Meeting Energizers

Tired of the same old meeting formats?  Why not spice them up with some icebreakers?

It may seem at first that using icebreakers in a meeting could be a bit awkward, expecially within a group that already knows each other.  However, using these icebreakers could be a good way to bring some much needed energy into your meetings.

Click here to read about some ways to energize your meetings.

Manage Disruptions In Meetings

There are many things that can disrupt meetings.  It could be anything from late arrivals to participants that either talk too much or don't talk at all.

Click here to gain some tips to help overcome these disruptions.

How To Take Minutes: A step-by-step guide

How to Take Minutes

from wikiHow - The How to Manual That You Can Edit
You were just elected secretary of the committee you belong to. Congratulations! Do you know how to take, prepare, and present minutes according to the legislative bible, Robert's Rules of Order[1]? Keeping a record of meeting notes is very important. Here's what you need to do.

Steps

1. Bring a notebook or laptop with you. Make sure that whatever you bring is something you are comfortable with. If you will be writing minutes often, it may be advisable to buy an appropriate notebook rather than grabbing your son's Winnie The Pooh binder. Also, it is helpful to have a good and dependable pen. Experienced secretaries might suggest using a pencil instead.
2. Once the meeting is set to begin, distribute a single piece of paper specifically formatted for names and contact information. Write a note at the top of the page indicating the paper needs to be returned to you. This is a great way to document attendance.
3. Write down the time the meeting begins. The president will say something like, "At 6 pm on Friday, February the 21st, 2007, I call the meeting to order."
4. Read the agenda. Since you are the secretary, it is your duty to have prepared a draft agenda beforehand. The president will ask you to read it. After the agenda has been read say, "I move for the adoption of this agenda." Note on your piece of paper that the draft agenda was read and that you moved for adoption (no seconder is needed). Note either "motion carried" or "motion failed."
5. Read the Draft Minutes. The president should ask you to read the minutes from the previous meeting. It is essential that you have them with you. They can be distributed beforehand or you can read them when asked. After you are done say, "I move for the adoption of these draft minutes." No seconder is required. Note who made the motion and note either "motion carried" or "motion failed."
6. Listen to the other reports. At this time, the treasurer or some sub-committees may have news and updates to report. Make sure you grab a copy of their updates at the end of the meeting. Note who read them, and whether the motion carried or failed.
7. Record any old business remaining from previous meetings. Did someone need to write a letter? Was it sent? Note anything that was done or not done and by whom.
8. Record new business. When someone has an issue to address they will make a motion. For example, they might say, "I move to give $100 to the editors of wikiHow." It is important that you write down the exact words.
9. Note who makes motions, seconds motions, and whether or not they passed or failed. Also, write down who has been designated to do what.
10. Note what time the meeting adjourned.
11. Write down any points of order, points of information, or any other relevant information.
12. Leave out unimportant details. If an amendment is made, you do not have to write down the fact that someone proposed making an amendment. Just make sure, if it is passed, that it is in the main motion when you write it down.
13. Make sure you have everything you need after the meeting adjourns, such as
    • Who sent regrets?
    • Who was there?
    • All the reports.
    • Location of the meeting.
14. Type up the minutes. Do not include comments like, "Member A said he did not agree," or "The treasurer gave an excellent report." Don't include the debate in the minutes. Even if you spend 3 hours debating something, only put who made the motion, the exact wording and whether it passed or failed.
15. Distribute your draft. Once you've typed a draft of the minutes, send them to each member. Remember: until the report is approved by the committee members, it is only a draft subject to change at any time.

Tips

• It is a good idea to sit as close as possible to the chair of the meeting. This will allow you to hear everything and to ask for clarification without having to raise your voice.
• Make note not only of the concerns, but also of any accomplishments discussed in the meeting.
• Write things as they happen. If someone brings up a topic early in the meeting and someone else brings up the same topic later, do not group these things together.
• Make sure you have the correct name spellings, contact email addresses, and telephone numbers.
• Minutes are very important. They are saved and might be referred to for years and years to come. If it is a legal matter, for example, someone's reputation may depend on it.
• Keep the minutes filed in a safe place.
• Even though you are taking notes, you may still participate in the debates.
• Ask people to write down their motions. This will save you the headache of trying to paraphrase someone else's ideas.
• Read certain parts of Robert's Rules of Order, in particular the section on being a secretary.
• Consider learning shorthand or using a laptop. This will help you record the minutes in a timely and accurate fashion.
• Don't be afraid to interrupt and ask for clarification at any time.
• Type up your minutes immediately after the meeting ends. It's best to do this while the events are still fresh in your mind. It's also important that participants get a copy of their action items as soon as possible after the meeting.

