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EFFECTIVE BOARD MEETINGS

EFFECTIVE BOARD MEETINGS. Presented by Don McFarlane – District Secretary March 8, 2014. TODAY’S SEMINAR WILL FOCUS ON: -- RECOMMENDED PROCEDURES -- BEST PRACTICES -- HELPFUL TIPS AS APPLIED TO THE ‘ROTARY WORLD’. IN THE ‘ROTARY WORLD’: -- CLUB EXECUTIVE MEETINGS

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EFFECTIVE BOARD MEETINGS

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  1. EFFECTIVE BOARD MEETINGS Presented by Don McFarlane – District Secretary March 8, 2014

  2. TODAY’S SEMINAR WILL FOCUS ON: • -- RECOMMENDED PROCEDURES • -- BEST PRACTICES • -- HELPFUL TIPS • AS APPLIED TO THE • ‘ROTARY WORLD’

  3. IN THE ‘ROTARY WORLD’: • -- CLUB EXECUTIVE MEETINGS • -- CLUB COMMITTEE MEETINGS • ROBERT’S RULES OF ORDER? • *ANY EXECUTIVE OR COMMITTEE DULY AUTHORIZED TO MAKE FINANCIAL COMMITMENTS ON BEHALF OF THE CLUB. •  MOTIONS & ACTIONS

  4. ALSO, IN THE ‘ROTARY WORLD’: •  WE ARE ALL VOLUNTEERS •  WHETHER YOU ARE A MEETING ORGANIZER • OR PARTICIPANT •  RESPECT THE TIME OF OTHERS

  5. MEETING PHASES: • ■ PREPARATION • ■ AT THE MEETING • ■ FOLLOW-UP •  AS A LEADER (CHAIR, SECRETARY) •  AS A PARTICIPANT (COMMITTEE MEMBER • * BTW, GOOGLE “MEETING BEST PRACTICES’

  6. PREPARATION SCHEDULE: ■ DIARIZE REGULAR MEETINGS FOR THE YEAR ■ ADHERE TO STIPULATED NOTICE PERIOD. ■ FIND CONSENSUS ON TIME AND DAY. LOCATION: ■ CONVENIENCE / COSTS ARE FACTORS ■ SIZE, CAPACITY, COMFORT ■ FACILITIES AV, WIFI, ETC. * ALL PARTICIPANTS MUST CONFIRM ATTENDANCE

  7. AGENDA: ■ MEETING STRUCTURE ■ GATHER INPUT, I.E. TOPICS, MOTIONS, REPORTS ■ SET TIME GUIDELINES ■ ATTACH REFERENCE MATERIALS ■ ISSUE IN ADVANCE OF THE MEETING OTHER: ■ CONSIDER SNACK OR MEAL ■ CO-ORDINATE GUESTS (TIME, DURATION)

  8. ALL PARTICIPANTS REVIEW MATERIALS, PREPARE NOTES & QUESTIONS IN ADVANCE. • SUBMIT DETAILED REPORTS IN ADVANCE / ON TIME

  9. AT THE MEETING: CHAIRMAN:  ENSURE QUORUM  START ON TIME  MONITOR TIME LIMITS  MODERATE DISCUSSION, SEEK CONSENSUS  CALL FOR MOTION, TABLE, DEFER . . .  RE-CAP FOR MINUTES  ABSTAIN FROM VOTING, UNLESS . . .  COUNT THE VOTES  FINISH ON TIME  SURVEY PARTICIPANTS

  10. SECRETARY:  PREPARE NOTES IN ADVANCE (AS MUCH AS POSSIBLE)  RECORD, MOTIONS, ACTIONS, CONCLUSIONS . . . . NOT DISCUSSIONS  ALWAYS CONFIRM  NOTE TAKING METHOD?

  11. PARTICIPANTS:  READ PREP MATERIALS  SHOW UP ON TIME  TURN OFF CELL PHONES (OR AT LEAST DON’T TAKE CALLS)  ENGAGE / PARTICIPATE  AVOID REPEATING WHAT OTHERS HAVE SAID  LISTEN, TAKE NOTES  AVOID PERSONALIZING ISSUES, CONFLICT

  12. FOLLOW-UP SECRETARY: ■ PREPARE AND VERIFY MINUTES ■ KEEP THEM SIMPLE, CLEAR (MAKES SENSE A YEAR FROM NOW) ■ ISSUE MINUTES PROMPTLY (1 WEEK?) ■ ENSURE DOCUMENT FILING ALL PARTICIPANTS: ■ REVIEW MINUTES ■ NOTE ERRORS OR CORRECTIONS FOR FUTURE ■ COMPLETE ACTIONS/MOTIONS ■ RESPECT BOARD CONFIDENTIALITY

  13. GO TO MEETING ? ■ MOST PROTOCOLS APPLY ■ USEFUL WHEN FACE-TO-FACE IMPRACTICAL ■ LIVE / GOTO INTERFACE? ■ RECOMMENDED:  LIMITED PARTICIPANTS  LIMITED AGENDA

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