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