Effective Club Meetings
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1 Webinars Effective Club Meetings Participant Workbook
2 While you wait: Test your microphone and speakers: 1. Click Test 2. Select your microphone and speakers 3. Speak into the microphone 4. Select Play sound 5. Click OK 1 2 Audio Meters * The audio meters will light up green to indicate that each selection is working. 4 Join via telephone: 1. Select Telephone 2. Dial-in using displayed information LIONS CLUBS INTERNATIONAL This webinar is being recorded. The recording, PowerPoint presentation, and workbook will be shared. LIONS CLUBS INTERNATIONAL Lions Clubs International Page 1
3 Participant Workbook The New and Improved Leadership Resource Center Webinar Background Running effective and efficient meetings is critical to club productivity and member satisfaction, and an indispensable pillar of good leadership. In this webinar we will discuss the components of effective meeting management which include meeting preparation, managing discussions and decisions, post-meeting evaluation and post-meeting follow up. In addition we will review the available LCI resources for improving meeting management skills. Agenda 1. Meeting preparation 2. Managing discussion & decisions 3. Evaluating each meeting 4. Following-up after each meeting 5. Resources Objectives 1. Describe importance of preparation 2. Recognize discussion facilitation skills 3. List benefits of evaluating each meeting 4. Describe benefits of follow-up 5. Recognize meeting improvement resources Lions Clubs International Page 2
4 1. MEETING PREPARATION Facilities Advance notice Agenda Information Attendance sign-in sheet Introduction information for guests Recognition Discussion: Problems due to lack of preparation? Lions Clubs International Page 3
5 Meeting Preparation Checklist Step Notes Complete () 1. Determine meeting goals and desired outcomes 2. Determine actions to meet outcomes 3. List agenda items & responsibilities Agenda item Person responsible 4. List invited guests 5. Set timeframe Date confirmed: Start time: End time: 6. Finalize logistics (as needed) Location and room: Materials: Equipment: Food and beverage: 7. Create agenda (See sample agenda) 8. Communicate with members and speakers Agenda and supporting materials sent? Speakers prepared? 9. Set up room Check seating: Put out materials: Check equipment functioning: Check lighting, heating/air-conditioning, etc. 10. Prepare yourself (This final step is the MOST important! Even if other things go wrong, your meeting will be successful if YOU are prepared!) Organize materials Sequence speaking notes Think positive thoughts Lions Clubs International Page 4
6 Participant Workbook The New and Improved Leadership Resource Center Sample Meeting Agenda Item Details Approximate time Call to order by president Introduction of guests Past District Governor Lee Mayor Armstrong Lion XXX from Mrs. Pierce from local high school 7:00 pm 7:05 pm Reading and approval of minutes of previous meeting Program Guest Speaker: Mrs. Pierce discussing possibility of Leo club at local school and describing existing service projects of students 7:10 pm 7:15 pm Old or unfinished business Continue discussion of project for elderly Report on results of fund raiser Report on activities of membership committee 7:30 pm New business Discussion of potential Leo club Other 7:50 pm Recognition Adjournment Recognize efforts of fund raiser chairperson and committee Announcement of next meeting time/place 8:25 pm 8:30 pm Lions Clubs International Page 5
7 2. FACILITATE MEETING DISCUSSION AND DECISIONS Use standard meeting procedures, such as Roberts Rules of Order Clearly state a motion or a decision that is to be voted on or approved Keep discussion on topic If time is not adequate, table anything that can be handled at another time Allow all points of view to be expressed, but keep the discussion focused on the proposal Use club board meetings for business decisions --- Why? Use these discussion facilitation skills: Active listening Encourage participation in the group Tact & diplomacy Manage participant behavior Discussion: Share success stories of positive meeting management: Lions Clubs International Page 6
8 3. EVALUATE AFTER EACH MEETING: ASK YOURSELF: Did the meeting go as you expected? How could you have improved your management of the meeting? Did you have good member attendance? Did you start and end the meeting on time? Did you cover all items on the agenda? Were guests and potential members introduced and greeted warmly? Did most of the club members participate in the meeting? Was discussion and decisions that were made understood by all members? 4. FOLLOW-UP Proposed new idea or project need more information A committee did not complete their report on time Program presentation included a request for funding to be discussed at next meeting Due to lack of time, a decision was tabled Lions Clubs International Page 7
9 Discuss: What happens if there is no follow-up between meetings? Meeting Follow Up Worksheet Project Action Required Person(s) Responsible Date Required Contacted () Lions Clubs International Page 8
10 6. RESOURCES: How Are Your Ratings? (survey & administrative guide) ME 15, ME 15b Club Excellence Process Member Satisfaction Guide ME-301 Lions Learning Center Meeting Management online course Lions Clubs International Page 9
11 NOTES Leadership Division Lions Clubs International Page 10
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