Effective Meetings
Pre-Meeting Planning
Spend some time before the meeting making a plan and problems will
be alleviated. Hold a meeting when the majority of the members can and
will attend. Keep certain things in mind when choosing a place to meet:
- acoustics
- seating arrangements
- chairs
- room size
- seating
- lighting
- podium location
- temperature
- intruding noise
Agendas
Publish an agenda with the goals for the meeting and send it out before
the meeting. The agenda will give members an idea of what will
be discussed at the meeting.
Order of Business
- Call to order
- Minute reading
- Officer reports
- Committee reports
- Unfinished business
- New business
- Announcements
- Adjournment
Helpful Hints
Getting Started
- Start and end on time
- Greet and welcome members
- Use parliamentary procedures to help run a smooth meeting
Be A Leader
- Remain impartial, if possible
- Highlight all background information
- Draw contributions from all members and encourage discussion and
feedback
- Be a role model by listening, showing interest, appreciating and
confiding in members
- Summarize agreements reached including the motion and rationale
- Repetition in a discussion should be curtailed and brought to the
focus point of a decision
Following Up
- Keep minutes of the meeting and distribute within 3 to 4 days of
the meeting
- Follow up with officers to discuss any problems that may have occurred
during the meeting
- See that all members understand and carry out their responsibilities;
follow-up on delegated tasks