Effective Meetings  

If you're like most campus leaders, your daily schedules is crammed so full of meetings, classes, and work that you rarely have the luxury of an hour to just sit down and plan. However, being well prepared will give you the edge in conducting effective meetings for your group. The following are tips to make your meetings more productive.

Before the meeting:

1. Meetings should be scheduled regularly, same day, time and place, if possible. Cancel unnecessary meetings.
2. Identify the purposes of the meeting.
3. Develop the agenda to meet the purposes of the meeting.
4. Inform and prepare members for the meeting.
   • Send an agenda before the meeting
   • Send any assignments or special expectations for the meeting

During the meeting:

1. Begin the meeting on time whether everyone is there or not (don't penalize those arriving on time and reward latecomers by waiting for them). Don't repeat everything that has been said before the latecomer came in, ask them to stay after the meeting to discuss what had been said.
2. Welcome and introduce any guests.
3. Announce or establish time limits for potentially lengthy agenda items (apportion time in accordance to importance of items).
4. Start with and stick to the agenda; do not let people drift off onto other subjects, or tangents.
5. Clarify assignments, giving specific information about expectations and deadlines.
6. Ensure that everyone participates in the meeting.
   • Ask open-ended questions to gain as much input as possible.
   • When questions are asked of you, turn them back to the group before you answer.
7. It is up to the leader to highlight or clarify all important background information before discussions, and to be sure that pros and cons of all issues are considered.
8. Before decision-making takes place, you should make a summary including the motion and the rationale. Let the group know what the outcome will mean.
9. It is important to try to make the meetings more FUN!  Use brainstorming, group activities, etc.
10. Be enthusiastic!

After the meeting

1. Evaluate the meeting to see if the goals of the meeting were reached.
2. Distribute the minutes as soon as possible.
3. Follow up with individuals responsible for specific tasks, at a reasonable time in advance of the deadline. Do they have the necessary information and skills to complete the task?