Meetings

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Member Responsibilities in Meetings

• Prepare• Study the agenda• Study the minutes• Prepare for your contributions• Prepare to play a major role• List questions

2

Member Responsibilities in Meetings continued

•Participate• Listen attentively• Stay focused•Ask questions• Take notes•Play devil’s advocate•Monitor your contributions 3

Member Responsibilities in Meetings continued

• Follow up•Review and summarize your

notes• Evaluate your effectiveness•Review decisions•Communicate progress•Review minutes

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Leading Meetings• Before the meeting• Prepare the agenda• Decide who should attend the meeting• Arrange an appropriate location and

meeting time• Distribute the agenda• Speak with each participant prior to the

meeting5

Leading Meetings continued

• During the meeting• Review and modify the agenda•Monitor roles members assume and

consciously play needed roles that are unfilled by others•Monitor the time so the group stays on

schedule•Monitor conflicts and intervene as needed

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Leading Meetings continued

• During the meeting - continued

• Implement the group’s decision rules•Periodically check to see if the group is

ready to make a decision•Before ending the meeting, summarize

decisions•Ask the group to decide if and when

another meeting is needed7

Leading Meetings continued

•Meeting follow-up• Review the meeting’s outcomes and

process• Prepare and distribute a summary of

meeting outcomes• Repair damaged relationships through

informal conversations• Follow-up with members to see how they

are progressing on items assigned to them8

Nov. 21, 2014

To: Communications Group

From: Janelle Smith

Re: Scheduling of Communications Training

Date: Nov. 29, 2014

Place: Student Union, Conference Room A

Time: 3:00 p.m. – 4:00 p.m.

Please come prepared to discuss communication topics to be covered, length of time for each topic, testing, and total length of time for entire training session.

Agenda

1. What are the total maximum number of participants? 5 minutes2. What is the total length of time for the entire session? 5

minutes3. What are the topics to be covered? 30 minutes4. What length of time should be allotted for each topic? 10

minutes5. Other 10 minutes

SampleAgenda

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MINUTES OF MEETINGCommunications Group Meeting

Nov. 29, 2014Attendees: Bob Jones, Misha Black, Lora Lee, Alex Au

Regrets: Lois Lane, Clark Kent, Robin Hood

1. After some discussion, it was decided that…..

2. Lora Lee spoke to the issue and a conclusion was reached that….

3. Topics to be covered for the session were discussed in detail. Research was required on X, Y, and Z. Misha Black will find this info….

4. Time for each topic was tabled until…..

5. The location for the session was broached and it was decided….

Meeting was adjourned at 3:55 pm. 10

Meeting!!• In groups, complete an agenda for a meeting

to be held in this room at 3:30 today

• The meeting is to decide what questions need to be answered regarding your upcoming test, case study and journals

• Have the meeting and complete the minutes

• Read Part Four in How To Win Friends and Influence People.

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