Do you dread attending meetings because they are dull, unproductive, disorganized, and too long? If yes, do not worry! With proper planning and preparation, any meeting can be effective and fun.

Functions of a meeting:

Serve as a gathering function.
Give members a chance to discuss goals.
Stay updated on current events.
Chance to communicate and keep a cohesive group.
Allows the group a time to pool resources to make good decisions.

Before the meeting:

Define the purpose of the meeting.

Develop an agenda with the officers and advisor. Example:

I. Call to order
II. Approve agenda
III. Correction and approval of minutes
IV. Announcements
V. Officer's Reports
VI. Committee Reports
VII. Unfinished Business
VIII. New Business
IX. Special Issues
X. Adjournment

Distribute the agenda and circulate background material {such as documentation or articles} prior to the meeting so members will be prepared and feel involved.

Choose a regular meeting time and stick to it. Remember that members have other commitments.

If possible, arrange members so they face each other. For larger groups, try U-shaped rows. A leader has better control when he/she is centrally located.

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.

Use visual aids, such as posters, for interest.

Vary meeting places if possible, to accommodate different members.

During the meeting:

Greet members and make them feel welcome, even the late ones.

Start on time. End on time.

If possible, serve refreshments. They can be a great ice-breaker!

Review the agenda and set priorities for the meeting.

Stick to the agenda.

Encourage group discussion to look at all viewpoints and ideas. The outcome will be better quality decisions and highly motivated members.

Encourage feedback. Ideas, activities and commitment to the organization improve when members see their impact in the decision making process.

Keep conversation on track to enable an eventual decision. Do not let a debate get sidetracked.

Delegate responsibilities and establish due dates. Give members a voice in decision making.

Keep minutes of the meeting for future reference in case questions or problems arise.

Be a model by listening, showing interest, appreciation, and confidence in the members. Admit when a mistake has taken place.

Summarize agreements reached and end the meeting on a unifying or positive note. For example, have members volunteer thoughts of what they think are good or successful or recite the group's mission or creed.

Set a date and time for the next meeting.

After the meeting:

Distribute minutes within 24 hours. Quick action reinforces the importance of the meeting and reduces the possibility of error of memory.

Discuss problems from the meeting with officers and Advisors so improvements can be made.

Follow-up on delegation decisions. See that all members understand and carry out their responsibilities.

Give recognition and appreciation to excellent and timely progress.

Put unfinished business on the agenda for the next meeting.

Conduct a periodic evaluation of the meeting. Weak areas can be analyzed and improved for more productive meetings.