1. An Effective Meeting

2.  Gather and distribute information.  Make decisions.  Brainstorm.  Provide training.  Network/socialize.

3. Meetings…  …are unorganized.  …are too long.  “We have too many of them.”  …conflict with other events.  “I’m too busy.”  …are unproductive.

4.  No real purpose or agenda for the meeting.  No one knows about the meeting.  Organizers are not prepared.  The members are not engaged – checking phones, sidebar conversations.  Conflict between members.

5.  Determine the purpose of the meeting.  Create an agenda and distribute it beforehand.  Welcome your attendees as they arrive.  Have materials ready.  Start on time.

6.  Limit the number of items.  Allow for enough time to discuss each item.  Begin with a noncontroversial item to create a positive environment.  More important = beginning of the meeting.  Move committee reports to the end or have a consent agenda*. *Routine items that can be grouped together and passed in one motion.

7.  Begin on time.  Brief introductions (if members don’t already know each other)  Stick to the agenda – stay on task.  Take breaks but return on time.  Don’t allow sidebar discussions or hidden agendas.  Make sure the chair summarizes the discussion.

8.  “I move that…”  Needs a second – without one, the motion dies.  Chair repeats the motion. “Any discussion?”  After discussion, call for the vote – repeat the motion.  Motion either passes or does not pass.  Only one motion on the floor at a time.

9.  Do NOT need to include everything that was said and who said it.  Do NOT need to include who made a motion and who seconded.  DO need to include the motion.  DO include the outcome of the motion.  For close/controversial votes, include the numbers and names if desired.

10.  Create ground rules for all to follow.  Remind members of why they are there. Review the purpose, mission and vision of the organization.  Control your emotions – don’t get personal.  Call for a break and talk to people individually.  Resolve conflict before the end of the meeting.

11.  Finish the meeting on time*.  Review assignments/deadlines.  Set a date/time for next meeting.  Thank you for attending and participating.  Take a deep breath.  Well done! *Cannot stress this enough.

12. Thank you!