Running an Effective Meeting

Meeting Preparation

Set clear goals: The goals of the meeting need to be clearly set out by the chair and agreed to by youth leadership/officers.

Draft and post an agenda: A clear agenda should be set for every meeting, then communicated to all members. Agenda items should be prioritized so that the most important issues are addressed first. The agenda should be posted in the meeting space prior to the meeting.

Set location and time for meetings: When possible, pass out a schedule of meetings and events to each member, as well as post the schedule in a public place. Schedule meetings at convenient times. Afternoon/after school meetings are easiest for students.

Have food at every meeting to attract those curious about your group. Food also creates positive energy during the meeting.

Publicize meetings: Place meeting reminders in the school newspaper, during the morning announcements or in any other forum that reaches the student body. Submit advertisements to local papers. Put flyers up at cafes, the post office, the tribal hall.

Meeting Flow Checklist

• Introductions are a must for both old and new members. Ice-breaker activities help bring the group closer together
• Reports: A brief update on activities, project milestones and completed action items should be provided. Share media stories, success stories, etc. to get new members interested!
• New Business is where the primary goals of the meeting are accomplished. Move steadily through the agenda items, being sure to adhere strictly to time limits, but be active listeners
• Create a Parking Lot for items that are important but not relevant to issue at hand. Identify a later time to discuss
• Be visual! Use a flip chart to put up the group's thoughts, remarks, action and other items
• Take Action: You are a group that does things, right? Spend 20 minutes creating posters for an upcoming event, writing letters to the editor/public official about your project, or recycling in your building
• Opportunities: Present BRIEF descriptions of opportunities for the chapter to volunteer, attend a training event, etc.
• Action Item Review helps the group to see if the goals set out at the beginning of the meeting were met. It also helps ensure the group is accountable to the actions they volunteered for in the meeting. Meetings are effective when goals are met, true actions are taken and follow-up items are accomplished.
• Open Time: Allow 15-20 minutes after the close of the meeting for people to network, eat, or sign up for volunteer opportunities. This sends the message that the group enjoys social/fun time!