[Kyle Fayan]

Coleman, during my Meeting Management portion of training I review the basics… my training covers:

Pre-Meeting:

• Set a clear purpose and goals for the meeting
• Create and distribute an agenda in advance
  • Start with a call to order and review of the agenda
  • Include time for each agenda item to keep the meeting on track
  • Prioritize important topics and set realistic goals
  • Include time for open discussion and Q&A
• Ensure all necessary materials and documents are prepared

Opening:

• Begin on time to respect everyone’s schedule
• Welcome attendees and introduce new members.?Encourage participation from all members
• Review and approve the previous meeting’s minutes, outline the meeting’s objectives and agenda

Discussion and Decisions:

• Keep discussions focused and on-topic, table off-topic discussions for future meetings or social time.
• Stick to the time limits set for each agenda item, if needed, table topics if more discussion is needed
• Use open-ended questions to stimulate dialogue
  
  • Discuss the decision-making methods your group will use (e.g., voting, consensus)
  • Clearly state the options or proposals being considered
  • Ensure everyone understands the decision and next steps
  • Use Robert’s Rules of Order for formal decisions
    • Motion: A proposal for action
    • Second: Agreement to discuss the motion
    • Discussion: Debate the motion
    • Vote: Decide on the motion

Closing:

• • Summarize key points and decisions made
  • Review action items and assign responsibilities
  • Set and/or announce the date, time, and location for the next meeting
  • Thank everyone for their participation and contributions

Post-Meeting:

• Distribute meeting minutes promptly
• Follow up on action items and deadlines
• Provide any additional information or resources discussed
• Gather feedback to improve future meetings

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Kyle Fayan
Associate Director of Student Involvement
Setzer Student Center
Lamar University
Beaumont TX
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Original Message:
Sent: 07-03-2024 10:44
From: Coleman Wolf
Subject: Robert’s Rules of Order Guide for Student Organizations

Hello everyone,

I hope this message finds you well. We are looking to improve our meeting efficiency and decision-making processes, and we’ve heard that Robert’s Rules of Order (RRO) can be a great help in achieving this. Many of the newer officers in our student organizations have never used RRO, and find it a little overwhelming. 

Would anyone here have a guide, cheat sheet, or any resource related to Robert’s Rules of Order that could be shared with our campus? We are particularly interested in materials that are tailored for student groups and easy to understand.

Any assistance or direction to helpful resources would be greatly appreciated, my email is colemanwolf@southalabama.edu.

Thank you in advance for your support!

Best regards,

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Coleman Wolf
University of South Alabama
Mobile AL
(251) 460-7003
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