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Effective Division Meetings: Planning, Agenda, and Productivity

Learn how to plan and conduct successful division meetings with clear agendas, effective time management, and productive outcomes. Avoid common pitfalls and keep attendees engaged.

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Effective Division Meetings: Planning, Agenda, and Productivity

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  1. Please be seated….Only one person from a Division at the same table

  2. Division Meetings David Aho, DCDR 04

  3. WHAT YOU WILL LEARN • The Ten Commandments • Why Good Meetings Go Bad • Planning Checklist • Developing the Agenda • Robert’s Rules • Readiness Checklist 2011 DLC Meetings

  4. WHAT YOU WILL LEARN • The Ten Commandments • Why Good Meetings Go Bad • Planning Checklist • Developing the Agenda • Robert’s Rules • Readiness Checklist 2011 DLC Meetings

  5. THE TEN COMMANDMENTS Thou Shall Always Know What Time It Is Thou Shall Not Forget the Main Reason for Meetings Thou Shall Praise in Public and Criticize in Private Thou Shall Not Convene Meetings Outside of Normal Business Hours Thou Shall Not Use Group Pressure to Logroll Conclusions Commandments courtesy of: http://www.effectivemeetings.com/meetingbasics/ten_commandments.asp 2011 DLC Meetings

  6. THE TEN COMMANDMENTS Thou Shall Not Use Meetings to Destroy Others' Careers Thou Shall Keep the Personal and the Corporate Distinct Thou Shall Remember that the Best Model for Meetings Is Democracy, Not Monarchy Thou Shall Always Prepare a Clear Agenda and Circulate It Beforehand Thou Shall Terminate a Regularly Scheduled Meeting When Its Purpose for Being No Longer Exists Reference: The Ten Commandments 2011 DLC Meetings

  7. PLANNING CHECKLIST The Basics: • Define the Meeting • Assign Roles • Develop the Agenda • Set the Date and Time • Set the Location 2011 DLC Meetings

  8. REASONS MEETINGS GO BAD • People don’t take the meeting seriously. • The meeting runs too long. • People wander off topic. • The meeting doesn’t accomplish anything. • People don’t tell the truth. • People are unprepared for the meeting. • Nobody learns from past mistakes. Reference: The Seven Sins of Deadly Meetings 2011 DLC Meetings

  9. SIGNS THAT A MEETING IS IN TROUBLE 2011 DLC Meetings There is no agenda for the meeting. The meeting doesn’t start on time. The presenter is off topic. The leader isn’t in control (hijacked). Attendees aren’t participating. Attendees keep checking the clock. Attendees are sleeping. You’re out of time but not out of agenda

  10. Define the Meeting • Why is this meeting needed? Define clearly the purpose of the meeting. • What prerequisites (if any) must be met before this meeting occurs? Include documents, software releases, test completion, deliverables, deadlines, miracles, and anything else that must be completed or provided before the meeting. • Who must attend the meeting? Create a list of the absolutely necessary attendees. • Who should be invited to the meeting? Create a list of the optional attendees. • Who must present at the meeting, and what topics will they present? Take into account the individuals’ knowledge, abilities, and experience presenting. 2011 DLC Meetings

  11. Define the Meeting • What equipment or support is needed to make this meeting happen? • How long is this meeting expected to take? • How will we know when this meeting is done? 2011 DLC Meetings

  12. Assign Roles • Organizer - the person who organizes and plans the meeting (you). • Facilitator - The person who will facilitate the meeting. • Recorder - The person who will take notes/minutes. • Timekeeper - The person who will monitor the clock in the context of the agenda. • Presenters - The persons who will present one or more topics in the agenda. • Other - Assign any additional roles that are necessary for this specific meeting (such as reviewer, arbitrator, etc.) 2011 DLC Meetings

  13. Taking Control Good meetings don’t just happen. “Failing to plan is planning to fail.” Plan, plan, plan. 2011 DLC Meetings

  14. Develop the Agenda • Review the agenda from similar meetings. • Take into account the individual presenter’s estimates. • Lay out an item for each presentation that includes the planned time, the presenter, the topic or title, and any desired outcomes. • Create a structure for the meeting based on the topics to be presented - chronological order, functional grouping, priority ranking, etc. • Allow time for breaks. For instance, a 5-10 minute break every hour or a 15 minute break every two hours. • Allow time for lunch if the meeting time includes noon. 2011 DLC Meetings

  15. AGENDA 2011 DLC Meetings Sample agenda – next slide Courtesy to Guests and Visitors Assists Secretary Records

  16. Sample Agenda 2011 DLC Meetings

  17. AVOID PITFALLS 2011 DLC Meetings Agenda Staff Meetings or reports District Board Reports Uniforms Training Recruiting Fellowship Review of division goals

  18. KEEPING MEMBERS INTERESTED 2011 DLC Meetings Timely topics Training pertinent for members interest Uniforms Guests and Visitors Members have responsibility Fellowship Pitfalls

  19. TIMELY TOPICS 2011 DLC Meetings Keep discussions friendly Topics should be interesting and relevant

  20. TRAINING 2011 DLC Meetings Important for all meetings May include mandatory workshops In-service training Should reflect the majority’s interests Remember to vary the topics

  21. Best training moments

  22. GUESTS AND VISITORS 2011 DLC Meetings Guests Visitors Welcome Recruit

  23. MEMBER RESPONSIBILITIES 2011 DLC Meetings Members are expected to help meet the goals of the Division. As a leader in the Auxiliary, it is essential that you make tough decisions with assertiveness. We all must hold each other to a higher expectation of service.

  24. FELLOWSHIP 2011 DLC Meetings Social Interaction at meetings Plans for cornerstone Prepare for the seasonal Division attendance change by taking care of those who stay.

  25. WHY YOU NEED TO KNOW ROBERT’S RULES 2011 DLC Meetings Think about the WORST and BEST meetings you have ever attended and list the points that made these meetings a failure or a success. Based on these points develop a profile for effective and efficient meetings. Compare your profile to Robert’s Rules – do you feel it makes sense to follow the rules?

  26. Additional Information? 2011 DLC Meetings Use the acronym POSTAD TVto help you remember how to plan effective meetings: • P – Priorities • O – Outcomes • S – Sequence • T - Timings • A – Agenda • D- Date • T – Time • V - Venue

  27. Bibliography The Ten Commandments of Meetings, Published on the web, http://www.effectivemeetings.com/meetingbasics/ten_commandments.asp The Seven Deadly Sins of Meetings, Published on the web, http://www.fastcompany.com/online/02/meetings.html Do You Suffer From Meeting Myopia? – An Interactive Quiz, Published on the web, http://www.effectivemeetings.com/diversions/mm/index.asp 2011 DLC Meetings

  28. End of Division Meetings

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