pulaski technical college committee training august 11, 2014
TRANSCRIPT
Pulaski Technical CollegeCommittee Training
August 11, 2014
•Facilitated Discussion•Conducting an Effective Meeting•Committee Responsibilities•Committee Tools •Questions & Answers
Outline
Effective Meetings• Meeting management is a set of skills that is often
overlooked.• Meetings are very expensive activities when the cost of
labor is considered. • Therefore it is important to accomplish as much as
possible within a particular time frame.
Effective MeetingsPre-Work•Call for agenda items•Create agenda and collect any handouts•Send out agenda with handouts attached at least 2 days ahead of time
Effective Meetings
Opening Meetings•Start on time. This respects those who have shown up on time and reminds late-comers that the scheduling is serious•Welcome everyone and thank them for their time. Take roll in some fashion—Roll call or sign in sheet•Review/add to agenda•Remember the ground rules of the charter****•Review action items from previous meeting for updates on them
Effective Meetings
Facilitating Meetings •Stay on task. Follow the agenda. Pull members back to the agenda/task.•Stay in your role as chair/facilitator. •Listen and follow the discussion. Summarize what you hear.•Ask clarifying questions. Express confusion when it exists.•Ask: Are we ready to move on?
Effective MeetingsFacilitating Meetings •Know and follow basic rules of order (RR)•Keep track of time.•Watch communication flow….Solicit input from members who rarely contribute.•Learn how to handle difficult situations/people. (see below)•Use the issue bin/action items to track what will be done between meetings.
Effective Meetings
Evaluating the Meeting:•Leave 5 minutes to evaluate the meeting **Do Not Skip •Use the plus/delta item on the agenda•Evaluate the content; evaluate the process
Closing the Meeting:•Always close on time•Quickly review action items•Remind members where to find minutes posted
Effective Meetings
Ground Rules of Charters at PTC
•Begin and end on time: use cell phones as universal time.•Come prepared; Read all materials prior to meeting.•The meeting environment is a safe zone; there is no rank in the room.•One speaker at a time.•Agree only if it makes sense to do so.•Support decisions made on consensus.•Keep comments on target with topics/tasks at hand.
Effective Meetings
Ground Rules of Charters at PTC
•Be professional to each other.•Use quality tools as often as possible to find consensus.•All action items must be completed in a timely manner; preferably by the established deadline.•Agenda items and related material may be submitted by committee members and non-committee members to the chair/liaison for consideration. They should be submitted one week prior to the meeting by 5 PM. •All ringers on cell phones/electronic devices should be turned off or set on vibrate.
Effective Meetings
Committees, Governance, and Integrated Planning Workshop
Committee Responsibilities• Mission/Purpose and Initiatives
• Roles and Responsibilities: o PEC Liaisons o Chair/Co-Chair o Recorder o Committee Members
PEC Liaison •Primary responsibility: to be a resource to the committee, especially the Chair•Advises Standing Committee Chair on all committee matters •Provides committee charges each academic year •Stays in communication with the committee Chair and assists in resolving any issues that arise •Ensures any action items assigned by Quality Council are placed on the Standing Committee agenda •Ensures communication line from Quality Council to Standing Committee •Ensures communication line from Standing Committee to PEC•Monitors committee effectiveness
Committee Chair
•Understands and is committed to the mission, goals, and values of the college •Leads by example •Consensus builder •Fully informed and ensures all members have the information they need to make informed decision and take part in discussion•Ensures discussion and decision-making are orderly and deliberate
Committee Chair
•Ensures respectful and ongoing communication among members•Ensures communication line from Standing Committee to Quality Council•Ensures committee charges are fulfilled each academic year•Stays in communication with the PEC Liaison Note: All subgroup chairs are responsible for ensuring the communication line to the main standing committee.
Recorder
•Takes accurate minutes (including attendance records)•Ensures posting of approved minutes to the portal•Assists Chair in creating agendas
Committee Members
•Attend meetings •Come to meeting prepared to participate•Thoroughly reads the agenda, minutes, and other materials •Submit agenda items •Contribute to the discussion•Be respectful of others and actively listen •Assume responsibility for certain activities or projects as appropriate •Communicate as needed with chair and other members between meetings regarding projects and concerns•Discuss committee work with others and obtain feedback
•Agenda & Minutes Templates•Global Charter Template •Committee Checklist •Committee Information Form•Membership Worksheet Template
Committee Tools
Agenda
Agenda •Best tool to assist both the facilitator and participants in keeping meeting on track•Clarifies the objectives of the meeting •Provides direction and focus for discussion during the meeting•Helps the team accomplish much and results in a productive meeting
Action Item/Issue Bin • Stores valuable ideas for consideration at an appropriate
time• Allows discussion to stay focused on the agenda topic • Record action or issue bin items throughout the meeting• Action items should be placed on the agenda for the next
meeting
Start of Academic Year (late August-early September) ☐ Appoint Chair if necessary and Recorder for the Committee
☐ Review charge with Committee and make any changes necessary. Note: Changes approved by the committee will need to be forwarded to Quality Council for approval prior to adoption.
☐ Review membership and make any changes necessary
☐ Set calendar of meetings for academic year
☐ Review committee tools
☐ Review yearly outcomes/goals and status from previous academic year
☐ Set outcomes/goals for current academic year
☐ Submit Committee Information Form to Institutional Research, Planning & Effectiveness [email protected] by September 30th
Portal Page Management ☐ Chair and Recorder should contact the Committee Setup Administrator at [email protected] to request access to the appropriate committee page. Note: Sub-committees, workgroups, and other ad hoc groups must indicate which Standing Committee it reports to.
☐ Adopted Charter should be posted to committee page (verify annually)
☐ Current membership should be posted to committee page (verify annually)
☐ Agendas should be posted a minimum of 2 days prior to the meeting
☐ Approved minutes should be posted within 1 week of approval
Mid-Year Report (Due by December 15th) ☐ Discuss with committee at November meeting
☐ Submit report to PEC Liaison and Institutional Research, Planning & Effectiveness [email protected] between November 15- December 15
Annual Report (Due May 30th) ☐ Discuss with committee during March-April, as needed
☐ Submit report to PEC Liaison and Institutional Research, Planning & Effectiveness [email protected] between May 1- May 30 (membership vacancies will be addressed in this report)
Miscellaneous ☐
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Committee Name Academic Year
Chair
Co-Chair (if Applicable)
Committee Recorder
Sub-Committees
Meeting Information Meeting Pattern (i.e. third Tuesday of each month, etc.)
Meeting Locations
Meeting Time
Meeting Dates
Standing Committee Name Community and Cultural Involvement
Proposed Chair (By Title or Name) AVP of PR & Mktg or Communications / Special Events Mgr.
PEC Liaison (Non-voting member) VP for Economic DevelopmentProposed Total Committee Members 14 (not counting PEC Liaison)
Breakdown of Committee Members
# of Permanent Members (By Title)# of At Large Members
(Faculty)# of At Large
Members (Staff)# of At Large
Members (Student)
# of At Large Members (Outside Constituency
Groups)
Total
7 3 3 0 1 14
Questions