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How to Run
an Effective
Meeting
Office of Student Activities & Involvement
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Meeting Basics

No meeting should ever last longer than one hour.

Only meet if there is a purpose

Never start a meeting without knowing how it will end

Send out an agenda prior to a meeting

Begin meetings on time
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Before the Meeting

Define the purpose of the meeting.

Develop an agenda with officers.

Distribute the agenda, background materials, and lengthy
documents prior to the meeting.

Choose an appropriate meeting time.

Use visual aids (write the agenda so that all can see).
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Sample Agenda

Call to order

Reading and approval of minutes

Reports of officers and standing committees

New/Unfinished business

Announcements

Adjournment
Officers should turn reports in ahead of time and not repeat
something that is
already in the agenda during the meeting.
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During the Meeting

Start on time. End on time.

Review the agenda and set priorities for the meeting.

Encourage group discussion to get all points of view.

Keep conversation focused on the topic.

Keep minutes for future reference in case a problem arises.

Be a role model by listening and showing interest, appreciation
and confidence in members.

End meeting on a positive note.

Set date, time, and place for next meeting.
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After the Meeting

Write up and distribute minutes within 24 hours.

Discuss any problems during the meeting with officers; come
up with ways to improve.

Follow up on delegation decisions.

Check to see that members understand and carry out
responsibilities.

Give recognition and appreciation to excellent and timely
progress.

Put unfinished business on the agenda for the next meeting.

Conduct a periodic evaluation of the meeting.
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Conclusion

The size of an organization, the officer structure, and agenda
can all affect which method is best for a group to conduct its
meetings.

Take the time to work with other organization officers and
members to find out what works best for your group.

Don’t be afraid to try different methods of running meetings. It
may take experimentation to find the best one for your student
organization.
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Contact Information

Office of Student Activities & Involvement

285 Warren Service Drive
MSC 3501
Harrisonburg, VA 22807

(540) 568-8157

beinvolved@jmu.edu
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www.info.jmu.edu/osai