Conducting effective meetings

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Conducting effective meetings
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Hundreds of thousands of meetings are held every
day and night of the year student council
meetings, school Club meetings, school board
meetings, business and trade association
meetings, religious meetings, service club
meetings, city council meetings, state and
national legislative meetings.
Lions club meetings can be thought of as an
opportunity to share ideas, to carry out the
planning and decision-making that keeps the club
running, and to enjoy the company of our fellow
members...or, it can be a few hours of boredom,
disagreement, and dissension. A well planned,
structured and run meeting will not only be
enjoyable but a lot more effective than e-mails
and missed phone calls. It can also be the
instrument that takes a team to new heights.
Effective , productive and enjoyable ?
Or Boring, lousy ,
frustrating and wasting time ? You decide..

During your life you will belong to many
organizations and You will participate in many
meetings. If you are to give your best to these
organizations and their meetings, and if You
want to be respected and your opinions to be
heard, You need to know the principles of
chairmanship and group discussion.
Members of any organization are busy people, and
they have a limited amount of time to devote to
the organization. That is why it is important
that meetings are run effectively, with no time
wasted. As chairperson, this is your
responsibility to lead a good and effective
meeting
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Lets call the meeting to order
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Write down ideas that can make members keep
coming back for meeting on a piece of paper
(one person per sheet), Fold the paper and put
it inside a balloon. Blow up balloons, and tie
them.
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Tosses the balloons for 15-30 seconds, and
captures a balloon. Take the new idea you have
received, and builds on it. Compile and write
them down on the flip chart. Decide which one
(evaluate them from highest (1) to lowest (10) )
best describes your situation. Stick them up.
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F Face Reality
People dont get paid from Lions Club People do
not need to join you to do a kind deed. Chances
to be of services to help other are endless. You
own no authority to instruct and control
people The only way you can do is to influence
and inspired people through your leadership
example People must feel good and enjoy the
company
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A - A personal commitment and positive
attitude
Dont install only one-way communication flow.
Keep members posted. Be supportive coach and
train by lending experience encouragement and
understanding Dont always point out the failure
of others. Dont criticize, big mouth, gossip,
give negative feedback
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C - Create Excitement
Make it fun. Create interesting program. People
who work in an enjoyable and fun-filled
environment improve relationship, ease conflict,
unite people, eliminate boredom and fatigue and
create lots of positive energy. Recognize for a
job well done Get people involved in the work
and make them feel comfortable and at ease to
speak out
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E - Establish Relationship
Successful organization depends on the
relationships that its people have among one
another. Be down to earth with people and people
will respect your humanity. Dont create fear
and manipulation, through money, titles, status,
positions and power. Foster friendship and make
people feel important
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F Face Reality
A - A personal commitment and positive
attitude
C - Create Excitement
E - Establish Relationship
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Now, share with us what make a member dropped out?
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Most mentioned reasons for dropped members are
- Poor Leadership
No Involvement Insufficient Attention
Lack Of Friendship
Lousy Projects Wrong
Time place Poor
Communication


Excessive Cost
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Reasons Why Members Drop Out
Lengthy and boring meetings Club politics Lack
of meaningful involvement
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Reasons Why members Drop Out
GOOD meetings are extremely important to the
future of Lionism

• Lengthy and boring meetings
• Club politics
• Lack of meaningful involvement

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When it comes toconducting effective
meetingThere is no substitute for preparation
and hard work
Prepare well
Prepare poorly
Present poorly
Present well
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How many type of Lions meeting are there in the
Lions District ?
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District Annual Convention District Cabinet
Meeting District Governors Advisory Committee
Meeting District Honorary Committee Meeting Board
of Directors Meeting Regular Meeting Special
Meeting Annual Meeting Standing Committee
Meeting Special Committee Meeting BOD
Installation Dinner Fellowship Dinner Installation
Dinner Anniversary Dinner
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Your clubs member - Lion Tony has elected to be
the President of your Lions club. President
Tony plans to carry out your first Board Of
Directors meeting on 3rd July 2008. As he has no
enough knowledge how to conduct and run An
effective meeting, he seek your
assistance. Please establish for him the
components /tips for good and effective Meeting.

