Conducting Meetings

Though not necessary, most groups will find it necessary to have regular organization meetings in order to carry out the purpose.  Whether you meet weekly, bi-weekly, or monthly, it's important that your meetings run smoothly.  You don't want to waste your members' time and lose their confidence by having in-effective and disorganized meetings.

Tips for a good meeting

  • Be consistent: meet at a regular time and place to help your members get into a habit of attending the meetings - groups who schedule meetings as they come up usually have a lower turnout - keep a consistent day and time for your organization to reduce scheduling conflicts and give members plenty of advance notice
  • Be organized: use parliamentary procedure; create a meeting agenda and stick to it
  • Make it interactive: delegate announcements and reports to other members and officers for variety and to give others a reason to attend
  • Make it fun: provide food and/or drinks; do an ice breaker or other activity; educate members by bringing in a speaker

Parliamentary Procedure

Parliamentary Procedure can help meetings run quickly and smoothly.  Most organizations use Robert's Rules of Order to facilitate their meetings.  Robert's Rules of Order are designed to allow the majority to rule while protecting the rights of the minority while still allowing meetings to flow and the organization to accomplish what they need to accomplish.

Sample Agenda

I. Call to Order: The Chairperson says, “The meeting will please come to order.”

II. Roll Call: Members say “present” as their name is called by the Secretary.

III. Minutes: The Secretary reads a record of the last meeting.

IV. Officers’ Reports: Officers give a report to group when called on, usually limited to a time if necessary.

V. Committee Reports: First come reports from “standing” or permanent committees, then “ad hoc” or special committees.

VI. Special Reports: Important business previously designated for consideration at this meeting.

VII. Unfinished Business: Items left over from previous meetings.

VIII. New Business: Introduction of new topics.

IX. Announcements: Informing the assembly of other subjects and events.

X. Adjournment: The meeting ends by a vote, or by general consent.