Suggestions for Making Elders Meetings More Effective and More Efficient
by Stafford North  
1. Plan the meeting carefully.
   
   
1. Designate someone to keep the continuing agenda.
   
   
1. Every year at certain times, certain things should be considered
2. Requests come from members and committees
3. Correspondence
4. What remains from previous meetings
5. Follow up on previous actions
   
   
2. Review what people need help, what the concerns are of the ministers, what programs and workers need assistance
   
   
3. The chairman, perhaps with others, should determine what can be delegated to others and what requires attention by the elders.
   
   
4. The chairman, perhaps with others, should determine what items are most important for the elders at the scheduled meeting and place them in the order of importance.
   
   
5. The chairman, perhaps with others, should see that all the necessary information on the matters to be considered is available including any resource people.
   
   
6. Develop a written agenda to be handed out before the meeting or at the beginning.
   
   
7. The chairman should have a plan for how long each item should take. He may have to modify the plan during the meeting but some preliminary indication will be helpful.
   
   
8. Be certain everyone knows the time and place of the meeting.
   
   
2. Conduct the meeting efficiently and effectively.
   
   
1. Before the meeting begins, be sure someone is designated to keep a good record of the meeting.
   
   
2. Start on time.
   
   
3. Begin with a prayer about crucial matters--ask for prayer requests.
   
   
4. Start with the most important matter follow an order of decreasing importance. Give those present a sense of what needs to be achieved at the meeting.
   
   
5. To discuss an item:
   
   
1. Give the background quickly and focus on the issue to be considered.
2. Keep the discussion on the issue and keep calling the group to the essential point.
3. If there are various points of view, see that all the important ones are given fair consideration.
4. Summarize occasionally as the discussion proceeds and ask key questions to keep the focus on the issue and the discussion moving.
5. Involve all who need to be but all do not have to speak on every issue.
6. When you see emotions building, try to diffuse the emotion by some humor, something else to break the tension, or calling on someone who has not been so involved to speak.
7. Compliment often to make the group feel good. Give them a sense of achievement rather than focusing on what they have not done. When someone has made a useful comment, reward him with a "pat on the back."
8. Do not let the discussion go longer than necessary. When enough has been said to make the decision, move the group to the decision point.
9. Put the question fairly and clearly. If the matter needs to be precisely stated for the record, get someone to make a motion or state it carefully for the secretary.
10. Ask if all agree or ask for a vote.
11. Never run over someone’s strong feelings. Be considerate of the minority, but do not let a minority, particularly of one, to block decisions that need to be made. All should speak as one after the meeting.
12. Be certain that any actions that are needed as result of a decision are carefully specified and make it a matter of record who is to do what. An item is not finished until all that needs to be done about it is carefully specified.
    
    
6. Sometimes, evaluate the meeting as it ends. Someone designated earlier, can indicate how the group spent its time. Ask how the meeting could have been better.
   
   
3. Follow-up carefully after the meeting.
   
   
1. Those not at the meeting who need to know what was done need to be contacted immediately.
   
   
2. Those who have been designated to carry out some action need to be informed carefully of what they are to do.
   
   
3. The minutes should be prepared from notes taken, distributed to those who should received them, and a copy placed in the permanent record book.