Page 35 - Student Organizations Manual

4.
Supplies—butcher paper, markers, notepads?
5.
Schedules—Will the school require schedule modifications to accommodate stu-
dent movement to and from the event if you’re holding the event on campus dur-
ing the school day?
6.
Safety—Is the meeting site physically safe? Must you address any security mat-
ters, particularly for after-school or evening meetings?
7.
Supervision—Who is ultimately responsible for supervising the group? Is addi-
tional building supervision necessary? To whom does the meeting supervisor need
to report?
Time. The meeting length depends on the purpose, agenda, and time available. Plan
your agenda so that everything that needs to be accomplished can be accomplished
within the time allowed.
Agenda. One of the most important elements of a successful meeting is a well-
planned agenda. An agenda is a written outline of plans for the meeting, developed
with officers and members that lists the order in which items are addressed during
the meeting. The agenda should be flexible so if necessary, members can agree to
modify the order of business or the items discussed. The typical meeting agenda in-
cludes the following in order:
Call to order
Roll call
Reading and approving minutes from the last meeting
Reports of officers, starting with the treasurer
Reports of committees: standing and special
Unfinished business
New business
Announcements and reminders
Program, feature presentation, speaker
Adjournment
The agenda should focus on the needs of students and outline student leaders’ re-
sponsibilities for managing the meeting.
Evaluation.
After the meeting, take time to evaluate its success. What constitutes
success for your meeting? Did the meeting support your group goals? Did the partici-
pants, location, or time influence its success or lack of success?What might have
made the meeting more successful?
TIPS FOR REGULARMEETNGS
Many groups meet once a week. These quick tips can help ensure that these regular
meetings are productive.
1.
Establish a regular, consistent meeting location. Find the best room possible for
your meetings. A quiet, well-ventilated roomwith good lighting in a central loca-
tion is ideal.
2.
Stock the roomwith appropriate materials such as office supplies, butcher paper,
pencils, staplers, a calendar, computer, telephone, tape, and markers. Restock as
necessary so you aren’t left without necessary materials for any meeting.
3.
Know how to set up a microphone if you are planning to use one.
4.
Appoint someone to be responsible for the room and its equipment.
5.
Keep a resource folder that includes faculty names, home phone numbers of
group members, speakers, suppliers, school business partners, and more.
WHODOESWHAT? PARTICIPANTS’ RESPONSIBILITIES
When planning a meeting, be sure each participant understands his or her responsi-
bilities. With everyone working together, the meeting will be more productive. Go over
these responsibilities with the executive committee:
OFFICERS
Know group goals
Serve those they represent
Work constantly
Provide leadership
Plan the meeting
Share!
Before theMeeting:
Choose meeting goals
Determine the kind of meeting to hold
Plan the agenda and distribute copies
Check the meeting place for chairs and working equipment
Arrive on time
Be ready to help.
During theMeeting:
Help to get started on time
Follow the agenda
Help with the discussion
Know the proper procedure to get things done
Encourage members, giving each a chance to participate
Make positive suggestions
Listen to each person
Help summarize progress and keep the meeting on track
Use the last fewminutes to summarize and highlight important decisions.
After theMeeting:
Put the room back in order
Evaluate the meeting
List accomplishments
Take on jobs to do
Check the minutes and reports
Send the minutes out
List items to do
Check committee work and reports
Follow up on recommendations and action
Prepare the next agenda
Do the work
Investigate and report on items of interest
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