Pastors invest a
lot of time in meetings.
Plan the meeting
well. It is determining where you are going and
how you will get there. Below are steps in planning a
Determine the need for the meeting.
If there is no need, the meeting should not
take place. What are the apparent needs? How is each
need related to the team or committee? Does the need
demand a meeting, or could one person handle the
problem? What will happen or not happen if a meeting is
State the purpose of the meeting. The
leader of the team or committee should state the purpose
of the meeting. The purpose may be stated in the form of
a goal. Some possible purposes are:
Gaining acceptance of an idea.
Reconciling differing views.
meeting. If the church has policies about
meeting times and places, check with those who handle
the church calendar to schedule the meeting.
Plan the meeting agenda. An agenda can serve as
guideline to move toward the accomplishment of its
purpose. The agenda should be shared with the team or
committee before the meeting. This will help team
members prepare and know how much time to set aside for
the meeting. A good agenda will include the following:
Date, place, and time of meeting.
condition of subject.
Purpose and aim of meeting.
Arrange for facilities. The
facilities needed will be determined by the purpose and
size of the meeting. It is best if the room is not so
large the group gets lost in it. This makes discussion
difficult. Most team or committee meetings are best
conducted with members sitting in a circle or
Make assignments.— Advance assignments
will help a team move to its conclusion quickly and
Start on time. Don't punish
those who made the sacrifice to arrive on time by
delaying the meeting.
State the purpose of
Ask someone to pray that God
will lead the group to achieve the purpose of the
Stay on track.
Most team or committee meetings that don't stay on track
are ineffective. Most of the time, a chairman or team
leader should not allow too much discussion of
Limit discussion to agenda
Summarize key points.
Reach conclusion as soon as possible.
Involve all members.— Here are a few suggestions to help
the leader involve members.
Complete the meeting.
This step is just as important as beginning the
meeting well. As the meeting is concluded, review all
decisions and list unresolved problems.
Evaluate the meeting. This must be done to
improve future meetings. Evaluation is not criticism or
faultfinding. It is pinpointing the strong and weak
points of a meeting and searching for ways to improve.