PLANNING A COMMITTEE MEETING 

Millie Davis
Director of Affiliate and Member Services
National Council of Teachers of English

According to Sheila Birnback of G B Associates, Inc., in Rockville, Maryland, knowing how to plan and run a committee meeting is the volunteer skill most crucial to the success of both the volunteer and the organization.  Organizations are built on committee meetings and committee meetings that are unsuccessfully run have the potential of driving away not only the unsuccessful meeting organizer (most likely the chair) but also a fair number of the participants, particularly those new participants we're all seeking to involve.  The first thing all committee chairs must consider before planning a meeting is that committee members will all come to the meeting with different expectations unless you, as chair, give them specific directions on what to expect.  In addition, during the meeting, each participant will have different expectations for how the meeting should be conducted unless parameters for behavior and goals for the meeting are set.  Here are some forms and checklists for planning a successful committee meeting (these have been adapted with permission from forms created by Birnback for G B Associates, Inc.).

Preliminary Meeting Checklist
(for use by chair or person calling the meeting)

Is this meeting necessary? (  ) yes      (  ) no--proceed no further!

Purpose of meeting:

Goals/desired outcomes of meeting:

Attendees (including speakers, guests, etc.):

Time/Place:

Topics for Discussion:

Notified Attendees? (  ) yes     (  ) no--notify your attendees!

Minutes of last meeting sent to group members?    (  ) yes    (  ) no--send group members minutes of last meeting!

Room arrangements for meeting:  (  ) tables/chairs  (  ) name cards  (  ) a-v equipment
     
(  ) refreshments   (  )other____________________________

Handouts:

Create an Agenda:  See next form.

Name of Group:    

Title of meeting: 

Meeting Called by:

Type of meeting:   

Background Materials:   

Date:                           Starting Time:                     Ending Time:

Desired Outcomes:

Attendees:

Order of Agenda Items/Person(s) Responsible/ Process Time Allocated

Responsibilities of Group Members Before Each Meeting

1. Reread the minutes of the previous meeting as a check on whether you have completed all task assignments.
2. Review the agenda for the meeting and prepare accordingly.
3. Make necessary arrangements to avoitd being called out of the meeting by phone calls or visitors.
4. Plan so you can get to the meeting on time.
5. Be prepared with any materials or data you need to furnish the group tohelp them deal with your agenda items.

Responsibilities of Group Members During Each Meeting:

1. When you have an opinion or feeling, state it honestly and clearly--don't sit on feelings.
2. Stay on the agenda item being dealth with and help others stay on it.
3. When you don't understand what someone is saying, ask for clarification.
4. Participagte actively--when you have something to say, say it.
5. Assume responsibility for making process contributions, such as asking questions, keeping the group on the track, clarifying members' statements, summarizing, listening to others, getting the agenda set quickly, getting things on the "group memory."
6. Protect the rights of others to have their opinions or feelings heard--encourage silent members.
7. Listen attentively to others--clarify what others are saying when appropriate.
8. Try to think creatively about solutions that might resolve conflicts--try them out on the group.
9. Avoid communications that disrupt a group--humor, sarcasm, diversions, asides, jokes, digs.
10. Keep notes on things you agree to do after the meeting.
11. Keep asking yourself, "What, right now, would help this group move ahead and get this problem solved?  What can I do tohelp this group function more effectively?  What does the group need? How can I help?

Responsibilities of Group Members After Each Meeting