running a great meeting

Effective organizing requires great meetings! Lively, interesting, participatory meetings retain members, lead to successful campaigns/events, and produce stronger chapters.

Tips for Success

  • Create a casual atmosphere - Students join DM clubs for different - to get involved in effective social change, to build leadership skills, but also to make friends and have a good time. Create a casual atmosphere where everyone is welcomed and involved.

  • Food & fun - Everyone loves food and fun. Candy or chips work almost as well as more elaborate options. Maybe get pizza for a first meeting or celebration, but regularly have inexpensive but tasty offerings. Alwsy have a fun icebreaker, quizz, introductions, etc. at the begining to relax everyone.

  • Adequate length – Weekly meetings should run between 35 and 50 minutes - not too long, not too short. Remember, time is scarce, so use it productively.

  • Prepare an agenda - Meetings need to be planned, with clear direction. A prepared agenda shows that you have put thought into the meeting and have a plan. Without an agenda, the discussion is likely to be unfocused and prevent progress. Have time for logistics, decisions, brainstorming, delegation , often small groups, etc. Put time limits on each section of your agenda, but be flexible.

  • Engage your members - Ensure that members participate in the meeting and feel that their ideas are heard. Encourage members to sign up for DM tasks for the following week.

  • Trust yourself - Everybody struggles finding the right balance between strong leadership and member participation. You need to find a style that works for you. Trust yourself but always turn to your DM staff for help dealing with conflicts, disruptive or irresponsible members etc.

Sample Agenda (with flexible and approximate times and some optional suggestions)

  • Fun icebreaker - 5 minutes Always get everyone feeling comfortable and introduce new members.

  • Current issue of the week- 10 minutes Keep everyone updated with a different member summarizing a news article about politics or with a faculty member speaking about an issue.

  • Updates on Tasks- 5 minutes Members responsible for various projects (tabling, an event, freshmen recruiting etc) should update or debrief the meeting on goals and progress.

  • Brainstorming- 10 minutes Discussion and brainstorming ideas for upcoming or new events or campaigns keeps everyone involved.

  • Action and delegation -8 minutes Every meeting should have a short action that members can do at the meeting (e.g. calling a representatives office with a message; signing up for tabling, next week’s current event presetation, helping with recruitment etc..

  • Small group discussions -(optional - perhaps every other meeting?) 10 minutes Working with between 1 and 4 other members ( e.g. create or practice a DM class rap, pick a new action from the DM website to discuss. research two new faculty to reach out to for DM etc.)

  • Addressing any problems - 5 minutes Leave some time at the end for members to voice questions or concerns that didn’t come up during the meeting. Or use the time to recognize a member who has been important in DM recent successes.  Ensuring that members feel their ideas are heard and moving discussion forward.