Page 24 RAIN September/October 1985 Tools for Better Meetings by Barbara George "How can we make our meetings more productive?" "It seems that our board meets forever and does not make any decisions." The purpose of this article is to share a few brief suggestions for relieving the most common meeting problems: unclear purpose and tasks, record of proceedings, and so on. Written Agenda A written agenda is an important step, identifying the purpose of the meeting and the specific items that are for consideration. An agenda should be prepared and distributed to the members before the meeting; preferably seven to 10 days. The agenda can futher define items for information only, decision required, action needed and who will present the agenda item. Meeting Content Meeting planners are often too industrious and draw up unrealistic agendas. Keep topics that are related together for discussion, and schedule fewer topics in order to achieve the results that will lead to action. Minutes Written minutes should focus on action plans, decisions, and meeting products. Avoid "what went on" and the details of discussion. There are four areas of essential record-keeping: 1. Topic under discussion; 2. General points of discussion; 3. Action/decision reached; and 4. Agenda items for futher meetings. Reports Request that each committee or task force prepare written reports to be distributed at the meeting. The items in the report that require decisions should be addressed at the meeting. It is helpful to have these "action-needed" items listed separately so that they are clearly indicated to all participants. Conflict A meeting which does not produce conflict would be said to be of very "low" activity. Encourage participants SAMPLE AGENDA TOPIC STATUS PERSON PRESENTING 1. Staff Calendars Decision needed Mary Jones 2. Budget Preparation 3. Personnel Policy Need action plan George Marks
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