Effective Meetings
A meeting should not be held if this could be used instead (memo, email, or report)
When info can be covered in an email
This meeting involved an executive and all those that report to them
Staff meeting
This person determines the purpose and objectives of the meeting
Executive/Facilitator
This is a proposal presented for discussion and voting
Motion
These are larger than meetings and involve many participants
Conferences and conventions
These must be clearly stated so all participants understand why the meeting is occurring.
Purpose
This type of meeting is formed to complete a specific project and is disbanded after
Project team meeting
This document lists topics to be discussed in the meeting
Agenda
This is when another member agrees that a motion should be considered
second
Planning a conference takes this amount of time (general idea from text)
Months
all members should do this during a meeting to make it effective
participate
these meeting follow strict procedures and often use parliamentary rules
Board of Directors
Participants should do this before the meeting with the agenda and materials
review/read materials
This is the minimum number of members required to conduct business.
Quorum
This period allows people to register early, sometimes at a reduced rate.
Preregistration
This seating arrangement works well for groups of 6–8 people and allows the leader to maintain moderate control while also displaying visuals.
U-shaped or semicircular arrangement
This meeting type connects people using video and audio.
video conference
The leader must do this if participants go off topic
Bring the discussion back to the agenda
These two seating arrangements encourage collaboration and equal participation because no one is in a dominant position.
Circular and oval arrangements
These may include program information, a list of participants and small gifts
registration packets
Meetings should be held when a group needs to do this.
Solve a problem/make a decision
This meeting is usually small and involves clients or customers.
Customer/client meeting
These are taken during the meeting and become a written record afterward.
Minutes
Why should a table not be too long in a meeting where discussion is important?
It makes communication difficult and limits ability to observe nonverbal behavior
This happens after the event to review what was successful and what was not.
Post conference evaluation