Editor’s Note: This post is part of the Five Star Advisor Plan curriculum. Enroll today to find more helpful info like this!
Planning your next meeting doesn’t have to be stressful. Whether it’s with your officer team or your entire membership, conducting an effective meeting is all about respect.
Here are five tips for respecting your audience and overseeing an effective meeting.
1. Prepare in advance.
There is nothing worse than attending a meeting that is disorganized and ultimately seems to waste time. Starting on time will encourage late comers to arrive on time.
Prepare a realistic agenda that provides time for questions and answers. Send copies of the agenda ahead of the meeting, if possible, so members can be prepared for discussion. Be sure to have extra copies available at the meeting just in case.
2. Create an inclusive environment.
It’s always good to have attendees hear from more than one person. Divide the agenda items among your chapter officers for presentation. This is a great leadership experience for them. Mentor your chapter officers to make sure the voice of every attendee is heard, and that diversity is valued. You never know what hidden talent is sitting in your meeting!
3. Create a positive experience.
Here, experience is key! Yes, food is always good and provides time for socializing and getting to know each other. Creating an inviting atmosphere helps form the foundation for a positive experience. Introduce new members or include ice breakers and team-building exercises to help everyone feel at ease.
And, above all, help your students understand the impact of their language. A positive approach is always appreciated much more than a directive.
4. Use creative approaches to meetings.
Shake it up a bit and make sure meetings are not just about reporting what has happened and what needs to be done. Include relevant speakers, fun activities, training, and service projects, as well as duties and responsibilities that need to be accomplished. Have your members make suggestions for future meetings.
5. End the meeting on time.
Always end meetings on time and attempt to end on a positive note. Make sure someone has taken notes to summarize the meeting and capture any action items. Before adjourning, review action items and any follow-up that needs to happen before the next meeting. Finally, set the time for the next meeting.