1. The ABC’s Of Effective
Meetings
Bill Taylor
Northeast Community Development
Educator
UW Cooperative Extension Service
The University of Wyoming is an equal opportunity/affirmative action institution.

2. INGREDIENTS
• Adequate planning and preparation
• Behaviors that foster group interaction
• Communication, the key to success
2University of Wyoming Cooperative Extension Service

3. Adequate planning &
preparation
• Purpose of the meeting – what you hope
to accomplish
– Formal board, organization or club
• Set and monitor policies and procedures
• Fiscal oversight
• Hire, direct and evaluate Executive Director
University of Wyoming Cooperative Extension Service 3

4. Adequate planning &
preparation (cont.)
• Purpose of the meeting – what you hope to
accomplish (cont.)
– Public meetings
• Gather input – network, generate ideas, solve
problems
• Planning – develop action agenda
• Announce decisions – answer questions
• Monitor progress – make adjustments to the plan
• Celebrations – recognize people’s
contributions/accomplishments
University of Wyoming Cooperative Extension Service 4

5. Adequate planning &
preparation (cont.)
• Who should attend?
– People affected by potential actions
decided at the meeting
– People with knowledge and experience in
the topics to be considered (strive to gather
a variety of perspectives)
– Decision makers, i.e. public officials if
governmental support is needed
University of Wyoming Cooperative Extension Service 5

6. Adequate planning &
preparation (cont.)
• Structure – how to conduct the meeting
to best accomplish the purpose, i.e.
guest speakers, videos, brainstorming
sessions, panel sessions, discussion
groups, demonstrations, etc.
University of Wyoming Cooperative Extension Service 6

7. Adequate planning &
preparation (cont.)
• Determine time and place
– Time, start, and length of meeting
• Optimum one hour, maximum two hours
– If longer than two hours be sure to include breaks
– Place
• Determine any special needs of attendees
• Maximize convenience for attendees
• Strive to meet in a facility that meets your
needs
– Will vary according to group processes you use
University of Wyoming Cooperative Extension Service 7

8. Adequate planning &
preparation (cont.)
• Prepare and distribute a meeting agenda
prior to the meeting
– Bring extra copies to the meeting
• If a governmental board (elected or
appointed):
– Know and follow “open meeting” laws
– Bylaws or instructions from appointing
authority should describe scope and role of
board members
University of Wyoming Cooperative Extension Service 8

9. Agenda
• Should include:
– Strategic topics to address in that meeting
– Specification of how each topic is to be
addressed in that meeting
• i.e. make a decision, assign further research,
etc.
– Specific times to address each topic
• Agendas should be carefully designed
and then closely facilitated
University of Wyoming Cooperative Extension Service 9

10. Agenda (cont.)
• Components
– Title & purpose of meeting
– Any opening ceremonies
• Pledge to flag, etc.
– Introductions
– Approval of agenda
– Reading & approval of previous meeting
minutes
– Treasurer’s report
University of Wyoming Cooperative Extension Service 10

11. Agenda (cont.)
• Components (cont.)
– Committee reports
– Announcements
– Old business
• Items carried forward from last session
– New business
• Discussion items
– Process to use
– Who will lead activity
– May include time allotted
University of Wyoming Cooperative Extension Service 11

12. Agenda (cont.)
• Components (cont.)
– Executive sessions
– Breaks
– Next meeting date, time, location
– Any other major items to come before the
meeting
University of Wyoming Cooperative Extension Service 12

13. Agenda Questions
• Questions to ask before preparing the
agenda:
– Are the minutes ready?
– Is treasurer’s report ready?
– Any proposals or reports from officers?
– Any proposals or reports from standing or
special committees?
– Items not reached during last meeting?
University of Wyoming Cooperative Extension Service 13

14. Agenda Questions (cont.)
• Questions to ask before preparing the
agenda (cont):
– Items postponed from last meeting?
– Anything on annual planning calendar?
– What items support the strategic plan?
– Does this meeting promote progress toward
the group’s mission?
– Are there any surprises that might be in the
wind?
University of Wyoming Cooperative Extension Service 14

15. Types of Agendas
• See pages 18-19 of County-Appointed
Board Member Handbook for
discussion of five types of agendas
• Review “Consent Agenda” for legal
process to shorten meeting time in
handling repetitive and uncontroversial
items. See Handbook and handout.
University of Wyoming Cooperative Extension Service 15

16. Behaviors that foster group
interaction
• Establish and follow ground rules
• Determine decision-making process
– Unanimity
– Consensus
– Majority vote
• Super majority
• Simple majority
• Minority report
• Etc.
University of Wyoming Cooperative Extension Service 16

