These are notes from this morning's brainstorming session (not in order of importance):
- Set a agenda with time limits for each item.
- Establish rules for meetings.
- Use Robert's rules or other agreed upon rules for running the meeting (be consistent).
- To set a meeting time, use Timeanddate.com (international meeting planner) and/or Doodle.com.
- Know which items you need a decision on.
- Know who is supposed to be voting.
- On the phone? Mute yourself.
- Ask specific people on the "call" for their comments.
- Don't just use last month's agenda.
- Is there nothing to report? Take it off the agenda.
- If your item isn't on the agenda,then it is not going to be discussed.
- The Chair does have the prerogative to change the agenda at the last minute, but this should not be a normal activity.
- Allow time for people to unmute themselves.
- Can you collaboratively write the minutes? e.g., Google Docs, blog post, Box.com
- In your minutes, capture actions and decisions, not the entire discussion.
- If you're using a tool to disseminate the agenda that allows comments, ask people to comment before the meeting.
- Know the purpose of the meeting. Is it a working meeting or a meeting for disseminating information?
- How do you disseminate information from the meeting out to the membership? Blog posts, newsletter, brief highlights?
- Assign action items to specific people and set deadlines.
- Be ready to take some topics offline and then have a report given at the next meeting.
- Start and end promptly.
- Identify yourself when you speak.
- Learn how to use the technology in advance.
- Reports should be written ahead of time and disseminated.
- Board members and meeting participants should read reports ahead of time.
- Get notes out as quickly as possible.
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