LEADERSHIP AND COMMUNITY DEVELOPMENTY MOBILIZING RESORCES CHAPTER NO. 8

OLD CHINESE SAYING... Before the Revolution, there was a Plague of Taxes and After the Revolution, there was a Plague of Meetings.

Mobilizing people means meetings. Much of your organization's business happens in meetings. Meetings can be productive, useful, and even fun. They can also be dull and deadly. Running meetings well takes skill and attention to the details. Here are some guidelines for making meetings productive. GUIDELINES FOR MEETINGS

a. When Should You Call a MEETING ? where do you want your organization to be at the end of the MEETING? When should you call a Meeting? What is its Goals? Why are you having this MEETING?

b. GOALS FOR MEETING To Make Decisions. To Brainstorm Ideas about where the group Should go. To Celebrate the victory, Build Morale, Recognize or Reward Leadership. To have a Place and Time to Complete Tasks. To Provide Opportunities for Training or Learning.

c. What is Right Time & Place for MEETING? Rule No. 1 Rule No. 1 Start on Time & End on Time

What is Right Time & Place for MEETING? Cont... Rule No. 2 Rule No. 2 The Five to Nine Rule

What is Right Time & Place for MEETING? Cont... Rule No. 3 Rule No. 3 Make it Pleasant

d. Deciding How You Will Decide Will you vote & let the Majority rule? Will you vote & let the Majority rule? Will you make decisions By a two-thirds majority? Will you make decisions By a two-thirds majority? Will you agree to be Governed by consensus? Will you agree to be Governed by consensus? Deciding How You Will Decide Deciding How You Will Decide

MEETING FACILITATION Sooner or later you will facilitate a meeting. It is one of the most difficult skill"! in organizational life. Doing it well takes practice.

a. The Meeting Before the Meeting Here are Some Guidelines to Prepare for Meetings. Know who is Coming Know who is Coming Include good Directions Anticipate Problems Make Specific Assignments for Participants Remind People to Come Come Early

b. The Opening Portion of the Meeting 1. Introduce & Authorize Yourself 2. Welcome People 3. Participants Introduce Themselves 4. Describe the Process & Ground Rules 5. State how the Group will make decisions at the Meeting 6. Review the Agenda 7. Make the Ending Time for the Meeting Clear 8. Make sure everyone has Signed in

c. During the Meeting 1. Your Job is like Being a Traffic Cop 2. Use your Authority to keep the Conversation under Control 3. Appoint a Time Keeper 4. Try to Elicit Participation from as many People as Appropriate 5. Make Sure the Group is in Agreement about Decisions 6. Keep the discussion focused on the Topic at Hand 6. Need more Time for an Item

d. At the End of the Meeting 1. Review What was Decided & Accomplished 2. Set a Time & Place for the Next Meeting 3. Evaluate the Meeting 4. Close on a Positive Note 5. End on Time

Clean Up Send out the Minutes Promptly Follow up on action steps & begin to plan the next Meeting Write Up Notes e. After the Meeting