Committee Meetings How To Run – Are you preparing to conduct an effective committee meeting? If so, you’ve probably been scouring the internet for tips and tricks. After all, chairing a committee meeting should not be taken lightly. It requires preparation, prestige and a degree of research. It’s a huge responsibility and you’ll want to make sure you’re prepared and ready to take it on with confidence.
In this article, we’ll define a committee meeting and give you 10 expert tips to help you run your next committee meeting like a pro.
Committee Meetings How To Run
A committee consists of a selected or named subgroup of people within an organization who voluntarily dedicate their time to organizing an event or working towards a common goal. The committee meeting is designed to bring this group of people together in a planned environment to develop a plan or work together until the final goal is reached. When the goal is achieved, the team will be disbanded.
Meeting Agenda Templates For Highly Productive Meetings
Depending on the goals, committee meetings can run in a way that mimics the meetings you are used to, such as project meetings or board meetings. Unlike more traditional business meetings, committee meetings may require adherence to a specific subset of rules or guidelines. These rules or guidelines may include the frequency of meetings, the need for advance notice, the obligation to vote, and the importance of documenting meeting minutes.
Sending the meeting agenda ahead of time allows attendees to show up better prepared and ready to discuss. Try using a collaboration tool like .
Ready to dive into the details of organizing a unique committee meeting that will impress the attendees with your skills? Read on for 10 expert tips.
Often a committee is appointed to work towards one common goal, meaning that each meeting is essential to get one step closer to achieving that goal. Perhaps a committee was formed to plan a mass event. This committee most likely consists of many stakeholders from different organizations. These meetings can be extremely difficult to organize, and planning becomes even more difficult if a clear goal is not set in advance. When you finally get these people from different organizations together, you’ll want to make sure you’re using your time effectively.
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It is almost impossible to hold an effective committee meeting without an agenda. Remember, no agenda, no attendance! Taking the time to create a thorough meeting agenda will ensure that all committee members know what to expect from the meeting. Not only will everyone be on the same page from the start, but everyone will also be able to stay on topic and move from one point to another in a clear direction. The meeting agenda will ensure that no important details are missed.
Once you’ve worked out your schedule for the day comes the hardest part! As the meeting chair or host, you are responsible for making sure everyone is on track and sticking to the plan. A great way to keep things running smoothly is to allocate a certain amount of time to each item in the program. When you notice you’re running out of time, rush the conversation respectfully. Don’t be afraid to rely on your time keeper for extra support! If needed, you can move the talkpoints to the parking lot and come back to them later.
Setting aside time for key updates during committee meetings is a key step to successfully running a meeting. This time block can be used to organize a roundtable with participants. Any stakeholder with a major update can give feedback and pass the microphone to the next member with a major update. Setting a 15-minute window at the beginning or end of each committee meeting will ensure there are no sidebars. Conversations are less likely to go off track if you proactively allocate enough time for everyone to share their updates.
Assigning roles in meetings is a great way to keep order in a committee meeting. When determining who should fill each role, start with volunteers. If you find that the same people always volunteer, it may be time to mix things up and pick someone who might be less willing to volunteer. When determining which roles to cast, start with the basics. You’ll want to make sure you have a conference chair, a notebook, and a timekeeper. Each of these roles is critical to organizing an effective committee meeting.
June 17, 2020 Special Joint Board & Committee(s) Meeting Agenda
Voting is a fundamental part of every committee meeting. Often these meetings consist of key stakeholders who make very important decisions together. The introduction of a voting process will ensure that everyone has the opportunity to share their opinion in a practical and effective way. It is important that everyone has the opportunity to vote in a way that makes them feel comfortable and willing to share their honest opinion.
Rules of order help organizations — or in this case, meeting participants — adopt a democratic, fair approach to meetings. Ultimately, adhering to these principles ensures the integrity of each committee member, allowing everyone to have an equal say in every conversation.
Providing committee members with accurate information about when each meeting will take place is a fundamental part of running committee meetings. Often these rules can be lenient and will refer to “reasonable notice”, but you can be more specific and set a time frame before each appointment to provide advance notice. It is customary to choose meeting dates at the beginning of each year or season and adjust them as needed. These meeting times are frequent and occur regularly. For example, scheduling these meetings on the first Wednesday of each month will help members prepare in advance.
Fair notice reduces the risk of disputes as all members have an equal opportunity to participate and vote on key decisions. Members will also have sufficient time to consider issues or issues to be discussed prior to each meeting.
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This is where your notebook will come in handy. Taking detailed notes or minutes of meetings is critical as points, topics, discussions or decisions that arise during a committee meeting will most likely be recalled at a later date. Taking detailed notes is also crucial if all members cannot be present. These notes or minutes can be distributed at the end of the meeting to members who were unable to attend, as well as to members who were present, so that everyone is clear on key points for discussion and main points of action.
As chairman, you’ll want to make sure the person taking the notes is aware of what needs to be considered. Be sure to consider all points, decisions, conclusions, actions and elements of the parking lot.
Like any big meeting, committee meetings should end with the next steps. It is imperative that each committee meeting brings the group closer to a common goal, and this cannot be done without defining the committee’s next steps. If there are issues raised during the meeting that require action, make sure you take the time to assign a stakeholder to these next steps and clearly define how everyone will move forward. At the next committee meeting, remember to follow up and make sure everyone has done their part.
Meeting notes inform members who were unable to attend and remind those present of key points, actions, or next steps. Ultimately, distributing meeting notes after the meeting is over is a great way to make sure everyone on the meeting committee is on the same page. This way everyone will be up to date and aware of what needs to be done before the next meeting.
Tips On How To Lead Productive Team Meetings
With tools like , you can keep all your meeting materials in one place – including meeting agenda and notes. The best part about using this tool is that you can send your agenda and notes with just one click. If you choose to email the meeting notes, the names of all committee members will be pre-populated and you can add or remove recipients from the list before sending.
Running an effective committee meeting can seem overwhelming, but it’s basically like running any other meeting. All you need to do is show up prepared with your agenda, take accurate meeting notes, show respect, and prioritize honesty. If you keep these tips, tricks, and insights in mind, your next committee meeting is sure to run smoothly.
Hannah is an experienced content creator and digital strategist with a proven track record of working with start-ups, small business owners, and large organizations. Currently, Hannah is the founder of Flamingo Social, where she strives to create effective organic content marketing strategies that help founders tell inspiring stories. Summary. Why can a single meeting be a waste of time, an annoyance or a hindrance to the organization’s goals? The answer lies in the fact, says the author, that “all sorts of intersecting human currents can throw a discussion off course, and psychological and technical errors on the part of the chairman can frustrate its goals.” This article provides tips on how to fix the situation
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