Running a Meeting

Running a Meeting
Learning Target: The student will demonstrate
the ability to plan and lead a meeting.

Running a Meeting:

BRAINSTORM
Top 5 things needed to effectively work in a group
or
Things I hate when working in a group
THEN: CIRCLE #1 Most Important think to working in a group
successfully

Running a Meeting:

5 Phases:
Pre-Meeting

Follow Up

Keep Track

Take Care of
Business

Meeting Flow

Running a Meeting:

PHASE 1 : Pre-Meeting
Define

the purpose

Informational
procedural (to outline a pep assembly, etc.)
business (present ideas/vote on ideas/ collaborate)

Which of these may require more time? Less time?

Running a Meeting:

PHASE 1 : Pre-Meeting
TYPE

of meeting will outline the AGENDA

Develop and distribute the agenda

The officers may need to meet FIRST to do this

Give BEFORE so people come prepared
Give TIME LIMITS for those who will speak/contribute
Set

up the space

Table/seating (will there be discussion?)

Technology? (Informational?)

Speaking/Voting

Procedures

Running a Meeting:

PHASE 2 :

Take Care of Business

Greet

on arrival
Food?!
Start/End on time
Review agenda at start
Stick to the agenda
Incorporate a parking lot to bring up things that may need to

be taken care of

Running a Meeting:

PHASE 2 :

Take Care of Business

Greet

on arrival
Food?!
Start/End on time
Review agenda at start
Stick to the agenda
Incorporate a parking lot to bring up things that may need to

be taken care of

Running a Meeting:

PHASE 3 : Meeting Flow

Call

to order
Old Business
Officer/Committee reports
New Business
Group discussion or comments?
better for smaller groups)

Break into committees?

(Open meetings

Running a Meeting:

PHASE 3 : Meeting Flow

Voting

Style
Verbal
Paper / Anonymous (eyes closed)
Show a sign (hands, etc.)

Running a Meeting:

ACTIVITY : Agenda
You have learned about creating agendas and meeting orders.
On the next slide you will see a description of items to be discussed

at the next meeting. The meeting must be completed during the

20 minute lunch hour. Create an AGENDA for the meeting that
follows a logical order. Be sure to assign who will cover which areas
and give time limits, considering how long it will take to cover each
item.
Make sure you distribute your AGENDA to Mr. Gerry in a journal
entry.

Running a Meeting:

ACTIVITY : Agenda
Lisa on the Budget Committee wants to decide on 5 fundraising
ideas. She has 4 ideas she has researched and will present, but
wants input and the group to decide the 5th.
The results of the poll taken about prom at the last meeting are
in. Mark wants to share them and thank people for their input.
The group last time decided to move their web page to a new url
address. Ron and the Tech Committee want to update the group
and give the new address and the costs.
Pam and the Public Relations Dept. want input and ideas for
promoting the new website. They want to reach 10,000 hits in the
first week.
The vending machines now serve hot coffee. Please stop heating
your own coffee in the microwave it spills.
The location for the Company Party needs to be changed. The
venue that was reserved had to cancel.
There are three new members here for the first time.
Members must pay dues by Friday.

Running a Meeting:

PHASE 4 : Keep Track

Take

Minutes
Secretary/record keeper
Different each time?
Share the info
Typed, send/distributed ASAP
Email / Remind

Running a Meeting:

Sample Minutes
Watch the video clip from the morning meeting at
the television studio from the film Morning
Glory.

Running a Meeting:

Sample Minutes
In the previous video, the following topics were covered.
The person taking minutes needs to organize them as a
record of what took place at the meeting:
Mr. Espiritu/lasagna
Miniskirt models
Juice cleanses
Living room or stools?
Eva Longoria schedule
parakeet or an iguana
Weathervanes

Location of squash
cooking
Actor from Patrick
Dempsey movie
scam in Tampa
control room
Baby and baby food
Wheres Paul McVeigh

Running a Meeting:

Sample Minutes
GOOD MORNING, WORLD STAFF MEETING
MEETING DATE: 10/26/15 / Staff Room
MEMBERS PRESENT : Becky Smith, Ron Hampton, Beth
Winters, etc.
MEMBERS ABSENT : Paul McViegh
CALL TO ORDER Meeting was called to order by Becky at
7:01 a.m.

