Part IV - Meeting Management

Be Organized

Start the meeting on time, end on time, and avoid meetings that last for more than one hour. Make sure you always meet at the same time and at the same place. Have a regular cycle (i.e. every Tuesday night at 9:00 PM) so that members will build that time into their schedules but never meet for the sake of meeting. Always have a clear and specific agenda.

All meetings should aim to follow a consistent structure. For example, start the meeting with an update of recent child health related news and end with an inspirational quotation. It is important to be flexible with the content of the meeting but a defined structure will make the meeting more effective and allow members to know what to expect. Prepare a signup sheet for everyone to sign in on and have someone keep the minutes during the meeting if important decisions or assignments are made.

Involve Everyone

Never let yourself or anyone else dominate the meeting. The group is about every member and participation will be key for people to develop ownership of the group. Encourage group discussion and make sure important issues and plans are adopted and agreed upon by the entire group. People will only work at what they feel they have personally planned and committed to.

When the group needs to make a decision, voting can be a quick and effective way of deciding issues. Allowing unlimited discussion can be extremely unproductive and a waste of time for those that may not care about the particular issue. Spend proportionally more time for more important decisions but always move on enough time has been spent. Have a quick vote so that people will see others’ views and only dwell on the issue more if the group is clearly divided.

Remember to Have Fun

SCCS is not just a social group but the meetings should be generally lighthearted. People should always look forward to attending the meeting not because they are committed to it but because they can look forward to fun and excitement. Don’t forget your sense of humor and always aim to have some food, drinks, or candy.

Ideas? Need help? Contact our National Organizer by e-mail here.

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