Slide Number

Slide Number1

Group Committee Woodbadge I

Nov 30/Dec 1, 2012

Conducting a Meeting

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Conducting a Meeting

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Conducting a Meeting

Why do we hold meetings?

What is the point of a meeting?

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Conducting a Meeting

Why do we hold meetings?

What is the point of a meeting?

Exchange/Share information Determine/Evaluate needs Set Goals Develop plans of Action (includes Action Items) Build the Team Support and encourage our volunteers (Scouts) Good opportunity to focus on program and evaluate same (Scouts)

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Conducting a Meeting

What makes for a good, relevant, and productive meeting anyways?

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Conducting a Meeting

What makes for a good, relevant, and productive meeting?

There are two Key ingredients :

An Agenda, and Record Keeping (minutes, or notes, and record any Action Items, etc.)

An Agenda keeps the discussion focussed

The Records become a key part of the 'paper trail' for your Group, eg. Finances and COAA requests, etc..

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Conducting a Meeting

What makes for a good, relevant, and productive meeting? ... Other factors ...

• Make sure that only attendees are people who really need to be present (respect everyone's time)

• Establish objectives for the meeting, especially if not a regular meeting

• Have the attendees prepare in advance, eg. Treasurer and/or Section Reports

• Keep it Short. The longer a meeting runs past a certain threshold, the less productive each additional minute becomes.

• Record Key Points and decisions (record keeping again)

• Create Action Items and assign them (record keeping again)

• Report Progress and follow-up ...

Post-meeting communication is simply another tool to help keep your meeting attendees accountable for implementing the decisions made during the meeting and it also helps eliminate future, unnecessary "progress meetings”

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Conducting a Meeting

About that Agenda ...

It can and should be concise(please see example)

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Conducting a Meeting

Minutes and/or meeting notes should likewise be concise

No need to be long-winded

Just capture the facts

(please see example)

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Conducting a Meeting

Role of Committee Members -

Who needs to attend anyways?

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Conducting a Meeting

Role of Committee Members – Who needs to Attend?

• Group Commissioner

• Group Committee members, eg. Group Administrator, Group Treasurer, Group Registrar and Group Secretary, etc.

• Section Representatives – Ideally at least one representative per active section – but only one vote per section

• Others, eg. Parents, are welcome to attend to keep themselves informed – but they do Not have a vote on any motions during the meeting

• If a volunteer has more than one role, then their vote is with their senior role

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Conducting a Meeting