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Running Effective Chapter Meetings
Great meetings don’t just happen, they’re planned. Whether you're leading or participating, a well-run meeting makes everyone feel heard, keeps things moving, and gets stuff done. On the flip side, disorganized meetings can lead to frustration, wasted time, and loss of engagement.
Here’s how to lead meetings that people actually want to attend:
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Be consistent. Hold meetings at regular times and places so members know when and where to show up.
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Plan ahead. The Executive Board should meet beforehand to outline the agenda.
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Prep your presenters. Let speakers or report-givers know in advance what’s expected and how long they’ll have.
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Share the agenda. Send it out before the meeting, or at least hand it out when people arrive.
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Bring the rules. Always have a copy of your chapter’s constitution, bylaws, and a simple guide to parliamentary procedure.
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Check attendance. Make sure a quorum (or majority, as defined in your constitution) is present to make decisions.
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Keep it simple. Use basic parliamentary procedures to stay organized (i.e. motions, seconds, amendments), but don’t overcomplicate it.
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Stay on track. Keep discussion focused so you can finish the agenda.
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Respect everyone’s time. Start and end on time. Always.
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Make space for all voices. Don’t let one person take over the conversation.
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Summarize key takeaways. Before moving on, clarify what was decided and who’s doing what.
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Know when to step back. If the chair wants to voice a personal opinion, they should hand over the meeting to the vice president temporarily.
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Chair responsibilities. The chair can suggest motions but not make them, and only votes in case of a tie.
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Encourage participation. The more members who contribute, the stronger your chapter becomes.
Sample Meeting Agenda
A general format to keep things organized:
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Call to Order – Welcome attendees, introduce guests, and state the purpose.
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Roll Call – Record who’s present.
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Approval of Minutes – Review and approve notes from the last meeting (keep these concise!).
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Treasurer’s Report – Share updates on funds, expenses, and recent income.
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Announcements – Share upcoming events, deadlines, or correspondence.
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Officer & Committee Reports – Give updates on projects or progress.
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Unfinished Business – Address anything carried over from the last meeting.
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New Business – Introduce new topics or initiatives.
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Program – Feature a guest speaker, workshop, or special presentation (schedule this early in the meeting if possible).
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Adjournment – Officially end the meeting.
Leading Small Groups & Committees
Most real work happens in small groups—so knowing how to lead or participate effectively is key.
Tips for Effective Small Group Work:
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Be clear on the goal. Make sure everyone understands and agrees on what the group is trying to accomplish.
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Stay focused. The group leader should keep conversations on track.
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Include everyone. Create space for quieter members to speak.
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Decide together. Aim for consensus rather than formal votes. This promotes teamwork.
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Be timely. Start and end meetings on time.
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Recap at the end. Summarize what was decided and who’s doing what.
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Plan ahead. Schedule the next meeting time early so everyone can plan accordingly.
Common Group Challenges & Solutions
Problem 1: Low attendance or interest
Solution: Reach out individually to check in. Be kind, not confrontational. Ask if they’re still interested, and if not, consider replacing them.
Problem 2: People don’t follow through
Solution: Ask when they can complete the task. If it won’t get done, reassign it. Follow up if deadlines aren’t met.
Problem 3: One person dominates
Solution: Gently remind the group that everyone’s voice matters. If needed, have a private conversation with the person to help them contribute more constructively.
Problem 4: Passive members
Solution: Ask direct questions to invite input. Remind them that everyone has unique ideas and talents. If engagement stays low, consider whether the task is worth continuing.
Why This Matters
Being involved in chapter leadership gives you real-world experience in communication, organization, teamwork, and leadership. These skills will set you apart in grad school, internships, and your future career as a health educator.