Transcript CSAC-Running Effective Meetings

CSAC Strategies
Running Effective Meetings
Theresa Pastore
Parent Engagement Consultant
Toronto Catholic District School Board
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Getting the message out!
As soon as possible after the dates are established,
circulate the year’s meeting schedule as widely as
possible throughout the community.
Advertise in school and community newsletters, noting
important or special agenda items.
Post meeting dates on the what’s-on sign outside the
school, if one is available.
Use a phone-tree system to remind parents of upcoming
meetings.
Publicize meetings at community events. Post meeting
dates on the school’s website.
Characteristics of
Negative Meetings
Drifting off the subject
Poor preparation
Lack of listening
Verbosity of participants
Length
Lack of participation
How to get members engaged in the
meeting
Define a meetings purpose
Send enough information for people to prepare for
meeting
Consider the preferred language of members and
provide materials or translators to support
Allow all attendees to participate
Address each item on the agenda
Assign follow up actions
Planning an effective meeting
Define the purpose of the meeting and the outcomes
Is this solely an information meeting or are
decisions needed to be made?
Solicit input from members on any other topics/issues that need to be
discussed
Develop an agenda with timeframes taking into consideration any outside
parties coming to speak and the relevant priority of agenda items
Distribute the agenda one week before the meeting
Send any relevant information or inform participants of any necessary
preparation needed to meet the meeting purpose
Sample Agenda
(SCHOOL NAME) CATHOIC SCHOOL ADVISORY COUNCIL
AGENDA – November 15, 2014
7:00 – 9:00 PM
Location: School Library
Welcome and Open Meeting – Chair
Opening Prayer – All
Approve Minutes – All
Music Dept. Funding Request
Chair’s Report
Principal’s Report
Treasurer’s Report
Committee Reports
7:00 – 7:05
7:05 – 7:10
7:10 – 7:15
7:15 – 7:30
7:30 - 7:40
7:40 – 7:50
7:50 – 8:00
8:00 – 8:40
Parent Involvement Committee – John Doe
Technology Committee – Jane Doe
Communication Committee – John Brown
Academic Committee – Jane Brown
Other Business
Adjournment – Chair
8:40 – 8:55
9:00
During the meeting
Greet Members and make them feel welcome.
Introduce any new members/visitors to the
team
Start on time. End on Time
Review the agenda and set priorities for the
meeting
Stick to the agenda
Strategies to Chair an Effective Meeting
For each item on Agenda-introduce the topic
and summarize previous discussion
Watch for dominant speakers and ask quiet
ones for their input.
Summarize points and clarify discussions
Note digressions and remind members to stay
on task
Bringing the meeting to an end
End on time or before
Thank all members for attending
Summarize decisions made to avoid
misunderstandings later
Review actions items handed out to council
members
Ensure members know when next meeting is
Follow up with minutes shortly after the meeting
What TCDSB CSAC’s are talking about!
Student
Acheivement
School
Safety
What TCDSB CSAC’s are talking about!
School
Transportation
Community
Events
What TCDSB CSAC’s are talking about!
School
Budget
Increasing
Parent
Engagement
What some CSAC’s are working on:
INCREASING SCHOOL TECHNOLOGY
CSAC NEWSLETTERS
PLAYGROUND PLANNING
STUDENT ACHIEVEMENT – UNDERSTANDING EQAO
Use outside resources to enhance your
meetings for member
 Invite board staff ie.safe schools/parent involvement
 Public Health
 Local Police to discuss community safety
 Technology expert
 Trustee