Leading Effective Meetings
Presented to The Northern Michigan Chapter of IAAP
November 21, 2013
© Copyright 2013, NorthSky Nonprofit Network. All rights reserved.
A brief commercial moment
NorthSky Nonprofit Network
The capacity building arm of Rotary
Charities of Traverse City
Serves Northern Michigan
Provides
- Leadership development
- Free business counseling
- Online Resource Center
- Fee-based consulting
Serves as a convener and advocate
Goals for this evening
• Learn how to lead meetings that get the most from participants
• We’ll discuss what makes a great meeting, how to plan agendas
• How to facilitate difficult discussions, stay on track and manage
challenging personalities.
• Meeting options: Roberts Rules of Order , consent agendas, etc.
• Have some fun and learn from one another
Think about meetings in which
you’ve been a participant.
So, what made the difference?
Start Here
Desired
Outcome
The Meeting Check List
 Do we really need a “meeting”? Can we achieve our
outcome in a more effective and meaningful way?
 Clearly outline meeting objectives
 Involve the right people
 Develop and distribute an agenda
 Set expectations for participants – no coasting!
 Actively manage the agenda
 Prime the group before the meeting
 Establish a climate that encourages honesty & direct
discussions
 Evaluate and improve
Agendas
 Include meeting objectives at top of agenda
 What is the culture we are working to create/
maintain?
 Reinforce desired behaviors – start and end on time
 Be deliberate about changes to the agenda
 Timing – or not?
 Identify next steps and agreements
Basic Meeting Format
 Agenda, with pre-determined time blocks
 Address breaks, food, restroom up front
 Establishing Ground Rules
 At the end of the day, we will have X
Ground Rules
 Post them
 Clarify norms and expectations
Examples
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Everyone participates
Be honest but respectful of all ideas
Stay on the subject
No side conversations
Parking lot
How do we deal with difference of opinion?
What we have time for, what we don’t
What happens in Vegas…
“Add your own” (e.g. eye-rolling is counterproductive)
Consent Agenda
Item #1:
Item #2:
Welcome
Board Meeting Agenda
Consent Agenda
Minutes of prior meeting
Financial report
Project status report
CEO report
Item #3: Discussion Item:
Change recommended for XYZ Program
Contract to retain HR Counsel
Nominal Group Process
 Purpose: allow all participants to feel their voices
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are heard in setting priorities and making decisions
Small groups process, and share main points with
large group
Large group then processes and prioritizes
Can take a long time – check your agenda and
monitor accordingly
http://en.wikipedia.org/wiki/Nominal_group_techn
ique
NEW IDEA SCREENING MATRIX
To be used in evaluating new strategies, programs or new revenue-generating opportunities
Criterion
Rating 1-5
1 is weaker, 5 is
stronger
Weight
Fit with mission
2
Fit with strategic plan/ goals
2
Fit with brand/ image/
identify
2
Return on investment
1
Knowledge/ capability to
implement
1
Opportunity cost
1
Score
The Role of the Chair
 Promote meaningful dialogue
 Give every member an opportunity to contribute
 Facilitate not dictate
 Actively manage the meeting and the agenda
Managing Difficult Participants
 Position the individual where you can catch their eye
and touch them
 Post ground rules where everyone can see them;
remind group of ground rules
 Meet with the individual outside the meeting
Committees
 Every committee has a committee charter
 Train committee chairs
 Ongoing evaluation
 No standing committees; set renewal date
 Update charters at time of renewal
 Annual work plan
 Ongoing reporting
Robert’s Rules
 Common rules and procedures for deliberation and
debate in order to place the whole membership on
the same footing and speaking the same language.
 http://www.robertsrules.org/
End Result of Your Planning – Great
Meetings!!!
Resources
 http://www.help4nonprofits.com/UseItToday/UseIt
Today-Consent_Agenda.htm
 http://nonprofit.adelphi.edu/files/2012/09/consent
agenda.pdf
 http://www.robertsrules.org/
 http://northskynonprofitnetwork.org
Your Questions
Feel free to contact me at:
Pam Evans, Principal Consultant
231.929.3934, x 208
[email protected]
“People who enjoy meetings
shouldn’t be in charge of
anything.”
Thomas Sowell
We’re done!!!
ne