effective meetings for non profits
DESCRIPTION
slides from my presentation on effective meetings for non-profits. Tips on staff meetings, donor meetings, board meetings, AGMs and moreTRANSCRIPT
Effective Meetings For Non-Profits
“Captain Time” Garland Coulson
Meetings are Expensive…
But Meetings Are Critical For
• Informing people• Gaining consensus• Getting people’s commitment• Solving problems• Energizing people• Building relationships
People You Might Meet With
• Staff• Volunteers• Board of directors• Stakeholders• Clients• Community groups• General public
• Media• Donors• Event planners• Suppliers
These Meetings Affect
Program Delivery Funding
Your Place In The
Community
Garland’s 12 Step Program to Meeting Success
1. Agenda2. The Right People3. Ground Rules4. Info/Reports Before5. Capture Decisions6. Start On Time
7. Involve Participants8. Keep On Track9. Action Plan10. No Anything Else11. End On Time12. Followup
Step 1:
Step 2: Invite The Right People
Step 3:Ground Rules Example• Be on time• No mobile devices• Teach other with respect• No personal attacks• Challenge ideas, not people• One person speaks at a time and you
do not interrupt• Speakers must come to their point
immediately, then stop to allow others to provide feedback
• Topics not already on the agenda will not be discussed, rather they can be submitted for future meetings
• Respect the meetings intent
• For brainstorming capture ideas without judgment
• Check your ego at the door. Your ideas and opinions will be challenged
• Focus on the positive and what can be taken action on
• Provide solutions, don’t just point out problems. No “Devil’s advocates”
• Own your opinion. Don’t say “everyone” feels this way
• Commit to stay on the agenda and move discussions forward
• No side conversations
• If you feel the ground rules are not being followed, speak to the meeting facilitator
Step 4: Prepare info/reports ahead
Step 5: Capture info at meeting for sharing
Step 6: Start On Time
Step 7:Get Them Involved
Death By
PowerPoint
Showmanship
•Vary your voice•Use props •High impact visuals•Tell a story…
Getting Quiet Ones to Speak Up
Step 8: Keep Them on Track
Step 9: Create an Action Plan
1. Book Venue - Cindy2. Media Campaign - Sue3. Recruit Volunteers -
Jenna4. Create Video - Brenda
Is There Anything Else To Discuss?…
Respect their time - end on time
Step 12: Followup
Online Meetings
Some Online Meeting Tools
• Google Hangouts• Join.me
Online Meeting Tips
• Check participants connections BEFORE meeting
• Master your meeting software
Board Meeting Additional Tips
• Find the “right” board members• Provide an orientation for new board members
BEFORE their first board meeting• Prepare resolutions in advance• Include information before meeting • Major problems should be communicated
immediately – not revealed at a board meeting• Don’t do verbal reports
Tips For A Non-Boring AGM
• Have an interesting guest speaker or entertainment to boost attendance
• Door prizes add to excitement• Keep “business” at bare minimum required• Know your bylaws and be aware of potential
problems and takeovers• Have ground rules (recognized by chair,
speech limits, etc.)
Controversial Topics
• Have rules– Follow agenda– Ground rules
• Be aware of potential conflicts
• Pre-empt the problem before the meeting
Mind Mapping
Mural.ly
20 Minutes
Free Discovery
Session
One – On One
CoachingPhone or
Skype
Webinars In-House Training
How Garland Helps
More help at CaptainTime.com