Texas Tech University

Student Organization's 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


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

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