Helpful "How-To's"

7. New Club? Some Helpful “How To” Hints

Selecting Forum Facilitators & Developing the Agenda

Most clubs have a pretty standard agenda format for their weekly or monthly meetings. There is a welcome, perhaps an opening ceremony such as the Pledge of Allegiance, or an invocation, then a listing of the items or issues to be discussed. The introduction of a guest speaker, or a short program might follow. Then a wrap-up, perhaps, with final announcements.

The format has probably been followed for years. If you are starting a new organization, you may want to use a similar format. If your gathering is for the purpose of developing a strategic plan of action, you will likely want to find someone who has a little experience in directing such a working session, where you might have easels or whiteboards to work with, and someone recording the results.

Developing the Agenda

A good meeting starts with a great roadmap. Think of the agenda as the skeleton that gives your gathering structure and focus. Start with the basics: who’s opening, what updates need attention, and where the key discussion points belong.

Leave room for flexibility. A rigid meeting can stifle the creativity and camaraderie your group needs to grow. Consider rotating who introduces topics, or allowing a short “open mic” for members to raise emerging ideas. And always close with clear next steps or assignments: momentum depends on follow-through.

Promotion: Getting the Word Out

Even the most meaningful meetings won’t matter if no one knows they’re happening. Use simple, consistent messaging across channels your members already use: email, Facebook groups, community boards, or personal invitations.

Make the invite clear: What’s the purpose of this meeting? Why should someone attend? When and where is it?

If your group is new, invite folks personally. A text or phone call often works better than a mass post. Keep the tone welcoming, mission-driven, and inclusive. You're building more than attendance, you're building belonging.

Recording and Advertising the Results

What happens in the meeting shouldn’t stay in the meeting. Assign someone to take down key decisions, action items, and any community wins or upcoming deadlines. This can be as simple as a handwritten summary or a shared Google Doc.

Then... tell the story. A short recap emailed to members, posted to a group page, or mentioned at the next gathering helps reinforce shared purpose and progress. Consider highlighting member contributions or quoting a powerful comment. These touchpoints remind everyone that their time, and their voice, mattered.

Generous Listening Steps:

1 Connect and pay attention: “Tell me.”

2 Acknowledge the speaker frequently.

3 Paraphrase and repeat back.

4 Allow speaker to correct or clarify.

5 Identify the feeling speaker may feel, repeat 4.

6 Thank speaker for sharing.