• Understanding the meeting's purpose...

Every meeting should have a purpose. Never call a meeting without one. A Meeting should be announced at least a week ahead of time with the purpose being addressed in the announcement. Some typical goals of a meeting are:

• Exchange of information
• Solve problems
• Make decisions
• Share concerns
• Explain issues

• Pool Their Knowledge...

Take in mind of the fact that different members have different views on certain topics. Be sure that no member is left without his or her opinion being spoken. Members should have an opportunity to:

• Express thoughts
• React to others' ideas
• Combine their skills to reach solutions

Why is My Participation Important?

• To benefit your organization...

Your input could make or break the organization. Make sure to participate in order to help to:

• Achieve the goals of the meeting
• Promote the group's objectives
• Improve teamwork and morale

• To benefit yourself...

As selfish as it may seem, you can actually benefit yourself by actively participating. Your communication skills will prosper as you become more free to express yourself in a meeting. By observing the skills of others, your leadership skills can increase, too.

Be Prepared!

Before the meeting, make sure to review the agenda if it is available. Don't be afraid to ask questions on business you may not be acquainted with. The more you know, the more active a participant you can be in the meeting. If the business concerns a motion that is announced prior to the meeting, research the effects and ideas of the motion. Understand that every member is there for a reason; find out your reason.

The presiding officer should work together with the advisor and the secretary to develop the agenda for the meeting. The agenda should address the specific needs of the council and nothing more. Do not clutter the agenda with useless information. Important dates should be included for any events such as dances, fundraisers, pep rallies, etc. The old business should be based on the minutes from the past meeting. If necessary, you may review the procedure of the meeting prior to the meeting date so that each officer knows how the meeting will flow and can plan accordingly.

Practice Good Meeting Manners!

A meeting can run more smoothly if each member helps by following a few simple rules:

• Arrive on time.
• Avoid unnecessary interuptions.
• Observe specified time constraints.
• Refrain from distractions.
• Stay until the end.

A good idea for your council might be to hold a retreat for meeting skills or design a skit using meeting skills ideas; there are many options for ensuring the success of your meetings!

All members should be well-versed with parliamentary procedure as described in the latest edition of Robert's Rules of Order.

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