1. Planning Effective Meetings
Presented by Lorelei Boyden
March, 2016

2. Purpose/Objective
To explore the highlights of planning, preparing and conducting effective meetings, as well as the expectations for after each meeting.

3. Session Norms Equity of Voice Active Listening
Respect for all perspectives
Safety and Confidentiality
Monitor all electronic devices

4. The Foundation of Effective School Meetings
Communicate the purpose to the meeting with all invitees
Work with the staff on developing norms for the expected behaviours during meetings.
Whenever necessary create teams.

5. The Purpose of Each Meeting
To build relationships among the staff.
To focus on professional development.
To solve problems, make decisions and create next steps.

6. Collaborate with Staff on Developing Meeting Norms
Create norms that build an atmosphere of trust and respect at the first meeting of the school year.
Discuss the messages that some behaviours send to other staff members.
Some things that should be the core of the norms: Begin and start meetings on time; actively listen to each other’s ideas and opinions and making important decisions through consensus.
Collaborate on creating an agenda that should be distributed at least 24 hours before the meeting.
Remain focused on the topic or task during the meeting.

7. Meeting Roles
Groups function more efficiently when members know each other’s responsibilities. The following are the 3 most important roles at each meeting:
The Facilitator
The Recorder
The Timekeeper

8. Developing the Meeting Agenda
A quality meeting agenda should include:
The overall purpose of the meeting.
Who is required to attend.
The time span of the meeting.
Any resources to be brought.
The key players in the meeting.
Agenda items along with the projected time span for discussing each item.

9. Other Points to Consider
Seating arrangements
Room temperature.
Lighting
Music
Refreshments

10. Wrap-Up
3 Things that stands out for you from this session. 2 Things will use immediately. 1 One thing you will do some more research on when you return to your school site.