GUIDELINES TO NRDC feb 24 2014

Planning a MeetingIntroduction This section explains how to establish a meeting's purpose, scope, and membership.Follow ruleof thumbDefinepurposeLimit scopeandinformationBefore holding a meeting, ask if one is necessary. Don't hold one if seeingpeople individually will achieve the same results in less time.The purpose of a meeting is to accomplish any or all of these objectives:ObjectiveDescriptionInformation Impart or trade information that needs no decision or action.Discussion Exchange ideas, opinions, and suggestions.Decision Solve problems, make decisions, or devise plans.Ensure participants know why they're discussing a topic. If unsure, they maywaste time trying to reach a decision when the issue is simply up for discussion.Limit scope to related topics. Don't jam in unrelated topics.Limit information: Don't waste time announcing routine information easilysent by message. Impart information at meetings only to--x Reinforce previous information.x Clarify a complex subject.x Emphasize it personally.x Transmit serious or grave news.Select peopleSelect people who--x Are informed on topics.x Are affected by the issue.x Can contribute to desired outcome.xxxHave needed resources.Can speak for their bosses.Will accept responsibility.LimitmembershipSize isrelativeLimit membership to the minimum required to achieve objectives. If the groupis too large (more than seven), you'll either lose track of what's going on or wastetime refereeing disputes.Size is relative:x Membership could exceed seven if working with a cohesive group.x Seven may be too many if working contentious issues with a fractious group.Tip 1: If you must involve a large group, split it and hold two meetings to coverdifferent segments of the issue.Tip 2: Diplomatically tell unnecessary individuals who want to attend why it'snot feasible: "Harry, the agenda isn't going to address anything in your area. Ifsomething comes up, I'll let you know."NRDC GRC – Staff Handbook 4-2