10 Commandments for Effective Meetings

I.

Thou shalt take meetings seriously.

Too many members dont and they show up late, leave early, forget to silence their cell phones, doodle and
dont pay attention or conduct side conversations with a neighbor. Set your expectations as a group
conduct, procedures and professionalism. Be sure to discuss what is not acceptable.

II.

Thou shalt always know what time it is.

Everyones time is valuable. Give a starting and an ending point to each meeting. That allows your
members to focus on the meeting instead of wondering if they will make it out in time for their next
activity. It is important that you, as the leader, end at the stated time. By doing this, you keep your
meeting focused, effective and productive.

III. Thou shalt not forget the main reason for meeting.
There are three main reasons to hold a meeting communication, administration and decision-making. If
you are calling a meeting for any other purpose, look for an alternative that may save time.

IV. Thou shalt remember the golden rule of meetings.

Criticize in private and praise in public. Criticism is very destructive and can bring a meeting to a halt. It
takes away the focus of the meeting. However, praise is best given in a public setting such as your
meetings. Create a section on your agenda to recognize the good work of your members.

V.

Thou shalt not convene meetings at unreasonable hours.

Late-night meetings are not very effective. Members are tired, thinking about finishing homework or what
reality television show they are missing. Schedule meetings at a reasonable hour during the day or at least
in the early evening so you keep you members focus.

VI. Thou shalt always have an agenda.

An agenda lets your members know what to expect, how long the meeting will be, provides an order to the
meeting and spreads responsibility among the group. Your agendas dont always have to be boring, either.
Liven agendas up with quotes, cartoons, jokes, or even a trivia question.

VII. Thou shalt keep personal and business separate.

Meetings are a great way to bring your group together every week. But once the meeting begins, it should
be about business. Get the work done first, play second. This applies to socializing, but it also applies to
relationships, to disagreements and to personalities. To quote Michael Corleone, Its not personal, Sonny.
Its strictly business. (Internet Movie Database)

VIII. Thou shalt distribute minutes within a reasonable timeframe following the meeting.
Minutes are a tool that can provide a summary of actions, decisions and assignments. Minutes provide a
historical perspective on past actions that set precedent for future decisions.

IX. Thou shalt not convene the whole group if a matter can be resolved by a few.
Sometime it isnt necessary to pull the whole group together to resolve an issue. Focus on the people who
need to be there. The others will appreciate your sensitivity to their time. If you use this method, however,
remember to update the rest of the members through e-mail or at the next full meeting.

X.

Thou shalt eliminate the meeting when there is not the need.
If there is nothing to meet about, dont hold the meeting. If you just want to get people together, plan a
social activity. If your meetings began around an issue and the issue is resolved, it is okay to no longer
meet.
Adapted from PaperClip Communications, Carter McNamara, and www.naca.org Campus Activities
Programming (2007)

Meeting Management
To Conduct an Effective Meeting, You Should:
Develop an Agenda
o What is the overall outcome that you
want from the meeting?
o Dont over-program meetings.
Plan the Meeting
o Choose an appropriate meeting time.
o Choose a location suitable to your
group size.
o Set a day/time and stick to it.
o Have a neutral facilitator attend
sensitive meetings.
Appropriately Open and Close the Meeting
o Start on time.
o Welcome and thank attendees for their
time.
o Try to end meetings on a positive note.
Establish Ground Rules for Meetings
o Participate, get focused, maintain
momentum and reach closure.
Evaluate the Meeting
o 5-10 minutes after the meeting should
involve an evaluation.
Write Up and Distribute Minutes
o Quick action reinforces importance of
meeting and reduces error of memory.
Follow-Up on Delegation Decisions

Meeting Facilitators Should

State the purpose of the meeting
Treat all members with respect
Call participants by name
Model the behavior they want from
participants
Support and encourage participation
Ask open-ended questions
Keep track of time

Agendas and Minutes Should Include:

Meeting Title
Day/Time
Location of Meeting
I.
Attendance
II.
Approval of Minutes
III.
Officer Reports
IV.
Advisor Report
V.
Program Report
VI.
Old Business
VII.
New Business
VIII. Adjournment

Meeting Participants Should

Arrive 5-10 minutes early
Actively participate
Come prepared
Show respect to facilitator and peer
participants
Respond to controversy with civility
Have a clear mind and focus
Be clear about what is expected before
leaving