Running an Effective Meeting

Careful planning is the secret to running an effective meeting. Poorly planned or unplanned meetings are typically viewed as boring, unproductive, and a waste of time. However, with proper planning any meeting can be productive and fun. The following steps will guide you in planning a meeting that is informative and enjoyable to all members.

Before the meeting:

• Define the purpose of the meeting. A meeting without a purpose is like a class without an instructor. The purpose is the reason why people come to the meetings. Without a purpose, members may feel that their time was wasted and it could discourage their return to the organization.
• Develop an agenda.
  
  (Sample Agenda)
  1. Call to Order
  2. Correction & Approval of Minutes from Last Meeting
  3. Announcements
  4. Officer / Committee Reports
  5. Unfinished Business
  6. New Business
  7. Special Announcements
  8. Adjournment
• Choose an appropriate meeting time. Set a time limit and stick to it.
• Distribute the agenda and any other materials before the meeting so that members can be prepared.
• The location of the meeting is very important. Choose a location that is easy for members to find. Keep in mind that many students do not have their own means of transportation, so it is a good idea to stay on or close to campus. Be sure to select a location that will accommodate the size of your organization. Take time to check out the room prior to your meeting to ensure that the space is appropriate.
• Be sure that everyone knows where and when the meeting will be held. If possible, hold meetings at the same time and place every week.

During the meeting:

• Greet members to make them feel welcome and be sure to introduce any new members.
• If possible, serve light refreshments.
• Start on time. End on time.
• Follow the agenda.
• Encourage discussion so that you get different ideas and viewpoints. Remember that the organization belongs to all of the members. When members see that their ideas have an impact on the decision-making process, their commitment to the organization is increased.
• Keep the discussion on topic and moving towards an eventual decision.
• Keep minutes of the meeting for future reference in case a question or problem arises.
• The leader or facilitator should model leadership skills such as staying on task, listening, valuing members, and appreciating diverse points of view.
• Set a date and time for the next meeting.

After the meeting:

• Write up and distribute the minutes within 2-3 days. Quick action reinforces the importance of the meeting.
• Discuss any problems that may have surfaced during the meeting with officers so that improvements can be made.
• Follow up on delegated tasks. Make sure that members understand and carry out their responsibilities.
• Put unfinished business on the agenda for the next meeting.
• Most importantly, give recognition and appreciation to the members for excellent and timely progress!