Module 9. Working Together: Effective Committee and PC/PB Meetings
September 2019
Planning CHATT
Purpose
This module provides an overview of how structure and operations can help a PC/PB meet federal requirements and local needs, support all members, and prepare and assist PC/PB and committee officers. It describes how appropriate and consistently followed Bylaws and policies and procedures influence PC/PB success, and addresses the importance of committee structure and PC/PB Support staffing. In addition, it covers the implications of diverse membership, engaged leadership, and inclusive practices, and how attention to group process can help the PC/PB operate as an efficient and engaged “high-performing team.”
Content Overview
- Importance of Operations
- Working Effectively in Committees
- Successful PC/PB Meetings
- Parliamentary Procedure: Robert’s Rules of Order
- Alternatives to Robert’s Rules of Order
- The PC/PB as a High-Performing Team: The Tuckman Model
- Analyzing and Understanding a Group: BART Analysis
- PC/PB Leadership Roles
- Skills for Officers
- Officer Training and Support
- Benefits of a Diverse PC/PB
- Strategies for Inclusive HIV Community Planning
Materials for this Module
| Module 9: Notes for Trainers |
| PowerPoint Slides 9.4: Inclusive Planning | |
| Activity 9.4: Inclusive Planning | |
| Quick Reference Handout 9.6: Ten Strategies for Inclusive HIV Community Planning |
For More Information
Additional Resources
- Compendium of Materials for Planning Council Support (PCS) Staff, especially:
- Ryan White HIV/AIDS Program Part A Manual, especially:
- Section X, Planning Council Operations, Chapter 4. Planning Council Membership, Chapter 5. Planning Council Nominations, and Chapter 6, PLWHA/Consumer Participation
- Section XI, Planning and Planning Bodies, Chapter 8. Member Involvement and Retention
Other Online Resources
- The A-B-C's of Parliamentary Procedure
A 16-page plain-language pocket guide to Robert's Rules of Order developed by the American Institute of Parliamentarians. Covers meeting agendas and the typical order of business; the five general types of motions; and procedures for proposing, discussing, and voting on motions.
- Consumer Decision Making: A Short Guide. From Seeds of Change, a cooperative located in England. Guide on what consensus decision making is, benefits of using it, and how to implement it.
- Consensus Decision-Making. A virtual learning center that includes an online training video and other basic information about this method of decision making.
- How to Ignore Robert’s Rules and Do Your Own Thing. Blog post by Sarah E. Merkle, February 28, 2018. Describes ways to use “special rules” that supplement or modify Robert’s Rules.
- Is Robert’s Rules too Restrictive: Consider Martha’s Rules of Order for Meetings. Posted on the CAM Blog by Andrea Drennen, April 17, 2015. Describes a set of rules for meetings that were developed by a low-income housing cooperative and use consensus decision making but only for important issues. Provides a “Miniature Toolkit” that lists the main components of this set of rules.
- Team Building, World Health Organization, Geneva, 2007. A very clear and easy-to-read tool for team building. Originally developed to support work in cancer control but relevant for all types of teams. Introduction that addresses topics such as selecting team members, Tuckman phases of team development, responsibilities of the team leader, team norms, and how to sustain team effectiveness.
- Tuckman’s Stages of Group Development. Net Solution for Business, October 2018. Helpful graphic and description of the stages of group development.
- The BART System of Group and Organizational Analysis: Boundary, Authority, Role and Task. Zachary Gabriel Green and Rene J. Molenkamp, 2005. Describes the BART System, which comes out of the Tavistock Institute, established in the U.K. Describes the four identified elements of group dynamics and now they influence group relations.
- Understanding Group Process. Student Activities & Leadership Center, South Dakota School of Mines and Technology, undated. A clear, two-page description of what to look for in observing how a group is working together, including communication, participation, decision making, and organizational roles.
- Benne and Sheats’ Group Roles: Identifying Both Positive and Negative Group Behavior, MindTools. Describes three categories of roles (Task, Personal and/or Social, and Dysfunctional) and 26 different roles that people can play within a group, as identified in “Functional Roles of Group Members,” an article written by Kenneth Benne and Paul Sheats in the 1940s.
- Chairing Meetings, DIY Committee Guide. Concise summary of actions to plan a meeting; to communicate, control, coax, compare, clarify, make decisions, and guide during a meeting; and to summarize and review next steps at the end of the meeting. It is part of the DIY Committee Guide, developed in the U.K. by Volunteer Now in partnership with 14 other organizations.
- Email Tips: Top 10 Strategies for Writing Effective Email. Blog post by Jessica Bauer and expanded by Dennis G. Jerz. Practical advice on how to make emails concise and effective, from writing a meaningful subject line to showing respect and restraint. Useful for officers who frequently communicate with PC/PB or committee members, PC/PB support staff, or recipient staff via email.
- Writing Effective Emails: Getting People to Read and Act on Your Messages, MindTools. Tips for effective emails
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