How? Dynamic Meeting Preparation & Delivery
Some people look forward to meetings; others dread them. Preparing for the meeting well makes it more enjoyable for meeting-goers, and good facilitation increases engagement and productivity.
Create an agenda
Your agenda should be as interesting and engaging as you want the meeting itself to be. This may include images, perhaps even from a recent organization event!
Make the agenda clear and concise.
For those agendas that will be sent out ahead of the meeting and for remote meetings, hyperlink as much as relevantly possible.
If the meeting is remote, be sure to add the login info to the top of the agenda so meeting-goers have it more than one place.
Save and send the agenda as a pdf. This cuts down on formatting errors in sending, hyperlinks still work, and pdfs can be opened on a number of devices- tablets, phones, and computers, Android and Apple alike.
Consider Using Google Drive
Simple, organized location for all sorts of file types.
Ability to alter an existing document without having to send everyone involved the upgraded file each time an edit is made.
Easy for all with access to the Drive, and permissions for editing and sharing are simple to navigate.
Email materials, including agenda, minutes from the previous meeting, and any supplemental materials (such as a budget for review or a newly created resource) about a week before the meeting.
Items to Include in Your Messaging
This email should also include meeting details, such as location and room number or login info if the meeting is remote.
You may also choose to ask attendees if they plan on attending.
Use bold and color within the email to draw attention to the most important pieces. Exercise caution here though- keep it consistent and professional.
Pro-tip: Put the meeting date and time in the subject line of the email for an easy reminder.
Also consider adding contact info for those having trouble logging on to the remote meeting.
Remind of the Meeting
If your meeting-goers are game, consider the use of reminder text (check out EZtexting and Remind.)
Resend the email with all of the meeting materials the day-of the meeting. This not only reminds people of the meeting but brings the meeting materials and information to the top of their inboxes.
Meeting Facilitation
Be prepared and know your agenda inside and out.
Consider using an icebreaker- yes, even if it's a teleconference meeting! This can be as simple as asking a thought-provoking or otherwise interesting question during group introductions or as complex as using a full-fledged energizer.
Ask people to keep a running list of questions that may occur to them during the meeting that don't necessarily relate to the current topic. This keeps the rest of the meeting on-topic and allows meeting-goers to not forget important thoughts for later.
Facilitate, don't dictate. Ask open-ended questions to spark discussion rather than talking at others for an hour.
Don't spend too much time on one topic. If you feel people losing interest, take a break (if you still need to discuss) with an energizer or table it for later when your meeting-goers have had a chance to recharge.
Close with future expectations. This may be a reminder of the next meeting your committee has or the deliverables various board members promised for next week. Following up with a post-meeting email is also helpful.
Brea Reimer-Baum is a former Graduate Assistant to Youth Philanthropy Connect. She began her adventure into philanthropy in high school when she joined a youth grantmaking organization, which complemented her love of volunteering. She earned her Purdue B.A. in biology from IUPUI and is currently in her final year of Master's work at the Lilly Family School of Philanthropy. You can read more about her journey here.