Warning

• Don't put too much detail into the minutes. Only the pertinent information is necessary.

Related wikiHows

• How to Write an Agenda for a Meeting
• How to Prepare for a Meeting
• How to Run an Effective Meeting
• How to Organize a Meeting by Leaving an Answerphone Message
• How to Pass Time
• How to Pass the Time in a Waiting Room
• How to Jog in Cold Weather

Sources and Citations

1. ↑ http://www.robertsrules.com/

Article provided by wikiHow, a wiki how-to manual. Please edit this article and find author credits at the original wikiHow article on How to Take Minutes. All content on wikiHow can be shared under a Creative Commons license.

Tips On How To Organize A Meeting

You can find tips and guidelines on how to organize a meeting.

Click here to read the article.

Robert's Rules Of Order: Mastering The 3 Most Important Motions

Robert's Rules of Order Motion Chart

Here is a chart you can refer to regarding Robert's Rules of Order.
It includes useful phrases.

Click here to see the chart.

Robert's Rules of Order Summary

RobertsRules.org | Robert's Rules of Order - Summary Version

For Fair and Orderly Meetings & Conventions

Provides common rules and procedures for deliberation and debate in order to place the whole membership on the same footing and speaking the same language. The conduct of ALL business is controlled by the general will of the whole membership - the right of the deliberate majority to decide. Complementary is the right of at least a strong minority to require the majority to be deliberate - to act according to its considered judgment AFTER a full and fair "working through" of the issues involved. Robert's Rules provides for constructive and democratic meetings, to help, not hinder, the business of the assembly. Under no circumstances should "undue strictness" be allowed to intimidate members or limit full participation.

The fundamental right of deliberative assemblies require all questions to be thoroughly discussed before taking action!

The assembly rules - they have the final say on everything!
Silence means consent!

• Obtain the floor (the right to speak) by being the first to stand when the person speaking has finished; state Mr./Madam Chairman. Raising your hand means nothing, and standing while another has the floor is out of order! Must be recognized by the Chair before speaking!
• Debate can not begin until the Chair has stated the motion or resolution and asked "are you ready for the question?" If no one rises, the chair calls for the vote!
• Before the motion is stated by the Chair (the question) members may suggest modification of the motion; the mover can modify as he pleases, or even withdraw the motion without consent of the seconder; if mover modifies, the seconder can withdraw the second.
• The "immediately pending question" is the last question stated by the Chair! Motion/Resolution - Amendment - Motion to Postpone
• The member moving the "immediately pending question" is entitled to preference to the floor!
• No member can speak twice to the same issue until everyone else wishing to speak has spoken to it once!
• All remarks must be directed to the Chair. Remarks must be courteous in language and deportment - avoid all personalities, never allude to others by name or to motives!
• The agenda and all committee reports are merely recommendations! When presented to the assembly and the question is stated, debate begins and changes occur!