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PURPOSE Identify the purpose and desired
outcomes of the meeting. Determine if the
meeting is necessary or if the issues can be
addressed outside of a meeting.
Type of meetings delivering
information or gathering information
Discuss/brainstorm/decide Combinations
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NOTICE The notice must include the
following details ? date ? time and ? location
of the meeting. Many organizations send
the agenda with the notice.
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Develop the agenda Prepare an agenda in advance
of the meeting. Develop the agenda with input
from others Communicate the intent of each
agenda item using labels such as (A) Action, (I)
Information, (V) Vote. Identify estimate of
time allocated to the agenda item.
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Next to each major topic, include the type of
action needed, the type of output expected
(decision, vote, action assigned to someone), and
time estimates for addressing each topic

• Distribute the agenda several days to a week
  before the meeting and include any related
  information that may be discussed during the
  meeting

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Sample Meeting Agenda A typical meeting agenda
may include the following
(guest speaker, entertainment, etc.), may either
precede or follow the business portion
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The Agenda
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IDENTIFY
Call each person to tell them about the meeting,
it's overall purpose and why their attendance is
important. Follow-up your call with a meeting
notice, including the purpose of the meeting,
where it will be held and when, the list of
participants and whom to contact if they have
questions.
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Before the Meeting..
Arrive early Arrange the room if
necessary Check out and know how to control the
lighting and temperature in the room. Distribute
handouts/minutes/documents/etc Introduce members
if not familiar introduce visitors.
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Meeting Room Arrangements

• Theater Style
• Leader has great power by position.
• Participation and interruption by audience is
• limited.
• U-Shaped Style
• Equality of membership.
• No doubt of who the leader is.
• Good visibility for visual aids.
• Circle Style
• Democratic equality is stressed.
• Great visibility by participants.
• Obvious body language.
• Excellent participation.

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Opening Meetings
Always start on time this respects those who
showed up on time and reminds late-comers that
the scheduling is serious. Start the meeting on
time, every time. And, don't accept comments from
those who are late. People will learn soon enough
to be on time.
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If someone comes in late Dont repeat what
has been transpired. Instead, state "I'm sorry
you're late. Come see me later or read the
minutes to find out what you missed. If they go
into the reasons they missed, stop them
immediately. State, "I'm sorry, we've already
discussed this." Dont wait for VIP to come in
to join you for decision making.
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At some meetings the chair may make certain
announcements before the group begins business
for example, introduce any guests at the meeting,
express congratulations or condolences, or
mention other items of personal or general
interest to the group. However, these
announcements should be brief, and any privileged
remarks must be in good taste. In large
meetings these informal openings are normally
bypassed.
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The first order of business in a formal meeting
is to call upon the secretary to read the notice
of meeting. However, usually someone moves that
the reading be waived. If the motion is seconded
and a vote is taken, the reading is waived. The
next order of business is the adoption of the
agenda.
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Establishing Ground Rules for Meetings You don't
need to develop new ground rules each time you
have a meeting, surely. However, it pays to have
a few basic ground rules that can be used for
most of your meetings. These ground rules
cultivate the basic ingredients needed for a
successful meeting. Four powerful ground rules
are participate, get focus, maintain momentum
and reach closure. (You may want a ground rule
about confidentiality.) Keep the ground rules
posted at all times.
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Limit the amount of time any one person can
speak, at any one time. Do not let people
ramble beyond the three or six minute limit. Show
them the palms of your hands and tell them, "I'm
sorry, your time is up. We'll come back to you if
there is time after everyone else has had their
say. Perhaps next time you would like to prepare
a written handout in advance so we can give your
thoughts.
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MINUTES Make detailed minutes when the record is
important and simple lists of decisions made and
actions to be taken (with responsible person
identified) when the exact record is not as
important. Capture key points for each item,
highlight anything that will be deferred until a
future meeting. Include timeframes for action
steps. Include issues with follow up information.
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Board of Governors
Meeting Wednesday, September 26,
2008 6
p.m. 1. Call to Order 2. Approval of Agenda 3.
Approval of Minutes from Previous Meeting 4.
Business Arising from Previous Minutes 5. Report
of Standing Committees ? Budget ? Education 6.
Reports from Special Committees ? New Lions
Club ? Website 7. New Business 8. Date of Next
Meeting 9. Adjournment
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Sample Format Meeting
Minutes Date

