Before the Meeting
- Choose a time and location that will be convenient for everyone involved. Make sure all individuals know the time and location.
- Publicize the event widely. Put up signs on local bulletin boards, especially places potential members are likely to go. Send press releases about the meeting to local media; include the name of a contact person. Encourage word-of-mouth promotion.
- Be well prepared. Do your homework on the issues to be discussed. Clearly define the goals of the meeting.
- Choose a facilitator and note taker in advance. (Groups that meet regularly may consider rotating the facilitator to give more people a chance to develop facilitating skills.)
- Prepare a written agenda and distribute it ahead of time if possible. For informational meetings (to determine whether there is interest in the co-op), prepare a handout with the names and phone numbers of the core group.
Sample basic agenda
Introductions and agenda review
Background and reports
Discussion and decisions
Set the next meeting date/time
Adjourn
- Assign times for each agenda item. Make sure the meeting’s goals are realistic for the time allotted. In general, it’s best to limit meetings to two hours.
At the Meeting
- Make sure the meeting is friendly and welcoming. Serve refreshments. Meet in a pleasant place. At community meetings, have someone greet people as they show up and ask them to sign in.
- Start the meeting on time. Review the purpose and goals of the meeting. Have all participants introduce themselves to the group.
- Arrange for someone to take minutes. The minutes should clearly record when and where the meeting took place, what the group discussed and decided, and what issues were considered in making decisions.
- Post the agenda or hand out copies to everyone. Review the whole agenda, explaining items as needed. Ask for additions to the agenda and then ask for approval. Set the ending time for the meeting, if it is not already fixed.
- Choose a skilled facilitator who can ensure that your meeting will be effective, productive, and inclusive. End the meeting on time.