Yesterday I met someone from a club who held a committee meeting that went 4.5 hours… the only reason they finished was because it was midnight and people were falling asleep…but they still hadn’t finished the meeting.
Let’s get serious about this. You will never attract or retain committee members if their commitment is 4.5 hour meetings and equally time sapping tasks.
If you’re using TidyClub you’re in luck as we have allowed for these types of things with our meetings. Here is how you will solve it.
- Print out list of outstanding tasks.
- Ensure Meeting Agenda and outstanding tasks has been circulated before hand - so people can prepare.
- Ensure Minute Taker is following our Meetings format where things can only be one of the following. This ensures that an action item has been achieved for each discussion point. Move on as soon as it has been described.
- Task Item
- To-Do Item
- General Information
- A Decision
- Schedule 5 minutes for each item. If items go beyond 4x this (this should be a rare occurrence) schedule a time for another discussion outside of the meeting.
- Delegate a time-keeper. They are responsible for ensuring that time limits are not broken. They need to be bold, brash and unforgiving of abuse of time.
- A meeting goes for as long as it has to… do not publish an end time on a meeting.
- Minute Taker can instantly send well formatted minutes to all participants and apologies at the conclusion of the meeting.
- Don’t invite everyone on the committee if everyone on the committee isn’t required.
Your committee will be happier as they know why they are there, they can see the progress skip along quickly and they are more likely to attend again as they know if people are prepared they don’t get bogged down on issues.Try it. You’ll see.
Paying for help.
Typically clubs pay for the things that they consider matter (and they do), things like more footballs, coaching talent, training equipment or more drink bottles. Unfortunately there seems to be no desire to get better at the administration things that matter. A long day at work usually sours our desire for administration at the club. We tend to avoid another meeting, reading more notes and dealing with other overheads.
Now consider how much better it would be to get better at:
Recording the numbers
How to hold a meeting
Giving a presentation
Short-cutting membership registration
How to attract and retain volunteers
How to raise money
But for most of us we need to wing it. We stumble over the same hurdles as the person before us. Paying for tools to make your job, and the job of the person that comes after you is something worth doing and will allow you to recruit and retain volunteers around you.