RUNNING EFFECTIVE MEETINGS - September 19,
2009
Patricia D’Auria and Dori Davenport Thexton
1. Covenant for Purpose, Format and
Relationship Guidelines
Be mindful that participants are gifting their valuable
time and energy. In order to best respect their time,
build a covenant for the committee/group’s time
together. Start and end on time; allot time within
meeting parameters, use alternate venues and
technologies when possible. All agree to respectful
communication – decide on how to handle
“violations” of the terms of the covenant.
2. Maintain Focus for Each Meeting
Ensure that there is a common understanding of the
purpose of the meeting. Empower all participants to
stay on topic, (topic dog – fun way for all to help with
this) and create a parking lot/bike rack for things that
come up which need to be dealt with later, rather than
as part of the specific agenda item on the table.
3. Clarify Roles & Styles
What are duties and responsibilities of chairperson,
secretary, time keeper, and each committee
member? Everyone needs something to do and place
to focus their energies and talents. What are other
formal roles? What is your style? Every person on a
team is unique; each person’s style contribute to the
success of the whole.
4. Create an Agenda
Have an “every meeting” format. Request items
from members/participants. Establish a clear

understanding about timeliness for items to be put on
agenda. Be sure all related staff members or other
church leaders who are connected to meeting’s
agenda are invited. Send/email agenda to members
5-7 days before meeting.
5. Invite Creativity
Pay attention to where people’s energy is – use it to
further your work. Do quick brainstorms (using true
brainstorm process – not stopping to discuss items).
Allow some quiet time for reflection.
6. Have a Process Observer
This helps to keep meeting focused and on task.
Helps participants/members to know when progress
toward goals is moving successfully. May also help
team members to be conscious of their own
engagement and level of participation. Helps keep
energy up – can monitor energy, request stretch
breaks.
7. Dealing with difficult people/handling conflict
Established covenant helps with this; empower all
members to lovingly respond to breaches of
behavioral agreements. This is often a time to review
covenanted agreements and for the team to make
decisions about how to proceed. Process Observer
can be a resource for management at these times.
8. Celebrate!!!
Schedule at least one time each year for celebrating
achievements and successes. In addition to major
celebrations, encourage spontaneity and playfulness
during meetings. Whoooosh and stars!

9. Don’t Forget the Spiritual Dimension
Begin with chalice lighting, reading, spiritual ritual.
Offer opportunities to connect committee’s/group’s
work to spiritual growth and reflection. This is the
work of the church, after all, and if we don’t
consciously and frequently lift that up dimension,
people may begin to feel like it’s just more work
without rewards.
Patricia D’Auria / email: ptrish@core.com
Dori Davenport Thexton / email: dthexton@uua.org