Effective Meetings For Non-Profits

“Captain Time” Garland Coulson

Meetings are Expensive…

But Meetings Are Critical For

• Informing people• Gaining consensus• Getting people’s commitment• Solving problems• Energizing people• Building relationships

People You Might Meet With

• Staff• Volunteers• Board of directors• Stakeholders• Clients• Community groups• General public

• Media• Donors• Event planners• Suppliers

These Meetings Affect

Program Delivery Funding

Your Place In The

Community

Garland’s 12 Step Program to Meeting Success

1. Agenda2. The Right People3. Ground Rules4. Info/Reports Before5. Capture Decisions6. Start On Time

7. Involve Participants8. Keep On Track9. Action Plan10. No Anything Else11. End On Time12. Followup

Step 1:

Step 2: Invite The Right People

Step 3:Ground Rules Example• Be on time• No mobile devices• Teach other with respect• No personal attacks• Challenge ideas, not people• One person speaks at a time and you

do not interrupt• Speakers must come to their point

immediately, then stop to allow others to provide feedback

• Topics not already on the agenda will not be discussed, rather they can be submitted for future meetings

• Respect the meetings intent

• For brainstorming capture ideas without judgment

• Check your ego at the door. Your ideas and opinions will be challenged

• Focus on the positive and what can be taken action on

• Provide solutions, don’t just point out problems. No “Devil’s advocates”

• Own your opinion. Don’t say “everyone” feels this way

• Commit to stay on the agenda and move discussions forward

• No side conversations

• If you feel the ground rules are not being followed, speak to the meeting facilitator

Step 4: Prepare info/reports ahead

Step 5: Capture info at meeting for sharing

Step 6: Start On Time

Step 7:Get Them Involved

Death By

PowerPoint

Showmanship

•Vary your voice•Use props •High impact visuals•Tell a story…

Getting Quiet Ones to Speak Up

Step 8: Keep Them on Track

Step 9: Create an Action Plan

1. Book Venue - Cindy2. Media Campaign - Sue3. Recruit Volunteers -

Jenna4. Create Video - Brenda

Is There Anything Else To Discuss?…

Respect their time - end on time

Step 12: Followup

Online Meetings

Some Online Meeting Tools

• Google Hangouts• Join.me

Online Meeting Tips

• Check participants connections BEFORE meeting

• Master your meeting software

Board Meeting Additional Tips

• Find the “right” board members• Provide an orientation for new board members

BEFORE their first board meeting• Prepare resolutions in advance• Include information before meeting • Major problems should be communicated

immediately – not revealed at a board meeting• Don’t do verbal reports

Tips For A Non-Boring AGM

• Have an interesting guest speaker or entertainment to boost attendance

• Door prizes add to excitement• Keep “business” at bare minimum required• Know your bylaws and be aware of potential

problems and takeovers• Have ground rules (recognized by chair,

speech limits, etc.)

Controversial Topics

• Have rules– Follow agenda– Ground rules

• Be aware of potential conflicts

• Pre-empt the problem before the meeting

Mind Mapping

Mural.ly

20 Minutes

Free Discovery

Session

One – On One

CoachingPhone or

Skype

Webinars In-House Training

How Garland Helps

More help at CaptainTime.com