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Some advice on how to hold a meeting !
Effective Meetings
Meetings have several functions. They give members a chance to discuss goals and objectives, and keep updated on current events. They provide a chance to communicate and keep the group cohesive. But most of all, meetings allow groups to pull resources together for decision-making. Start with careful planning, finish with a thorough follow-up and the meeting will almost run itself. Here are some tips to make your next meeting successful and productive. In addition, this information as well as information on Parlimentary Proceedure can be accessed by clicking on the following links: Effective Meetings, Parlimetary Proceedure.
Before the Meeting
1. Define the purpose of the meeting. If can't come up with a purpose, don't have a meeting.
2. Develop an agenda with the officers and advisers.
A sample agenda:
- Call to order
- Approval of agenda
- Correction and approval of minutes
- Announcements
- Officers’ reports
- Committee reports
- Unfinished business
- New business
- Special issues
- Adjournment
During the Meeting:3. Distribute the agenda and circulate background material, such as lengthy documents or articles, prior to the meeting so that members will be prepared and feel involved.
4. Choose an appropriate meeting time. Set a time limit and stick to it. Remember that members have other committees. If possible, arrange members so that they face each other. For larger groups, try U-shaped rows. A leader is in better position to communicate when he or she is centrally located.
5. Chose a location suitable to group size. Small rooms with too many people get stuffy and create tension. Larger rooms are more comfortable and encourage individual expression.
6. Use visual aids, such as posters, for interest.
7. Vary meeting places, if possible, to accommodate different members.
- Greet members and help them feel welcome, even the late ones.
- If possible, serve light refreshments, they are good icebreakers.
- Start on time.
- End on time.
- Review the agenda and set priorities for the meeting. .
- Stick to the agenda.