Stacey McCullough, Instructor-Community & Economic Development

Joe Waldrum, Professor-Community & Economic Development

Creating Successful Meetings

Name your top five reasons for ineffective meetings ?

Elements of a Successful Meeting

• Meaningful objectives• Effective leaders• Pre-meeting

preparation• Appropriate meeting

place• Appropriate room

arrangement

• Procedures to move things along

• Conflict resolution• Effective conclusion• Follow up• Commitment of

participants

Why Do People Meet?

• Share information• Identify, develop or gather ideas• Build support for a goal• Understand policy• Solve problems• Plan• Evaluate efforts• Make decisions & take action

Meaningful Objectives

Before the Meeting

Prepare meeting objectives

Determine who should attend

Give participants something to prepare for the meeting

Establish time & place Prepare agenda

Send out notices/reminders

Contact speakers Plan breaks & meals Prepare meeting

materials Practice your part Prepare your assignments Test equipment

Meeting Room Arrangements

U-SHAPE • Used for meetings where there is a speaker, audio-visual presentation or other focal point

• Pros– Good work space– Good interaction between

participants

• Cons– Not good for large groups

Meeting Room Arrangements

BOARDROOM • Used for used for Board of Directors or committee meetings, or discussion groups

• Pros– Good work space– Good working atmosphere– Good interaction between

participants

• Cons– Not ideal for AV presentations– Not ideal for speakers– Not ideal for large groups

Meeting Room Arrangements

THEATER• Most efficient set-up when the

attendees will act as an audience• Pros

– Good for large groups when reading/writing are not required

– Good for basic information delivery

• Cons– Elevation changes needed for large

groups– No writing surface – Minimal group interaction

Meeting Room Arrangements

CLASSROOM • Ideal for note taking, meetings with handouts, and laptops

• Most comfortable set-up for long sessions and refreshments

• Pros– Presenter can see all participants – Accommodates large groups in less

space

• Cons– Minimal interaction possible

Participants only see each other’s backs

Meeting Room Arrangements

ROUND TABLE • Plan of choice for meal functions• Useful for small business

meetings and breakouts involving group interaction and/or note taking

• Pros– Good work space– Good interaction between

participants

• Cons– Requires more space, particularly if

there is a speaker

Conducting the Meeting

Arrive early Provide nametags or

place cards Start on time State purpose of meeting Establish ground rules Decide how decisions are

to be made– Consensus, majority vote,

by chairperson

Follow the agenda Keep minutes or notes Assign jobs

– Recorder, time watcher, etc.

Encourage active participation

Eliminate distractions Avoid non-productive

discussion

What can cause a meeting to get off track?

• Refer to meeting ground rules• Gentle reminders of agenda• Time limits for speakers• Table issues for another time• Use of parliamentary procedure• Request research / assign tasks for future meetings• Schedule special meeting to address topic• Bring in outside facilitator

Keep the Meeting on Track

• Large groups• Complex of

controversial issues• High stakes (e.g.,

money or policy)

When is Parliamentary Procedure Necessary?

Principles of Parliamentary Procedure

• Only one issue discussed at a time

• All members of equal basic rights

• Rights of minority must be protected

• No one can speak until recognized by chair

• Every member can speak to the issue on the floor

• A majority vote decides an issue

• Chairperson maintains impartiality

Ending the Meeting

Meeting Summary—Identify work completed—Clear action plan/assignments for uncompleted

tasks—Decision about subsequent meetings

Date, time & location of next meetingEvaluation

After the Meeting

Review evaluationSend follow-up reports or

minutes to participants, including action items

Write thank you letters for speakers

Pay any bills

Elements of a Successful Meeting• Meaningful objectives• Effective leaders• Pre-meeting preparation• Appropriate meeting place• Procedures to move things

along• Resolve conflicts• Effective conclusion• Follow up• Commitment of

participants

Questions or Discussion

*Optional checklist handout