1 / 29

Effective Meetings

Effective Meetings. Victoria Lai, Governor. Think back to one of your least successful Division Council Meetings. Now think about one of your most successful meetings. Logistics. “This month you should be prepared to hold next month’s meeting.”. One MONTH in advance Date and Time

tayte
Download Presentation

Effective Meetings

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Effective Meetings Victoria Lai, Governor

  2. Think back to one of your least successful Division Council Meetings.

  3. Now think about one of your most successful meetings.

  4. Logistics

  5. “This month you should be prepared to hold next month’s meeting.” One MONTH in advance Date and Time Venue & Phone numbers Chaperones Event Request Forms Identify task coordinators and directives Meeting agenda 4+

  6. 3 At least 3 WEEKS prior Itinerary Advertisement (announcements, electronic flyers, videos, etc.) Have Executive Assistants oversee progress of task coordinators and provide you with updates Invite all sponsoring Kiwanis clubs + Kiwanis Lt. Governor Reconfirm venue and date & time

  7. 2 2 WEEKS prior Reconfirm venue Reconfirm adult chaperons Finalize itinerary Finalize meeting agenda Ensure meeting task coordinators have completed directives 1

  8. 1 WEEK prior Executive Assistants contact Club Presidents asking them to confirm attendance Review task coordinator directives and create a checklist of everything needed to be prepared for the meeting Double check that all items are prepared Reconfirm with venue & adults 1

  9. Things to Keep in Mind • Cater to the members • Hold your meeting in a place where you can be heard • Make sure the members you serve are comfortable • When things go wrong… • BREATHE. It will be okay. It’s time to problem solve. • If your venue is unprepared for you, inform DLT and advisors; they may be able to help you find a new location. If not, reschedule and continue with planning

  10. If chaperons are unable to attend, inform advisors and sponsoring Kiwanis Clubs. If unable to find replacements, do not hesitate to ask for the support of your parents or family members. If task coordinators leave tasks incomplete, do not hesitate to reach out to your DLT for assistance Proactive planning is GOLDEN

  11. Marketing

  12. Marketing: [ˈmärkitiNG] noun The action or business of promoting and selling products or services.

  13. Creating Phenomenal Advertisements • Keep the message positive! • DO include… • Date, time, and location • Who’s invited • Purpose of the event • Information on preparing (what should be brought by every member in attendance) • Captivating photos • Graphic Standards / Branding

  14. Do NOT… Detail the itinerary Compare to previous years Make typos Include information that is subject to change Try to change any details provided on the advertisement once it is released Assume they know how to get to the location Assume they know the dress code

  15. Social Media • No Key Club business (planning) is to be conducted on social media • Takes away the magic of the event • Gives you more leeway • Advertisements should only be viewable and shared with those who are allowed to be at the event

  16. Agendas

  17. Date, time, and location of meeting Identification of host club Introduction of Special Guests/Adults Workshops and/or speakers Names of presenters who are to cover certain items on the agenda Key Club Pledge BEE inclusive of all new leaders in attendance Include a notes section Allows members to review what they learned during that meeting with ease

  18. Includereminders Due dates Upcoming events Next DCM Provide a range of resources to use Division reflector CyberKey Key Club Website Provide and encourage use of contact information Lt. Governor, Executive Assistant(s), Region Advisor(s)

  19. Eye-catching   Include graphics Utilize Graphic Standards Activity Balance of information Include important details, but keep the listed meeting items rather vague Give yourself enough space to expound Do not hesitate to go green Provide members with an electronic copy that provides extra details

  20. Utilizing Task Coordinators

  21. Purpose • Provides the membership with more opportunities to lead and serve their peers • To educate the membership • Allows you to focus on details that make the event special • Enhances the member experience

  22. Begin with… A focus Task list/directives Due dates Contact information Resources Provide them with guidance/a mentor Division assistants Allow them to experience the final product Recognize their work at your meeting

  23. Suggestions • Venue Coordinator • Marketing Coordinator • Chaperon Coordinator • Circle K Coordinator • Eliminate Coordinator • PTP Coordinator • Fall Rally Spirit Coordinator

  24. Service at Meetings

  25. Purpose • Holding a service project in conjunction with a meeting makes better use of the members’ time • Improves attendance • Brings focus back to the service-aspect of Key Club • Enhances the member experience

  26. How To • Plan a service project that appeals to the members • Survey them! • Try to plan service projects that allow the members to interact • Ensure that there is a large, open location for you to hold the meeting • Aim to have the service project after the meeting

  27. If you must hold the service project beforehand, provide a meeting place and time for the meeting Afterwards, reflect on the event Remember… It’s about the member experience.

  28. ASK YOURSELF… Would I want to attend this meeting?

  29. Any GOLDENQuestions?

More Related