Training Module 14 - Conducting a Meeting
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Transcript Training Module 14 - Conducting a Meeting
CONDUCTING A MEETING
MAINTAINING ORDER AND FOLLOWING DAV
REGULATIONS AND RITUALS
Department of Alabama
MEETING PREPARATION
Contact adjutant
Review correspondence
Review minutes and action items from previous meeting
Prepare agenda
Department of Alabama
WHY AN AGENDA
Prepares commander
Prepares attendees
Creates an interest
Clearly defines objectives
Provides a valuable organizational tool
Department of Alabama
AGENDA INCLUDES
Meeting date, time, location
General information
Minutes approvals
Items with clear motions and seconds
Unfinished/New Business
Good of the Order
Summary/ Assignments
Department of Alabama
COMMANDERS AND CHAIRS
IF YOU CANNOT ATTEND, FIND A REPLACEMENT
BRIEF YOUR REPLACEMENT ON THE AGENDA
Department of Alabama
BEFORE THE MEETING
Set up the room
Adjust audio visual
Ensure adequate seating
Department of Alabama
CONDUCTING A MEETING
START ON TIME!!
Adjutant takes minutes or a committee recorder
Review the agenda/obtain agreement on the meetings objectives
and goals
Revise agenda if necessary
Department of Alabama
ROLE OF THE COMMANDER/
CHAIRPERSON
Maintain order
Follow agenda
Recognize members who wish to speak
Remain neutral
After a motion is seconded ask for discussion
Call for vote on motions
Department of Alabama
PARLIAMENTARY PROCEDURE
Majority rule must prevail
Rights of members w/ minority opinion are protected
Respect for all members assured
Logical order of business provided
Department of Alabama
ROBERT’S RULES!
USED WHEN
Seeking resolution to a controversial issue (e.g. handling a
negative vote)
Requires a formal vote count (e.g. voting on a not persuasive
negative)
Business must be conducted in a formal and efficient manner
(e.g. main and subcommittee meetings)
Department of Alabama
ROBERT’S RULES!
NOT USED WHEN
The purpose of a meeting is to develop creative solutions
Conducting a brainstorming session
The issues being discussed are not contentious (e.g. future
meeting locations)
Department of Alabama
WHY MEETINGS
RUN LONG
Repetition
Wandering from the agenda
Lengthy discussion of controversial issues
Repeated interruptions by single members
Department of Alabama
MEETING TECHNIQUES
Focus attention on the agenda
Set time limits
Identify different opinions
Establish task groups/chairmen as needed
Department of Alabama
CLOSING A MEETING
State conclusions reached
Summarize assignments
Give staff manager next meeting requirements
Department of Alabama
AFTER THE MEETING
Prepare minutes as soon as possible after the meeting
actions and discussions that took place are fresh in the
writer’s mind
committee members may rely on receipt of minutes
before they implement promised actions
Send a copy of minutes to committee chairs assigned during meeting
Place minutes in reading file
Department of Alabama
PREPARING MINUTES
Follow the format of the meeting agenda and include:
title, date/location of meeting, and time called to order
an accurate summary of the decisions and conclusions reached
the assignments that were made
the follow-up action required
time of adjournment and notice of the next meeting date, time
and location
Department of Alabama
CONCLUSION
Running a meeting is an art and takes preparation and practice
A meeting should be run while following an approved or regular
agenda
Commanders/ Chairs should control the members and flow of
the meeting
Knowledge of Constitution & Bylaws, Robert’s Rules of Orders
and the Officers Guide from DAV National is very important
Department of Alabama