How to Effectively Hold an Officer Meeting: The Indiana Collegiate DECA Way

By Indiana Collegiate DECA

It is no secret that all of our lives are busy. As college students, we are required to balance internships, coursework, exams, and extracurricular activities. With that being said, it is essential to make the most of our time for leisure and relaxation. It is a necessity that we act efficiently to maximize our free time.

As State and Chapter DECA Officers, we are no strangers to team meetings; whether the meeting is an hour or four, there are a few rules to follow to keep your meetings effective, efficient and brief. No one likes to waste their time, and as college students, we value this understanding.

An effective meeting occurs before, during and after every meeting.

Before:

1. Set a Clear Agenda: A good agenda starts by establishing key goals for the meeting. It may be easiest to ask yourself, “What do I want to accomplish?” or “What needs to be completed?” Then, as you answer these questions, you have established your key goals. We also recommend prioritizing goals by rating them. Those tasks that must be completed get highlighted in red. Tasks that should be completed are highlighted in yellow. And finally, those tasks that are least important get highlighted in green. This system allows your team to establish priorities before the meeting starts.
2. Prepare Organizational Documents: Before your meeting starts, make sure you have all of your supporting documents in order. Whether you are working on Sheets, Drive, Docs, or another software, create your documents beforehand. This allows your group to avoid spending your meeting on housekeeping chores.
3. Send Out Meeting Reminders: As aspiring leaders and entrepreneurs, we all get busy. I recommend sending reminders to your group members about the meeting. By ensuring that all members of your group will be present at the meeting, the session will progress quickly and efficiently.

During:

1. Review the Last Meeting’s Minutes: Reviewing your last meeting minutes will allow you to gauge your team's progress. We often take turns reviewing the minutes, allowing each group member to provide feedback on their completed goals. This not only helps move the meeting along but also holds your team accountable.
2. Take Good Notes/Minutes: Taking good minutes during a DECA meeting is important because they provide an accurate record of what you discussed. The notes help keep everyone on the same page, hold officers accountable for tasks, and prevent confusion or miscommunication. These minutes will often be revisited, so it is essential to ensure that the information is accurate.
3. Follow the Agenda: By avoiding unnecessary tangents, your team will be able to host shorter meetings. This allows you to reduce fatigue among your team members and maintain high engagement.

After:

1. Review Minutes: Minutes often have tasks associated with them. It is important to review your minutes to make sure that all tasks are completed before their assigned due dates.
2. Set Important Dates in Calendar: Whether you do this during or after the meeting, you must put all important times and dates into your calendar. To be an effective leader, it is essential to keep your calendar up to date to avoid missing meaningful conversations and deadlines.
3. Finish Tasks Promptly: While due dates are an important part of business, it is always nice to get your tasks completed before their assigned dates. Avoiding procrastination ensures that you consistently produce your best work. As a future professional, it is important to present yourself professionally.