student organization leader training: x-pert meeting by: lizzy wylly
TRANSCRIPT
Student Organization Leader Training:X-Pert MeetingBy: Lizzy Wylly
WELCOME!http://www.youtube.com/watch?v=6hKWM5Z1zds
Lizzy Wylly
Dustin LewisOffice Of Student Involvement
In the next 20 minutes we will be discussing and doing some activities about how to run an effective meeting!
Lets gets started!
PLANNING
Golden Rule
You MUST have a purpose for the meetingIf you do not have a purpose people feel as though they
are wasting their time
Time & locationGoals
Sample plan/agenda
How do you determine if your meeting has a purpose
?
PLANNING
PLANNINGCreating an Agenda
1. Begin with the club’s mission statement2. Think about what items need to be addressed3. Prioritize which goals need to be done in the near future?4. What steps do we need to take in order to get this done?5. Who can I put in charge of what?6. Am I forgetting anything important (ask club members)
PLANNING
Inform members within 2-7 days of the meeting, the sooner the better
Communication should reach members in a way that will be most effective for your club
Now that you have a set purpose and agenda, it’s time to inform the
members!
PLANNING
Make sure you include a detailed schedule of the meeting, and don’t forget to take into
account things that your club members would like to add to the agenda
BEFORE THE MEETINGCreate a checklist
Did all club members respond to the club meeting notification whether they will be able to attend or not?
Is the agenda finalized? Detailed note taking papers for all club members If there is a snack, make sure its set up and ready to go Be able to explain sheets you hand out to members and explain their importance Go over what you are going to say before the meeting
MEETING TIME
- Begin the meeting with a cheerful welcome, hello, and how are you?
- Its important to keep this welcome portion brief!- Be on time, and remember that you have an agenda
to stick to- EVERYONE should get: a copy of the agenda and
something to take notes with
MEETING TIMEAfter the welcome, lets get down to
business!This time should be relaxed enough so that members feel
free to discuss goals for the club, but not so much that you are no longer in control
Throughout the meeting, everyone should be taking notes not only for their benefit, but to assist any club
member who could not attend
MEETING TIME
-The Secretary should be taking notes throughout for future reference
-After each issue is discussed, the President should provide helpful feedback when necessary
ACTIONThis MAY or MAY NOT be necessary for
all clubs
Voting can be as simple as voting on a shirt color or planning an entire event and delegating jobs
If you need to vote: 1. State the question2. Vote3. Make note of the decision made
ACTION
Voting OptionsPaper voteHand vote
Auditory vote
Depends on what you are voting for which method you choose
Designating Jobs
Volunteer/Delegation
You might want to let club members volunteer for jobs first, but if they are shy/impartial you
may delegate...
• An event• Program• Future meeting
VOLUNTEERS• Make sure you inform club members that it IS ok to come talk
to you with any comments, questions and/or concerns.• Always provide up to date contact information (on your
meeting hand out/ boards of your meeting room)
THIS IS WHEN NOTE TAKING IS REALLY IMPORTANT!!!• It is important that each member is taking notes so that if one is not
present, another member can tell him/her the details of their job description
DELEGATIONWhen delegating jobs for a project, keep in mind
the STRENGTHS of each club member
Examples
“Jim” is good with people, so I gave him a job in which he is on the phone, ordering food, and getting people to come to the
“event”
“Sasha” is good with Photoshop, so she is going to be the one designing flyer ideas for the “event”.
CLOSING1. Remind club members about the purpose of the meeting
2. Overview what was discussed during the meeting
3. Remind people of their assigned jobs
4. Secretary or appointed officer should send out follow up emails to all club members reminding them of their
job, and when it is to be completed by• Emails may also include overview of meeting for the
members who were unable to be in attendance
CONTACT INFORMATIONLizzy Wylly
OSI Intern [email protected]
Dustin LewisAssociate Director, Student Involvement