How to Conduct an Effective Meeting for Volunteers

Designate a volunteer to document the minutes of the meeting for future reference.

Understanding how to conduct an effective meeting is essential to the successful operation of any business or organization. This does not exclude volunteer organizations. While conducting an effective meeting in the workplace can be difficult, it can be even more difficult to conduct an effective meeting for volunteers. In the workplace, people are required to attend and participate in meetings; while volunteers have the freedom to choose not to participate in meetings they do not feel are effective or important.

Instructions

1. Prepare a location for your meeting. Make sure the meeting area is large enough to comfortably accommodate all participating volunteers and that everyone will be provided a seat. Reserve the meeting area, if necessary, for the date you plan to use it. Announce to the volunteers when and where the meeting will be located. Provide enough advanced notice so everyone will have an opportunity to attend.

2. Prepare an agenda for the meeting to follow. Break down the topics to be discussed in outline format. Create notes for each topic. Designate speakers for topics as necessary. Print out copies of the agenda for every volunteer that will be attending the meeting.

3. Begin the meeting by introducing yourself to the volunteers. State your name, position and the purpose for conducting the meeting, if it is not already known to the participants. Clearly state the purpose or objective of the meeting. Hand out copies of the agenda so volunteers may understand topics that will be addressed.

4. Maintain control of the meeting. Make sure volunteers are on topic with their discussions. Strictly adhere to the meeting agenda, while fostering exploration for new ideas on the topic being discussed. Monitor the time to prevent the meeting from lasting longer than necessary. Recognize when it is time to end discussion on one topic and move on to the next.

5. Prepare to close the meeting at the conclusion of discussion on the final topic. Inform the volunteers on what actions will be taken next and when the next meeting will be scheduled. Explain to the volunteers that you understand their time is valuable and thank them for volunteering to participate.

Tips & Warnings

• Provide participants with rest breaks if the meeting will last for an extended period of time.

References

• Free Management Library: Guidelines to Conducting Effective meetings
• The Leader's Institute: Conducting Effective Business Meetings; Doug Staneart
• TennisNZ: How to Conduct a Meeting