Having a Productive Meeting

One thing I have seen in travels to the clubs in our district is clubs do not know how to have a good meeting that meets the needs of the members. The following is a suggestion on good practices on how to run a meeting. Take these suggestions and feel free to modify them to fit your club’s needs.

Our multiple-district is still struggling with retention of our members. We have attracted 198 new members, but we have lost 248 members and 4 clubs.  We would be positive if we could keep only half of the lions dropped.  June is fast approaching, when we drop most of our members for nonpayment of dues. Its time to get these members enthused again about serving their communities.

HOW TO HAVE A WELL-PLANNED LIONS MEETING,

These are best practices, not rules. Every club is different, and meetings should be run in the way that works best for your members. Goal: Welcoming. Purposeful. Service-Focused. 60 Minutes Max.

Purpose

☐ The purpose of Lions is service, not meetings

☐ Meetings exist to plan service and fundraising

☐ Agenda focuses on service and fundraising decisions

Meeting Basics

☐ Every meeting has a clear purpose

☐ Convenient time for members/some people work

☐ Central, comfortable, well-lit location

☐ If online, technology is working and managed

☐ Everyone can hear and follow discussion

Before the Meeting

☐ Send a simple 1-page agenda about 48 hours in advance

☐ Only place service projects on the agenda when action or new information is needed

☐ Financial reports sent in advance

☐ Written reports submitted instead of read aloud

☐ Assign 1–2 Secret Greeters

☐ Mix seating to avoid cliques

Food and Meals

☐ Food can cause distractions

☐ Avoid ordering, serving, or payment during the meeting

Meeting Management

☐ Start and end on time

☐ Meeting length about 60 minutes

☐ Chair controls the meeting so only one person speaks at a time

☐ Everyone can hear the discussion

☐ Keep the meeting moving and focused

☐ Robert’s Rules can help maintain order; use a simple version

Secret Greeter Welcomes Everyone

☐ Greets members and guests

☐ Makes introductions

Minutes

☐ Brief and highlight decisions and assignments

☐ Sent to members the same day

Final Standard

☐ Is this a meeting I want to come back to?

☐ Is this a club I am attracted to? If not, fix it.