A well-planned, well-organized and well-run meeting will bring your members back and attract new members. A bad meeting will drive them away! Here's how to plan and hold a successful meeting:

First, determine the purpose of the meeting. What is the objective? If you don't have any idea of what you want to accomplish, you won't accomplish anything.

Next, prepare for the meeting. Set up a written agenda and notify those who will have a place on that action agenda. Determine the format of the meeting and send out notices of the date, time, place (and even purpose, if advisable) to your members. And prepare a checklist, to make sure all points are covered during the meeting.

Finally, conduct the meeting efficiently against the following checklist:

 

• Start conducting the meeting from the moment you enter the room. That's what brings you there and that's what brings the members there.

   

• Review your facilities checklist.

   

• Try to develop a warm and friendly atmosphere.

   

• Start the agenda at the appointed time.

   

• Recognize and introduce all your guests.

   

• After review for any additions or corrections, call for approval of your agenda.

   

• Follow the approved agenda faithfully.

   

• Keep reports and open discussion brief and germane to the subject.

   

• Follow accepted parliamentary procedure.

   

• Adjourn the meeting at a reasonable hour.