Running Your Club - Effective Meetings

Do you dread meetings because they are dull, unproductive, disorganized, and too long? With proper planning and preparation, any meeting can be effective and enjoyable. Meetings have several functions. They give members a chance to discuss and evaluate goals and objectives, stay up to date on current events, provide a chance to communicate and keep the group cohesive. But, most of all, meetings allow groups to pull resources together for decision making. If the facilitator starts with a careful plan and finishes with a thorough follow up, the meeting will run itself. The following are some tips to help make your next meeting successful and even fun.

BEFORE THE MEETING

1. Define the purpose of the meeting. If you don’t know, then don’t have the meeting.

2. Develop an agenda with the officers and advisor (if appropriate). Below is a sample agenda:

• Call to Order
• Approval of Minutes
• Announcements
• Treasurer’s Reports
• Committee Reports
• Unfinished Business
• New Business
• Special Issues
• Adjournment

3. Choose an appropriate meeting time. Set a time limit and stick to it. Members are more likely to attend meetings if you make them productive, predictable, and as short as possible.

4. If possible, arrange the room in a circle or semi-circle so the members can see each other.

5. Choose a location suitable to your group’s size. A larger room is more comfy and encourages individuals.

6. Be sure everyone knows where and when the next meeting will be held.

DURING THE MEETING

1. Greet members and make them feel welcome (including late members when possible).

2. Distribute the agenda and any other material relevant to the agenda so that members will feel involved and up-to-date.

3. Stick to the agenda. Start on time. End on time.

4. Serve light refreshments, if possible.

5. Post a large agenda up front for members to refer to.

6. Encourage group discussion to get all points of view and ideas. This motivates the members and makes them feel that attending the meetings is worth their while.

7. Always encourage feedback. Ideas, activities, and commitment to the organization improve when members see their impact in the decision making process.

8. Keep conversation focused on the topic. Try to regulate cross talk and repetitive comments.

9. Keep minutes of the meeting for future reference.

10. As a leader, be a role model by listening, showing interest, appreciation, and confidence in members.

11. Summarize agreements reached and end the meeting on a positive note.

 AFTER THE MEETING

1. Distribute minutes within 3 - 4 days. Quick action reinforces.

2. Send reminders of the next meeting about 4 days ahead of time.