Running a Meeting:

Sample Minutes
OLD BUSINESS
FASHION SEGMENT The segment on miniskirts is in
production. Wade said a decision must be made on what
types of models to use. Becky approved models of all
sizes. However, skirts must be of appropriate length.
HEALTH SEGMENT Lisa put more thought into her story
on Juice Cleanses. She volunteered to do a cleanse herself
and have her toxins measured. Becky informed Lisa that
toxins cannot be measured. She also asked Lisa to refrain
from using the word rejuvinization because it is not an
actual word.

Running a Meeting:

Sample Minutes
OLD BUSINESS (contd)
PSYCHIC ANIMALS Rena confirmed the Psychic Animals
segment of the show. There are two options a parakeet
or an iguana. Becky said a parakeet would be better
suited for the segment.
WEATHERVANES Bernie shared results of his research on
weathervanes. He noted that the word vane comes from an
Old English word meaning flag. Hed like to do a story
about them. Becky questioned the content of this
segment.

Running a Meeting:

Sample Minutes
OLD BUSINESS (contd 2)
BABY FOOD Beth asked for advice on whether to use an
actual baby in the story on baby food. She asked whether
a white, black, hispanic, blonde-haired, black-haired,
toothed, or without teeth baby is best. James offered his
baby, which is African American. Becky said they should
use an Asian baby with no teeth. She also proposed
finding a child with lesbian parents.

Running a Meeting:

Sample Minutes
NEW BUSINESS
COOKING SEGMENT Mr. Espiritu would like to make
lasagna. However, Luke noted that he already made
lasagna on The Barefoot Contessa. Luke would like input.
Becky informed him that if their chef, Rocko, allows him to
make lasagna, his segment will have to be bumped.
STUDIO SET Sue proposed that a decision be made on
the set choice for the interview with Carpal. She proposed
either the living room or the stools.

Running a Meeting:

Sample Minutes
NEW BUSINESS (contd)
SCHEDULING CONFLICT James said Eva Longoria cannot
appear on the show until at least 2 weeks after appearing
on Good Morning America. A decision must be made.
Becky said Longorias agent would need to be informed
that she can only be scheduled if done so within a week of
appearing on GMA.
SQUASH Karen proposed a decision be made whether
the Cooking with Squash segment be filmed inside or on
the plaza in front of the studio. Becky decided the plaza
would be more suitable for the segment.

Running a Meeting:

Sample Minutes
NEW BUSINESS (contd 2)
DEMPSEY FILM ACTOR Amanda said they could feature
on their show the 3rd lead in the new Patrick Dempsey film.
Becky said that would not work. They would need to get
Patrick Dempsey himself. But, he would be allowed to
appear during the first part of the show and could speak
about any topics he chose.
SCANDAL They received a tip about a retirement scandal
in Tampa Bay. Lewis suggested sending a team to cover it.
Becky agreed, and said local reporters should be used.

Running a Meeting:

Sample Minutes
NEW BUSINESS (contd 3)
BUDGET The equipment in the control room needs to be
replaced. It could cost about $10,000. Becky said this
equipment is necessary and needs to be replaced ASAP.
She asked that the budget be looked into. She suggested
taking some money from the Hair and Make-up
Department, since they were overspending. Colleen was
asked to share her hair and make-up artist to cut costs.
PAULS EMPLOYMENT Paul was not present at the
meeting. Upon arriving late, he admitted to being
distracted while viewing inappropriate websites at work.
Becky terminated him effective immediately.

Running a Meeting:

Sample Minutes
ADJOURNMENT The meeting was adjourned at
7:04 a.m.

Running a Meeting:

PHASE 5 : Follow Up
Parking

Lot - a place to follow up

Post its
Basket
Feedback is good!

Running a Meeting:

ACTIVITY 2
Watch

the video clip of the meeting. Jot

down notes as you watch.
Type them in a journal entry and share with
Mr. Gerry.
List 3 things someone attending that
meeting may want to put in the parking lot.