+ How to Run an Effective Meeting Office of Student Activities & Involvement.

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Presentation transcript:

+ How to Run an Effective Meeting Office of Student Activities & Involvement

+ Meeting Basics No meeting should ever last longer than one hour. Only meet if there is a purpose Never start a meeting without knowing how it will end Send out an agenda prior to a meeting Begin meetings on time

+ Before the Meeting Define the purpose of the meeting. Develop an agenda with officers. Distribute the agenda, background materials, and lengthy documents prior to the meeting. Choose an appropriate meeting time. Use visual aids (write the agenda so that all can see).

+ Sample Agenda Call to order Reading and approval of minutes Reports of officers and standing committees New/Unfinished business Announcements Adjournment Officers should turn reports in ahead of time and not repeat something that is already in the agenda during the meeting.

+ During the Meeting Start on time. End on time. Review the agenda and set priorities for the meeting. Encourage group discussion to get all points of view. Keep conversation focused on the topic. Keep minutes for future reference in case a problem arises. Be a role model by listening and showing interest, appreciation and confidence in members. End meeting on a positive note. Set date, time, and place for next meeting.

+ After the Meeting Write up and distribute minutes within 24 hours. Discuss any problems during the meeting with officers; come up with ways to improve. Follow up on delegation decisions. Check to see that members understand and carry out responsibilities. Give recognition and appreciation to excellent and timely progress. Put unfinished business on the agenda for the next meeting. Conduct a periodic evaluation of the meeting.

+ Conclusion The size of an organization, the officer structure, and agenda can all affect which method is best for a group to conduct its meetings. Take the time to work with other organization officers and members to find out what works best for your group. Don’t be afraid to try different methods of running meetings. It may take experimentation to find the best one for your student organization.

+ Contact Information Office of Student Activities & Involvement 285 Warren Service Drive MSC 3501 Harrisonburg, VA (540)