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This page is devoted to the management of volunteer programs in health care settings.

~January 2014~

Meetings – Part 2

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Mary Kay Hood wrote a column for the December Volunteer Today issue that began her look at meetings.  I have created a link to that page in case you missed it.  nm

Meetings!  You have done the preparation, determined the structure and purpose and communicated in advance with a written agenda and expectations.  Now what? 

Meetings should start and finish on time, with a note-taker and timekeeper.  Begin the meeting by providing context and framing from the outset.  Once the discussion begins, a large part of the facilitator role is managing that discussion.  Several things to consider include:
Follow the established agenda that has been published, reviewing the next steps and establishing accountability for work to be completed outside the meeting.  If the discussion goes well, don’t hesitate to end the meeting early. This sends a message that you are keenly aware of everyone’s time.


After the meeting, send brief notes or minutes to all involved reminding everyone of decisions that were made and action items along with owners for work to be done before the next meeting.  It is a good idea to review what worked well in the meeting and make notations of what can be improved for the next meeting.

In review, meetings have a pre-meeting, meeting itself and post-meeting phase.  The pre-meeting phase determines the structure and purpose and communicating in advance.  The meeting itself focuses on the discussion, information gathering/sharing, task assignments and accountability.  The post-meeting phase is the summation, distributed to everyone outlining assignments for the future, with an evaluation of what worked well for the meeting and what improvements can be made for the future. 

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The author of the Heath Care Volunteer Programs column is Mary Kay Hood MS, Hendricks Regional Health, Danville, IN (317) 745-3556. With a BS degree in biology from Marian College and a Master of Science in Management from Indiana Wesleyan University, Mary Kay has been involved in volunteer management over twenty years with a zoo and in the health care field. During that time, she completed the Management of Volunteer Programs course offered at University of Indianapolis, several supervisory training programs as well as the Indiana Hospital and Health Association’s Management Institute offered by the Executive Education Program, School of Public and Environmental Affairs at Indiana University. Mary Kay served on the Nonprofit Training Center of United Way from 1993 to 2006. During that time, she taught many workshops also facilitating speaker arrangements for the Basic Volunteer Management series. Additionally, she has presented at various national and international conferences. Mary Kay served as president of the Central Indiana Association for Volunteer Administration (CIAVA) from 1993-1997 and the Indiana Society of Directors of Volunteer Services (ISDVS) from 2006-2008. She was also the recipient of the 1995 Outstanding Director of Volunteer Services Award and the 2002 United Way of Central Indiana Volunteer of the Year Award. Most recently she served on the Steering Committee for COVAA resulting in the formation of a new national membership organization for those in volunteer management, the Association of Leaders in Volunteer Engagement (AL!VE). With several published articles, she is also author to two books: The One Minute Answer to Volunteer Management Questions and The Volunteer Leader as Change Agent.

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