Taming Meetings
Question: Our meetings are out of control. They run late and accomplish little. What can we do?
Answer: One of the best ways to scare off new members, volunteers, or potential leaders is to hold meetings that drag on forever, have no clear direction, and are dominated by one or two people who think they have the answer to everything. Good meetings will increase attendance over time and help your organization attain its goals more effectively. Good meetings happen when:
- They start and end on time.
- Everyone participates.
- The decision-making process is clear.
- The group is oriented to finding solutions rather than taking and defending positions.
- Everyone knows what their commitment is after the meeting.
- People have fun!
But how do you make sure that all happens? Here are steps that will help:
Plan! Plan! Plan! Send an agenda to everyone who is invited to the meeting. Make sure the agenda clearly states why the meeting is being held, what time the meeting will begin and end, and the topics that will be discussed with a suggested timeframe. Adjustments can be made at the meeting if the group wishes. Send the agenda out at least two weeks in advance.
Don't forget logistics. Make sure the room you have chosen is large enough for everyone who will attend. Will someone need to get a key to open up? Is there adequate lighting and can chairs and tables be moved to meet the needs of your group? Consider providing refreshments and don't forget to include directions to the location when you send the agenda.
Make it happen. Start the meeting on time and review the goals and agenda, roles of everyone there, and the decision-making process. Ask everyone to introduce themselves and go over ground rules (or create them) for how people treat each other. Sequence activities and discussion so that the flow is from information, to interpretation, to decision. Clearly state what actions will be taken, who is responsible, and what their deadlines are. Summarize and end on time. Thank everyone for their participation!
When it's all over. Send meeting notes within two weeks of the meeting. Make sure all action items are completed and begin planning for the next meeting.
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