managing school council meetings · name, date, time, location ... managing sc meetings july 2019....
TRANSCRIPT
MANAGING SCHOOL COUNCIL MEETINGSFOUNDATION
INTRODUCTIONS
2
Territory RecognitionPresenter A bit about meParticipants A bit about you
MANAGING SC MEETINGS JULY 2019
TODAY’S OBJECTIVES:
3MANAGING SC MEETINGS JULY 2019
Learning outcomes
and structure
To provide tips in the areas of: Meeting Anatomy
Agenda Creation
Rules of Order
Role of the Chair
Directing Discussion
which can assist with effective meeting management.
UNDERSTANDING MEETING ANATOMY
MANAGING SC MEETINGS JULY 2019 4
MEETINGS: SOCIAL COMPONENT
MANAGING SC MEETINGS JULY 2019 5
MEETINGS: CONTEXTUAL COMPONENT
MANAGING SC MEETINGS JULY 2019 6
MEETINGS: STRUCTURAL COMPONENT
MANAGING SC MEETINGS JULY 2019 7
MEETING AGENDA
MANAGING SC MEETINGS JULY 2019 8
Co-constructed
Appropriate topics
Timely and timed
Set the right tone
COMMON AGENDA ITEMS
MANAGING SC MEETINGS JULY 2019 9
Meeting InformationName, date, time, location Please read/bring
Actual Agenda Call to order Review or Approval/Adoption of agenda Approval of previous minutes/Business arising Business of this meeting* Adjournment
*BUSINESS OF THE MEETING: WHAT WORKS FOR YOU?
MANAGING SC MEETINGS JULY 2019 10
Reports/Presentations
Old/Ongoing/Unfinished Business
New/Upcoming Business
Information/Discussion/Decision/Action
Name of Presenter & Approximate Time
Motions Written Out
THE MEETING…
MANAGING SC MEETINGS JULY 2019 11
PROCEDURES!
MANAGING SC MEETINGS JULY 2019 12
Rules of Order/Meeting Protocols/Standing Rules
Role of Chair During Meetings
Directing Debate/Discussion
RULES OF ORDER: USE THEM TO…
MANAGING SC MEETINGS JULY 2019 13
Avoid chaosGive everyone a voiceEnsure fairnessReduce repetitionPrevent dominating behavioursFacilitate group decision-making
Rules of Order are tools to help move the meeting along smoothly, save time, and shorten your meetings!
MEETING PROTOCOLS: GENERAL PRINCIPLES
MANAGING SC MEETINGS JULY 2019 14
A. Assume good intentionsB. Addressing the Chair & OthersC. No speaking until recognizedD. Speaking guidelinesE. Debate ideas, not peopleF. Stay on topicG. Decide togetherH. Support, not hinder, the Chair!
MANAGING SC MEETINGS JULY 2019 15
A: ASSUME GOOD INTENTIONS
B: ADDRESSING THE CHAIR & OTHERS
MANAGING SC MEETINGS JULY 2019 16
C: SPEAK ONLY WHEN RECOGNIZED
MANAGING SC MEETINGS JULY 2019 17
D: FOLLOW SPEAKING GUIDELINES
MANAGING SC MEETINGS JULY 2019 18
E: DEBATE IDEAS….NOT PEOPLE
MANAGING SC MEETINGS JULY 2019 19
F: STAY ON TOPIC
MANAGING SC MEETINGS JULY 2019 20
MANAGING SC MEETINGS JULY 2019 21
G: DECIDE TOGETHER
MANAGING SC MEETINGS JULY 2019 22
H: SUPPORT THE CHAIR!
REVIEW, REVISE, PUBLISH, DISTRIBUTE
MANAGING SC MEETINGS JULY 2019 23
ROLE OF CHAIR DURING MEETINGS
MANAGING SC MEETINGS JULY 2019 24
Exhibit neutrality
Show fairness
Be firm
Direct discussion
DIRECTING DISCUSSION: 9 TOOLS
MANAGING SC MEETINGS JULY 2019 25
1: PREPARE STANDARD PHRASES
MANAGING SC MEETINGS JULY 2019 26
2: WATCH THE TIME
MANAGING SC MEETINGS JULY 2019 27
Timed agenda
Timed items
Succinct
conversations
3: TRACK THE SPEAKERS
Agenda Item Round 1 Speakers Round 2 Speakers
Homework Policy John, Mary, Samantha, Nick, Jack, Jocelan
Jack, Mary, Nick
Lunch Fees Marilyn, John, Jocelan, Rhonda, Ray, Glenn
Ray, Glenn
Student Assessment Karen, John, Mary, Samantha, Lynda, Celeste
Karen, John, Samantha, Mary, Lynda, Celeste
Family Night Nadine, Ray, Glenn, Marilyn, John, Karen, Brenda
John
MANAGING SC MEETINGS JULY 2019 28
4: RESTRICT REPETITION
MANAGING SC MEETINGS JULY 2019 29
5: CONTROL DOMINATING MEMBERS
MANAGING SC MEETINGS JULY 2019 30
6: ENCOURAGE QUIET MEMBERS
MANAGING SC MEETINGS JULY 2019 31
7: SEEK DISSENTING OPINIONS
MANAGING SC MEETINGS JULY 2019 32
8: DIRECT THE TRAFFIC
MANAGING SC MEETINGS JULY 2019 33
9: IMPLEMENT ZERO TOLERANCE
MANAGING SC MEETINGS JULY 2019 34
No personal issuesNo belittling othersNo name calling or insultsNo swearingNo disrespectful body
languageNo talking about others
CONCLUSION
35MANAGING SC MEETINGS JULY 2019
Effective Meeting Management requires:
An Understanding of Meeting AnatomyAn Efficient Agenda Enforced Rules of OrderA Well-informed, Confident ChairDiligent Discussion Directing
1.800.661.3470
Twitter @Abschoolcouncil
www.albertaschoolcouncils.ca (SCETF, email list, templates)
Facebook/pages/Alberta-School-Councils-Association
EVALUATIONS AND MORE INFO!
36MANAGING SC MEETINGS JULY 2019