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Before the Meeting
- Make sure that you have a real reason for meeting
- Send out minutes of last meeting as soon as possible after
the meeting
- Send out a pre-meeting agenda item request form soliciting
input
- Send out confirmation of meeting site and timeframe
- Check with all officers and committee chairs for input on
agenda
- Determine agenda and assignments for the meeting
- Send out agenda and supporting reports and information
- Arrange meeting logistics: room, materials,
refreshments, equipment
- Determine if there are any problems that will probably arise
during the meeting, and devise a plan for how these will be addressed.
On the Meeting Day
- Arrive early and double-check all logistical arrangements
- Bring duplicate copies of materials for participants who did
not receive them or who left them at home; bring extra copies for visitors
- Start on time even if some members are not present
- Stay on time, if at all possible. If the timeframe
looks impossible to maintain, get group to consciously consider changing agenda to
maintain timeframe
- Follow the agenda, both in content and time allocation,
unless new information or an emergency warrants alteration
- Ensure that important decisions are recorded accurately
- Determine clearly who will be held responsible for what
delegated actions
- Set timeframe for reporting back on actions that are
delegated
- Strive to make decisions rather than deferring or avoiding
controversial items: if it is important, it won't go away; if it is not important, you
shouldn't waste any more time with it
- Strive for participation from all attendees
- Set time, date, and location of next meeting
After the Meeting
- Collect written reports given during the meeting
- Prepare minutes of meeting for distribution
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