General Rules for Effective Meetings

Be prepared Encourage teamwork Be specific and concrete when addressing topics or delegating Maintain a positive, enthusiastic attitude Stay on one topic at a time End meetings with a laugh

Meeting Checklist
When Planning a Meeting:

It is important to create your agenda with your advisor and other

officers. When making an agenda ask yourself: -Is the meeting needed? -What kind of meeting is it? -Information giving -Information and opinion collecting -Decision making -Problem solving -Task accomplishment

Meeting Checklist
Let people know what will be discussed Select and reserve location Communicate to members the meeting time, date, and location in advance (at least 48 hours-minimum, check your constitution!) Indicate ending time in planning how long each task/item will take Invite all necessary participants, guests, facilitators Plan how you will run the meeting

Conducting the Meeting

Make sure purposes are clear Have the meetings objectives defined Individuals need to know why they are there and what their contribution should be
Make sure ground rules are clear: - Will the entire meeting be open discussion? - Part or all of Roberts Rules of Order - Other-be specific

Conducting the Meeting Continued

Be aware of whats going on-group dynamics Move group toward making decisions where appropriate After a decision is made, clarify who, what, where, and when needed action will be taken Also remember to share work during the meeting, so no one person is delegating the entire time

Making Meetings Fun

Although it is important meetings are effective, they should also be fun Brainstorm with members of your group and other group leaders on ways to improve your meetings and make them more enjoyable. Ideas for creating fun meetings include:
- Open each meeting with an inspirational quote or fun fact - Have food. Ask a different member at each meeting to bring a snack for the end of the meeting. - Use icebreakers and team builders

Team-Building
Why is team-building important? Team members are able to
work together to reach common goals, support each other in their endeavors, and can do more as a group than alone.

Team-Building Should Include:

-Set a vision (goal) for the future together; one that everyone can agree on -Encourage communication -Appreciate diversity -Generate a supportive environment -Be social -Establish ground rules Ideas for Team-Building: ropes courses, challenge courses, group activities, etc.