Meetings = Baking

• Running an effective meeting is a lot like baking cookies….– Both take time to do well– Neither turn out right without the key

ingredients– No cookie is just like another, no

meeting is just like another we each add our own flair and style.

Time to do well

• In baking cookies we must take our time, gather ingredients, and measure well for baking to be successful.

• The same goes for our chapter and executive meetings, we must plan, gather supplies, and use our time wisely for successful meetings.

Planning

• Begin planning at least two weeks in advance for chapter meetings.

• This allows you time to get purchase orders, secure locations, and properly notify members.

• Hold an executive meeting to plan the business and details of the chapter meeting

Planning Cont.

• In your executive meeting…– Decide upon any business, activities,

location, and the time of the meeting– Develop the agenda for the meeting– Make a list of supplies – Fill out a PO, if needed. – Delegate tasks such as preparing flyers,

securing speakers, preparing activities, getting materials, etc.

Ingredients are essential

• There are some simple ingredients your chapter should consider when planning meetings

• Some are easy to implement while others take more time.

• Regardless of your resources, your chapter can establish a successful recipe for chapter meetings.

# 1 Make Meetings Fun

• Meetings don’t have to be boring• Spice them up with something out of the

ordinary• Have a recreation activity after the meeting

(ex. Board games, movies, refreshments)• Start your meeting with an energizer that gets

them up and moving• Seek out guest speaker or presenters that may

be interesting to your members. • Everyone likes a little sweetness in life. This is

where we add the sugar, brown sugar, and vanilla.

# 2 Get Members Involved

• Members don’t want to just show up and listen to the officers for an hour, get them involved

• Teach your members parli pro so they can participate

• Encourage participation by having a prize for the most involved member

• Pass out candy to those who debate or propose motions

• Have members chair committees and give committee reports

# 3 Have a clear & concise agenda

• An agenda can be a meetings best friend• You members will stay more focused if

they know what is going to be discussed • Try to post the agenda at least a day in

advance so members will know what business will be discussed

• Provide an agenda to all members in attendance

• The agenda holds your meeting together just as the eggs hold our cookies together.

Order of Business

I. Opening CeremoniesII. Minutes of the previous meetingIII. Officer reportsIV. Special Features (guest speakers,

demonstrations)V. Unfinished businessVI. Committee reportsVII. New businessVIII. Special ceremoniesIX. Closing CeremoniesX. Refreshments and Recreation

# 4 Establish a Professional Presence

• As chapter officers, members are watching you closely at FFA meetings

• It is important to present an image of professionalism and confidence

• Know your parts in opening, closing and any other ceremonies

• Spend time before and after the meeting connecting with younger members

• Provide meaningful and tactful debates on business items

Professionalism

• Be prepared when presenting officer and committee reports

• Generate positive ideas for improving the chapter

• Use correct parliamentary procedure and assist others less familiar

• Look sharp by wearing clean and ironed official dress

• Professionalism is the basis for our meeting as the flour is for our cookies.

# 5 Be creative with scheduling

• If your having attendance problems try to schedule around conflicts

• Maybe you hold a meeting before school or during lunch

• Be creative with locations, try meeting at different locations around campus or in the community.

• Mix up your meeting a bit just like we mix in our chocolate chips

# 6 Meet for the right time

• If your meeting is fifteen minutes long, people will be wondering why they took the time to participate

• If your meeting is two hours and you may interfere with their time for homework or other activities

• Try to keep your meeting from 45 minutes to 1 ½ hours in length

Add Flair & Style

• Just as we can add nuts, coconut, or dried fruit to our cookies you can add little things to your meetings that make them your own– Slide shows– Contests– Door prizes– Music– Games

Time to Share!

• While our cookies are baking, get with a group of individuals from other chapter and share ideas of our meeting strategies

• Keep those ideas in your mind because we will come back and share them aloud

Hopefully you can implement some of these ideas into your chapter. The key is to not feel overwhelmed but instead to view meetings as a great

opportunity to make positive changes in your chapter. Your FFA meetings will quickly go from fast

food, to gourmet!