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A Medical Student's Guide to Improving Reproductive Health Curricula

Appendix 9
Running an Effective Meeting

We all have experienced the torture of an ineffective meeting: endless, agenda-less, noisy, and boring. An organizational meeting is the first impression students and administrators get of your efforts to improve the curriculum. Make sure it’s a good one. Effective meetings are a savvy combination of substance and style and will make a big difference in motivating your group.

Be Informed:

  • Make sure you have carefully reviewed the material you are presenting.
  • Be aware of the representatives from various organizations and their positions on the issues.
  • Consider the people: Know or learn the individual skills, names, and titles of all present. If faculty members or administration will be present, be ready to introduce them by name and title.

Look Ahead:

  • What are your goals for the meeting? (If you can’t state the goals, is the meeting necessary?)
  • Identify possible meeting pitfalls before the meeting begins. (e.g., Are we going to get stuck on any issues? How can we overcome and work through differences?)
  • Include others in planning for the meeting; get input from others who support curricular change.
  • List agenda items and estimate amount of time for each item (see Appendix 10). Work with others to develop this list, and make sure the meeting will result in future goals and actions.
  • Identify tasks that can be delegated to volunteers. Delegating motivates people to be more involved and to get things done!
  • Prepare copies of materials people might need (e.g., petitions, evaluations, surveys, fact sheets).
  • Keep student, faculty, and administration schedules in mind when you set the date and time.
  • Make sure the location is appropriate and accessible to people with disabilities.
  • If the meeting is being held at a time when food might be appropriate (e.g., lunch break), consider the pros and cons of supplying food (expensive, messy, but brings in more people). Food is always a big draw for medical students!
  • Consider planning an “icebreaker.” An icebreaker is an exercise that can help the people at the meeting get acquainted. It can be as simple as going around a room and having all the participants introduce themselves and explain their interest in the meeting.

Announce the Meeting:

  • Spread the word about your meeting (see Appendices 4 and 5). Be sure to indicate whether refreshments will be served!
  • Make sure to announce your meeting far enough ahead of time. Include the length of the meeting in announcements (e.g., 5-6:30 p.m).

During the Meeting:

  • Collect contact information on a sign-up sheet to facilitate organizing and networking efforts.
  • Divide up the work into groups or committees.
    • Identify persuasive, effective communicators who can work well with the administration.
    • Identify enthusiastic people who are willing to help spread the word.
    • Identify a variety of people from different classes and groups to circulate a petition among the whole school.
    • Make sure level-headed, consensus-seeking allies are involved in each committee created.
  • Take minutes at the meeting, or record important notes, discussions, and decisions.
  • If a contentious issue arises, do not waste precious time arguing. Ask those with differing viewpoints to form an ad hoc committee that will meet afterward with other interested persons to discuss the issue and to try to resolve it.
  • Set a date for the next meeting, and identify what should be accomplished by then. Identify main topics that will be addressed at the next meeting.

After the Meeting:

  • Review decisions and discussions. What meeting goals did you accomplish? What needs to be addressed at the next meeting?
  • Make sure that you have created plans to accomplish decisions made during the meeting or have plans to do so at the next meeting.
  • Discuss any pertinent issues with core group and committee heads.
  • Send thank-you notes to anyone who worked especially hard to help you.

Other Suggestions:

  • Wear your watch or bring a clock! Start and end the meeting on time, and follow the agenda.
  • Let your enthusiasm for the curriculum improvements show! Be ready to speak energetically, and have materials in an accessible order. Your energy will inspire others to get more involved.
  • Greet everyone with a handshake and a smile.
  • Provide name tags, and say each person’s name when answering questions.
  • While discussion is going on during the meeting, try not to state your opinion. Facilitate the meeting using questions to direct the discussion.
  • When more than one person wants to be heard, facilitate everyone taking turns.
  • After introducing the topic, present options for improving the curriculum and discuss strategies.
  • Thank participants for coming to the meeting.

Original format by Jane A. Hamblin, Associate Dean of Students, Purdue University, May 1993.