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Friday, July 16, 2010

Meeting Must-Haves

Two are better than one; because they have a good reward for their labour.
- Ecclesiastes 4:9 (KJV)

Meetings seem to be run-of-the-mill and dull when they simply are not in the right order for the right purpose. I addressed the idea of purpose in "Meetings Versus Ministry" some time ago, but I want to address some simple meeting "must-haves." These are the things that your meetings, whether for regularly-scheduled ministry, strategic planning with your board, or volunteer orientation, simply cannot do without as you move forward. By no means am I saying that this is an exhaustive list, but it is a list of some essentials for nearly every type of meeting.

  • Agenda: Previously emailed out to attendees; printed; Topics with time frame for each one
  • Sign-In Sheet: Keep track of who attends meeting; gather contact information
  • Minutes (From the Previous Meeting): Essential if people need to vote on approval; previously emailed out to attendees; printed and stapled or clipped together with supporting documents, i.e. grant applications/ proposals for review, reports, etc.
  • Reports: Previously emailed out to attendees; printed reports with supportive documents

Please note: The type of meeting you host will determine other essentials, i.e. whiteboard and dry erase markers, laptop and projector, and so on. Keep in mind that the longer you are meeting will dictate a greater need for water and refreshments or an actual meal. If you need people to work through lunch, either provide a break period for them to grab something nearby at the break room/cafeteria or be prepared to have lunch served. In most cases, you have to know your audience and your purpose for meeting in order to identify what else you may need.

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