Prepare for the meeting

• Work with an advisor or other members to make sure everything that needs to be on the agenda is there (If your group has subcommittees, make sure to include reports from each subcommittee so everyone is updated on what is going on.)
• Decide the location of the meeting

• Communicate meeting locations, times, and changes

• Meetings should last between an hour and 90 minutes (after 90 minutes members usually lose interest)

   

Logistics

• Make sure you have a comfortable and convenient meeting space with plenty of comfortable chairs, good acoustics (so everyone can hear), and a comfortable temperature
• Make nametags, and arrive early to set up
• Place directional signs around the building to make sure people can find the meeting place
• Arrange in advance for any A-V equipment, charts, markers, or any other special things you will need for the meeting
• When appropriate, offer food and drinks
• Send out a meeting announcement with plenty of advance notice. If necessary, send the agenda and directions  

Leading an effective meeting

• Ice Breakers are great things to use early in the year when everyone does not know each other.  Too many ice breakers at every meeting can get monotonous and boring.  So instead of ice breakers all the time try telling jokes, or going around the room and have each person give a personal update on their lives.
• Always encourage group participation and acknowledge each comment (don’t let anyone including yourself, dominate discussion)
• During discussions, as a leader, you are responsible stay focused and that you do not spend too much time on one topic (you can always come back to a controversial topic at the end of the meeting).
• A possible conflict of interest could arise in any situation so develop a procedure of what to do (remember that everyone sees things differently and no one person can see it all)
• Make sure everything gets done that was on the agenda

Follow-ups

• Communicate group decisions and remind people of what they agreed to do.
• Plan the next meeting
• Send out minutes