Running or chairing meetings requires more than simply getting everything done on time; it also requires a high level of interpersonal skills. When you preside over a meeting, you take on the duty for the well-being of the group and its members as a whole. Due to this, it is necessary to pay special attention to both the "group dynamics" and various other process factors. 1. Preparing for the Meeting Determine your clear goal, and the Effective Meeting Agenda will serve as a road map to guide you toward reaching that goal. When you plan with your group, it is a fantastic approach for developing new leaders and involving other people more fully in the activities of your group. Make an agenda with three or four people who are interested in the subject and work on it for no more than an hour. Make a list of the items on your To-Do List, as well as the amount of time you anticipate spending on each item. Make sure to include the information about anyone else who will be presenting a piece of the agenda as well, and make sure to send it out at least one week before the event. Before arriving, members of any group should be aware of the tasks they will be asked to complete. It is important to ensure that the agenda covers all of the necessary stops and does not include too many unnecessary detours if the agenda serves as a road map for you. Don't keep what will be discussed a secret; instead, make sure that everyone is aware of what will be discussed. You should also see our financial meeting minutes. 2. Getting the Meeting Started Members' time is valuable, and taking advantage of it is one of the most severe turn-offs there is. For example, if you are forced to begin late because there are only three people present when you are supposed to begin, you should at the very least express regret for being late. To get into the habit of starting on time, start early and often, even if there are just three people in the room. Once the news gets out, people will either show up on time or fail to show up altogether. If people are routinely late or do not show up at all for meetings, you may want to consider modifying the time of your meetings or the pattern of your meetings. For guests, meeting venues should be both comfortable and easily accessible from their homes or places of work. A convenient location and a room that is the suitable size for the number of persons in your party are essential considerations. If at all feasible, arrive early to set up and seek a venue where you can sit in a circle rather than in rows, such as an auditorium, to maximize your comfort. It may be necessary to arrange transportation or a volunteer "escort" service for elders or others who may find it difficult to travel to the meeting location on their own. Allow for informal interaction and socialization between participants before and after the meeting by scheduling time before and after the meeting. Because people joined your organization in the first place, they are far more likely to participate, and it is also where you will get volunteers. Remember that the "meeting after the meeting" is oftentimes the time when people grow more attached to the group—as well as the time when they acquire their finest ideas to present at the next meeting. You should also see our operations meeting minutes. 3. Taking Charge of the Meeting The process of doing introductions comprises both seeking everyone else's introductions and introducing yourself and your function. It is your obligation to introduce any special guest speakers who will be appearing at the meeting. Always remember how powerful icebreakers can be at bringing everyone's spirits up! During the first few minutes of a meeting, participants engage in a short exercise that helps them get to know one another while also digging out some important information in a fun or engaging way. A "Scavenger Hunt," for example, might be organized by your organization in which participants "scavenge" for information about one another's characters. You should also see our marketing meeting minutes. 4. Taking Action Following the Meeting Information on how the meeting went, what could have been improved, and so on and so forth will be sought after. At least once a month, you should make certain that everyone understands their obligations, arrange or confirm the date for the next meeting, and provide as many opportunities for employees to stay after the meeting in order to discuss their concerns (which is very important).