17. Ground Rules
• Those rules which will preserve respect,
civility and progress within the meeting
• Examples:
– Arrive and start on time
– Be prepared
– Everyone participates
– Stick to the agenda
University of Wyoming Cooperative Extension Service 17

18. Ground Rules (cont.)
• Examples (cont.)
– Focus discussion on agenda topics
– Listen to understand
– Respect different view points
– End on time
– No side bar conversations
– No interruptions
– Turn cell phones off
– Work toward group goals
University of Wyoming Cooperative Extension Service 18

19. Behaviors that foster group
interaction (cont.)
• Formal board positions
– Chair, Vice-Chair, Secretary, Treasurer, etc.
• Know the responsibilities of your leadership
role
University of Wyoming Cooperative Extension Service 19

20. Informal Group Roles
• Leader/facilitator
– Develop and deliver agenda
– Oversee logistics, i.e. date, time, location,
facilities, speakers, equipment,
notification/promotions, etc.
– Determine group process techniques to use
– Start the meeting on time
– Assign meeting roles
University of Wyoming Cooperative Extension Service 20

21. Informal Group Roles (cont.)
• Leader/facilitator (cont.)
– Ensure development and application of
“ground rules”
– Encourage involvement
– Seek input about effectiveness of meeting
– End the meeting on time
– Ensure follow-up, i.e. completion and
delivery of meeting notes, track action
agenda, etc.
University of Wyoming Cooperative Extension Service 21

22. Informal Group Roles (cont.)
• Scribe
– Record decisions and actions of the group
(not a transcript of the entire discussion)
– For action items, determine:
• What is to be accomplished
• Who is involved (particularly who is providing
leadership for the effort)
• Are there any particular resources required
• Estimated completion date
University of Wyoming Cooperative Extension Service 22

23. Informal Group Roles (cont.)
• Scribe (cont.)
– Confirm notes at end of the meeting
– Complete and deliver notes to the leader in
timely fashion (one day)
University of Wyoming Cooperative Extension Service 23

24. Informal Group Roles (cont.)
• Recorder
– Use the words of the participants and
confirm you have captured their comment
– Place a date and page number on each page
– If requested, transcribe the charts and
deliver in a timely fashion to the leader
University of Wyoming Cooperative Extension Service 24

25. Informal Group Roles (cont.)
• Timekeeper
– Prior to start of meeting
• Become familiar with the agenda
• Determine how the discussion leader(s) would
prefer to receive time warnings
University of Wyoming Cooperative Extension Service 25

26. Informal Group Roles (cont.)
• Timekeeper (cont.)
– If allotted time expires prior to conclusion
of agenda item, notify leader & help
determine how to proceed
• Table item to another meeting
• Extend time
– Determine where to take time from
• Other item, break, etc.
– Maintain friendly approach & allow some
flexibility
University of Wyoming Cooperative Extension Service 26

27. Informal Group Roles (cont.)
• Gatekeeper
– Prior to start of meeting
• Become familiar with agenda
• Post “Parking Lot” or “Idea Bin” flipchart where
everyone can see it
– If off-agenda item comes up, politely point
out to group and see if there is agreement
to move it to the parking lot.
University of Wyoming Cooperative Extension Service 27

28. Informal Group Roles (cont.)
• Gatekeeper (cont.)
– Common off-agenda discussions
• Continuing discussion after agreement
• “War stories” – anecdotes & histories not
critical to a decision
• “Gripe session” – focus about complaining
rather than solutions
University of Wyoming Cooperative Extension Service 28

29. Behaviors that foster group
interaction (cont.)
• Use appropriate group processes to
achieve the purpose of the meeting
– Group discussion
– Brainstorming
– Nominal group process
– Role playing
– Etc.
University of Wyoming Cooperative Extension Service 29

30. Group Decision Making
• Unanimous agreement
– Everyone must agree and everyone has a
veto
– Used for highly important items where the
board feels they cannot proceed unless all
are in agreement
University of Wyoming Cooperative Extension Service 30

31. Group Decision Making
(cont.)
• Consensus
– Group interactions designed to reach
conclusions everyone can agree on or live
with
– Consensus does not mean everyone agrees
on every point, but that all support the
final decision
• This means no sabotage or undercutting
afterwards
University of Wyoming Cooperative Extension Service 31

32. Group Decision Making
(cont.)
• Consensus (cont.)
– Consensus process built through
• Full participation
• Mutual understanding
• New thinking
• Inclusive solutions
University of Wyoming Cooperative Extension Service 32

