Meetings & Minutes

      QUICK TIPS


      DO YOU ENCOUNTER THESE CHALLENGES?

      A poll of professionals and managers resulted in 1,305 examples of problems encountered in meetings. Of these, 16 account for over 90% of all meeting problems. They are:

      • Getting off the subject
      • No goals or agenda
      • Disorganized
      • Ineffective leadership/lack of control
      • Wasted time
      • Ineffective decision-making
      • No pre-meeting orientation
      • Too lengthy
      • Poor/inadequate preparation
      • Inconclusive
      • Irrelevant information discussed
      • Starting late
      • Interruptions
      • Rambling, redundant discussion
      • Individuals dominate discussion
      • No published results or follow-up action

      From We’ve Got to Start Meeting Like This, Roger Mosvick and Robery Nelson, Scott Foresman & Co.

      Meetings have several functions. They give membes a chance to discuss and evaluate goals and objectives, keep updated on current events, provide a chance to communicate, keep the group cohesive, and allow the group to pool resources for decision-making. The following are some tips to help make your next meeting successful, productive, and

      FUN! BEFORE THE MEETING

      • Define the purpose of the meeting (If you can’t find a purpose, don’t have the meeting.)
      • Develop an agenda with officers and advisor(s)
      • Distribute the agenda, background material, and lengthy articles or documents
      • Set a time limit and do your best to stick to it
      • Select an appropriate, comfortable location
      • Use visual aids if they will help
      • Make sure all members are aware of the meeting time and place

      DURING THE MEETING

      • Greet members and make them feel welcome
      • Serve refreshments if possible
      • Start and end on time
      • Review the agenda and set priorities for he meeting
      • Stick to the agenda
      • Encourage group discussion to get all points of view
      • Keep conversation focused on the topic at hand
      • Encourage feedback
      • Keep minutes for future reference in case a question is raised
      • Be a role model by listening and showing interest, appreciation, and confidence in members
      • Summarize agreements reached and end the meeting on a positive note
      • Set the time, date and place for the next meeting

      AFTER THE MEETING

      • Transcribe the minutes and distribute them within 3-4 days
      • Discuss any problems during the meeting with officers and advisors
      • Follow up on delegation decisions
      • Give recognition for excellent and timely progress
      • Put unfinished business on the agenda for the next meeting
      • Periodically evaluate meetings and work toward improvement

      MINUTES

      All minutes should contain:

      • Time, date, and location of meeting
      • Type of meeting (officer, committee, general)
      • Members present/absent
      • time of call to order and by whom
      • Approval/amendments of previous minutes
      • Officer and committee reports
      • Unfinished business acted upon
      • New business acted upon (For all business: Include exact wording of new resolutions, etc., as well as vote counts)
      • Unfinished business
      • Action items and who is responsible for them
      • Advisor report
      • Announcements
      • Next meeting information
      • Time of adjournment
      • Name of secretary/recorder

      HINT: Many recorders simply take notes on the written agenda at each meeting. Once minutes are typed into the group’s preferred format, they should be submitted to the president and /or advisor for review. Minutes become the official record of group proceedings AFTER they are accepted by the membership (at the next meeting).

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