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Meetings/Robert's Rules

9-Point Meeting Checklist

Follow these simple steps to make your meetings painless as well as productive.

by Christy Forhan

Publicize the date, time, and purpose.
Start on time.
Introduce yourself.
Follow the agenda.
Acknowledge people by name.
Manage discussion. Encourage members to speak up, but don’t allow the discussion to get repetitive or argumentative. Ensure that both sides are heard on controversial issues. Follow the basic principles of Robert’s Rules for motions, seconds, and voting.
Don’t get bogged down by details. Let committees do the detail work; the general meeting is for tackling broad concerns.
Ensure that minutes are taken.
Clean up after yourselves. Replace the chairs, throw away your coffee cups, and turn out the lights. Be courteous guests. The custodians are already busy cleaning up after the students.

Christy Forhan is a veteran PTO leader who has served as president and treasurer, among other roles, at schools in West Bloomfield, Mich.

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Posted by - Bruce Campbell on Apr. 06, 2008
This nine-point checklist is great for PTO meetings as well as workplace meetings. Number 5, acknowledge people by name, is essential to making attendees feel important, involved, and keep them coming back. Number 6, managing the discussion, is very important to keep the discussions on track and keep the meeting from dragging on. As a PTO President, I use the meeting minutes as a checklist of items that need my attention during the month and a means of keeping track of tasks assigned. Simple and excellent points.

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