Guidelines for Effective Meetings

From the Feb 14, 2003 Issue of Council Connection

Select an appropriate location for the meeting
- accessible for participants
- appropriate table arrangement to allow people to see and speak to each other (round or oval is ideal, square or rectangular is next best)
- adequate table space - allow 30" table front for each person
- good chairs - comfortable, but not cushy
- controllable lighting, ventilation and temperature
- availability of necessary audio-visual equipment
Provide advance notice of meeting (four weeks)
Distribute advance information for meeting
- chair (or designate) contact CEO, committee chairs, or others required to submit reports for distribution to board members
- deliver at least two weeks prior to meeting
Chair contact (some) people in advance of meeting to review their progress on preparation for the meeting
Chair (or designate) arrive at least 30 minutes early to ensure proper room set up for the meeting
Chair take charge
- sit in the position of authority - farthest from the entrance of the room, the end of the table if oblong
- call the meeting to order
- begin on time
- state the purpose of the meeting
- progress through the agenda
- follow clear meeting procedures to optimize time use
Secretary take minutes
All directors participate
Adjourn on time
Distribute minutes to board members and CEO within two weeks of meeting

Source: Strive! The Road to Better Boards


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	For more information about the content of this document, contact Maryann Urbanowski. This information published to the web on February 14, 2003. Last Reviewed/Revised on January 31, 2005.