Is It Time to Give Your Agenda a Boost?
By Lawrence Tomei
“Where is everyone tonight?”
“Same agenda, same speaker, same topic — rules, rules and more rules. Can’t we talk about something different?”
“This meeting room has a big-screen television, video player, projector — and we’re still using the chalkboard to diagram plays. C’mon already, let’s use some technology.”
Many people view meetings as a form of slow torture, so it is not surprising that officials associations face the same challenges in attracting members to their meetings. Luckily, meetings are not the only thing we do. Neither are they our most important activities. With so many demands, there is a perception that meetings are a waste of our limited time; something that can be bypassed as soon as we check off the mandatory minimums. There are several tell-tale signs that your meetings might need the proverbial “shot in the arm.”
1. The people in the room are silent for the entire meeting.
2. Meetings are boring. There is no joy.
3. People don’t know each other well and are unresponsive or (worse) trivializing each other.
4. Someone raises a question that was asked and answered earlier in the meeting. Were they mentally away from their presentation or just not paying attention?
5. The presenter asks, “Do you agree?” or “Do you understand what we just covered?” and no one speaks up. And, the question comes up again later in the presentation or next week.
6. People do not feel an interpersonal connection as a chapter.
7. The number of attendees starts out high at the beginning of the season. By the middle to end of the season, there are hardly enough members there to make the meeting worthwhile.
8. You never receive an invitation to a meeting. You show up because it’s always the same place at the same time.
So, what do we do?
Poor attendance and lackluster participation can make associations feel like failures; the most successful groups recognize that getting members to meetings is vital. So here are some ideas for boosting the numbers at your next meeting.
Promote the meeting.
Get the word out in as many ways as possible: newsletters, email broadcasts, website announcements and personal phone calls. Be sure to explain why members would want to participate. How will they benefit? Why should they take time to attend?
Consider the place/time of your meetings.
There are several ways (e.g., surveys, polls, interviews) to discover what times best suit your members; variety is often appreciated. To accommodate its members’ schedules, one officials association holds meetings on different days: Monday this week and Thursday next time. While consistency allows members to set aside a particular evening for meetings, often other members who routinely miss meetings because they are locked into working certain nights can make another night. And just as Tuesday night may not necessarily be the best for meetings, neither is the school cafeteria the only place to conduct association training.
Conduct a professional meeting — and that means starting on time and ending when you say you will.
Arrive early enough to allow time for final preparations so you can begin promptly. If the meeting runs long, consider tabling remaining business until next time. If you are not experienced in leading a meeting, admit it and take action. Read a book about basic meeting management, apply tips from that article and others, and become familiar with the basics of Robert’s Rules of Order. Follow the agenda and leave some time for open discussion at the end of the meeting, noting the date and time for the next meeting.
Demonstrate that attendance is a responsibility, not a chore.
Some members respond to direct appeals from association leaders about the importance of their presence at meetings. Explain it this way: How can our younger members continue to mature as officials without input from the veterans like you who have so much to share? It is your responsibility to impart your wisdom gathered on the field or court to those who aspire to one day fill your shoes.
Introduce yourself and nurture new members or guests.
Don’t assume everyone knows everyone else! Start every meeting with a welcome message and introductions. Most meetings are small enough that attendees can introduce themselves; newcomers will appreciate it and feel less like outsiders. New members are often overwhelmed, bored or intimidated; it’s your job to figure out which. Treat your newest members as the future officials and association leaders that they are.
Incentives are a nice touch.
Any activity such as ours in which uniforms are required is extremely limited in what it can offer in the way of special incentives to attend meetings. One association budgets a meager amount to provide rewards for those at meetings. Coins (for the opening toss), socks, belts/buckles and whistles and, at the higher end, shoes, jackets, shirts, and other accoutrements make excellent inducements to attend meetings. At the end of the year, some associations have drawings as part of their election of officers with a $100 gift certificate going to an attending member.
Be sure to include funds for obtaining new training resources.
Organizations that underfund their meetings usually undervalue their content. Your association should have a budget for new training materials such as films and videos, updated handouts, guest speaker honorariums and the occasional book or pamphlet. Make sure that the venue is attractive and well-equipped; if necessary, spend a few dollars to locate the most agreeable location for your meetings.
Always remain alert for ways to add value to your meeting.
An association meeting that addresses rules can add training in mechanics. Too many films need to be offset with an articulate rules interpreter. The same speaker meeting after meeting can take an occasional backseat to an invited lecturer. Variety in your programming ensures members will enthusiastically anticipate and enjoy each meeting. And, member satisfaction increases attendance and membership.
Lawrence Tomei is the associate provost for academic affairs and a professor of education at Robert Morris University in Pittsburgh. He has been a member of the West Penn Football Officials Association since 1994. ∗
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