Is Your Meeting Necessary?

If people feel a meeting is pointless they will not contribute, or simply wont attend, so always ask yourself 'is this meeting really necessary?' before calling it. Unnecessary meetings make people feel negative towards volunteering their time. However, if everybody feels a meeting is essential they will be more alert and interested. They will feel their ideas and comments are not only welcome, but vital to the success of the project.

Rather than having numerous short meetings, which people feel wastes time, reduce the number of meetings you call. It may mean you delay the decision on a small number of items and arrange a meeting at a time when a number of issues have arisen so there is significant amount of business to discuss.

If a topic does not require detailed discussion, hand out a printed report rather than giving a verbal one. Better still, attach the report to the agenda and circulate it in advance of the meeting. This will give members the opportunity to review the information and plan for the meeting, which will result in a more efficient use of meeting time and a more informed and in-depth discussion.

Sources: runningsports- Quick Guides - The Role of the Chairperson