Committee Meetings: Planning an Effective Meeting

When I was first asked to chair a volunteer organization committee in our town, I had no idea where to begin. In a small panic, I searched the internet for meeting planning tips. What I came up with was many good articles on business meetings. Most of these had good advice, but what I was really looking for was a little different from business meetings. These were to be meetings of volunteers. I could not assume attendance as you would in a workplace situation. Over time, I have collected some experience that might be helpful to others corralled (I mean honored) by a non-profit organization.

Meeting Place
The first thing you need to arrange is a meeting place. If you are lucky, the committee meetings will have a reliable meeting place already established. If not, you will have to arrange one. Start at least a few weeks before the committee meeting and make a list of possible places in your town. Try libraries, church basements, restaurants, legion halls, fire halls or you may even want to consider your home or a committee member's home. We have held meetings in most of these locations.

Restaurants-unless your group is large you are not likely to command a private room. While do-able there will be the distractions of other tables of diners and the food itself. An advantage of this type of venue is that you will probably get good attendance since most will consider this a fun location. Make sure you confirm reservations, you do not want to have your committee members show up and you have no tables.

Church Basements-These are usually great places that you can reserve for free. However, I have had to pass over many churches that do not have a handicap accessible meeting room.

Libraries-The library in our town is awesome. There are really nice meeting rooms that are free. Make sure you reserve well ahead.

Members Homes- If your group is small enough, this can work. Make sure you ask if the host or hostess needs chairs, snacks, pens, etc.

Date, Place and Time
Make sure all your members know the date, place and time of the meeting, then remind them a few days ahead. Email works if they read it. Otherwise make a calling list and get members to help make calls.

Meeting Agendas
First consult with your committee members for topics that they would like to discuss. Make a meeting agenda and include the topics for discussion, and who will lead the discussion. If there is to be a vote, note that on the meeting agenda and put a time limit for all topics. Make sure everyone has a copy of the agenda. If you email it, bring extra copies as some will forget to print and bring it.

Meeting Planning and Oversight
Everyone loves a meeting that gets over with early so stick to the meeting agenda. Committee members will go off topic, some will try to dominate the discussion and lots of times the discussion goes on far too long, don't be afraid to end discussion on a topic. If you have the opposite problem and no one has anything to say, call on someone. For example, "Don, what are your thoughts on the budget plan?"

Make Sure Everyone has a Chance to Speak
Most will consider the meeting planning to be a success if they have had a chance to participate.

Finally, end the meeting at the stated time. Thank everyone for coming. Make sure the room is left as you found it. Don't forget to thank the librarian, host, hostess or church pastor for allowing you to meet at their location, you may need to meet there again next month.

Source:
Personal Experience