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Stacey McCullough, Instructor-Community & Economic Development
Joe Waldrum, Professor-Community & Economic Development
Creating Successful Meetings
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Name your top five reasons for ineffective meetings ?
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Elements of a Successful Meeting
• Meaningful objectives• Effective leaders• Pre-meeting
preparation• Appropriate meeting
place• Appropriate room
arrangement
• Procedures to move things along
• Conflict resolution• Effective conclusion• Follow up• Commitment of
participants
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Why Do People Meet?
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• Share information• Identify, develop or gather ideas• Build support for a goal• Understand policy• Solve problems• Plan• Evaluate efforts• Make decisions & take action
Meaningful Objectives
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Before the Meeting
Prepare meeting objectives
Determine who should attend
Give participants something to prepare for the meeting
Establish time & place Prepare agenda
Send out notices/reminders
Contact speakers Plan breaks & meals Prepare meeting
materials Practice your part Prepare your assignments Test equipment
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Meeting Room Arrangements
U-SHAPE • Used for meetings where there is a speaker, audio-visual presentation or other focal point
• Pros– Good work space– Good interaction between
participants
• Cons– Not good for large groups
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Meeting Room Arrangements
BOARDROOM • Used for used for Board of Directors or committee meetings, or discussion groups
• Pros– Good work space– Good working atmosphere– Good interaction between
participants
• Cons– Not ideal for AV presentations– Not ideal for speakers– Not ideal for large groups
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Meeting Room Arrangements
THEATER• Most efficient set-up when the
attendees will act as an audience• Pros
– Good for large groups when reading/writing are not required
– Good for basic information delivery
• Cons– Elevation changes needed for large
groups– No writing surface – Minimal group interaction
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Meeting Room Arrangements
CLASSROOM • Ideal for note taking, meetings with handouts, and laptops
• Most comfortable set-up for long sessions and refreshments
• Pros– Presenter can see all participants – Accommodates large groups in less
space
• Cons– Minimal interaction possible
Participants only see each other’s backs
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Meeting Room Arrangements
ROUND TABLE • Plan of choice for meal functions• Useful for small business
meetings and breakouts involving group interaction and/or note taking
• Pros– Good work space– Good interaction between
participants
• Cons– Requires more space, particularly if
there is a speaker
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Conducting the Meeting
Arrive early Provide nametags or
place cards Start on time State purpose of meeting Establish ground rules Decide how decisions are
to be made– Consensus, majority vote,
by chairperson
Follow the agenda Keep minutes or notes Assign jobs
– Recorder, time watcher, etc.
Encourage active participation
Eliminate distractions Avoid non-productive
discussion
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What can cause a meeting to get off track?
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• Refer to meeting ground rules• Gentle reminders of agenda• Time limits for speakers• Table issues for another time• Use of parliamentary procedure• Request research / assign tasks for future meetings• Schedule special meeting to address topic• Bring in outside facilitator
Keep the Meeting on Track
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• Large groups• Complex of
controversial issues• High stakes (e.g.,
money or policy)
When is Parliamentary Procedure Necessary?
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Principles of Parliamentary Procedure
• Only one issue discussed at a time
• All members of equal basic rights
• Rights of minority must be protected
• No one can speak until recognized by chair
• Every member can speak to the issue on the floor
• A majority vote decides an issue
• Chairperson maintains impartiality
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Ending the Meeting
Meeting Summary—Identify work completed—Clear action plan/assignments for uncompleted
tasks—Decision about subsequent meetings
Date, time & location of next meetingEvaluation
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After the Meeting
Review evaluationSend follow-up reports or
minutes to participants, including action items
Write thank you letters for speakers
Pay any bills
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Elements of a Successful Meeting• Meaningful objectives• Effective leaders• Pre-meeting preparation• Appropriate meeting place• Procedures to move things
along• Resolve conflicts• Effective conclusion• Follow up• Commitment of
participants
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Questions or Discussion
*Optional checklist handout