1. www.sirc.ca/governance Meeting Management and Facilitation Tools + Tips for Productive Meetings

2. www.sirc.ca/governance 1. Meeting Preparation 2. Facilitation Tips 3. Process Tools + Methods 4. Conference Calls Meeting Management

3. www.sirc.ca/governance Meeting Preparation 1. Meeting Preparation 2. Facilitation Tips 3. Process Tools + Methods 4. Conference Calls

4. www.sirc.ca/governance Meeting Preparation Effective Preparation Develop the Agenda Engage Participants Design the Meeting

5. www.sirc.ca/governance Develop the Agenda Effective Preparation Develop the Agenda Engage Participants Design the Meeting

6. www.sirc.ca/governance Define the Objectives List objectives on the agenda Do participants have the information/authority to make a decision? Start objectives with a verb: o Discuss the implications of the evaluation o Identify steps to move forward o Finalize the budget

7. www.sirc.ca/governance Develop the Agenda Meeting logistics (venue, timing, call in #, etc.) Objectives, Participants, Background Reading Define timeframes List speaker names Provide details for agenda items Identify required outcomes

8. www.sirc.ca/governance

9. Engage Participants Effective Preparation Develop the Agenda Engage Participants Design the Meeting

10. www.sirc.ca/governance Engage Participants What pre-meeting information is needed? Pre-meeting reflection questions? Pre-meeting interviews? Will participants present updates?

11. www.sirc.ca/governance Design the Meeting Effective Preparation Develop the Agenda Engage Participants Design the Meeting

12. www.sirc.ca/governance Design the Meeting List audio visual, room set-up, supplies, etc. Specifics for each agenda item – Exact Timing – Process for discussion – Outcome required – Method for tracking input

13. www.sirc.ca/governance Questions 1. Meeting Preparation 2. Facilitation Tips 3. Process Tools + Methods 4. Conference Calls

14. www.sirc.ca/governance Facilitation Tips 1. Meeting Preparation 2. Facilitation Tips 3. Process Tools + Methods 4. Conference Calls

15. www.sirc.ca/governance Facilitation Tips Effective Facilitation Introverts + Extroverts Group Norms Convergent + Divergent Thinking

16. www.sirc.ca/governance Introverts + Extroverts Effective Facilitation Introverts + Extroverts Group Norms Convergent + Divergent Thinking

17. www.sirc.ca/governance Introverts + Extroverts IntrovertsExtroverts - Pre reading - structure - Small Group Discussions - Self Reflection time - Advanced Seating - Scribes/Facilitators - Unstructured down time - Opportunities to present - Hands on activities - Brainstorming, rapid tasks - Ask questions and check in - Change up seating plans - Colours, manipulatables

18. www.sirc.ca/governance Group Norms Effective Facilitation Introverts + Extroverts Group Norms Convergent + Divergent Thinking

19. www.sirc.ca/governance Group Norms Technical Etiquette Be mindful of time Share the floor

20. www.sirc.ca/governance Convergent + Divergent Thinking Effective Facilitation Introverts + Extroverts Group Norms Convergent + Divergent Thinking

21. www.sirc.ca/governance Dynamics of Group Decision Making

22. www.sirc.ca/governance Questions 1. Meeting Preparation 2. Facilitation Tips 3. Process Tools + Methods 4. Conference Calls

23. www.sirc.ca/governance Process Tools + Methods 1. Meeting Preparation 2. Facilitation Tips 3. Process Tools + Methods 4. Conference Calls

24. www.sirc.ca/governance Process Tools + Methods Methods Wandering Flip Charts World Cafe Interview Matrix

25. www.sirc.ca/governance Wandering Flip Charts Methods Wandering Flip Charts World Cafe Interview Matrix

26. www.sirc.ca/governance Vision What do you like? Suggestions to improve Philosophy What do you like? Suggestions to improve Principles What do you like? Suggestions to improve Model What do you like? Suggestions to improve Wandering Flip Charts - Example

27. www.sirc.ca/governance

28. World Cafe Methods Wandering Flip Charts World Cafe Interview Matrix

29. www.sirc.ca/governance

30. Interview Matrix Methods Wandering Flip Charts World Cafe Interview Matrix

31. www.sirc.ca/governance 1 + 2 3 + 4 Round 1 1 + 3 2 + 4 Round 2 1 + 4 2 + 3 Round 3 Interview Matrix – Sample Format

32. www.sirc.ca/governance Questions 1. Meeting Preparation 2. Facilitation Tips 3. Process Tools + Methods 4. Conference Calls

33. www.sirc.ca/governance Conference Calls 1. Meeting Preparation 2. Facilitation Tips 3. Process Tools + Methods 4. Conference Calls

34. www.sirc.ca/governance Effective Conference Calls Effective Calls Be Prepared Engage Participants

35. www.sirc.ca/governance Be Prepared Effective Calls Be Prepared Engage Participants

36. www.sirc.ca/governance Be Prepared Use technology available Test the equipment Dial in early Publish time zone information Be animated Add ground rules as required Be succinct

37. www.sirc.ca/governance Engage Participants Effective Calls Be Prepared Engage Participants

38. www.sirc.ca/governance Engage Participants Start with a role call Announce that youll track input Check in with all participants regularly Use peoples names

39. www.sirc.ca/governance Questions 1. Meeting Preparation 2. Facilitation Tips 3. Process Tools + Methods 4. Conference Calls

40. www.sirc.ca/governance Thank you Nora Sheffe www.sirc.ca/governance info@sirc.ca

41. www.sirc.ca/governance 41 Next webinars May 29 th (English) June 5 th (French) Canada Not-for-profit Corporations Act Rachel Corbett, Sport Law & Strategy Group June 27 th Board Evaluation Judy Sutcliffe, The Sutcliffe Group Incorporated