Professional Documents
Culture Documents
Art of Greeting in A Meeting
Art of Greeting in A Meeting
Art of Greeting in A Meeting
W
e’ve all been in z a safe environment for the
meetings that could exchange of ideas, with
not end soon agreed-upon and enforced
enough, and in ground rules to support
other meetings where much was people and their ideas.
accomplished and people felt
good. Good meetings don’t just Within the context of
happen; they require planning, meetings, honesty includes
preparation and skills that group z telling the truth;
leaders and members can learn. z posting desired meeting
When meetings are fair, open outcomes up front;
and honest, the opportunity for z eliminating hidden agendas;
healthy discussion and meaningful addressing topics openly;
results is increased significantly. z taking everyone’s input at
face value;
Fairness includes z asking for input only when
z providing opportunities for decisions have yet to be made;
people to participate in ways z promising what you can
that work well for them. This deliver.1
includes scheduling meetings 1. Send out an agenda well in
at convenient times with A meeting agenda is advance of the meeting to
advance notice; z ensure that important
z being prepared to apply your group’s road business is addressed;
ground rules without bias in map from beginning z remind people of the meeting;
the meeting; z help members identify
z accommodating individuals
to end, with all the important items and prepare
with special access needs; steps in between for to discuss them;
z making room for different
communication styles;
reaching your continued on page 2
2
z Provide healthy food and time commitments for each
Sample Meeting
beverages. They are almost agenda item.
Guidelines
always appreciated and z At the end of each agenda
contribute to an inviting setting. item, z Start and end meetings on time.
z If group members are - check to be sure that z Stay focused on the issue at
unfamiliar with each other, everyone who wanted to hand.
name tags or table name cards contribute was able to, and z Listen with an open mind
with large, dark print help - summarize or ask someone before you speak.
people use names. else to summarize the z Speak from your own
z Meet in rooms that are large discussion and outcomes. experience, not for others.
enough for several small group Make sure the secretary/ z Respect each other’s airtime;
avoid side conversations.
discussions simultaneously if recorder records the
z Seek to understand before
needed. Tables are helpful if summary.
being understood.
writing is involved. Chairs in z As a last agenda item, evaluate
z Share responsibility for the
a circle contribute to a group the meeting by asking, meeting’s effectiveness;
discussion in which individuals - Did we accomplish our remind the group of its own
can see each other’s faces. goals for the meeting? guidelines when necessary.
z Check visual aids such as - What can we do to improve
easels with newsprint, chalk- how we work together?
boards, overhead projectors - What remains to be done?
and other equipment in z Identify the next meeting clarity of minutes.
advance to ensure that they agenda items if they are z Leftover agenda items are
are available, they work and known. transferred to the agenda for
you know how to use them. z Schedule the next meeting the next meeting.
z Choose facilities with accessible time, date and location. z Someone commits to distribute
entrances, restrooms and phone z Re-cap. At the end of the copies of the minutes.
service. All signify a welcoming meeting, give a summary of z Any correspondence necessary
environment for participants. what was decided. Thank the for carrying out the agenda
group for their good work, items is conducted.
Conducting the Meeting2 and make sure the group
The meeting chairperson, understands the next steps. Key Points for Effective
leader or chosen facilitator for z Call the meeting to a close on Meetings3
the meeting should do the time, unless the group has z Hold meetings only when they
following: renegotiated a new ending time. are necessary. Determine if
z Convene the meeting on time. individual conversations
z Introduce the members and Following up a meeting would be more appropriate.
guests. The group chairperson, leader Ensure that meetings have
z With the cooperation of or meeting facilitator should useful content.
group participants, establish support these follow-up steps: z Keep meetings as small as
priorities and decide how z After the meeting, the group practical. Select only
much time to spend on each recorder compiles the meeting participants who are directly
agenda item. This includes notes and action plans. This involved and able to deal
asking the group for will remind members of effectively with agenda items.
additional agenda items and responsibilities and z Select a convenient meeting
suggestions for group assignments. It also becomes a time and location. Make sure
guidelines (how the group permanent record of decisions the location is accessible to
wants to conduct its work). made and actions taken. people with special needs.
