I received a few emails about running efficient meetings. I usually respond by telling people to use RRO (Roberts Rules of Order). When I look back at some of the minutes from some of my previous meetings I can really see what went on during the meeting and what was discussed. I guess I’m lucky for having great note takers. I think this also a result of time where you and your note taker understand and foresee where you’ll go next.
I created some templates for you to use that might help you out with your meetings. One of them is an agenda that has information like date, time, and location. I added a conference call phone number for those of you who use phone or videoconferences.
Then there’s a section for what to read and what to bring. Finally, the agenda is listed at the end. I’ve used this format for a while now to cover a couple of meetings with different organizations. It works. I know there are many things we can include or exclude but I think this agenda will cover most non-profit organizations.
The other templates help keep track of motions and action items. The motions sheet is something I thought of to help manage the motions. The idea is to use this in conjunction with your agenda. First, write down the agenda item you are discussing. Then write the motion and who made the motion. Write down who seconded the motion. Finally write down the vote and the discussion.
Then this is where the action item template comes in handy. Use the action item template to write does the action needed, who will work on the action, when the due date is, and the current status.
All of these should be bundled together as part of the soon to be previous meeting minutes. I hope these templates help you and your organization.
Meeting Sheet (docx)
Motion Tracker (docx)
Motion-Tracker II (docx)
Action Items (docx)