5 Steps to 5 Steps to Better Better

MeetingsMeetingsJanuary 2013

Introduction.

• The National Member Services Committee has developed a series of National Education Seminars to help our Lodges run more effectively.

• A number of sessions are available ranging from meeting management to public relations.

• Just contact the National office for more information (1-888-843-3557).

Topics of Discussion.

• Understanding the importance of preparing for a meeting.

• Understanding who should make up the agenda.

• Reasons why an agenda should be followed.

• Understanding how long a meeting should be and how using an agenda keeps meeting shorter.

• Why some members choose not to attend meetings.

Step 1 – Prepare.

• Prepare, Prepare, Prepare.

• The Exalted Ruler must prepare for each meeting.

• The ER and Secretary should review all correspondence prior to the meeting.

• The ER should review the minutes of the previous meeting.

Step 2 - Planning the Agenda.

• The ER is the Chairman of the meeting and is responsible for making up the agenda.

• The ER gathers agenda items from members, committees, minutes and correspondence.

• Copies of the agenda should be made available for those attending. Better yet they should be sent out before the meeting.

Step 3 - Double check.

• Make sure all resource material is available for the meeting.

• Make sure key people are there or replacements are arranged.

• Make sure committees are ready to report, (this includes the Lodge Executive).

Step 4 - Keep it on track.

• The agenda is like a menu in a restaurant. Without it, we would take forever to order.

• Agendas allow us to prepare for the meeting, keep the meeting on track and make for informed discussions/decisions.

• There is NO good reason to skip making an agenda!

Step 5 - Don’t run overtime.

• The ER should keep the meeting on track and everyone on the same subject.

• Be realistic in planning the number of agenda items. No sense placing 20 things on the agenda when you only have time for 10.

• Meetings should only be 1 to 1 1/2 hours. Keep them fun, not an endurance test.

Order of Business.Agenda.

• Opening• Role Call• Reception of Visitors• Approval of Minutes• Correspondence• Treasurer’s Report• Payment of Accounts• Other Reports• Membership Report• Ceremony of Initiation• Unfinished Business• New Business• Good of the Order• Statement of Receipts• Leadership Session• Attendance Report• Closing

Recap.

• Prepare for the meeting.

• Always make up an agenda.

• Make sure everything is ready.

• Keep things on track - follow the agenda.

• Don’t run overtime.

Putting it into Action.

• Start using an agenda.

• Use the Order of Business in the Ritual Book. Include details & highlights on items.

• Keep things on track. If you are the ER, follow the agenda.

• If you are a member stay on the subject being discussed.