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Effective Meeting Tips

  • Always start on time. Call the meeting to order at the scheduled start time and get right to the agenda.
  • Adjourn on time. If there is a scheduled adjournment time, stick to it. No one likes a meeting that drags on forever.
  • Keep oral reports brief. Ask officers and committee chairs to prepare written reports that they can duplicate and distribute as members arrive. Limit oral reports to any recommendations for action, the major reason(s) for the action, and questions and answers.
  • Stick to the agenda. The chair should remind speakers to limit their remarks to the subject under consideration.
  • Make use of unanimous consent. Instead of calling for a vote on a routine or noncontroversial motion, save time by declaring that unless there is an objection, the chair will consider the action taken.
  • Keep the business portion of the meetings brief. For regular meetings of the chapter membership, keep the business meeting to about 10-15 minutes followed by a guest speaker or presentation. Planning committee meetings and meetings of the executive officers will usually be longer.
  • Publicize meetings in advance. Advertise meetings by posting flyers, announcing in classes, email notices, posting on chapter website, including in student newspaper and personal invitation.

Sample Agenda

I. Call to order

II. Roll call (list those present)

III. Approval of minutes

IV. Adoption of agenda

V. Officer reports

VI. Committee reports

VII. Old business

VIII. New business

IX. Announcements

X. Adjournment

Note: An agenda listing committee reports, pending and special-ordered business should be compiled before the meeting and publicized widely, if possible.

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