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- Define the purpose of the meeting.
- Why is the group meeting?
- What needs to be accomplished?
- Prepare an agenda.
- A written agenda helps members prepare for the meeting and guides them through the discussion.
- In writing an agenda, keep each item clear and specific.
- Attach background information when necessary.
- The following sample agenda can be used as a guideline:
Order of Business
- Call to Order
- Roll Call
- Announcements
- Officer Reports
- Committee Reports
- Old Business
- New Business
- "Remarks For The Good Of The Order"
- Adjournment
- Publicize the Meeting
- Inform all members of the time and place of the meeting. If possible notify them at least a week in advance.
- If possible, distribute the agenda in advance.
- Try and hold regular organization meetings on the same day, at the same time, and in the same location whenever possible.
- Conducting the Meeting
- Always start a meeting on time. Those who have a tendency to arrive late will soon get the message about when the meeting starts.
- Follow the agenda. Introduce agenda items with a brief background statement and let members know what action is needed.
- Get members involved in discussions, reports, and projects. To maintain enthusiasm, each member needs to be actively involved in some aspect of the organization.
- Clarify the issues. Ask questions of members if their ideas are not under-stood.
- Try to get input from a variety of members. Ask the quieter people for their thoughts and suggestions.
- Before moving to a different agenda item, summarize the results of the discussion, the action needed, and the name of the person responsible for any action. Record this information in the minutes.
- End the meeting on time and on a positive note. Announce the time and location of the next meeting.
- Follow Up
- Minutes should be distributed to each member or posted in a permanent, visible location.
- Make a special effort to contact officers and committee chairpersons between meetings. They need your support and interest if their committees are to be effective.
- Contact members between meetings to remind them of tasks needing comple-tion before the next meeting.
- If someone has volunteered to take on a task, be sure to show your appreciation by thanking her/him.
- Greet/welcome new and returning members at the door. Provide name tags for everyone.
- Prepare a sign-up list for names, addresses and phone
numbers.
- Be prepared to collect dues and issue membership cards if necessary for your group.
- Allow time for members to be introduced and get acquainted with one another. You may want to use an icebreaker or another organized activity.
- Provide an objective history of the organization.
- Briefly review the purpose of the organization.
- Explain the structure of the group:when you meet, committees, work groups., etc.
- Introduce officers and committee chairs. Explain the roles and responsibilities of each position.
- Review major accomplishments.
- Inform members of future goals and events.
Anyone needing special arrangements to accommodate a disability may contact the Office of Student Life, SAASB 2201, 893-4550
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