Leading and growing your organization

Conducting meetings:

How to Conduct a Meeting
Note: This is just a general guide that may be tailored to the various types of meetings than can be held.

BEFORE 
1. Set an objective for the meeting
2. Plan an agenda
3. Create any visual aids that may be needed (ex. PowerPoint)
4. Decide a time and place for the meeting
5. Send an email to all who need to be at the meeting
6. Arrive early to fix any mistakes that could possibly occur and for preparation purposes.

DURING 
1. First, ensure that someone will be taking meeting minutes. Consider tracking meeting attendance through AUinvolve!
2. State your meeting’s objective
3. Keep the discussion timely, useful, and relevant
4. At the end of each agenda item, summarize what was said and ask members to confirm that it’s a fair summary
5. List all tasks that are generated at the meeting
6. Make a note of who is assigned to do what and by when

AFTER 
1. Stay in the room a few minutes after the meeting to answer any lingering questions
2. Send the meeting minutes and the next meeting’s objective to all members
3. Take some time to debrief and determine what went well and what could have been better
4. Put unfinished business on the agenda for the next meeting
5. Make sure to keep in contact with your members about their progress

Retaining & Recruiting Members:

In order for your organization to become an effective and positive impact on members and the university, you must create an atmosphere that is dynamic and engaging. Prospective members, along with the Auburn University community, want to know that the organization is being progressive and maintaining the high level of excellence that Auburn University holds so true. Trying to learn the personalities and needs of individual members will prove beneficial in developing a strong organization that works for a common purpose. Member Feedback and member participation in decision making processes are great tools to get members excited about the organization.

Membership recruitment opportunities: 

  • Post a “News” article on your AUinvolve page
  • Create an Event on AUinvolve advertising your application season
  • Sign up for a Weekly O-Day
  • Submit a 3-5 sentence blurb with your organization information to involve@auburn.edu to be included in the weekly Organizations e-mail
  • Submit to This Week at AU
  • Request Directory Information to send targeted e-mails that meet specific criteria (GPA, Hours completed, etc- typically used for Honor Societies) Click Here to fill out the Directory Information Request

Leadership Transitions:

Transitioning leadership is extremely important for any organization. Transition can be done by creating transition binders or office binders with specific information containing contact, lessons learned, and event turn out feedback. Implementing an effective officer transition for your student organization is a critical responsibility of outgoing leadership. Leadership transition is a year-round effort that all current officers should take part of. Below are some pieces of advice that may assist in your transition process:

• Start Early: At the beginning of your term in office begin taking thorough notes about every meeting, event, activity, or discussion for your organization. Notes should be dated and kept in a binder or saved on your computer.

• Job Descriptions: It is important to have clearly written and accurate job descriptions for each officer position. Think of your officer position as a job and write down what is necessary to complete your job.

• Share Your Goals: Goals are important for all organizations, but sometimes not all goals are met. As a current officer of an organization, be sure to share all of your goals with your organization members so that future leadership understands the direction that the organization wishes to head.

 Clear Processes: Many organizations have processes and procedures already in place for keeping track of organizational related items (roster, attendance, dues, banking, etc). Be sure that all of your processes are written down and ready to be passed down to the next officer. Include passwords and other pertinent information.

Workshops:

Throughout the school term, the Involvement Ambassadors will be hosting leadership and organization workshops that will greatly help and increase your knowledge of all things in involvement, especially in terms of organizations. A listing of Involvement Ambassadors Workshops is available here.

Last modified: September 24, 2020