monthly community management meetings present a great opportunity to
address issues and take action, but getting the most from your time
requires employing some key strategies.
Here are ten tips for a successful community management meeting:
Make sure every meeting is necessary and productive: If run smoothly,
your meetings will address major issues without taking more than two
hours. Do not extend meetings or call unnecessary special sessions.
Instead, look for opportunities--such as an online community forum--to address less critical concerns.
Be prepared: Organizing an agenda and making it available to attendees
beforehand keeps meetings moving along. Ensure everyone has access to
relevant background materials to save time explaining complex issues.
Include the right attendees: Community management meetings are a
business proceeding and not a social gathering, so make sure members
don’t bring children, pets or others who won’t benefit.
Location, location, location: Choose a quiet space with minimal noise
and distractions that can comfortably seat all members. Make sure your
meeting location is centrally located.
Stick to a schedule: Be considerate of everyone’s time by starting your
meeting at the scheduled time, keeping a consistent flow and ending on
Stay on topic: Adhere to the items on your agenda. Gently guide those
who go on tangents back to the agenda and discourage irrelevant side
Keep a record: Take proper minutes that record the date, time and
location of your meeting along with the names of all attendees. Minutes
should capture the points discussed as well as task assignments and notable decisions without going into superfluous details.
8) Employ process: Avoid conflicts by being proactive. Create processes
to distribute speaking time, assign tasks, vote on important issues and
ask questions and provide answers. Set ground rules such as turning off
cell phones before each meeting.
Use technology: Use visuals where appropriate. Newsletters, online
community forums and email are great ways to address issues that cannot
be covered in the time allotted for meetings.
10) End proactively: Wrap up meetings with a clear statement of the next steps and who is to take them. Look forward to the next successful meeting.