revised notes from unknown source

• work oriented
• religious orientated
• educationally - oriented
• socially oriented
• community service-oriented
• legislatively oriented

Meetings provide opportunities for social interaction

Meetings provide opportunities to belong

Meetings provide opportunities for sharing ideas, knowledge and experience.

Meetings provide opportunities for commitment to common goals and action

Meetings establish roles and relationships within groups

Consider the following needs of individuals in meetings. How do they influence the effectiveness of a meeting?

Sense of Belonging I need to feel needed

Sense of Planning I need to share in planning group goals

Setting realistic Goals I need to know that our goals are within reach

Sense of Purpose I need to feel that what we are doing will help the community

Clear expectations I need to know what is and rules expected of me and I need a voice in setting our guidelines.

Sense of Challenge I need to have responsibilities that challenge my abilities

Sense of Progress I need to know that we’re moving forward

Staying informed I need to know

Feeling of confidence I need to feel confidence in our chairperson

• much is being said but little is accomplished
• small discussion groups are forming within the larger group
• discussion regarding items not on the agenda
• discussion which goes on and on until it dies a natural death
• a few people dominating the remainder of the group
• the executive making all of the decisions and simply asking for ratification - the old rubber stamp treatment
• an overpowering chairperson who runs the meetings like a military maneuver
• a meek-mannered chairperson who encourages discussion but doesn’t encourage decision making

 

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"The art of coordinating and motivating people to achieve goals which they find desirable.... it is the force that moves individuals and groups toward some accomplishment.

gives complete freedom to the group to resolve its own problems and to seek viable solutions. They attempt to establish commitment by all members to participate in the decision making process and then he/she works with the group through his/her new role as a common member. Group centered leadership is the most difficult to attain. It demands that the leader be willing and able to transform him/herself into a group centered person. It required the leader to believe in the ability and motivation of the member to select appropriate responses and to make wise decisions.

a. establishing group goals and policies

b. determining group strengths and weaknesses

c. involving all members to the limits of their energies and their level of commitment, and

d. arriving at appropriate solutions or responses.

The role of the chairperson is in the prime position to be able to affect the direction of any meeting.

1. The chairperson has to be fully informed on each item and thus able to determine what the objective is.

2. The chairperson must be able to encourage the involvement of each member in the discussion to ensure that all relevant points are heard.

3. The chairperson must be able to determine the various alternatives and consequences of action taken by the group.

4. The chairperson must be capable of summarizing the points raised in the discussion and of bringing the item to a decision.

Basically fall under three types:

It provides direction and order and is extremely important to the chairperson, secretary and others for three useful purposes:

1. job of recording secretary becomes much easier.

2. a particular format enables you to dispense with appointments and old business prior to tackling new areas

3. following a standard format will result in your meetings being shortened and conducted in a more business like fashion.

1. Who is responsible for preparing the agenda - the chairman ? the secretary ? the total executive ?, the staff ?, the board ?

2. Will the agenda be mailed out, hand delivered, or given out at this time of the meeting and whose responsibility is this ?

3. Agendas and minutes are of the greatest benefit if they are received a few days prior to the next meeting. When will yours be sent out ?

4. Agenda serve the greatest use if supported by brief statements outlining each item under discussion - both points for and against as well as any pertinent information.

5. All agenda items should be numbered as should the supporting documentation to facilitate easier reference.

6. All agenda items should be described as "For information" , "For referral, discussion or tabling", or "for decision and action".

7. Agendas should indicate the starting time and anticipated finishing time.

8. The item "Any other business" should be used with great care. Often more business is discussed under this that all other previous items. The only items allowed for discussion here should be those of either an emergency nature, those cleared through the chairman prior to the meeting, those of strictly and informational nature.

9. Committee reports should also be supported by written documentation as often major items of interest arise from this one area.

1. Responsibility for the preparation of the Agenda:

______________________________________

2. Will the Agenda be:

_____ mailed ?

_____ hand delivered prior to the meeting ?

_____ given out at the time of the meeting ?

3. Whose responsibility is it to ensure that the above occurs ?

4. What is the deadline for preparation of the Agenda?

5. Will the Agenda items be described in terms of the action required ?

6. Why types of items will be accepted after the deadline?

7. Will the Agenda indicate a starting time and an anticipated finishing time?

MINUTES:

The minutes of your meeting are your account of what transpired at the meeting.

• should be recorded as accurately as possible
• reviewed carefully before adoption
• generally recorded by a secretary or volunteer within the group
• should be brief

• name of the organization, date and time of the meeting and where it was held.
• names of those present and those absent
• listing of all motions including original motion, name of person moving it, and seconder, whether it was carried or defeated and names of those who wish to be recorded as being in opposition.
• the name of anyone being assigned a task to carry out
• the time the meeting began and finished
• the date, time and place of next meeting
•  

1. Responsibility for preparation of the Minutes:

_______________________________

2. Will your minutes include :

_____ name of the organization ?

_____ date and time of the meeting ?

_____ where the meeting was held ?

_____ names of those present ?

_____ names of those absent ?

_____ time meeting commenced/ concluded ?

3. Will your motions include:

_____ the name of those making the motion (and seconding)

_____ whether or not the motion was carried / defeated

_____ the names of those wishing to have their names recorded as being in opposition

4. Do your minutes indicate who has the responsibility of carrying out the tasks which are agreed to by motion ?

_____ Yes _____ No

5. Will a copy of your minutes:

_____ be filed with the secretary ?

_____ be filed anywhere else ?

_____ be circulated to local groups or organizations

_____ be circulated to all in attendance

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