Attendees Start Time End Time Main Purpose of
Meeting Old business discussions,
decisions 1 2 3 4 New business discussions,
action items (with responsibility) 1 2 3 4 Speaker
/Program Description Recognition Next Meeting
Date Time Location Items for Next
Agenda Recorder
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RECOGNIZE AND PRAISE !!
People love recognition, even if only verbal ,
and cost is often little or nothing People
respond to a simple compliment for a job well
done. Never let any good deed or action go
unheralded in the group. Say thank you publicly
at every meeting. Recognize the value of
peoples contributions.
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. CLOSING THE MEETING
Always end meetings on time and attempt to end
on a positive note. There's nothing wrong with
ending a meeting in half the scheduled time when
there's nothing left to discuss or decide or if
the meeting is out of control. At the end of a
meeting, review actions and assignments, and set
the time for the next meeting and ask each person
if they can make it or not (to get their
commitment)
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To restore the room and equipment to its
original. Condition. Evaluation of every
meeting can be a valuable tool as we strive to
make our meetings more effective. Write up the
minutes of the meeting and send to all
participants. List items requiring further
action and contact on action items.
AFTER THE MEETING
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• How many of the following have you experienced?
• People who..
• Always like others to follow his/her suggestion ?
• Feels he/she has more experience than anyone else
  ?
• Thinks he/she has all the answers ?
• Get stuck on an issue and will not let go?
• Always express negative views ?
• Used personal judgments to belittle others?
• Are unable to express themselves clearly ?
• Keep talking to others?
• Never appreciate your contribution?
• Always dominate the meeting?
• Are long winded ?
• Embarrassed and humiliate others?
• Is confrontational?
• Use others to fulfill his/her motives?
• Says we have done this before, it will not
  work?
• Are quiet and seldom give his/her comments and
  opinions?
• Has little patience for ideas of others?

