PowerPoint Presentation
How to Run an Effective Executive Committee MeetingDiana
Stegall, CSP, CFPS, ARM, ALCM, CPCURVP Region 5 - Northwest Chapter
President 2013-14United Heartland Loss Control Technical
Consultant
Andrew WilsonETC Chairman Georgia Chapter President 2012-13Duke
Realty Corporate Safety / Risk Control Manager
1Understand executive committee meeting basicsReview Roberts
Rules of OrderDiscuss what makes committee meetings go badLearn
best practices for successful meetings
AgendaOur agenda for todays session are very simple.
READ the bullets as they come out bullets are animated click to
add each one
So thats our objectives for todays discussion, lets first focus
on understanding the basics of executive committee meetings and
review Roberts Rules of Order2Whats the purpose?
Executive committee meetings are held so elected members of a
board can make decisions regarding the direction of the Chapter
Whats the basics of running a meeting?
Executive Committee MeetingSo whats the purpose of an executive
chapter committee meeting?Click to advanceREAD BULLET
So tell me = whats the basics of running a meeting?
Before you answer that question, lets make this a little more
interactive. In your table groups, take 5 minutes to discuss the
basics around running an executive committee meeting. Answer these
two questions:
How do you know when a meeting is running well? Or what are the
good traits or skills you need for a successful meeting.
How do you recognize a meeting is failing? Or what are the bad
traits or skills you see show up in a meeting gone bad.
Please give everyone at your table a change to share, appoint a
spokesperson to highlight your groups feedback. 3BEFORE the
MeetingSecure meeting location and facility accommodations
Schedule and announce meetingTypically before or after Chapter
member meeting
Develop and send out an agenda and pre-read documentsEnsure you
cover all Society and Chapter required topics Work off your
previous meeting minutes & your strategic plan
Arrive early to set up room start on time
Executive Committee MeetingBASICSThat was good feedback on the
strengths and weaknesses of what you have seen in Executive
Committee meetings, lets talk about the basics and look at what we
should do BEFORE DURING AFTER the meetings to make them
successful
BEFORE THE MEETING READ and paraphrase bullets add examples or
stories as appropriate4DURING the MeetingStart on time end on
time
Ensure meeting minutes are being maintained
Roll Call - Quorum must be in place for voting purposes
Stay on track work off your agendaReview & approve meeting
minutes from last meetingReview & approve Chapter financesCover
all Chapter & Society requirements
Delegate - assign action items with completion dates
Always follow Roberts Rules of Order
Executive Committee MeetingBASICSDURING THE MEETING READ and
paraphrase bullets add examples or stories as appropriate
NOTE: Regarding MEETING MINUTES there are guidelines for meeting
minutes on Officer Central.
Heres an example of what we used in our GA Chapter show word
file with example 5Purpose: Create Fair and Orderly
MeetingsProvides common rules and procedures for deliberation and
debate in order to place the whole membership on the same footing
and speaking the same language.
The conduct of ALL business is controlled by the general will of
the whole membership - the right of the deliberate majority to
decide.
Provides for constructive and democratic meetings, to help, not
hinder, the business of the assembly.
Roberts Rules of Order
Quickly lets review the purpose and reason why ASSE endorse
Roberts Rule of Order for our chapter committee meetings
READ and paraphrase bullets add examples or stories as
appropriate
6Roberts Rules of OrderREVIEW Diagram add examples or stories as
appropriate
7Roberts Rules of OrderHeres some quick reminders on
motions8Roberts Rules of OrderREVIEW Diagram add examples or
stories as appropriate
9AFTER the Meeting
Leave facility in good shape
Ensure minutes are completed and sent out in timely fashion
Follow up with individual officers or chairs on open issues
Track progress of key initiatives
Executive Committee MeetingBASICSAFTER THE MEETING READ and
paraphrase bullets add examples or stories as appropriate
10Meetings gone badNo agenda - lack of goals or objectives
No minutes - lack of continuity or ability to follow up
No facilitator lack of focus on key topics and / or inability to
deal with super strong personalities
No start and end times established waste time and aggravate your
volunteer committee members
No delegation lack of progress or too much on one personREAD and
paraphrase bullets add examples or stories as appropriate Use
examples brought up by class during opening group exercise
reference notes on flipchartsNot preparing an agenda beforehand.
Not preparing a meeting agenda in advance can lead to a meeting
that lacks focus. With your goal in mind, prepare and distribute an
agenda with the objectives outlined to the participants of the
meeting. Request them to read this in advance. This makes the most
efficient use of time as they dont have to skim through the agenda
in the meeting itself and it also gives them a chance to think
through and make their own individual preparations ahead of
time.Lack of a goal or objective. If youre unclear on what you need
to achieve in the meeting, the end results of the meeting will also
be loose-ended. Establish a purpose or objective for the meeting.
