Running an Effective Meeting
This was written as a guide to running an effective introductory
meeting or recruitment/information session. Many of these ideas are still
applicable to weekly or monthly organization meetings.
The Run-Down......
- Arrive about 30 minutes early
- Bring room request form so you can kick out people who claim your
room!
- Have a sign on the door explaining for whom and what the meeting is
as well as:
- Sign-in sheets
- Name tags
- FOOD!!
- Provide agenda or write on the board
- Entry MUSIC!
- Sit in a circle for optimal participation
- Make yourself part of that circle!
- If a circle is not possible (e.g. lecture hall) have everyone sit
in the front of the room
- Brief welcome and overview of the meeting
- Introduce others (e.g. presenters, other officers, etc)
- Ice breaker/energizer
- End with an open question and answer session
- Plan time to stay after for private questions
General tips...
- Vary the speaker as much as you can
- Attack and complete each task one at a time
- Refer to the handouts you use
- Provide organization website and your contact info
- Periodically stop for questions
- Bring in guest speakers
- Frequently get audience contributions to decisions and ideas
- Begin and end when you say you will
- Cater to audience needs
(e.g. You can present pure information and then allow those who are
interested to stay for a more involved meeting)
- Check calendar when scheduling meetings (e.g. sports events, holidays)
- Have a recorder to keep minutes and keep track of ideas
Facilitation tips...
- Have everyone help set expectations and goals
- Use butcher block paper & markers
- Be aware of group dynamics and encourage participation from all
- Keep people on track
- All ideas are of equal importance - treat them that way!
- Allow for creativity in ways of expression (e.g. Skits, art, music,
etc.)
- Break up into smaller groups and have each group present
- Utilize ideas brought up throughout the meeting (The recorder comes
in handy for remembering them all!)
- Summarize what was discussed during the meeting
- Follow up on ideas after the meeting
- Email!
These are just suggestions! Cater the meeting to
your needs and run as you see fit.
Copyright 2002 Office of Volunteer Programs.
Send comments to ovp@uiuc.edu
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