Pocket Book for Effective Meetings

Strategies for organizing and conducting effective meetings Informational meetingsCollaborative decision making meetingsCommittee on Special Education (CSE)

Enhance productivityUnify a group Help bring team members towards common goals or a

visionOutline objectives and/or common practicesRituals and norms to guide facilitation of the various

types of meetings school leaders conduct.

Introduction

Strategy used for prioritizing criteria, ideas, or issuesBased on Pareto’s Law, a principle used for business activity, is

based on the idea of the trivial many and the critical few: the 80:20 rule.

Directions: 1. Present the list of items generated from a brainstorming session,

making sure that all items are clearly stated and understood. 2. Determine the number of votes each group member will be

allowed to cast by multiplying the number of people in the group by 0.20, rounding up if needed.

3. Conduct a brief review of what criteria should be considered in determining the best options from those presented.

4. Have participants then vote on the items presented. 5. The items that receive the most votes are the ones which will

most likely have the greatest impact based on the choices presented.

Pareto Voting

When a group comes to consensus on a matter, it means that everyone in the group can support the decision

Values from 0-5 to express their level of agreement with a proposed solution or understanding of a problem

Directions: Closed Fist - A no vote - a way to block consensus. 1 fingers- “I still need to discuss certain issues and suggest changes

that should be made.” 2 fingers- “I am more comfortable with the proposal but would like

to discuss some minor issues.” 3 fingers-  “I’m not in total agreement but feel comfort- able to let

this decision or a proposal pass without further discussion.” 4 fingers- “I think it’s a good idea/decision and will work for it.” 5 fingers- “It’s a great idea and I will be one of the leaders in

implementing it.”

Fist-To-Five

Shared Decision Making

Meeting Agenda

Logistics:Location: BOE RoomDate: January 15, 2011Time: 3:00pm – 4:00pm

Type of meeting:

School-Based Planning Team

Facilitator: Dr. PerezTimekeeper: Dr. FontanezNotetaker: Dr. TiffinAttendees: Dr. Perez, Intern Principal McAlpin, Dr. Rodgers, Dr. Naple, Dr.

Wawrzyniak, Dr. Fontanez, Dr. TiffinPlease read: AYP report documentsPlease bring: Midterm Schedule feedback from departmentsAgenda Items Topic Presenter Time allotted

Adequate Yearly Progress (AYP) and discussion Interim Principal McAlpin 20 mins

Midterm Exam Procedures, Proctoring and Schedule Dr. Rodgers 10 mins

Clubs Dr. Naple 8 mins

Community Service Plan Dr. Wawrzyniak 15 mins

Summarize and Next Agenda Dr. Perez 7 mins

CSE

General Ed. Teacher isn’t there, but wasn’t signed off as being excused

Teacher’s evaluation of student is not currentOpinion-based suggestions are given instead

of fact-based suggestionsCSE facilitator passes over a sectionNot enough copies of IEP for each person at

the meetingSpecial Education Teacher arrives late

Mistakes made at CSE Meeting

This manual provides facilitation steps for :Preparation of various meetingsRoles and expectations during and at the

closing of meetingsFeedback and dissemination of information

following meetings.

Closing