How to Conduct a Non Profit Organization Meeting

How successful a non profit organization meeting will be depends largely on the person who is in charge of preparing for it. Effective planning makes all the difference for a productive and timely meeting.

Keep in mind that whether to discuss organization bylaws, non profit fund raising ideas, or to examine the organization structure of the non profit group, it's imperative to know what end result of the meeting is desired.

Because each non profit organization differs in mission, size, and scope of business practice; the following is a basic guide only.

Difficulty: Moderate

Instructions

1. Conduct a non profit organization meeting by first designating a secretary, if one hasn't been appointed already, to take meeting minutes. The minutes are important reference material that documents what was discussed, and decided upon, within the organization meeting.

2. Draw up the meeting's agenda. This will be a clearly stated document listing all the topics of discussion, items to vote on, the mission statement or purpose of achievement desired for the meeting, and any other pertinent business concerns needing to be addressed.

3. Contact, or have the secretary contact, individuals to be in attendance with the date, time, and place of the non profit organization meeting. Phone, email, or by postal service are typical ways to notify recipients; although email is by far the quickest way to make sure all individuals are contacted. Include a condensed business agenda to give everyone awareness of what the meeting will entail. Be sure to add notations to those who will need to speak, or provide information, at the upcoming meeting.

4. Begin the meeting on time. Late arrivals will need to catch up on anything they have missed later on. Because a non profit organization meeting tends to have a lot of material to cover, it's important to keep to a schedule.

5. To conduct an effective and productive meeting, stay on topic. Cover each item on the agenda as you come to it. Generally, there is an opening address by the meeting facilitator, followed by the secretary's minutes from the prior meeting. Unfinished business and new business take place next along with any voting that might need to be done.

6. Keep track of time and limit discussion if necessary. Cover all material noted on the meeting agenda and close the meeting as appropriate for your group.

[sonni57]

on 7/7/2009 Good article on having a non profit meeting it must be done.

[turtledove]

on 7/6/2009 I learned this in 4-H. :-) It keeps things from sliding into chaos. 5*

[cb4me]

on 7/4/2009 Very informative tips for non-profits!

[georgelarson]

on 7/4/2009 Sending out the agenda ahead of time is a great way to save time and help stay on topic. Good information. Thanks.

[ruf1950]

on 7/4/2009 Great tips on holding a meeting as a non profit organization. I agree that staying on topic and with the agenda is key, as is having everyone present and on time. 5*****