Running Efficient Meetings

Write your agendas on a Google Doc in a consistent format, and allow the Secretary to take minutes directly on that document. This can help your Secretary take notes more quickly, since some of the information is already on there.

How you collect Agendas from your officers and committee heads is up to you - you could have them text it to you, fill out a Google Form, or write directly on the Agenda itself.

If possible, include all links to sign up sheets, event pages, or other documents directly on your Agenda. This way, when your Minutes note that Kat needs people to sign up for a Crescendo event, your Actives can navigate directly to the sign-up sheet without having to search for it elsewhere.

Try to build in "Idea Time" into your meetings - allow Sisters to share ideas for new service projects, fundraisers, or social events, then delegate these ideas to their respective committees. This can be helpful time to get creativity flowing and foster collaboration across different committees and provides a chance for people to brainstorm together.

Send out your Agendas in advance so everyone can follow along with it while the meeting is taking place! If anyone references a link in the agenda, Actives will be able to go there right away to see any sign-up sheets or links.

Accountability is key! Whenever you're transcribing suggestions from Sisters during Idea Time or discussion under a motion, try your best to record who's saying what, especially if it's someone committing to an action item. At the end of your minutes, compile a to-do list for everyone who's said they'll do something this week (email your DOB, write a submission for NCD Monthly, bake cookies for a reception, update the bulletin board, etc.). This can help keep people on-track by reminding them of their commitments, and can help the President or other Officers know who to check-in with during the week. If you want to go the extra mile, send an email or text to those people to let them know what you wrote down under their name!

Know how many people you need present to make quorum, and label it in your Minutes template. When you're taking attendance, you can keep a count of how many people are present, and already know whether or not you have quorum without having to do the math.

To keep up with fast-paced meetings, you may want to record people's initials instead of full names. This can be revised later, but can help you type more quickly. Developing your own shorthand while taking minutes will allow you to keep up with the conversations!

After a meeting is finished and the minutes are finalized, send them out to the Chapter as a PDF. This way, it's a permanent record that can't be edited by mistake after the fact. The sooner you send out a copy of the minutes to the Chapter, the better, as they'll then have access to their to-do lists from the accountability section.