33. Group Decision Making
(cont.)
• Consensus (cont.)
– Requires:
• A common purpose
• Willingness to share power
• Informed consent
• A strong agenda
• A facilitator – a “servant leader”
University of Wyoming Cooperative Extension Service 33

34. Group Decision Making
(cont.)
• Consensus (cont.)
– Stages:
• Introduction
– Focuses on proposal & only on questions about
content, not merits – the facts
• Discussion
– 1st – of broad principles behind the idea to clarify
what is being proposed
– 2nd – discussion & resolution of concerns
University of Wyoming Cooperative Extension Service 34

35. Group Decision Making
(cont.)
• Consensus (cont.)
– Stages (cont.)
• Decision
– No votes taken
– Each participant has 3 options
– To Block
Participant wishes to prevent the decision from
going forward for the time being
University of Wyoming Cooperative Extension Service 35

36. Group Decision Making
(cont.)
• Consensus (cont.)
– Stages (cont.)
• Decision (cont.)
– Stand aside
Cannot personally support the proposal, but feels
it would be acceptable for the rest of the group to
adopt
University of Wyoming Cooperative Extension Service 36

37. Group Decision Making
(cont.)
• Consensus (cont.)
– Stages (cont.)
• Decision (cont.)
– Give consent
Not every participant in total agreement
Each person is willing to support the decision &
stand in solidarity w/ the group despite any
disagreements
University of Wyoming Cooperative Extension Service 37

38. Group Decision Making
(cont.)
• Consensus (cont.)
– Helps identify broader set of solutions
which increase potential of creating
sustainable agreements
– Building true consensus generally requires
greater time and energy
University of Wyoming Cooperative Extension Service 38

39. Group Decision Making
(cont.)
• Consensus (cont.)
The more challenging the decision, i.e.
• overall importance,
• longevity of the results,
• complexity of the issue, and
• need for stakeholder buy-in,
the greater the need for support.
University of Wyoming Cooperative Extension Service 39

40. Group Decision Making
(cont.)
• Voting
– Majority (one more than half of those
voting)
– Super majority (some percentage greater
than one over half)
– May provide an option for a dissenting
opinion
• Other processes
University of Wyoming Cooperative Extension Service 40

41. Group Decision Making
(cont.)
• Process used may vary with item of
business or type of meeting called
– May be determined by policies and
procedures, board decision, suggestion of
chair
• Key – determine process before
conflict/disagreement emerges
University of Wyoming Cooperative Extension Service 41

42. Communication:
The key to success
• Prior to the meeting
– 1 week to 3 days prior
• Send out agenda, ground rules, other
materials to review
– Personal contact
• If 1st meeting or change in date/time/location
University of Wyoming Cooperative Extension Service 42

43. Communication:
The key to success (cont.)
• During the meeting
– Introductions
– Build or review group’s ground rules
– Team building activities
– Processes to encourage and monitor
participation
– Closing comments (benefits, concerns,
action items), etc.
University of Wyoming Cooperative Extension Service 43

44. Communication:
The key to success (cont.)
• Following meeting, send out:
– Minutes (major decisions, action items)
– Group memory of meeting process (flip
chart notes)
– Resource materials identified during
meeting
– Reminders about action agenda,
responsibilities, timelines, etc.
University of Wyoming Cooperative Extension Service 44

45. Minutes Include:
• Kind of meeting
• Date
• Place
• Starting time
• Members present and absent
• Presiding officer
• Reading & approval of past minutes
University of Wyoming Cooperative Extension Service 45

46. Minutes Include (cont.):
• Balance of treasurer’s report
• Name of member introducing motion
• Action taken on motion
• Vote, if counted
• Other actions/items which affect body
• Adjournment and time
• Secretary’s name and/or signature
University of Wyoming Cooperative Extension Service 46

47. The ABC’s of
Effective Meetings
• Adequate planning and preparation
• Behaviors that foster group interaction
• Communication, the key to success
University of Wyoming Cooperative Extension Service 47

48. Resources
• Basic Guide to Conducting Effective Meetings,
Carter McNamara
• Facilitator’s Guide to Participatory Decision-
Making, Sam Kaner
• How to Make Meetings Work, Michael Doyle &
David Straus
• Mediation and Facilitation Training Manual,
Mennonite Conciliation Service
• Time and Meeting Management Skills, Marlene K.
Rebori, Community and Organizational
Development Specialist, University of Nevada,
Reno
University of Wyoming Cooperative Extension Service 48