Transcript Diocese of Trenton Pastoral and Finance

Diocese of Trenton
Best Practices for Finance and
Pastoral Councils
Making Meetings Matter:
Essential Skills for Facilitation and
Consensus Building
Nov. 9, 2013
Why are Meetings Ineffective?
Consider This …
What are the benefits
gained from structuring
meetings effectively?
• To me personally
• To those I lead and
serve in the parish
Fundamentals of Structuring
Effective Meetings
•
•
•
•
•
•
Plan the meeting around meeting outcomes
Organize and disseminate the agenda
Prepare the meeting room
Conduct the meeting
Summarize what has taken place
Follow up the meeting
Plan Around Outcomes
• Agenda - Purpose
• Organize Topics
• Disseminate Agenda
• Outcomes – outputs from meeting
Suggested Steps:
1.
Send out the agenda with meeting minutes from last
meeting.
2.
List agenda topics and purpose.
3.
Outline pre-read materials for meeting.
4.
Ensure presenters are prepared.
5.
Obtain updates on actions needed for this meeting
prior to meetings.
6.
Ensure that you have a quorum for the meeting.
Agenda Items
Identify some agenda items in a typical meeting
for:
•
Regular Staff Meetings
•
Parish Pastoral Council
•
Parish Finance Council
Meeting Agenda Template
Meeting Details
Meeting Agenda Template
Agenda Items
Organize and Disseminate the Agenda
Meeting Agenda Worksheet
• Agenda item
• Person suggesting
• Time needed
• Desired outcomes
• Information,
Discussion, or
Decision
Prepare Meeting Room
• Setting can directly impact people’s behavior
and performance.
• An appropriate setting makes a statement
about the importance we place on both.
Conduct the Meeting
• Start and end all meetings
on time!
• Allow only one
conversation at a time.
• Take breaks together.
• View differences of opinion
as helpful.
Summarize What Has Taken Place
• Summarize only
decisions and agreedupon action items.
• Document Accountability
Follow-Up the Meeting
• A meeting has no value
unless its intended
outcomes become reality.
• Until the results are
produced, no value has
been added.
Ground Rules and Norms
• Team Ground Rules are important because they
describe the behaviors that the team agrees to comply
with during team activities.
• Ground Rules provide the “norms” that result in better
communication and participation.
• The importance of setting Ground Rules is a reminder
and a mechanism for keeping meetings on track.
Sample Ground Rules
•
•
•
•
•
•
•
Prayer at each meeting.
Listen Actively to others.
Stay on Topic.
Allow only one conversation at a time.
View differences of opinion as helpful.
Be open to new ideas.
Have Fun.
Operating Guidelines
• Operating Guidelines should be established to
create an environment for better communication,
participation, leadership and accountability.
Operating Guidelines
•
•
•
•
•
•
Submit all agenda items in advance.
Meeting will begin and end on time.
Members will honor action items.
Pre-work will be completed.
Read documents in advance of meeting.
All members should participate actively.
Meeting Roles and Responsibilities
Assigning the following roles helps to ensure that the
meeting objectives will be achieved:
•
•
•
•
Meeting Convener/Facilitator
Recorder/Scribe
Process Observer
Timekeeper
All meeting attendees should act as participant observers.
Communication
• Summarize what is to be communicated from the meeting.
• What are we communicating to our people?
• In what way and how much do we need to communicate?
Communication Framework
• Key Message – what we want them to know.
• Audience – who is receiving the message.
• Media – how will we communicate.
• Timing/Frequency
Communication Plan
The “What”
Audience
Messages
The “How”
Vehicle/ Media
Parish Staff

We have to be efficient
and reduce operating
expenses
Meetings and
(e-mail)
Parish at Large

Your input is vital to
making our parish
efficient
Sunday Bulletin
Web Site
e- mail
School Parents

We hope to make your
school better
We will rely on your
cooperation to achieve
our success
Sunday Bulletin
School Bulletin
E-mail

(Example)
Timing/
Frequency
Weekly
Accountability
Framing
Pastor
Adjust message –
“tweaking”
Weekly/
Monthly
Pastor and Staff
Adjust message
Weekly/
Monthly
Pastor
Staff
Principal
Adjust message
Building Consensus
• In consensus, the group encourages the sharing of all viewpoints
held by those with interest in a topic. These viewpoints are then
discussed in a spirit of respect and mutual accommodation. New
ideas arise and viewpoints are synthesized, until a formula emerges
that wins general approval.
• Consensus is “organic”—unlike mechanical voting. Often, the final
decision is different from anyone’s original idea.
• Consensus has advantages. Consideration of all viewpoints
provides a more rounded view of the issue, leading to a better
decision. And a decision supported by everyone will avoid
resentment, division, and efforts to undermine it.
Building Consensus
• However, consensus does not require that everyone be in complete
agreement, but only that all be willing to accept—consent to—a
decision. If the group fails to accommodate your viewpoint after fair
effort, ask yourself if you feel strongly enough to uphold your
position. If not, it may be best to “stand aside.”
• 100% consensus may paralyze the group.
• 80% group consensus is acceptable for most decisions. This will
keep the group moving.
Building Consensus
• You must respect and consider each other. You must have a sense
of common searching, instead of wanting to “win.” You must be
sensitive and open to each others’ ideas and feelings, and honestly
try to accommodate them.
• Have a process for building consensus and collaboration.
• Have a method for Collaborative Problem Solving.
Collaborative Problem Solving Model
1. Identify the problem or issue.
2. Define the Objective(s).
3. Generate a list of solutions.
4. Prioritize the solutions. Pick the best solution(s).
5. Develop an Implementation Plan.
6. Pilot or test the plan.
7. Communicate and Implement the Plan.
Wrap up Questions
• Things I learned Today …..
• Today I was surprised to discover….
• Concepts that I can apply……