Conduct of meetings
Club meeting are an important aspect in the management of youth clubs. This calls for careful preparation, conduct and follow-up action. It is in meetings that people have an opportunity to interact and draw out objectives, programmes and time frames.
To organize effective meetings, members must be trained on the following lines:
Before the meetings
- Be clear and specific about the objectives: The proceedings of the meeting could be made more effective if the nature and specific objectives are made explicit and clear. As many members of the club and office-bearers as possible should be involved in setting the objectives of the meeting.
- Preparation of plans for the meeting: the youth club leaders must decide about the size, time, place and duration of the meeting. To be effective, the meeting should not involve more that 30 members.
- Announcing the meeting: the main idea of announcing the meeting is to inform the participants about the objectives, topic, date, time and place of the meeting. This could be done by visiting people personally arranging for posters or publishing through the community.
Arrange for meeting room
Till a youth club has its own room, the meeting could be held at some suitable place which is neat and clean.
During the meeting:
- Opening: A brief opening talk is important for the discussion to follow in the right direction. The main idea is to make the group feel at home, arouse interest in the participants, clarify the topic, state the specific objectives and explain the procedures.
- Presentation and discussion: A logical systematic and clear presentation of the subject is essential for active participation of members and exchanges the ideas. Every member should be encouraged to share views. The leader must always be careful to direct the discussion in such a manner that it does not lose the focus on the subject.
- Making decisions: After a proper analysis of facts and having held discussions, precise decisions must be taken about programmes.
- Planning youth club meetings: Well planned and regular meetings are essential to maintain the interest of the members, secure attendance, ensure efficiency and promote the spirit of participation and welfare of the group. Each meeting should be in continuation as serious for the year. The primary reason for such meetings is to conduct and manage the affairs of the youth club. The agenda for the meeting includes a combination of the activities involved in any well-planned meeting.
Some essential of satisfaction youth club meeting are:
- Effective use of the executive committee or sub-committee to carefully draw an agenda well in advance of the meeting.
- The meeting starts and closes on time.
- It is conducted according to an established order.
- It is conducted in keeping with accepted parliamentary norms.
- It includes well-prepared committee, secretary and treasurer's reports.
- Each member should be familiar with duties and responsibilities.
- It evokes the interest and attention of all members.
- Provides for maximum member participation and develops a cooperatives sprit.
- It includes both discussion on agenda and some entertainment.
- The discussion is to the point and precise, thus preventing monotony and wastage of time.
- It proceeds with minimum intervention of advisor.
Conduct of meeting: Every youth club should have an established procedure and follow it in all its regular meetings, member then become aware of what to expect and can participate more effectively. The following order is suggested for regular meetings. However, certain modification and changes could be made to suit certain situations. The important items should not be overlooked and maximum member participation should be secured. These are:
- Opening ceremony (This includes call to order and roll call.)
- Minutes of the previous meeting: to be read by secretary and to be passed by the group assembled.
- Agenda of the day: to be read out by the secretary on request from the president.
- Office-bearer's report: This includes any or all office-bearers who have report to make at the meeting.
- Report on the youth club's programme of work: At this point the heads of various programmes are called upon to report on their plans and progress.
- Special feature: This includes the like.
- Closing ceremony: The chairman of the meeting to formally declare the meeting closed.
- Recreation, refreshment.
— to be continued
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Part VI |
* Gunachandra Kakchingtabam contributes regularly to e-pao.net
He is the Chief Organisor, Net Zone, Singjamei, Manipur and can be contacted at [email protected]
This article was webcasted on September 05th, 2006
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