- 1). Create an agenda for the meeting. Everyone scheduled to attend the meeting should receive a copy of the agenda well in advance. Make room for additional topics of discussion. After reviewing the agenda, participants may add items.
- 2). Decide on the number for a quorum. A quorum is the minimum number of group members who must be present in order to conduct business. This helps ensure that the true wishes of the group will be represented.
- 3). Approve the minutes from the previous meeting as the first item on your agenda. In order to vote to approve the minutes, or vote for anything else, one member must make a motion to vote. The motion then must be seconded by another member. The chairman of the meeting will call for a vote either verbally or by a show of hands.
- 4). Follow the order of your agenda, allowing time for discussion. The chairman of the meeting may limit discussion by time or by allowing two pros and two cons to be voiced.
- 5). End the meeting by making any closing announcements such as the date and time of the next meeting. A member will make a motion to adjourn, another member will second the motion and the group will vote on the motion.
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