z Keep the group focused on z The group leader checks with z Be realistic about meeting
the subject. the secretary/recorder for length. End meetings before
z Have the group follow the 3
Simon-Brown
3
Simon-Brown
3
fatigue sets in. Try to limit z Pause at intervals to summarize Groups: How they decide. Family
Community Leadership Curriculum, FCL
the meeting to one hour, and ideas and discussion up to 321. In Family Community Leadership
generally never exceed two that point. Resource Packet. Pullman: Washington
hours. Create an agenda and z Summarize at the end of the State University.
use it. meeting. State conclusions, Pitrak, P. and Hoopfer (1979). Group
Dynamite. East Lansing, Michigan:
z Inform participants in advance recommendations and actions Michigan State University Cooperative
about the purpose, agenda agreed to. Assign responsibility Extension Service.
and objectives of the meeting and due dates for action items. Senge, P. (1990). The Fifth Discipline.
so they can come prepared. z Set the next meeting agenda New York: Doubleday.
z Open the meeting with a if time allows. Senge, P. (1994). The Fifth Discipline
welcome, overview of the z Evaluate the meeting. Fieldbook. New York: Doubleday.
agenda and gratitude for z Close on an encouraging note. Doyle, M. and D. Straus (1985). How to
Make Meetings Work. New York: The
individuals’ attendance. Ask z Concisely document the Berkley Publishing Group.
members to introduce meeting with recorded notes
Schwartz, Roger (1994). The Skilled
themselves if they do not and distribute them to those Facilitator. San Francisco: Jossey-Bass.
already know one another. involved in the meeting, before Mosvick, R. and R. Nelson (1996).
Encourage participation by all. the next meeting. We’ve Got to Start Meeting Like This!
z Establish and maintain an open Indianapolis: Jist Works.
For more information on
climate that is conducive to a Simon-Brown, Viviane (1998). Effective
improving your group-work skills, Meetings Management. Oregon State
genuine and free-flowing
consult the other publications in University Extension Service.
exchange of ideas. Establish
our GroupWorks series, as well as Kelsey, Dee and Pam Plumb (2001).
ground rules in the agenda, if
the references for this fact sheet Great Meetings. Portland, ME: Hanson
the group needs such Park Press.
listed below.
guidelines.
z Keep the meeting in Parts of this fact sheet were excerpted
References & resources from James I. Grieshop, “Conducting
perspective. Focus on outcomes
Moore, Dan E. and Lee Hamilton (1986). Productive & Effective Meetings,”
and avoid pressuring, Skills for Working Together. University Advice: Information for
criticizing and preaching. Park, Pennsylvania: The Pennsylvania
Community Education and
State University Cooperative Extension
z Maintain the proper pace. Service. Development Personnel,
Keep the meeting agenda on University of California Cooperative
The Meeting Will Come to Order, 4-H
schedule. Build in stretch 440. Manhattan: Kansas State University Extension (2000).
breaks as needed. Research and Extension Service.
This fact sheet was developed by
Doug Babkirk, Extension program
administrator.
Do we need a committee? Editor: Kyle McCaskill
Graphic designer: Cindy Eves-Thomas
Unless a specific committee job can be stated in writing, a committee is
probably unnecessary. Confusion and vagueness about a committee’s
purpose can lead to frustration. Do not appoint a committee to do a task
that can be better accomplished by one person. Re-examine each
existing committee and, if necessary, redefine its purpose or eliminate it.
If a committee is proposed, you should be able to answer these questions:
z Why should the committee be established?
z What is its job?
z What are its responsibilities and limitations?
z When should the committee’s job be completed? A Member of the University of Maine System
z What is the budget? Published and distributed in furtherance of Acts of
z What other resources are needed and what resources already exist? Congress of May 8 and June 30, 1914, by the
University of Maine Cooperative Extension, the
z What is the committee’s power to make independent decisions? Land Grant University of the state of Maine and
z What is the committee’s relationship with and accountability to the the U.S. Department of Agriculture cooperating.
Cooperative Extension and other agencies of the
larger group or organization? U.S.D.A. provide equal opportunities in programs
and employment. 5/04