How to Organize Your Meetings

Often complaints from association members revolve around meetings: “The meetings are too long.” “The meetings go off-topic too much.” “The meetings don’t cover things that apply to me.” If you’re hearing such rumblings, it’s probably time to organize your association meetings. Members will appreciate the extra effort.

Take inventory. Look back at secretary notes from past meetings. Take inventory of all the things you have covered at meetings, including financial business items, educational sessions, elections, community events and more. Check with other groups in your area or outside of your area and ask them what they cover.

Eliminate the unnecessary. After you have an understanding of the items you have covered or want to include in your meetings, make a list of the items you actual need to cover. For example, there are probably some “news items” that you can email to members or share in an association newsletter, so you don’t have to bog down meetings with “extra” items.

Establish a timeframe for activities. Once you know what to include in meetings, determine a timeframe of how long each item should take. For example, video review of plays might take 45 minutes because it will be interactive and educational to members, while another agenda item may only take 10 minutes.

Move into a logical order. When you have estimated timeframes for each agenda item, arrange them in such a way that you will get the most out of your membership. Don’t put an agenda item that requires thought and interaction by members at the end of the agenda. If you do, members may not participate because they are getting tired or want to leave before the clock strikes midnight.

Follow an agenda. Taking the time to organize and prepare for your meetings won’t do any good if you don’t follow the agenda you set up. If your educational session is running long, cut down the number of plays you planned to show. Do what it takes to promptly move from one agenda item to the next. Hand out your agenda to members to be accountable. Even better, email it to members days before the meeting so that prep work can be done by members if needed.