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