The foundation of a good meeting is to have a multifaceted group of intelligent and skillful individuals who are positively tuned in harmony and placed in a nurturing environment that facilitates progressive action. The key is to get people geared in a common direction.
Contact a couple of friends to help you organize the meeting:
Call a few of your closest friends and anyone you know who may be interested in the cause. Organize a small get-together to discuss the logistics of arranging the official meeting (or conference); by working as a team tasks will be accomplished faster, more easily, with higher quality, and the overall production will be significantly enhanced.
1. Make a list of your personal contacts
-Name, telephone, email, website
PLANNING: Define the scope of the meeting:
What is the purpose of the meeting?
How many people would you like to attend?
Who do you want to invite?
Where will the meeting be located?
How long will the meeting be?
What activities will take place?
ACTIVITIES: brainstorming, presentations, exhibits, videos
Getting people to attend the first meeting: Networking
1. Make a list of everyone you know: friends, family, neighbors, coworkers, associates
a. Write down their phone numbers, email, and addresses
i. Start your contact list
2. Meet new people
a. Find people who think alike
b. Have a pick up line to spark interest
i. “There is an exciting event going on in the near future so check it out!”
c. Prepare a list of talking points
3. Prepare an agenda
Have a planned agenda for what will take place at the meeting; distribute the agenda before the meeting. Present a vision for the conference so that everyone knows what is expected to happen and ensure that everyone is on the same page. Review the agenda prior to the meeting or at the beginning of the meeting and ask the group of participants for input as to whether or not the agenda makes sense and question whether any items should be added or omitted. With a well planned agenda you can ensure that activities are on schedule and be able to measure and record the progress of the meeting in the log of minutes.
TIPS TO REMEMBER:
Principles: professionalism, unity, positivity
Create a comfortable, friendly, and cooperative atmosphere. Tell a few jokes. Loosen up the crowd. Maintain the peace. Be the mediator. Make sure that all people are included equally.
Ensure that the meeting flows smoothly. Ensure that every person has an equal opportunity to voice their ideas. Don’t let any one person dominate the conversation. Include all people in the discussion.
Don’t be too rigid with procedures and let the flow of progress develop naturally. But stick to the program enough to ensure that the purpose of the meeting is accomplished.
If there is a problem or disagreement handle the matter peaceably. Do your best to deal with upsetting issues constructively.
Make people feel comfortable at the meeting. Provide food and drinks; make sure there is access to a clean bathroom. Make people feel welcome and at ease; make people want to stay as long as possible. A person should prefer not to have to leave, and even sleep there if necessary. The meeting should not be a tiresome process but one that is revitalizing.
The way to have a successful meeting is to create a positive and nurturing environment that will enable all participants to contribute their greatest potential. This is a manner of engineering the setting and atmosphere, providing essential resources, and ensuring that each individual person is feeling happy, healthy, comfortable, and able to provide their best. To be the most productive as a collective all individual participants must be positively tuned. Ensure that all basic needs are accounted for physically (fresh air, water, food, toilets, warmth, workspace, work materials, tools, and technology) emotionally (safety, security, friendship, love, trust, happiness) mentally (truth, knowledge, ideas, intrigue) spiritually (inspiration, motivation, will power, respect).
What do you want to accomplish at the first meeting? Gain peoples involvement; and inspire their personal interests. Get people in a comfortable environment and present them with a solution for resolving conflicts that will provide many benefits. Engage people in progressive and uplifting activities.
1. Educate and Inform: Talk about the organization and related concepts in a simple and concise manner. Prepare a presentation. Show a film on a projector; prepare a power point slide show.
a. the mission statement and purpose
c. long term and short term goals
d. organizational objectives
e. how people can Take Action Now!
f. what is to benefit
g. Talking points
i. Positive lifestyle: health, lifestyle, education (concept of Unity for a Change)
2. Networking: create an environment where people can interact with other social groups and be involved in multiple communities. Provide opportunities for individuals to meet multitudes of people with various backgrounds and character. Expand your personal network; build the social infrastructure.
a. Have each person introduce themselves to the group
i. Name, occupation, knowledge, skills, interests,
b. Collect each persons contact information
c. Schedule a follow up get together
d. plan a social activity or event
d. get people to join up and start a Personal Profile
3. Allow people to express their feelings, ideas, and interests in a cooperative social environment. Establish a forum for discussion. Administrate the dialogue; include all people and allow for active participation from those in attendance.
4. Distribute media:
a. Create a simple pamphlet that articulates the main focus of the organization