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When I'm at work: Working on a committee - Trainer's guide

Chapters

Topic 6 - What happens during committee meetings?

What you will need

You will need:

It is vital that everyone's viewpoints are valued and comments are allowed to be made in an open discussion. You will need to focus on issues relating to the learning objectives of the topic.

Note: Text in boxes replicates the information in the learner's workbook.

What learners will need

Learners will need:


Learning objectives

After taking part in this topic, learners:


Delivering the topic

Show slide 42

What happens during committee meetings?

Discuss with learners that workplace committees:

Invite or ask a representative from your workplace safety committee or another workplace committee to discuss how they do each of the above.

Show slide 43

Talk with learners about committee meetings needing to be run properly. For this to happen, there are things that are part of every meeting. Here are some of those things.

Discuss the following with learners.

Agenda

An agenda is a list of everything that will be talked about during a committee meeting. If you want something discussed at a committee meeting, you should contact your team representative or the secretary of the committee. That person will add it to the agenda for discussion.

Show learners what an agenda of a workplace committee meeting looks like (see appendix). Learners have this agenda in their workbooks.

Discuss the following with learners.

Minutes

Minutes are notes of everything that happens during a committee meeting. The secretary of the committee usually writes these notes down. This is called taking the minutes. After each committee meeting, the minutes are sent to everyone on the committee.

Show learners what minutes of a workplace committee meeting look like (see appendix). Learners have these minutes in their workbooks.

Discuss the following with learners.

Parts of a committee meeting

For committee meetings to be run properly, they should follow an order.

Using the agenda and minutes of a workplace committee meeting distributed previously, find and discuss each of the points raised above.

With learners, and using the agenda from Evergreen Industries as a guide, prepare an agenda for the workplace Christmas party.

Use butcher's paper to record suggestions for the agenda.

Include items such as:

As items are added to the agenda, discuss these with learners to ensure that everything on the agenda is relevant and appropriate.

This activity leads into the role play at the end of this topic.

Discuss the following with learners.

Making decisions during meetings

Decisions that committees make have to be fair because they affect everyone in the workplace. That's why making decisions during committee meetings involves several steps.

If more people vote for the motion than against the motion, the motion is carried. This means that the committee has made a decision about that agenda item.

Using the agenda and minutes of the workplace committee meeting distributed previously, find and discuss each of the points raised above.

Show slide 44

Summarise the previous discussion by asking learners the following focus questions and discussing their responses.

Focus questions

Show slide 45

Debrief the topic by leading learners through the following activites. Then highlight the issues that this topic has raised in relation to working on a committee and reinforces the focus questions.

After you have discussed the workbook activites with learners, ask learners to write their responses in their workbooks in the spaces provided. Responses can be made in any format, for example, in writing or in pictorial form. Learners are free to express themselves in whatever ways they want to.

Explain to learners that the workbooks are their own records of the information that they need in relation to working on a committee. There is no compulsion for learners to provide their own responses if it is not appropriate to do so.

Workbook activities

Develop with learners a set of meeting protocols, or meeting rules. Record these on butcher's paper. For example:

Talk with learners about some of the things that should not be raised in meetings. For example, it is inappropriate to raise concerns about specific individuals and try to have them dealt with in a public forum. They are more properly handled through the workplace's complaints procedures. Lack of meeting protocols can:

Using the previous discussion and the role-play information in the Training and Assessing resource to help you, design and develop with learners the agenda of a newly formed workplace canteen committee. Include some items for discussion on the agenda.

Ask learners to reflect on the experience of being in the various roles and discuss this with the group.

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