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Board & Committee management - Agenda, Minutes, membership, documents
Board & Committee management - Agenda, Minutes, membership, documents

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Best Practices: Meeting Schedules
Committee meetings should follow a schedule. The schedule should allow flexibility for some meeting items to go over time and some to be finished early. The time of committee members is valuable and scheduling is difficult. If meetings regularly run over time that chair must review scheduling procedures or allot more time in the future.
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Best Practices: Selecting a Meeting Place
To select a meeting place for the committee always consider important factors such as whether the site can handle the number of attendees, whether it has necessary equipment like projectors. Also consider when and for how long the site is available. Always make sure there is a comfortable amount of time available before and after the scheduled meeting time. You will not want the committee to wait if the previous users of the meeting place go over time, or be rushed when the next users show up.
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Best Practices: Building Consensus
After consensus is reached, the stakeholder group must convene periodically to monitor the progress of the project. Regular progress meetings will allow the stakeholders to see that the agreements they made are being executed. If unforeseen problems arise, the stakeholders will be able to discuss solutions to the issue.
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Best Practices: Presenting Ideas
Create a standardized format for presenting ideas and issues. This format should include the problem being solved, the action plan, and the resources and time required for the plan. A standard format will give the committee members a framework for evaluating ideas. This will also ensure presenters gather important information before presenting.
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Best Practices: Building Consensus
Minor dissatisfaction can build up over time and destroy consensus. Even after consensus is reached, periodically take stock of the committee. Ensure that issues are being resolved and that all members remain in consensus.
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Best Practices: Building Consensus
Once the stakeholders are assembled, make it clear that consensus is an overwhelming agreement, not a unanimous decision. The key to consensus is that everyone can live with the final proposal, even if it is not ideal. All critical issues need to be addressed, even if imperfectly. Try to achieve unanimity, but don't let holdouts prevent the group from going forward.
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Want to be effective? Work as a team.

https://www.youtube.com/watch?v=j_FrPuURfag
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Best Practices: Building Consensus
The participation of the key stakeholders is critical to the successful implementation of most decisions. Key stakeholders include those with authority to make such decisions, those who are most affected by the issue, and those who will do the work required by the decision. Each of these groups can improve or impede the implementation of the decision so any decision process requires their input and buy-in. And, as the key stakeholders help make the decision, it is most likely to be good.
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Best Practices: Building Consensus
Consensus is critical to committees to ensure all members of group are working towards the same goals and supporting each other's efforts. The first step to building consensus is to identify the problem. Define what it is that is unsatisfactory, why action may be required, who and what is affected, and what will happen if nothing is done. The definition of the problem will evolve over time, but it is critical to begin with at least an outline of the problem.

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Best Practices: Ad Hoc Meetings

Before calling an Ad Hoc meeting, determine which people are critical to the meeting. Who needs to be present to receive or present information, ask questions, make a decision, or need to 'buy in'. Restricting attendance will help meetings to be more productive, allow more participation from attendees and will encourage people to value meetings more. Remember to allow non-attendees to provide input and receive information in other ways.
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