Running Effective Meetings

Running an effective meeting takes preparation and practice. This resource outlines how to plan for and run an effective meeting.

Before the Meeting:

  • Identify a clear purpose and goal(s) for the meeting
  • Know the participants— level of understanding about the group, topic, etc.
  • Advertise meeting to members
  • Confirm location and gather supplies—food, flip chart, handouts, visual aids
  • Create an agenda
  • Send out any information members will need to familiarize themselves with before the meeting

Preparing an Agenda:

  • Use a consistent agenda format (see example)
  • Ask for input from other group offices and committee chairs
  • Include information about upcoming meetings

At the Meeting:

  • Arrive early to make sure equipment works and to get organized
  • Start (and end) on time
  • Stick to the agenda
  • Keep discussion moving but encourage group discussion
  • Recap any important decisions, assignments or deadlines before meeting adjourns

After the Meeting:

  • Prepare/Circulate minutes within 3 to 4 days for reinforcement
  • Follow-up with offices/committee chairs on delegated responsibilities
  • Prepare for the next meeting

Sample Agenda:

I. Call to Order

II. Approval of Minutes

III. Agenda Overview

IV. Special Guests

V. Officer Reports

VI. Committee Reports

VII. New Business

IX. Announcements

Sources:
“Tips and Tricks” University of Buffalo
“Getting the Most Out of Meetings” University of Maryland