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Running a Meeting
The first activity that directly
affects the membership is the first meeting of the year. An organized and
effective meeting can make a winning first impression on members and creates
optimistic expectations for the semester ahead.
Why to we even have meeting?
Meetings have several functions. They give members a chance to discuss and
evaluate goals and objectives, keep updated on current events, provide a
chance to communicate with one another and keep one another informed about
what the committees are working on. The following are some tips to help you
make your next meeting successful, productive and Fun.
Does Your Meeting
Have PULSE?
P- Plan, Progress and
Participation
U- Understanding
L- Leveling and Logic
S- Set an agenda and
Sensitivity
E- Encouragement and Energy
Plan, Progress and
Participation:
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Have a plan of action. Plan the meeting carefully: who is
invited, what day is the meeting, where is the meeting, when is the meeting,
why are you having the meeting and how many will attend. Came to the
meeting early to get yourself all set and welcome any early bird arrivals.
Move the meeting along. Don’t get caught up in small talk and stop side
conversation. Participation in the meeting is important. If possible,
arrange the room so that members face one another; choose a location that is
suitable for your groups’ size.
Understanding:
·
All those who attend should have a good understanding of the
goals, direction of the meeting and issues to be discussed. Have your
general meeting times and committee meeting times on the voice mail message
and the web site. An e-mail reminder should be sent out a few days a head of
time and the day of to remind people about the meeting. Get in the habit of
sending out the agenda with the reminder e-mail the day of the meeting. This
will help those that are attending the meeting know what will be discussed.
Always start the meeting on time and end on time.
Leveling and Logic:
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Level the playing field. Set basic ground rules such as one
person speaks at a time, no side conversations and make sure that the group
respects everyone’s rights and those who want to speak get a chance to
speak. Plan the agenda in a logical way.
Set an agenda and Sensitivity:
·
Always set an agenda for the meeting. Send the agenda out
ahead of time so members know what will be covered at the meeting. Here is
an example of what could be include in your meeting agenda:
Call to order
Approval of the Agenda
Correction and Approval of the minutes
Old Business
New Business
Committee Reports
Advisor report
Announcement
Be
opening and welcoming to all those in attendance at the meeting. Refrain
from side conversations, inappropriate comments and inside jokes.
Encouragement and Energy:
·
Encourage participation from all members. Don’t let one or two
people dominate the meeting. Be enthusiastic. Enthusiasm breeds
enthusiasm.
A well run meeting allows
organizations to accomplish their goals and keeps members actively involved
and interested. Being able to run a successful meeting is something that is
learned through practice. The following are a few pointers for a successful
meeting
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Greet members and make them feel welcome, even late
members(when appropriate)
·
When possible have ice-breakers and team building exercise to
make your members feel special and build cohesion
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Start on time, end on time.
·
Review the agenda and set priorities for the meeting and stick
to them
·
Use visual aids when appropriate.
·
Encourage group discussion to get all points of views and
ideas
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Keep conversation focused on the topic
·
Tactfully end discussions when they are getting nowhere or
becoming destructive or unproductive
·
Keep minutes of the meetings for future reference in case a
question arises
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As a leader, be a role model by listening, showing interest,
appreciation and confidence in members
·
Admit mistakes and ask for help
·
Set a date, time and place for the next meeting
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