Slide Number

Slide Number1

Group Committee Woodbadge I

Nov 30/Dec 1, 2012

Conducting a Meeting

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Why do we hold meetings?

What is the point of 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)



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



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..



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”



About that Agenda ...

It can and should be concise(please see example)



Minutes and/or meeting notes should likewise be concise

No need to be long-winded

Just capture the facts

(please see example)



Role of Committee Members -

Who needs to attend anyways?



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



Slide Number

Documents

productive meeting

meeting attendees accountable

postmeeting communication

group treasurer

group secretary

group registrar

group administrator

decisions record