1. Importance of Staff Meetings Presented by: Jeannie Morgan-Campola

2. Back to TOC Table of Contents Introduction Learning Objectives Importance of Staff Meetings Preparation of Staff Meetings Sample Agenda Preparation of Environment Procedure of Staff Meetings Handling Meeting Issues Concluding the Staff Meeting Individual Assignments Learning Team Assignments References

3. Back to TOC Introduction Welcome to the Conducting a Successful Staff Meeting course! This course will cover The importance of staff meetings The preparation of staff meetings The preparation of the environment The procedure of staff meetings

4. Back to TOC Learning Objectives Given the information contained in the self- paced PowerPoint presentation, the center directors will be able to fully understand the importance of staff meetings. Given the information contained in the self- paced PowerPoint presentation, the center directors will be able to properly prepare for a staff meeting.

5. Back to TOC Learning Objectives Given the information contained in the self- paced PowerPoint presentation and the individual work completed, the center directors will be able to properly write a staff meeting agenda. Given the information contained in the self- paced PowerPoint presentation and the individual and group work completed, the center directors will be able to properly conduct a staff meeting.

6. Back to TOC Importance of Staff Meetings Building and maintaining a smooth running center Conveying information Touching base with staff Interchanging of ideas and feelings Forum for thoughtful discussion and clarification of problems and issues Back to TOC

7. Preparation of Staff Meetings Establish the reason for the staff meeting To solve a problem To give feedback To gain feedback To inform To orientate To motivate To reward (Gibbs, 2004) Back to TOC

8. Preparation of Staff Meetings Both Director and staff need to prepare Agenda must be prepared and posted prior to meeting Encourage staff to make suggestions Directors should provide in advance Minutes from prior meeting Any readings necessary for the meeting

9. Back to TOC Preparation of Staff Meetings Agendas set the tone for the meeting (Heathfield, 2005) Ideas for Agendas: They should be very specific They should state clearly what items are open for discussion Include any staff responsibilities for selected agenda items

10. Back to TOC Sample Agenda Time (in minutes) Topic/DiscussionPresenter 5Welcome - OpenJeannie Morgan-Campola 10Announcements - Open LaToya White Kim Jones 5 Approval of past Minutes - Open Sally Smith 5Past Business - ClosedJeannie Morgan-Campola 101 st Topic name - OpenBecky Cannon 152 nd Topic name - ClosedJane Martin 10QA/Closing - OpenJeannie Morgan-Campola

11. Back to TOC Preparation of the Environment Pick an environment that is conducive to effective communication (Gibbs, 2004) Make sure room is set up well in advance Make sure temperature of room is comfortable

12. A well prepared agenda will… Set the tone for the meeting and keep all participants informed.

13. Back to TOC Procedure of Staff Meeting Assign facilitator – usually is the director Must start and finish on time – no matter what The facilitator must keep the meeting moving on schedule

14. Back to TOC Procedure of Staff Meeting Assign someone to take minutes Keep to the time frame of each topic Stay on task If you go over time frame – if possible, take a vote Keep in mind the director is a role model for the staff Assign staff to follow up

15. Back to TOC Handling Meeting Issues Remember you are the facilitator Stay neutral Listen to opinions without feeding any negativity Remain an observer Make written notes of issues Bring in another facilitator if needed

16. Back to TOC Handling Meeting Issues Try to anticipate problem topics Try to anticipate questions and have answers Avoid being defensive Stay calm when things get “hot” Stay in control of the meeting Open questions to the group Have group refocus on the task/issue Acknowledge feelings but stay on task (University of Adelaide, 2005)

17. Back to TOC Concluding the Meeting At the end of the meeting Summarize the main points Review who is assigned to tasks Assign deadline for tasks Thank everyone for coming After meeting Type and distribute minutes (Lee, 2004)

18. Back to TOC Individual Assignments Choose a topic and develop an in depth staff meeting agenda Due May 26, 2006 by midnight List 5 issues that may arise at a staff meeting and how you plan on dealing with them Due May 26, 2006 by midnight

19. Back to TOC Learning Team Assignments You will receive an email with your learning team assignment. This assignment is random and based on the received registrations. May 1, 2006 Make contact will all members on your team Due May 5, 2006

20. Back to TOC Learning Team Assignments Meet as a team (conference call, instant message, in person, etc.) and work together to pick a topic and develop an in depth Staff Meeting agenda. The topic must be different than individual topic. Once agenda is developed, create a skit that will be role played in front of the class. Agenda due May 22, 2006 by midnight Role Play May 26, 2006 during face-to-face class

21. Back to TOC References Gibbs, E. (2004). Conducting successful meetings. Retrieved December 26, 2005 from the Holistic Junction Website: http://www.holisticjunction.com/displayarticle.cfm?ID=2889 http://www.holisticjunction.com/displayarticle.cfm?ID=2889 Heathfield, S. (2005). Ensure your results by your actions during the meeting. Retrieved December 27, 2006 from: http://humanresources.about.com/od/meetingmanagement/a/meetings _work.htm http://humanresources.about.com/od/meetingmanagement/a/meetings _work.htm Lee, M., (2004). Conducting successful staff meetings. Retrieved December 27, 2006 from: http://www.skininc.com/articles/1418347.html http://www.skininc.com/articles/1418347.html University of Adelaide (2005). Dealing with difficult meetings. Retrieved December 27, 2006 from: http://www.adelaide.edu.au/hr/leading/succmtg.pdf http://www.adelaide.edu.au/hr/leading/succmtg.pdf