EFFECTIVE MEETINGS PHILIP MANTLER BCAHA Conference April 24, 2012

What makes for an effective meeting?  Starts on time  Ends on time  All of the business gets done  Everyone leaves the meeting feeling that the time was productive  It is clear to all what was decided and who will do what

Types of meetings  Committee meeting/board meeting  Workshop/training session  Town hall

Room arrangements  Location of Chair  Seating arrangements for participants  Sound system

Visual Aides  Types of visual aide Flipchart White/black board Overhead projector Data projector Smartboard

Agendas  Who prepares the agenda  Consent Agenda

Agendas continued  Is this meeting necessary?  Invitations  Time limits/timed items  Know when to end

Presentations  Timed item on the agenda  Set up before meeting starts  Time limits  Technology requirements

Quorum  What is Quorum?  Why does quorum matter?  Quorum is only an issue in committee meetings, board meetings or AGM’s

Chair  Presides over the meeting  Recognizes speakers  Enforces rules  Announces results of votes  Keeps the meeting moving

During the meeting  Allow adequate discussion time  Keep discussion focused on issue being discussed  Start time  Handling latecomers  Other disruptions

Parliamentary procedure  Why  Consensus & unanimity are nice, not mandatory

Parliamentary procedure  Basic Rules –Motions –Voting –Amendments –“Question” –Motion to adjourn

Minutes  Are a record of the meeting  Contain wording of motions  Summary of discussion  Circulated in a timely manner  Clearly note who is assigned to various action items

Participants  Need to be prepared  Be respectful of other participants  Be on time  Don’t discuss side issues  Support the Chair

Ending the meeting  End when you said you would  Summarize decisions & action items  Remind participants of next meeting date and time

Parking lot

Questions or requests for clarification?

References Meetings – Frank DeBernardis & Frank O’Connor How to Run a Successful Meeting, In Half the Time – Milo O. Frank Roberts’ Rules of Order – Newly Revised The Standard Code of Parliamentary Procedure – Alice Sturgis

Contact information Philip Mantler 223 Trader Cres. Prince George, BC, V2M 4M