Chapter%202%20--%20Meeting%20Management

Chapter%202%20--%20Meeting%20Management - Meeting...

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University at Buffalo Student Leader Handbook Chapter 2: Meeting Management Page 1 of 11 Meeting Management
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University at Buffalo Student Leader Handbook Chapter 2: Meeting Management Page 2 of 11 MEETING MANAGEMENT Meetings are an important aspect of any organization. They provide the most practical and democratic method for involving members and accomplishing things. Functions of a Meeting: Key to organizational effectiveness and productivity Unifying an organization and strengthening individual commitment to organizational goals Improve communication and reduce confusion and misinformation within a group Promote consistency and continuity Yet we know that meeting can be very frustrating experiences for chairpersons and members for any number of reasons. Common complaints are that they are long, dull and/or unproductive. With planning and foresight, much of the criticism about meetings can be averted. As you embark upon your organizational activities this year, review and apply the following suggestions to help you plan and conduct meetings in a manner which will help increase group cohesiveness and productivity.
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University at Buffalo Student Leader Handbook Chapter 2: Meeting Management Page 3 of 11 MEETING PREPARATION Planning is crucial and anticipating is the secret to being prepared. Experience will tell you the probable pitfalls so use your creativity to help identify possible solutions to those awkward or critical moments that may occur in meetings. Running the meeting Some operating principles to help keep the discussion on target and stimulating are outlined below: ± Share the leadership . Delegate responsibility and involve others in the decision-making process. ± Never compete with group members. Don’t permit anyone to be put on the defensive. ± Ask clarifying and/or open-ended questions to get a clearer idea about what others might have to add to the discussion. Examples: ² How would you…? ² What do you think about…? ² What improvement could we make…? ± Listen carefully and judiciously to group members. ± Nurture ideas and participation. Try to involve every member. ± Keep members informed. Review progress and expectations. Check for understanding. ± Keep the energy level high through your own vision, intensity and enthusiasm. Challenges are good and humor can invaluable. Meeting Communication Ideas and commitment improve when members see their impact in the decision-making process. Keep conversation focused on the topic. Ask for clarification when it is not clear what someone is saying. Tactfully end discussion when it is no longer productive. Deal directly and positively with any members who tend to monopolize the conversation. Be a role model by listening and showing interest. Summarize agreements reached and end the meeting on a positive note.
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University at Buffalo Student Leader Handbook Chapter 2: Meeting Management Page 4 of 11 Planning a Meeting When you plan a meeting, it is important to keep in mind the reasons people
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Chapter%202%20--%20Meeting%20Management - Meeting...

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