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Meetings & Briefings. Class Overview:. PART I: Reasons For A Meeting Before, During, & After A Meeting Predictable Stages of Groups Informative and Advocacy Briefings The Staff Briefing PART II: Meetings vs. Briefings How to tailor to your CAP needs. Meeting Reasons. Problem-solving

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Presentation Transcript

Class overview
Class Overview:

  • PART I:

    • Reasons For A Meeting

    • Before, During, & After A Meeting

    • Predictable Stages of Groups

    • Informative and Advocacy Briefings

    • The Staff Briefing

  • PART II:

    • Meetings vs. Briefings

    • How to tailor to your CAP needs

Meeting reasons
Meeting Reasons

  • Problem-solving

  • Planning

  • Training

  • Other?

Before the meeting
Before the meeting:

  • Write out an agenda and establish a desired outcome

  • Set a start time and end time

  • Plan time for questions

  • Give the agenda and supporting documents in advance

  • Lack of planning = no meeting

During the meeting
During the meeting:

  • Start on time. Don’t wait for tardy attendees.

  • State the desired outcome of the meet

  • Assign someone to take minutes

  • Stick to the agenda and time schedule. If you don’t get what you want done, schedule another meeting!

After the meeting
After the meeting:

  • Review the minutes and send them out in memo format as soon as possible

  • Follow up with any issues that were raised, questions asked, etc

Stages of a group
Stages of a Group:






  • Time of uncertainty where members try to determine their place in the team

  • What role, how will other perceive me, what can I contribute, etc

  • Excitement, anticipation, optimism, pride in being chosen, suspicion, fear, anxiety


  • Conflicts begin to arise

  • People become impatient about lack of progress

  • Personal thoughts and feelings:

    • Will I be able to influence?

    • Will the group leader be effective?

    • Will the group include my own goals?


  • Team establishes cohesiveness

  • People begin to accept the “norms”

  • Personal thoughts and issues:

    • What roles do I know others play in this group?

    • What do others expect from me?

    • What do we and don’t we discuss?

    • Giving and accepting criticism


  • The team develops proficiency in achieving its goals

  • Relationships and expectations accepted by the team

  • Selfless Phase

  • Personal thoughts:

    • What can I do to help the group accomplish its task more effectively?

    • What can we do as a group to become more effective?

The informative briefing
The Informative Briefing

  • Facts only – not for recommendations

  • Structure:

    • Short introduction to present the topic

    • Body with clear and objective facts

    • Conclude with a short summary

  • Be brief

  • Stick to the point and avoid being broad

  • Prepare for possible questions and have answers ready

The advocacy briefing credibility
The Advocacy Briefing: Credibility

  • Credibility is the most important part

  • Personality, appearance, knowledge, sensitivity, integrity, organization, preparation, approach, etc all effect

  • Gaining & losing credibility

  • Be a person with whom people enjoy agreeing

The advocacy briefing setting
The Advocacy Briefing: Setting

  • Setting depends on audience

  • Controlling setting means you can prepare in advance to accommodate

  • Eliminate all Distractions!

The advocacy briefing timing
The Advocacy Briefing: Timing

  • Energetic = morning

  • Anxious & Impatient = before lunch

  • Agreeable = immediately after lunch

  • Asleep = mid afternoon

  • Pressure = just before quitting time

  • If you can control when it happens you have another tool at your disposal

The advocacy briefing organization
The Advocacy Briefing: Organization

  • Reason

  • General to specific

  • Problem-solution

  • Present both sides, don’t play cat and mouse, restate, anticipate, don’t freeze!

The staff meeting
The Staff Meeting

  • Provides exchange of information

  • Varied information may be presented depending on level of command

  • Incorporates various presentation types

  • Often resembles advocacy and information briefings.

Meetings vs briefings


Encourage discussion / debate

Works well with small groups

Relies on agenda to accomplish tasks

Happens in reaction to an event

Could be used for planning purposes


Conveys lots of info quickly & effectively

Allows you to present the full story

Manages large numbers easily

Can be used as a preventative tool

Could be used to convey plans

Meetings vs. Briefings

Common uses of cap meetings
Common uses of CAP “Meetings”

  • Cadet Advisory Council

  • Squadron staff meetings

  • Encampment Staff Meetings

  • Activity meetings (FTX, ALS, etc)

  • Planning committees (Christmas Party, etc)

Commander s prerogative
Commander’s Prerogative

  • You get to decide what type of briefing or meeting is used

  • You get to set the agenda

  • You determine how it is presented

  • You control the success


  • Speaking

  • Meeting

  • The Informative Briefing

  • The Advocacy Briefing

  • The Staff Meeting

  • Tailoring to your needs