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

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