In this video, we introduce the foundations on which good meetings are built.
This video is for anyone who’s ever questioned the value of meetings (maybe because those meetings haven’t been as productive as you’d like), and for those who want an understanding of meeting basics.
Here are some questions to ponder before we get started:
- Why do we have meetings?
- What types of meetings should we be holding?
- Do your meetings run too long?
It's at meetings where the management committee or members make decisions based on the best interests of the club.
And that’s what’s most important about meetings - they’re for making decisions, not just having discussions.
Having structure to your meetings means that everyone has an opportunity to express their points of view, that your club's decisions are made democratically, and that records of your decisions are kept.
Most clubs are incorporated associations with a constitution that sets the rules for the frequency and types of meetings.
There are different types of formal meetings you’ll need to hold.
These include:
- Management committee meetings
- Your Annual General Meeting, and
- Special General Meetings as needed
You may also hold:
- Subcommittee meetings or
- Member forums
Do you ever feel like your meetings run too long or that you never get anything achieved?
Here are some simple procedures to adopt before, during and after meetings to make them quicker and more productive.
The most important step in preparing for great meetings is to prepare a great agenda!
The secretary, usually in collaboration with the chairperson, will set the agenda, including any motions submitted by members.
It’s best if the agenda is circulated at least a couple of days before the meeting. And when you share the agenda, make sure to include all of the supporting documents and reports, to give everyone a chance to prepare.
Reading the agenda and supporting information before the meeting can save an hour or more during the meeting!
Because having a good agenda can make your meetings more productive, the agenda shouldn’t just list topics. It should give you a clear picture of what you intend to decide at the meeting.
These items should appear on the agenda as ‘motions’.
Anyone who wants to put a motion on the agenda should write it clearly and submit it to the secretary to include on the agenda.
These tips may seem simple, but you’d be surprised how often they’re missed, making meetings run over time.
Firstly, start the meeting on time, or as soon as you have a quorum.
A quorum is the minimum number of members you need at the meeting. You can check your constitution for the exact numbers.
Make sure you maintain a quorum for the whole time. If you lose quorum, you’ll have to adjourn the meeting.
While the meeting is running, concentrate on the business being discussed, not on your phone or computer.
Stick to the agenda and keep the meeting moving. If you need, try appointing a timekeeper to keep things on track.
Before you wrap up your meeting, set a date for the next meeting.
Meeting minutes are very important, because they’re the only record of what happens at a meeting. But this doesn’t mean that they need to be a complete transcript of everything that everyone said.
If you’re well prepared with a complete agenda, keeping minutes is easy!
Because your agenda already includes the wording of each motion, that is the decisions you intend to make, this can all be transferred straight into the minutes, meaning that most of the work is already done.
With a good agenda, all you’ll need to record at the meeting is the mover and seconder of each motion, any amendments to motions, whether each motion is carried or lost, and, most importantly, who is going to do what, by when, to put your decisions into action!
Finally, finish on time! With good preparation and a chairperson who can keep things on track, a well-run committee meeting should take no longer than an hour. Keep an eye on the time all through the meeting so you don’t have to rush the final items on the agenda. If everyone knows that your meetings will finish promptly, they’ll be more likely to stay engaged for future meetings.
After your meeting, the secretary should complete and distribute the minutes as quickly as possible.
Getting them out promptly means that everyone can get straight into implementing the actions and tasks assigned to them!
Great meetings lead to great decisions, which lead to great actions, great outcomes and great clubs!