourn. 23

24. INCIDENTAL MOTIONS • Various types of incidental motions allow for speakers to interrupt the activity at hand. • Point of Order • Question concerning a breach of parliamentary law. • Call for the Order of the day • Calls to the attention of the assembly a problem in the agenda or procedure. 24

25. INCIDENTAL MOTIONS (CON’T) • Point of Personal Privilege • Motion that permits a request or main motion relating to the rights and privileges or the assembly or any of its members. • Point of Information • A request directed to the chair, or through the chair to another officer or member, relevant to the business at hand but not related to parliamentary procedure. 25

26. INCIDENTAL MOTIONS (CON’T) • Point of Clarification • Motion which allows the chair to explain pending actions of the assembly prior to a vote. • Division of the House or Assembly • Calling for a recount of the vote by an alternative method other than voice vote. 26

27. PRESIDENTAL VOTING • The President, although not prohibited, should avoid voting in almost all instances, except when his/her vote can directly impact the outcome of a vote • Voting to break a tie. • Voting to make a tie. • Voting to create a required majority. 27

28. QUESTIONS? 9-45

29. Communicating as Meeting Leader BLACKS IN GOVERNMENT

30. Communicating • Communicate clearly during a meeting • Use language that is appropriate during a meeting • Understand and use assertive communication • Enhance your relationship with participants through communication 30

31. Listening and Asking Questions Effectively • Understand how listening and questioning work together during a meeting • Recognize common barriers to communication • Improve your listening skills • Know the purposes effective questions serve • Ask appropriate questions during a meeting 31

32. Understanding Nonverbal Communication • Understand how nonverbal communication is sent through a person's eyes, facial expressions, body position, and gestures • Recognize how the qualities of a participant's voice communicate nonverbally • Recognize that nonverbal communication can alert you to problems • Interpret nonverbal communication correctly • Improve your ability to communication nonverbally 32

33. QUESTIONS 33