Making Meetings Work
Before the Meeting
1. Define the purpose of the meeting.
1. Why is the group meeting?
2. What needs to be accomplished?
2. Prepare an agenda.
1. A written agenda helps members prepare for the meeting and guides them through the discussion.
2. In writing an agenda, keep each item clear and specific.
3. Attach background information when necessary.
4. The following sample agenda can be used as a guideline:
Order of Business
1. Call to Order
2. Roll Call
4. Officer Reports
5. Committee Reports
6. Old Business
7. New Business
8. "Remarks For The Good Of The Order"
3. Publicize the Meeting
1. Inform all members of the time and place of the meeting. If possible notify them at least a week in advance.
2. If possible, distribute the agenda in advance.
3. Try and hold regular organization meetings on the same day, at the same time, and in the same location whenever possible.
During the Meeting
4. Conducting the Meeting
1. Always start a meeting on time. Those who have a tendency to arrive late will soon get the message about when the meeting starts.
2. Follow the agenda. Introduce agenda items with a brief background statement and let members know what action is needed.
3. Get members involved in discussions, reports, and projects. To maintain enthusiasm, each member needs to be actively involved in some aspect of the organization.
4. Clarify the issues. Ask questions of members if their ideas are not under-stood.
5. Try to get input from a variety of members. Ask the quieter people for their thoughts and suggestions.
6. Before moving to a different agenda item, summarize the results of the discussion, the action needed, and the name of the person responsible for any action. Record this information in the minutes.
7. End the meeting on time and on a positive note. Announce the time and location of the next meeting.
After the Meeting
5. Follow Up
1. Minutes should be distributed to each member or posted in a permanent, visible location.
2. Make a special effort to contact officers and committee chairpersons between meetings. They need your support and interest if their committees are to be effective.
3. Contact members between meetings to remind them of tasks needing comple-tion before the next meeting.
4. If someone has volunteered to take on a task, be sure to show your appreciation by thanking her/him.
Suggestions For the First Meeting
1. Greet/welcome new and returning members at the door. Provide name tags for everyone.
2. Prepare a sign-up list for names, addresses and phone numbers.
3. Be prepared to collect dues and issue membership cards if necessary for your group.
4. Allow time for members to be introduced and get acquainted with one another. You may want to use an icebreaker or another organized activity.
5. Provide an objective history of the organization.
1. Briefly review the purpose of the organization.
2. Explain the structure of the group:when you meet, committees, work groups., etc.
3. Introduce officers and committee chairs. Explain the roles and responsibilities of each position.
4. Review major accomplishments.
5. Inform members of future goals and events.
Anyone needing special arrangements to accommodate a disability may contact the Office of Student Life, Student Resource Building, 893-4550