1.5 - About University

Recorder(scribe, minutetaker)Process Advisor(facilitator)TimekeeperAdministrator❑❑❑❑❑❑❑❑❑❑❑❑❑– State the idea you want the group to consider.– Relate your idea to the discussion at hand.– Support your idea with evidence.– Ask meeting participants to respond to your idea.Follow through on decisions and action plans agreed to at the meeting.Capture participants’ thinking, preferably visibly on a flip chart, whiteboard, or other visiblemedium. [☛ 10.9 Visible Information]Clarify vague statements and unclear conclusions.Record, preferably visibly, all decisions, the rationale, and actions agreed upon.Prepare and distribute meeting minutes promptly (within a day or two after the meeting at themost).Be skilled in applying the principles and techniques of group process (e.g., organizing, goalsetting, conflict management, brainstorming, problem solving, action planning, assigningresponsibilities, questioning).Observe group process during the meeting and intervene with suggestions for improvement.[☛ 10.6 Group Leader Skills]Keep track of time, and assist the group with time management during the meeting.Help the group to start and end on time.Distribute the agenda and prework well in advance of the meeting.Ensure that the meeting facility and equipment are booked, set up, and ready to go.Ensure that meeting equipment and materials are available and ready.Ensure that refreshments are available.H OW TO USE THIS LEADERSHIP TOOL“The meeting must have goals, priorities, timeframes, task assignments, and evaluation to be effective. It willhave agendas, internal procedures, and rules to guide members toward their goals. Without these, any meetingenergy generated will be unfocused.”—Richard Dunsing, YOU AND I HAVE SIMPLY GOTTO STOP MEETING THIS WAYWould your meetings benefit by having responsibilities more clearly assigned and roles moreclearly defined? Adapt and, if necessary, add to this list of meeting roles for your workgroup orteam. Use the workspace provided here to outline the roles and duties most needed for yourmeetings.WEB WORKSHEETOrganizer (administrator)Chairperson (meeting leader)348 SECTION 11 TOOLS FOR LEADING MEETINGS