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Anyone of you has more than 11 YES ??
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Congratulations !!
There are a lot interesting people beside you
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DIFFICULT SITUATIONS
Every meeting has a few people with different
behavior and the guts to create unpleasantness
and difficulties to slow you down. Whether you
like or not, whether you are prepared or not, you
will get them sometime, somewhere. When you
meet such a difficult situations How do you
handle?
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The Dominator
Always has to voice an opinion sometimes keeps
others from getting a chance. He feels he has
more experience than anyone else and he knows all
the answers and that his ideas will produce
satisfactory results.
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Stubborn-headed Gets stuck on
an issue and will not let go disrupts the flow
of the meeting.
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The Destroyer Points out the worst in every
idea. It'll never work. Always express negative
view and try to stop the whole team taking risk.
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The Attacker Think and act fast. Challenges
every idea. Express disapproval of group
objectives and the opinions of individuals.
Often, he/she uses sarcasm and personalized
judgment statements that belittle group members.
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The Inarticulate Uncertain about ideas and/or
unable to verbalize opinions. Unable to express
himself/herself clearly and fluently.
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The Joker Talks with others to the distraction
of the audience. Refuse to take problem
seriously and interrupts and talks without being
called upon.
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The Rambler Goes on and on and on. Wander in
ones talk. Has trouble organizing his/her
thoughts. Spent valuable time in background
explanations before getting to the point or
before posing his/her question.
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Mr. Silent Pay attentions but wont
offer comments of his own. Does not contribute
ideas or opinions
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Mr. Daydreamer Is there in body only. Not
really paying attention. His mind is on other
things. You may notice him doodling.
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How do you deal with conflict ? What are the
Dos and Donts ??
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Stay cool and do not get Excited and jump the gun
Emotions can cause Many conflicts and problems
Stay cool to gain a balanced mind so that you
can see things more clearly, analyze things more
clearly, handle situations fairly, with end
result that you perform better.
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The Dominator
Always has to voice an opinion sometimes keeps
others from getting a chance. He feels he has
more experience than anyone else and he knows all
the answers and that his ideas will produce
satisfactory results.
Find an opening to allow others leaders in the
group the opportunity to take over. Interrupt him
during a pause. Restate or briefly summarize
what he said, then redirect the discussion to a
specific person in the group or to the rest of
the group. yes, there is one way. Now, Jim,
how do you (how do the rest of you) feel about
what John has suggested.?
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Stubborn-headed Gets stuck on
an issue and will not let go disrupts the flow
of the meeting.
Ask other members to comment on his/her issues.-
lets review what has been said. Lets have
reaction from the floor. What do you all think
about these suggestions? Offer to discuss
issues later Jim, how about seeing me later
on to talk about the point you have just brought
up?
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The Destroyer Points out the worst in every
idea. It'll never work. Always express negative
view and try to stop the whole team taking risk.
Ask him to make his negative views specific. Why
wont it work? Are you guessing or are you
basing your assessment on facts? Be firm about
getting him to be precise about which part of the
project will create difficulties and why? Ask
him/her for solutions or better ways for each
negative response. Ask others how they think
the problem can be solved.
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The Attacker Think and act fast. Challenges
every idea. Express disapproval of group
objectives and the opinions of individuals.
Often, he/she uses sarcasm and personalized
judgment statements that belittle group members.
Sometimes issues are personal ones. Find
areas of agreement and bring in the opinions of
others. Insist he/she stick to facts and not
opinions. That seems to be another way of
looking at it. How about giving us a few specific
facts to support that opinion ? There seems
to be a difference of opinion here. How can we
weigh both sides in a completely factual,
impersonal way? Get opinions from others.
John, what would you say to this opposing
viewpoint?
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The Inarticulate Uncertain about ideas and/or
unable to verbalize opinions. Unable to express
himself/herself clearly and fluently.
Seek for clarity . Dont correct. Dont make
fun. Use other dialect he/she is comfortable
with.
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The Joker Talks with others to the distraction
of the audience. Refuse to take problem
seriously and interrupts and talks without being
called upon.
Call on him/her frequently for answers and
opinions on recently made points. Ask him to
share his/her jokes and side -remarks with the
rest of the group. - We cannot hear clearly
what you have been saying. Wont you give all of
us the benefits of your ideas ? Helen has been
laughing at the last remark you made. How about
letting us all in on the joke?. By remaining
silent , look at him/her until he/she is
finished, then disregard the interruption and
resume speaking
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The Rambler Goes on and on and on. Wander in
ones talk. Has trouble organizing his/her
thoughts. Spent valuable time in background
explanations before getting to the point or
before posing his/her question.
Suggest he/she summarize main points. Try to
grasp the ideas so you can restate it briefly. As
soon as you can, at the end of a sentence or at
any local pause, break it and sum up. Then
broaden the discussion by redirecting the
conversation to others in the group. Lets
us get other viewpoints. Who would care to
express his/her idea now? Lets have some
other reactions. Who would like to start first?
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Mr. Silent Pay attentions
but wont offer comments of his own. Does not
contribute ideas or opinions
If you think he has some good ideas, encourage
him to get involved by directing questions to him
whenever possible. What is your reaction to
this point? I know you have been listening to
others ideas. Can you share with us how to
attract more volunteers ? Compliment him when
he has some involvement .
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Mr. Daydreamer Is there in body only. Not really
paying attention. His mind is on other things.
You may notice him doodling.
Dont embarrass .Draw him into discussion.
Tony, you seem to have taking some notes
(doodling). Perhaps you can help us out. What
are your thoughts?
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How do you deal with conflict ? What are the
Dos and Donts ??
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Head-on personal conflict between team members
soon becomes a problem for the entire
team. Address such situations as soon as they
arise
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What is the current situation ? What is the
apparent cause of the problem ? What is the real
reason ? What are the potential solutions? How
will a solution be implemented ? Has it worked?
Attack issues and not individuals Treat everyone
I the team equally to avoid causing any
resentment Always treat members with respect,
even those who may be creating Problems for you.
DOS
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DONT
Dont lose sight of the teams goals Dont cause
more problems by ignoring tensions in your
team Dont delay your action of solving the
problems Dont lose your own temper Dont blame
and find fault
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Leadership is influence
It isnt about titles, power or positions It is
about getting people to help you. when they are
not obligated to do so. People will respond
better to your leadership if they like you than
they dont like you
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It is so wonderful to share together with you
Thank you