Student Organization Leader Training: X-Pert Meeting By: Lizzy Wylly

WELCOME! Lizzy Wylly Dustin Lewis Office Of Student Involvement In the next 20 minutes we will be discussing and doing some activities about how to run an effective meeting! Lets gets started!

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

Time & location Goals Sample plan/agenda How do you determine if your meeting has a purpose ? 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)

PLANNING 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 Now that you have a set purpose and agenda, it’s time to inform the members!

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

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

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

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

MEETING TIME -The Secretary should be taking notes throughout for future reference -After each issue is discussed, the President should provide helpful feedback when necessary

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

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

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

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

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”.

CLOSING 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

CONTACT INFORMATION Lizzy Wylly OSI Intern Dustin Lewis Associate Director, Student Involvement