Meeting tips & tricks

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We all want club meetings – whether it's the main committee, a sub-committee, or a general member forum – to be productive and not waste people's valuable time. Here are some practical tips for running more effective meetings at your croquet club:

Before the Meeting:

• Have a Clear Purpose: Why is this meeting being held? What needs to be decided or discussed?
• Prepare a Purposeful Agenda: This is key! List specific items, frame decision points as motions, allocate time estimates, and note who is leading each item. (See the next topic for more on agendas).
• Circulate Agenda & Papers Early: Give attendees time (a few days ideally) to read the agenda and any reports or supporting documents so they come prepared.
• Confirm Attendees & Quorum: Know who needs to be there and ensure you'll likely have a quorum (the minimum number needed to make decisions, check your constitution!).

During the Meeting:

• Start & Finish On Time: Respect everyone's time. Start promptly once you have a quorum. Appoint a timekeeper if needed.
• Stick to the Agenda: The Chairperson's role is crucial here to keep discussion focused on the agenda items and gently move things along. Park unrelated issues for another time.
• Encourage Participation: Ensure everyone feels comfortable contributing, but also manage dominant speakers so all voices can be heard.
• Focus on Decisions: Remember, meetings are primarily for making decisions, not just open-ended discussion. Guide conversations towards clear outcomes or actions.
• Clarify Actions: For every decision made, be clear on what needs to be done, who is responsible, and by when.
• Take Good Minutes: Record decisions, key discussion points (briefly!), and assigned actions accurately. (See the next topic for more on minutes).

After the Meeting:

• Distribute Minutes Promptly: Send out the minutes within a few days while the discussion is fresh. This allows people to follow up on their action items quickly.
• Follow Up on Actions: Check in before the next meeting to see how progress is going on assigned tasks.

Making even small improvements in how meetings are run can significantly boost your croquet club's efficiency and keep volunteers engaged!

QLD Government Resource:

• Guide: QLD Gov Meeting Guide (PDF) (Covers basics, terminology, and more tips)