At the September 5th meeting, Nancy Dust gave a brief presentation reminding committee members how to conduct & participate in a meeting.

Always keep in mind the goal of the meeting

Plan the meeting

• Develop and agenda of items that need to be discussed
• Arrange them in a logical order
• Make the agenda available to meeting attendees

Follow the plan

• Keep the discussion on track - If new items come up in the discussion, take care of those at the end of the meeting

Move the discussion along

• Cover an item then bring up the next item
• Keep discussion on the subject
• Do not cut off discussion before all important points are covered

Control those who talk too much

• Everyone should be allowed to participate as long as they are contributing to the goal of the meeting
• If they stray from the topic, duplicate or bring in useless matter; step in
• Be tactful. Ask for other viewpoints or summarize the discussion and move to the next topic.

Encourage participation from those who talk too little

• Ask for the viewpoints of the quieter attendees
• Show respect for their comments

Control Time

• Determine how much time will be needed to cover each item
• End discussions that are going on too long

Summarize in appropriate places

• Summarize each topic after it is covered
• If a vote is needed the group vote will be the conclusion of the topic
• At the end of the meeting summarize the progress made. Minutes also serve as a summary

Techniques for Participating in a Meeting

Always keep in mind the goal of the meeting

Follow the Agenda

• Do not bring up items not on the agenda
• Do not comment on items not on the agenda if others do bring them up
• If there is no agenda, stay within the goal of the meeting

Participate

• Talk only if you have something to contribute
• Be a meaningful participant
• Practice professional etiquette
• Work cooperatively

Do not talk too much

• Remember that other people are attending the meeting
• Talk only if you have something meaningful to contribute
• Respect the rights of others
• Ask yourself whether what you are saying really contributes to the discussion
• Remember a meeting costs you time, and is costing others time, salaries and opportunity costs of other work

Cooperate

• Respect the leader and his or her effort to make progress
• Respect other participants
• Work together in every practical way

Be courteous

• Respect the rights and opinions of the other participants
• Permit them to speak