When meetings are efficiently run, more is accomplished and members are happier and more willing to attend and participate. Meetings should give members a chance to discuss and evaluate goals and objectives, keep updated on current events and keep the group cohesive. Most of all, meetings allow groups to pull resources together for decision-making about programs, policies, etc. and to follow-up after the meeting.
There are three basic elements which are essential components of a good meeting:
- Planning
- Organization
- Running the Meeting
Planning
Take a few minutes several days before the meeting to think through and decide on the topics to discuss at the meeting. Only discuss things which pertain to the entire group. Don't waste other people's time by discussing something with a specific person. Do that before or after the meeting. Give some thought to the content of the meeting. It will save time during the meeting.
Organization
Establish an agenda. This is a valuable tool for several reasons.
When you develop an agenda, do it at least two days prior to the meeting. As much as possible, involve the general membership and advisor when planning the agenda. Have members share their input either at the previous meeting, or they can email items a day or two before a meeting. This gives the membership an opportunity to help in the planning of the meeting. This will also eliminate any surprises of unknown topics for discussion and not waste time.
An agenda forces the group to follow an orderly progression of topics.
Arrange the topics in order of time it will take to dispense with the topic. Start with the shortest amount of time and end with the greatest amount of time. By following this pattern you will be able to dispense with more topics in a shorter amount of time. If you anticipate a lengthy discussion and schedule it at the end of the agenda you will be able to prevent this topic from taking time from the meeting which is needed for the other topics. By having the lengthy topic at the end of the meeting you may be able to defer discussions into a committee or the next meeting.
Limit the meeting to a specified time period. Meetings should not last more than one hour. People tend to get bored and lose interest after more than one hour.
Take clear concise minutes. Record all voting decisions, all motions, and deferred topics. This will serve as a permanent record and the minutes can be used for planning the next meeting. Keep copies of the minutes in the Club Handbook.
Running the Meeting
Start on time! If the group falls into a bad habit of starting a meeting late, the members will be more likely to arrive late on a regular basis. If a meeting starts on time every time, people will make an effort to arrive on time.
Maintain a smooth flowing meeting. Don't let the meeting get out of control. Have the members raise their hand to be recognized. If a dialogue develops keep the discussion on the topic. Interrupt the proceedings if things are getting out of hand. Get things back on track!
The following are tips to consider and use in running a meeting effectively:
- A meeting room should always be set up before hand utilizing the proper number of chairs, with just enough and not too many.
- Chairs should be arranged in a semi-circle, facing the front, or in other random arrangement, but never in a classroom style.
- The architecture of seating is a critical one. Group interaction is necessary for a successful meeting to be held. The block style (classroom style) eliminates face to face discussions, separates the leaders from the decision making members, and strongly promotes cliques.
- Circular group seating provides easy verbal and non-verbal interaction. It also gives high informality. New members, or outsiders, are encouraged to become a part of the interaction occurring before them. The more disinterested and apathetic members generally tend to sit at the back, and therefore can remain aloof and unobtrusive. In a circular seating arrangement they are forced to become part of the action. Also, circular seating allows the leader freedom of movement.
- Keep your meetings short; a maximum of one hour. Members are more willing to attend if they know when the meeting will be over. So it's important to keep within the one hour time allotment.
- Make meetings FUN (snacks, icebreakers, guest speakers, videos, workshops, etc.). Encourage members to bring their lunches to lunchtime meetings.
- For general discussion and business, arrange the subject to be covered in a logical order of attack or by the amount of interest to the majority.
- If too many ideas are forthcoming on a singular subject the group may want to break into smaller sub-groups. The use of sub-groups, for whatever purpose, should result in a group composed of at least four people and not more than eight. These groupings should sit in a close circle.
- It may be desirable to stop discussion, take stock by review, and then return to the subject. To adjourn a meeting for a few minutes often is a valuable tool.
- Watch for signs of boredom or disinterest at all times. Be ready to close and conclude the issue at the first indication of such.
- Do not attempt to smooth over/resolve all differences. If the difference is basic, bring it out clearly and sharply.
- Get the group to strive for consensus. It is expected that all discussions will result in conclusion, and the better conclusions are consensus decisions.
- Watch closely and learn to read non-verbal communication.
End the meeting on a high point. Summarize important decisions, make sure assignments are clear. Confirm and remind about the next meeting; review the process for offering agenda items.
One last note: If a club thinks they might want to use parliamentary procedure to guide their meetings, the Center for Student Leadership, Involvement & Service has some useful information to help clubs learn this method of "meeting management." We can also offer instructional workshops for the club if needed. |
