How to create committee agendas that result in more productive meetings
When a task is too big to complete on your own or with a partner, it's time to form a committee. Bringing various skillsets together in a committee improves the odds of successfully finishing a big project, but there is a flip side to working as a group. If your committee doesn't communicate effectively, it'll waste valuable time and effort. That's why meetings are so critical.
Committee meetings are useful for identifying the group's most important goals, promoting discussion among members, and reaching decisions together. In order to achieve these benefits, consider using meeting software to complete the three stages of committee meetings.
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A committee meeting is meant to promote clear efficient communication, and your commitment to communication remains key to preparing for the meeting. Start by defining a goal for the meeting. Communicate that goal to committee members and work with them to adjust the goal as needed. Set the meeting date well in advance, using the conflict resolution feature of your meeting software to choose a date when everyone's available.
Your software can also help you create a meeting agenda, assign pre-meeting tasks, and share the plan with attendees. You can then adjust the agenda based on feedback from the committee and manage tasks within the software.
Use meeting software to effectively plan your next committee meeting!
Your main role within the meeting is facilitator. Keep the committee moving through the agenda you've set together. Ensure that important meeting minutes are being recorded in your software. With features like a attachments, hyperlinking, and a drop-down menu of meeting attendees to track who said what, meeting software can help your committee keep more informative and useful minutes.
As you move through the agenda, encourage participation where group discussion is called for. Use the software to assign post-meeting tasks as they crop up. When it comes time to make a decision, use your software to distribute important information, conduct a pro/con analysis, and conduct a vote. The software will automatically record everything so you can analyze your committee's decision later.
Run productive committee meetings with meeting software!
After the meeting, ask yourself if the meeting was successful. Did the committee get through every item on the agenda? If not, what percentage of the items remained incomplete? How much did the meeting cost? How many post-meeting tasks did the committee complete? What do attendees have to say about the meeting?
Meeting software's meeting analytics help you answer all of these questions. And with these answers, you can determine how successful your committee meeting was and what you can improve upon for next time.
Use meeting software to improve your committee meetings!
Tips on running a committee meeting
- If the meeting involves a good deal of discussion among the committee members, ensure everyone's completed their pre-meeting tasks
- Don't detour from the agenda if a new issue comes up during the meeting. Record it and address it at the next meeting.
- Gather feedback from attendees anonymously if you think it will result in more candid responses.
Why use meeting software to run a committee meeting
- It's easier to engage the whole committee in meeting preparation, which in turn encourages greater participation in the meeting
- Note-taking features create more accurate and detailed notes, ensuring that important points don't slip through the cracks
- Ability to track completion of post-meeting tasks improves meeting success rate