MEETING MANAGEMENT

There are three types of meetings: data gathering, information sharing, and problem solving. You may find it helpful to decide what kind of meeting you are going to have before it starts, and plan accordingly.

PREPARATION

• Take a few minutes to yourself to collect your thoughts just before the meeting begins
• Set thetone by starting the meeting with a review of the agenda
• Schedule meetings well in advance to ensure attendance
• Have a printed agenda to keep the meeting on task- you wouldn't believe how much time is lost when you get off track
• Don't try to get everything into one meeting
• Be realistic and plan accordingly

MOTIVATION

• Learn names and use them. It's often useful to have brief introductions at the beginning of the first meeting.
• Get the members moving. Make a mental task physical- it may help members put more creative energy into the project.
• Have FUN!! If you aren't interested, no one else will be, either.
• Don't use your position to intimidate. It's easier to get things done through respect than through fear.
• Keep your goals in sight.

DELEGATION

• You can't do everything. Don't be afraid to delegate and don't be afraid to say "No".
• Delegation takes the burden off of you and makes others feel important. When delegating, you may want to say WHAT needs to be done and let others come up with HOW.

CONDUCTING THE MEETING

• Remember to get updates from committees and individual projects. (How is the project coming along? Do you need any help? Are there any new ideas?)
• Keep an open mind when new ideas come up. They may seem unrealistic, but remember that a "flying machine" once seemed impossible, too.
• Respect others' opinions.
• Nothing will work out EXACTLY the way you want it to, so be flexible.
• Use everyone's knowledge to work towards a common goal. It makes things easier when you don't have to do all the thinking.
• Always respect the people with whom you work. Don't interrupt unless they get off task, and then do so with tact.
• Don't alienate anyone by unintentionally offending them.
• When members get off track remind them of time constraints and the task at hand.
• Give everyone a chance to have input.
• Acknowledge questions or comments. You may find it helpful to have a speakers list if a lot of people want to talk, so that everyone knows s/he will have a chance to speak.
• Take time for questions toward the end of the meeting. If you don't know the answer, write the question down and have an answer by the next meeting.
• Try to end the meeting with some FUN whenever possible, even if it's just some time to socialize; it helps to keep people coming back.

Last Updated: 2/00 AJD/JWMH