Running Effective Meetings
Do you dread attending meetings because they are... DULL, UNPRODUCTIVE, DISORGANIZED, AND TOO LONG?
If yes, you could be suffering from "meetingitis"!
Don't worry, there is help! With proper planning and preparation, any meeting can be effective and fun.
Meetings serve several of the following functions: giving members a chance to discuss goals and objectives; keeping each other updated on current events; providing a chance to communicate and keep the group cohesive; and most of all, meetings allow groups to pull resources together for decision making. If you start meetings with careful planning, and finish with a thorough follow-up, meetings will almost run themselves. Below are some tips to make your next meeting more successful and productive.
Before the Meeting...
1. Define the purpose of the meeting. If you can't come up with a reason to be there, don't have a meeting.
2. Develop an agenda with the officers and advisors.
3. Distribute the agenda and circulate background material, such as lengthy documents or articles prior to the meeting, so members will be prepared and feel involved.
4. Choose an appropriate meeting time. Set a time limit and stick to it, so that all of the business can be completed during the scheduled meeting time. Remember that members have other commitments.
5. If possible, arrange members to they face each other. For large groups, try U-shaped rows. A leader has better control when s/he is centrally located.
6. Choose a location suitable to group size. Small rooms with too many people get stuffy and create tension. A larger room is more comfortable and encourages individual expression.
7. Use visual aides, such as posters, for interest.
8. Vary meeting places, if possible, to accommodate different members.
During the Meeting...
1. Greet members and make them feel welcome, even the late ones. If lateness becomes a problem, comment on it.
2. If possible, serve light refreshments. They are good icebreakers.
3. Start on time. End on time.
4. Review the agenda and set priorities for the meeting.
5. Stick to the agenda.
6. Encourage group discussion to get all viewpoints and ideas. You will have better quality decisions as well as highly motivated members.
7. Encourage feedback. Ideas, activities and commitment to the organization improve when members see their impact on the decision-making process.
8. Keep conversation on topic and moving toward an eventual decision. Ask for constructive comments.
9. Delegate responsibilities and establish due dates. Give the members a voice in decision making.
10. Keep minutes of the meeting for future reference in case a question or problem arises.
11. As a leader, be a model by listening, showing interest, appreciation and confidence in members. Admit mistakes.
12. Summarize agreements reached at the end of meetings. End on a unifying/positive note.
13. Set a date/time for the next meeting.
After the Meeting...
1. Compose and distribute minutes within 24 hours. Quick action reinforces the importance of meeting and reduces error of memory.
2. Discuss problems during the meeting with officers, so improvements can be made.
3. Follow-up on delegated decisions. See that all members carry out their responsibilities.
4. Give recognition and appreciation to excellent and timely progress.
5. Put unfinished business on the agenda for the next meeting.
6. Conduct a periodic evaluation of the meetings. Weak areas can be analyzed and improved for more productive meetings.
