by Crusader

Want to get a project done, a goal accomplished, or activity started with your new crew? Grab your activists around because it's time to put your heads together. I've held meetings for over ten years with various groups and committees, and here is the way I've learned to get the job done.

I. Plan It
Being a leader requires a lot of planning. First, think of when and where you want to meet. It should be accessible to as many of your members as possible, and made to where it can take place the same time and place every meeting. Your school could have an empty classroom, an auditorium, or even a student lounge area. Outside is good-if the weather permits. Cafeterias can often be too noisy, unless it's after school hours.

Example: Meetings @ 4 in Snape's dungeon on Wednesdays. Bring Lysol, shampoo.

Tips

Make sure you have enough lighting. A dark room will be hard to focus in.

A smaller room is better than a bigger one. People will converse and hear each other better.

Be sure there are enough seats. Nobody wants to sit in someone else's lap. Well, almost nobody.

Do you need electrical outlets? Make sure there are enough--and that they work.

Make sure it's accessible to people with disabilities.

Check the sound. You don't want an echo--but you do want to be heard.

Keep the time to where most people can come. If most of your members are in band, don't schedule it during band practice.

Keep the purpose clear and stick to your topic.

Send out reminders if you can, by phone, e-mail, or word of mouth.

II. Write an Agenda
Be sure to do this in advance and stick to your purpose at hand. Organize it in a simple and clear format, and be sure to include the date, as well as an open topic at the end for anything you need to cover but forgot to add. Example:

Sea Turtle Savers Club Meeting

I. Icebreaker: Why Did the Turtle Cross the Road?
II. Budget Report from Treasurer
III. Old Business:
    A. Beach Cleanup
B. Finding Nemo Lunch
    C. Shell Shock Committee
IV. New Business
    A. Turtle Power Car Wash Fundraiser
i. Ideas for Promos?
ii. Volunteers for Shifts
    B. Seeing Green Awareness Event
V. Anything Else?
VI. Adjourned

Tips

Keep your agenda as brief as possible. The only things you really need are your topics and any dates you might have; the rest you can tell them at the meeting (and always encourage your members to take notes).

If you have a budget for it, it's a great idea to give your members a binder to keep their agendas and notes in as well.

III. Meet
Keep your meetings friendly, but keep them on track. Nobody likes to be stuck in a meeting forever! Keep members active and engaged by asking for opinions, calling on names, and moving on quickly.

Things to NOT do at Meetings
Lecture. Save issues with people for a private time; anyone lectured in front of a group will resent you.
Cut people off. They'll be reluctant to respond in the future. Exception: If somone is being abusive or disrespectful, it is the job of the Sergeant of Arms or another designated person to keep the peace. To be fair, you can also alternate this person at meetings.
Allow members to control other members. Everyone's opinion is important and members should be able to trust each other.
Put ideas down. Every idea deserves to be heard, and if it's not workable, then just say thanks for the offer.
Allow conversation to get off-topic. People will get bored and take you less seriously.

Copy your agenda so everyone can have a copy to take notes on. If possible, keep seating arrangements circular to allow the maximum conversation as possible. Start on time, and introduce everyone, doing an icebreaker if needed. Follow your agenda, keeping a clear flow with background information in your discussion.

If you are embarking on a project, discuss who is doing what and what needs to be done, and be sure everyone has a part in it. End on a positive note, and announce when the last meeting will be. Be sure to stick around to sign autographs for questions afterward.

Tips:

When closing, remind everyone of the next meeting.

Engage people as often as possible; get their ideas, thoughts, and encourage them to ask questions.

Make it fun! Add icebreakers, make the agenda fun with a cartoon or funny comments, hand out refreshments if you like, offer incentives for attending (such as, say, free dance tickets to the dance you are working on), etc. Be creative.

IV. After the Meeting
Be sure to get feedback and ideas for the next meeting when you personally connect with your members. Have a ton of members? Send them a survey or questionnaire, on paper or through email, for their feedback and ideas. You can make it optional to include their names if they are uncomfortable sharing.

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