BEFORE, DURING & AFTER THE MEETING

Below are some things to consider and tips for leaders before, during, and after a meeting.

Before the Meeting

1. Meeting Notices:
• Give members notice well in advance of meetings.
• Set the schedule.
• Stick to the schedule.
2. Time Management:
Committee members’ time is valuable; they are volunteering to be here.
• THANK THEM for attending
• Express your gratitude by starting and ending on time.
• If necessary to complete work, suggest a conference call between meetings.
3. Prepare:
• You may need to jumpstart the conversation, review all relevant material (last
meeting minutes, supporting documents or handouts, etc.) before the meeting.
4. Orientation:
Committee volunteers appreciate a short briefing at the start of the year.
• Explain expectations & commitments
o i.e. How many meetings? How many hours?

During the Meeting

1. Explain meeting expectations & introductions
2. Seating:
• Don’t miss the opportunity to be in the “best seat of the house”.
• Be seen and have room to spread out.
• Take advantage of the power of seating by arriving first.
3. Guests:
• From time to time your group may have a guest speaker, presenter, etc.
• Be respectful – introduce guests to the other members.
• Use name tents or badges for committee members (notify staff to be included in
your meeting materials).

ENERGY COUNCIL OF THE NORTHEAST + P. O. BOX 1029; WINDHAM NH 03087 ' (603) 626-4602 : WWW.ECNE.ORG
Page 1 of 3
  
During the Meeting, Continued
4. Agenda:
• Agendas are a guide to keep a meeting moving and on track.
• Agendas allow members to gauge the length of the meeting and appropriate
discussion times.
• Adhere to the agenda and eliminate rambling discussions or side chatter.
5. Minutes:
• Minutes keep the Board and staff informed of committee progress and needs.
• The Committee Secretary is responsible for taking minutes.
• In the absence of the secretary, find a volunteer to record the meeting.
6. Facilitate the Conversation:
• As Committee Chair, you’ll need to keep members focused:
o Redirect stray conversations to the agenda.
o Request cell phones and other digital distractions be silenced .
7. Summarize:
• Assume nothing and keep everyone on the same page.
• Reiterate points and summarize throughout the discussion.
8. Calendars:
• Bring a calendar to the meeting.
• Use your calendar to set project deadlines and plan activities.
• It’s easier to set the next meeting date on-site vs. after the meeting.
9. Handouts:
• Provide necessary information for decision-making and discussion.
• Provide handouts to ECNE staff in advance for copies to be made.
• Provide ample time for members to review them and prepare for the meeting.
10. Big Picture:
• Envision the organization’s “big picture” and how the committee’s work fits in.
• Try to advance goals simultaneously, vs. each goal being a successive project.
• Do your meeting minutes reflect reports and discussions or do you see a clear
course of actions and progress?

ENERGY COUNCIL OF THE NORTHEAST + P. O. BOX 1029; WINDHAM NH 03087 ' (603) 626-4602 : WWW.ECNE.ORG
Page 2 of 3
  
After the Meeting
1. Reports:
• One committee leader responsibility is to keep the BOD and Staff informed.
• Encourage the Secretary to submit minutes within 10 days of the meeting, which
should include:
o Attendance
o Decisions
o Progress
o Needed Resources
o Next Meeting Date
o Agenda Items for the Next Meeting
2. Interim Efforts:
• Check the progress of committee work between meetings.
• Use the committee’s online community or email.
3. Closure:
• Some of the best leaders leave a legacy:
o Goals are achieved.
o Committee members feel encouraged to take on leadership roles.
o Important documents are passed to the next chair.
• Leave time to personally brief your successor on:
o Achievements
o Pending work
o Recommendations
 

ENERGY COUNCIL OF THE NORTHEAST + P. O. BOX 1029; WINDHAM NH 03087 ' (603) 626-4602 : WWW.ECNE.ORG
Page 3 of 3