In order to make effective decisions that will assist your non-profit organisation, it is vital that people are aware of how to best run a meeting. Here are 7 key steps that will assist this process:

Key Step #1 - Give Plenty of Notice to other Board/Committee Members

It is always a good idea to get as many of your Committee to the meeting as possible so that there is good debate about the motions or decisions that need to be made. Your constitution will state how much notice each person is needed to be given. Often it will say 'reasonable notice' or sometimes it will say at least seven days. It maybe useful to set the date of the next meeting at the end of the current meeting or to have your meetings on a set date and time each quarter/month/week/fortnight.

By giving adequate notice, not only will you be complying with your constitution but you will help avoid disputes about decisions being made without Committee Members who couldn't make it. They will also have had plenty of time to consider the issues so that the meeting doesn't go around in circles discussing things that pop up.

Key Step #2 - Distribute Meeting Papers and the Agenda at least a Week before the Meeting

Committee members will not be able to contribute effectively if they are given Board papers on the day or the day before. Most meetings will have a standard agenda which will contain things like Open and Welcome, Confirmation of the Previous Minutes, Treasurer's Report, Secretary's Report (Correspondence in and Out), General Business, Next Meeting and Close. If there is a good agenda that has been distributed in advance, Committee Members will be ready to better contribute to discussion and debate.

Key Step #3 - Keep Good Minutes

By keeping good minutes, motions discussed and decisions made will be accurately recorded. This will help avoid disputes at later dates as to what was actually decided. You may want to have a look at my other Ezine article "7 Key Steps to Keeping Minutes".

Key Step #4 - Appoint a President/Chair of the Meeting

Usually the President/Chairperson will start and oversee the meeting. If that person is not present, usually the constitution will state who will be the chair of the meeting or how to appoint the chair of the meeting (usually by vote of those present).

Key Step #5 - Have a Strong President/Chairperson

Whenever members are considering a Chairperson, they need to ensure that the person has strong qualities as this person will be responsible for ensuring meetings are run in an orderly and inclusive fashion. A good chairperson encourages input from all attendees and also steps in if discussions are getting too heated in a way that matters cannot be debated fairly or sensibly. If the meeting is not controlled in an orderly fashion, decisions will not be made equitably and there will be feelings of mistrust and anger towards dominant persons within the meeting.

Key Step #6 - Ensure a Quorum is Present

A quorum is the number of people required to be present in order for legal decisions to be made. It will be pointless to start the meeting if a quorum is not present. Should at any stage during the meeting, the quorum falls below the minimum number required, the meeting should be adjourned until a quorum is in place.

Key Step #7 - Don't let Discussions Drag On and Stick to the Agenda!

Whilst it is important to hear all points of view, the chair should ensure timeframes for the meeting are adhered to as far as possible. Once points are made during the debate, if someone in the meeting starts to ramble, the chair should politely remind that person that there are tight deadlines for all business to be discussed and move onto the next person/agenda item. The chair should also try and ensure that the agenda is followed in order as quite often people wish to discuss matters before they are due as they are influenced by emotion sometimes and can't wait for the item to be discussed. This will lead to a longer and less orderly meeting and people will start to dread attending them in future!