Importance of Staff Meetings

Presented by:

Jeannie Morgan-Campola

Back to TOC

Table of Contents Introduction Learning Objectives Importance of Staff Meetings Preparation of Staff Meetings Sample Agenda Preparation of Environment Procedure of Staff Meetings Handling Meeting Issues Concluding the Staff Meeting Individual Assignments Learning Team Assignments References

Back to TOC

Introduction Welcome to the Conducting a Successful

Staff Meeting course! This course will cover

The importance of staff meetings The preparation of staff meetings The preparation of the environment The procedure of staff meetings

Back to TOC

Learning Objectives Given the information contained in the self-

paced PowerPoint presentation, the center directors will be able to fully understand the importance of staff meetings.

Given the information contained in the self-paced PowerPoint presentation, the center directors will be able to properly prepare for a staff meeting.

Back to TOC

Learning Objectives Given the information contained in the self-

paced PowerPoint presentation and the individual work completed, the center directors will be able to properly write a staff meeting agenda.

Given the information contained in the self-paced PowerPoint presentation and the individual and group work completed, the center directors will be able to properly conduct a staff meeting.

Back to TOC

Importance of Staff Meetings Building and maintaining a smooth running

center Conveying information Touching base with staff Interchanging of ideas and feelings Forum for thoughtful discussion and

clarification of problems and issues Back to TOC

Back to TOC

Preparation of Staff Meetings Establish the reason for the staff meeting

To solve a problem To give feedback To gain feedback To inform To orientate To motivate To reward (Gibbs, 2004)

Back to TOC

Back to TOC

Preparation of Staff Meetings Both Director and staff need to prepare Agenda must be prepared and posted prior

to meeting Encourage staff to make suggestions Directors should provide in advance

Minutes from prior meeting Any readings necessary for the meeting

Back to TOC

Preparation of Staff Meetings Agendas set the tone for the meeting

(Heathfield, 2005)

Ideas for Agendas: They should be very specific They should state clearly what items are open

for discussion Include any staff responsibilities for selected

agenda items

Back to TOC

Sample AgendaTime

(in minutes)Topic/Discussion Presenter

5 Welcome - Open Jeannie Morgan-Campola

10 Announcements - OpenLaToya White

Kim Jones

5Approval of

past Minutes - OpenSally Smith

5 Past Business - Closed Jeannie Morgan-Campola

10 1st Topic name - Open Becky Cannon

15 2nd Topic name - Closed Jane Martin

10 QA/Closing - Open Jeannie Morgan-Campola

Back to TOC

Preparation of the Environment Pick an environment that is conducive to

effective communication (Gibbs, 2004)

Make sure room is set up well in advance Make sure temperature of room is

comfortable

A well prepared agenda will…

Set the tone for the meeting and keep all participants informed.

Back to TOC

Procedure of Staff Meeting Assign facilitator – usually is the director Must start and finish on time – no matter

what The facilitator must keep the meeting

moving on schedule

Back to TOC

Procedure of Staff Meeting Assign someone to take minutes Keep to the time frame of each topic Stay on task

If you go over time frame – if possible, take a vote

Keep in mind the director is a role model for the staff

Assign staff to follow up

Back to TOC

Handling Meeting Issues Remember you are the facilitator

Stay neutral Listen to opinions without feeding any

negativity Remain an observer Make written notes of issues Bring in another facilitator if needed

Back to TOC

Handling Meeting Issues Try to anticipate problem topics

Try to anticipate questions and have answers

Avoid being defensive Stay calm when things get “hot”

Stay in control of the meeting Open questions to the group Have group refocus on the task/issue Acknowledge feelings but stay on task (University of

Adelaide, 2005)

Back to TOC

Concluding the Meeting At the end of the meeting

Summarize the main points Review who is assigned to tasks Assign deadline for tasks Thank everyone for coming

After meeting Type and distribute minutes (Lee, 2004)

Back to TOC

Individual Assignments Choose a topic and develop an in depth

staff meeting agenda Due May 26, 2006 by midnight

List 5 issues that may arise at a staff meeting and how you plan on dealing with them Due May 26, 2006 by midnight

Back to TOC

Learning Team Assignments You will receive an email with your learning

team assignment. This assignment is random and based on the received registrations. May 1, 2006

Make contact will all members on your team Due May 5, 2006

Back to TOC

Learning Team Assignments Meet as a team (conference call, instant message,

in person, etc.) and work together to pick a topic and develop an in depth Staff Meeting agenda. The topic must be different than individual topic. Once agenda is developed, create a skit that will be role played in front of the class. Agenda due May 22, 2006 by midnight Role Play May 26, 2006 during face-to-face class

Back to TOC

References Gibbs, E. (2004). Conducting successful meetings. Retrieved

December 26, 2005 from the Holistic Junction Website: http://www.holisticjunction.com/displayarticle.cfm?ID=2889

Heathfield, S. (2005). Ensure your results by your actions during the meeting. Retrieved December 27, 2006 from: http://humanresources.about.com/od/meetingmanagement/a/meetings_work.htm

Lee, M., (2004). Conducting successful staff meetings. Retrieved December 27, 2006 from: http://www.skininc.com/articles/1418347.html

University of Adelaide (2005). Dealing with difficult meetings. Retrieved December 27, 2006 from: http://www.adelaide.edu.au/hr/leading/succmtg.pdf