Schedule

Structure

Chairperson

Answering these questions can help you begin the process of planning an effective group meeting:

• Why are we meeting?
• Who should attend the meeting?
• When should we meet?
• Where should we meet?
• What materials do we need?

• Be polite, prepared, and objective
• Speak to the group and avoid side conversations or remarks under your breath
• Remain attentive and actively listen 

Guidelines to Conducting Effective Meetings:

Concluding the Meeting

• Summarize actions being taken
• Recap assignments, responsibilities
• Identify future agenda items
• Plan next meeting time & date 

• Evaluate the meeting
• Distribute minutes
• Follow-up on delegated tasks 

• Encourages the team to prepare
• Provides a structure for the meeting
• Ensures that all business is covered
• Improves the management of time in the meeting
• Places the focus of the meeting on productivity
• Encourages follow-through and accountability 

• Purpose Statement - Clear statement of meeting's objective
• Names of Group Members
• Date, Time, and Place - Also should include duration of meeting
• Call to Order - Point at which chairperson officially begins the meeting
• Approval of the Agenda - Gives members an opportunity to correct or modify the agenda
• Approval of the Minutes - Last meeting's minutes are reviewed, revised if necessary, and approved by the group as an accurate representation of the last meeting's discussion
• Reports - Officers, individuals, or subcommittees report on the progress of their activities
• Unfinished Business - Agenda lists topics that require ongoing discussion or issues that the group was unable to resolve during the last meeting
• New Business - New discussion items are outlined and discussed
• Announcements - Any items of information that the group needs to know but that do not require any discussion
• Adjournments - Chairperson officially dismisses the participants and ends the meeting

• There is a need for an immediate decision or response
• Group input and interaction is critical
• Members are prepared to discuss the topic 

Describe the 3 Essential Components of

an Effective Meeting

• Schedule - Usually scheduled in advance for a particular time and place

• Structure - Meetings can be formal and highly structured or informal and loosely structured.

• Chairperson -  A group member who has been appointed or elected to conduct the meeting (Not necessarily the group leader).

How do you Deal with

Difficult Group Members?

You must maintain a delicate balance between protectivng the group from the dominance of individual members while protecting individuals from being attacked by the group.

NOTE: All group members should address such behavior rather than assuming that the chairperson can or will resolve the problem.

What are the Chair's Responsibilities

During a Meeting?

• Chairperson's Tasks - During Meeting
• Begin on Time
• Delegate Minutes
• Follow the Agenda
• Facilitate Discussion
• Provide Closure 

How to Deal with Each of

the Problem Members

NONPARTICIPANTS

• Do force them to contribute before they are ready.
• But, make sure you provide opportunities for reluctant members to become involved in the discussion.
• When they do contribute, respond positively and demonstrate that you see the value in their ideas.                                                                                                                                                                                                                                                                                                                                  

How to Deal with

Difficult Group Members

LOUDMOUTHS

• At first, allow them to state their ideas, and acknowledge that you understand their positions.
• Then, shift your focus to other members or other issues by asking for alternative viewpoints.  If a loudmouth continues to dominate, remind him or her of the importance of getting input from everyone.
• Next meeting, you may want to assign the loudmouth the task of taking minutes to shift their focus from talking to listening and writing. 

How to Deal with Each of

the Problem Members

INTERRUPTERS

• Interrupt the interrupter.
• Invite the previous speaker to finish making her or his point.
• More aggressive option - Simply not allow the speaker to be interrupted.
• Intervene and say "Let Mary finish her point first, and then we'll hear other viewpoints"
   

How to Deal with Each of

the Problem Members

WHISPERERS

- Person who carries on a private

conversation with another group member

• Direct eye contact toward side-line conversations to make the offenders more aware of their disruptive behavior.
• If the behavior persists, ask the talkers to share their ideas with the group. 

How to Deal with Each of

the Problem Members

LATECOMERS AND

EARLY LEAVERS

• Avoid wasting meeting time by stopping to review what has already been accomplished for the benefit of latecomers.
• Let them sit without participating until they have observed enough of the meeting to contribute to the discussion.
• Don't publicly embarrass them, but maybe talk to them after the meeting. 

What is a

"Balanced" Meeting?

Effective meetings achieve a balance between the different needs of individual members and the necessity of accomplishing the group's goal.

Balanced meetings result in greater productivity and member satisfaction.

Guidelines discussed in the text

for taking minutes effectively

• Write clear statements that summarize the main ideas and actions.
• Make sure to word decisions, motions, action items, and deadlines exactly as the group makes them in order to avoid future disagreements and misunderstandings.
• If there is any question about what to include in the minutes at any point during the meeting, ask the group for clarification.
• Obtain a copy of the agenda and any reports that were presented to attach to the final copy of the minutes.
• Immediately after the meeting, you should prepare the minutes for distribution.