This way you know what to expect as a proposed outcome. Clearly
identify the issues you want to resolve or discuss and what you
want to achieve.No facilitator and note taker roles assigned.
Without someone to lead the meeting and someone to take notes, the
meeting can go in any direction and waste precious time. Many
meetings deviate from the agenda and focus on other issues.
Although those issues might be equally important, its the
facilitators job to stick to the agenda and keep the meeting on
track. ADD ROLE PLAYS: side bar conversation & STRONG
personalityNo start and end times established. A meeting can go on
for hours if you dont set a fixed time for it to finish. Respect
those who got to the table on time and start (even if others are
late). Dont start over when others arrive, and end the meeting on
time. Not assigning deliverables and following up. Failing to recap
and assign responsibilities at the end of the meeting makes the
entire goal of the meeting pointless. Follow up by sending out the
minutes of the meeting with the assigned deliverables and
timelines. 11BEFORE the Meeting
FIRST THINGS FIRST - Pick the Right committee members
Give new committee members a complete orientation
Be flexible with meeting times and locations (consider
conference calls)
Schedule & announce meeting with an Outlook invitation
convenience & verification of quorum
Ensure your agenda tracks open items and incorporates your
annual strategic plan
Arrange tough topics in the middle of the agenda
Best PracticesREAD and paraphrase bullets add examples or
stories as appropriate
Pick right committee members - The easiest way to avoid crazy in
the committee is to not let crazy onto the committee. A formal
process to elect officers / committee members will weed out
inappropriate prospects, before they become inappropriate committee
members.
New committee members it only makes sense to orient committee
members & officers its good for companies as well as ASSE
Flexible meeting times & locations Conference calls cant
always work, but you can use them once a quarter or once in a while
when the PDC or some other major event gets in the way of your
scheduled meeting
Use Outlook we live in an on-line, highly automated world who in
this room doesnt have a smart phone and use their calendar to keep
up with their schedule
Agenda if you dont know where you are going any road will get
you there. There are static and dynamic issues you want on your
agenda static are your typical reoccurring chapter requirements,
dynamic are those unique projects. Take on your tough topics after
you get some momentum early in the meeting. Dont get bogged down in
one discussion for the entire time allotted.
12DURING the Meeting
Stay on track Remind committee on how much time left
Facilitate & stimulate discussion Keep FocusSometimes its
best not to make a decision
Delegate - assign action items with completion dates Look to get
prospective committee members involved with small projects or
helpers / assistants
Organize future events look ahead in strategic planBest
PracticesREAD and paraphrase bullets add examples or stories as
appropriate
Stay on track you may not enjoy interrupting the group as they
discuss the topic, but as the facilitator thats your job to track
time and the agenda
Keep focus - If everyones in charge, no ones in charge. Know
when its time to table the discussion until another meeting.
Delegate every good action item should have a Who a What and a
When. If you dont you have subjective action items we want
objective action item, otherwise we are likely to WAFFLE and never
get anything done in a timely fashion. Look for ways to get
prospective committee members involved to build bench strength for
your future committee and officer assignments.
Organize future events dont get too caught up in the urgent
issues and forget about strategic initiatives. Carve out some time
in every meeting for long term future goals.
13AFTER the Meeting
Make sure you meeting minutes go out ASAP after the meeting to
remind committee members to work on action itemsEncourage
mini-project team meeting for big projects
Add to (or create) an annual calendar of repetitive key
initiatives and annual projects
Communicate and celebrate your accomplishments with all your
Chapter membersWebsiteNewsletterSpecial e-mailsGeneral meeting
announcements
Best PracticesREAD and paraphrase bullets add examples or
stories as appropriate
Minutes go out ASAP we are all busy in our work and personal
lives and if you wait until the next meeting to share meeting
minutes you are assuming that everyone took notes and is a
self-starter. The minutes REMIND your volunteers of expectation.
Follow up with your committee members and encourage mini-project
teams for bigger projects.
Annual Calendar dont try to re-create the wheel every year.
There are things your committee will want to repeat each and every
year develop an annual calendar and use it throughout the year to
remind you of past successes and failures.
Communicate and Celebrate Unless you tell your chapter members
they wont know anything about what you are doing behind the scenes.
They will focus on the training topic you offered this month, the
room accommodations and the food you served. Use these forums
listed to highlight your accomplishments and communicate your
committee plans for the future.
14Questions?15