The Rules

• Point of Privilege: Pertains to noise, personal comfort, etc. - may interrupt only if necessary!
• Parliamentary Inquiry: Inquire as to the correct motion - to accomplish a desired result, or raise a point of order
• Point of Information: Generally applies to information desired from the speaker: "I should like to ask the (speaker) a question."
• Orders of the Day (Agenda): A call to adhere to the agenda (a deviation from the agenda requires Suspending the Rules)
• Point of Order: Infraction of the rules, or improper decorum in speaking. Must be raised immediately after the error is made
• Main Motion: Brings new business (the next item on the agenda) before the assembly
• Divide the Question: Divides a motion into two or more separate motions (must be able to stand on their own)
• Consider by Paragraph: Adoption of paper is held until all paragraphs are debated and amended and entire paper is satisfactory; after all paragraphs are considered, the entire paper is then open to amendment, and paragraphs may be further amended. Any Preamble can not be considered until debate on the body of the paper has ceased.
• Amend: Inserting or striking out words or paragraphs, or substituting whole paragraphs or resolutions
• Withdraw/Modify Motion: Applies only after question is stated; mover can accept an amendment without obtaining the floor
• Commit /Refer/Recommit to Committee: State the committee to receive the question or resolution; if no committee exists include size of committee desired and method of selecting the members (election or appointment).
• Extend Debate: Applies only to the immediately pending question; extends until a certain time or for a certain period of time
• Limit Debate: Closing debate at a certain time, or limiting to a certain period of time
• Postpone to a Certain Time: State the time the motion or agenda item will be resumed
• Object to Consideration: Objection must be stated before discussion or another motion is stated
• Lay on the Table: Temporarily suspends further consideration/action on pending question; may be made after motion to close debate has carried or is pending
• Take from the Table: Resumes consideration of item previously "laid on the table" - state the motion to take from the table
• Reconsider: Can be made only by one on the prevailing side who has changed position or view
• Postpone Indefinitely: Kills the question/resolution for this session - exception: the motion to reconsider can be made this session
• Previous Question: Closes debate if successful - may be moved to "Close Debate" if preferred
• Informal Consideration: Move that the assembly go into "Committee of the Whole" - informal debate as if in committee; this committee may limit number or length of speeches or close debate by other means by a 2/3 vote. All votes, however, are formal.
• Appeal Decision of the Chair: Appeal for the assembly to decide - must be made before other business is resumed; NOT debatable if relates to decorum, violation of rules or order of business
• Suspend the Rules: Allows a violation of the assembly's own rules (except Constitution); the object of the suspension must be specified

© 1997 Beverly Kennedy

[from  http://www.robertsrules.org/indexprint.html]

Boring Meetings Suck

Meetings Making you Dumber?

The goal of meetings is to brainstorm, make deals, share information, make you dumb...  Make you dumb? 

Here is a fun article about meetings, that may lead you to become...dumb!?

Click on the title.

Meetings Make You Dumber

New study finds group interactions impact problem-solving ability

By Evann Gastaldo, Newser Staff

                           

[from Newser.com]

Avoid These Common Meeting Mistakes (Sarcasm Intended)

Avoid these 10 Meeting Mistakes

Bringing people together for meetings can be a great way to increase team interaction, discuss ideas, and share valuable information. However, 100 people polled in the last 42 days indicated that most employees perceive meetings as a colossal and inconvenient waste of time.

Why is there such a disconnect? Many managers or facilitators make one or more of these meeting mistakes, also known as:

10 Ways to Anger and Irritate Your Meeting Attendees(Sarcasm and humor intended.)

1. Schedule the meeting during lunch. People love to focus when they are hungry, and that puts them in the right frame of mind for their afternoon client calls. Don’t provide food – that might be distracting. People could spill on the copious notes they are taking.
2. Be sure to announce the meeting less than 24 hours in advance. People love showing how flexible they are for nonimportant staff issues,. Clients love being reshuffled as well to accommodate your poor planning.
3. Keep the topic of the meeting a mystery. People LOVE surprises.
4. Don’t have an agenda. Workers enjoy your sense of disorganization and off-the-cuff, random thoughts on philosophical issues.
5. Read to attendees during the meeting. Preferable a very long, detailed, or analytical new policy. Do this for several minutes. Make sure to mispronounce several common industry words so that we pay attention.
6. Giggle a lot. People respect your humorous nervous energy when you are in front of subordinates.
7. Start the meeting with off-color jokes to connect with our immature side.
8. Don’t start or end on time.
9. Hold weekly, monthly or quarterly meetings even if you have nothing to say because those meetings are on a checklist somewhere.
10. Give the company complainers plenty of time to air their personal grievances.

Get the idea? When employees don’t feel as though their time is valued, they are not fully engaged. Increase participation and accomplish the organization’s goals by making sure that you don’t make these meeting mistakes.

[ by Mary Kelly at www.productiveleaders.com]