1. Quiz: How Are Your Meetings
Quiz: How Are Your Meetings? Check your habits and rate each of the following: Always=2, Sometimes=1, or Rarely/Never=0. 
I know why we are having each meeting and what the desired outcome is.
If a topic comes up during a meeting that isn’t on the agenda, we’re disciplined about deferring it until another time and moving back to the agenda topics (unless it’s truly important enough to displace other topics, in which case we make an explicit decision to dive into it).
Meetings have an agenda so that everyone knows what needs to be discussed.
If I need to review materials in order to be prepared for meetings, I receive them sufficiently in advance.
A group meeting is the best place for the conversations we have (as opposed to , one-on-one conversations, etc.).
When I am in meetings, I think, “This is the best use of my time right now.”
It’s clear who the facilitator/owner of each meeting is, and that person makes sure the conversation stays on track.
Meetings start and end on time.
The conversation stays focused and comments are relevant and to the point.
I leave meetings knowing what the relevant next steps are for me and for others.

2. 1 point for each Sometimes 0 points for each Rarely/Never
Scoring - Give yourself:
2 points for each Always 
1 point for each Sometimes 
0 points for each Rarely/Never

3. Running Effective Club Meetings

4. WELCOME! Shannon Hughes Dorothy Day Center for Faith and Justice
In the next 20 minutes we will be discussing
how to run an effective meeting!

5. 16-20 points: You rule. Your meetings are a model of good “meeting hygiene.” If you wanted to improve them further, look at where you answered “sometimes” or “rarely/never,” but you sound like you’re in good shape overall.
7-15 points: Room for improvement. Your meetings are doing some things right, but could use attendees’ time better and probably produce better outcomes. Take a look at where you answered “sometimes” or “rarely/never” for ideas of what to work on.
0-6 points: Uh oh. Your meetings need an intervention! Take a look at where you answered “sometimes” or “rarely/never” for a roadmap of what to work on. If that seems overwhelming, consider picking one meeting and trying just a few of these practices, and see if they get you better results.

6. You MUST have a purpose for the meeting
PLANNING
Golden Rule
You MUST have a purpose for the meeting
If you do not have a purpose people feel as though they are wasting their time

7. How do you determine if your meeting has a purpose
PLANNING
Time & location
Goals
Plan/Agenda
How do you determine if your meeting has a purpose ?

8. PLANNING Creating an Agenda 1. Begin with the club’s mission statement
2. Think about what items need to be addressed
3. Prioritize which goals need to be done in the near future?
4. What steps do we need to take in order to get this done?
5. Who can I put in charge of what?
6. Am I forgetting anything important (ask club members)

9. Inform members within 2-7 days of the meeting, the sooner the better
PLANNING
Now that you have a set purpose and agenda, it’s time to inform the members!
Inform members within 2-7 days of the meeting, the sooner the better
Communication should reach members in a way that will be most effective for your club

10. PLANNING
Make sure you include a detailed schedule of the meeting, and don’t forget to take into account things that your club members would like to add to the agenda

11. BEFORE THE MEETING Create a checklist
Did all club members respond to the club meeting notification whether they will be able to attend or not?
Is the agenda finalized?
Detailed note taking papers for all club members
If there is a snack, make sure its set up and ready to go
Be able to explain sheets you hand out to members and explain their importance
Go over what you are going to say before the meeting

12. MEETING TIME
Begin the meeting with a cheerful welcome, hello, and how are you?
Its important to keep this welcome portion brief!
Be on time, and remember that you have an agenda to stick to
EVERYONE should get: a copy of the agenda and something to take notes with

13. After the welcome, lets get down to business!
MEETING TIME
After the welcome, lets get down to business!
This time should be relaxed enough so that members feel free to discuss goals for the club, but not so much that you are no longer in control
Throughout the meeting, everyone should be taking notes not only for their benefit, but to assist any club member who could not attend

14. -The Secretary should be taking notes throughout for future reference
MEETING TIME
-There should be shared, clear expectations – will you start on time? Will technology be helpful or distracting? When is it ok to pack up?
-The Secretary should be taking notes throughout for future reference
-After each issue is discussed, the President should provide helpful feedback when necessary

15. This MAY or MAY NOT be necessary for all clubs
ACTION
This MAY or MAY NOT be necessary for all clubs
Voting can be as simple as voting on a shirt color or planning an entire event and delegating jobs
If you need to vote:
1. State the question
2. Vote
3. Make note of the decision made

16. Depends on what you are voting for which method you choose
ACTION
Voting Options
Paper vote
Hand vote
Auditory vote
Depends on what you are voting for which method you choose

17. Volunteer/Delegation
Designating Jobs
Volunteer/Delegation
You might want to let club members volunteer for jobs first, but if they are shy/impartial you may delegate...
An event
Program
Future meeting

18. THIS IS WHEN NOTE TAKING IS REALLY IMPORTANT!!!
VOLUNTEERS
Make sure you inform club members that it IS ok to come talk to you with any comments, questions and/or concerns.
Always provide up to date contact information (on your meeting hand out/ boards of your meeting room)
THIS IS WHEN NOTE TAKING IS REALLY IMPORTANT!!!
It is important that each member is taking notes so that if one is not present, another member can tell him/her the details of their job description
Once you have discussed and delegated a task, use repeat-backs to make sure all are on the same page and know their own responsibilities

19. DELEGATION
When delegating jobs for a project, keep in mind the STRENGTHS of each club member
Examples
“Jim” is good with people, so I gave him a job in which he is on the phone, ordering food, and getting people to come to the “event”
“Sasha” is good with Photoshop, so she is going to be the one designing flyer ideas for the “event”.

20. CLOSING 2. Overview what was discussed during the meeting
1. Remind club members about the purpose of the meeting
2. Overview what was discussed during the meeting
3. Remind people of their assigned jobs
4. Secretary or appointed officer should send out follow up s to all club members reminding them of their job, and when it is to be completed by
s may also include overview of meeting for the members who were unable to be in attendance

21. Dorothy Day Center for Faith and Justice
CONTACT INFORMATION
Shannon Hughes
Assistant Director,
Dorothy Day Center for Faith and Justice