Provide a quick opportunity for the team to build rapport and break the ice.
Each item should have a clear deliverable, date and person responsible. Which stakeholders will be affected and how will they be informed?
Community meetings encourage togetherness and provide a perfect setting for sharing ideas and opinions. A successful community meeting should have actionable goals; hence, it's a great idea to use a meeting template. The template should outline the topics to discuss so that you don't waste time discussing what's not important.
However, it can be hard to know what you should include in your community meeting template if you have many things to talk about or have never prepared a template before.
To ease the process for you, we will give you an example of a community meeting template that you can use in a formal community setup. Keep reading.
A community meeting brings different people in the community together, so it should be well prepared. Here is a detailed description of the above template and how you can use it in your next community meeting.
An introduction is the most important part of any meeting because it prepares everyone for the meeting. Whether you are holding the meeting online or offline, you can hold a chit chat session to interact with others briefly as you wait for everyone to settle.
Here are a few tips on introduction and chitchat part of a community meeting:
Here's a sample welcome:
"I really appreciate everyone for attending today's meeting. I know you all had busy schedules but still made time to come. We have much to handle today, so we should start right away."
What is the meeting's agenda? Some people prefer to supply copies to members; others use projectors, while others will simply add a huge copy on the wall.
Whatever methods you use, the community members should be made aware of the meeting's agenda way before the actual meeting. The meeting's purpose should be mentioned again when the meeting starts to remind everyone and inform members who might not be aware of the theme of the meeting.
The purpose of your community meeting could be to:
Other than the purpose, you should also communicate the expectations of each community member. This could be the suggestions you expect and the level of commitment you need from the members. If you have special roles for some members, communicate them early so everyone can get ready.
The purpose of the community meeting can be broken down into different discussion points. The members can also add on other points they think should be discussed during the meeting.
Members have the freedom to mention any burning issues that should be discussed. But due to time limitations, you can discuss only a few and postpone the less urgent needs.
An action item is a documented task, activity, or action that must be done. The discussion points form the main agenda for the meeting, and they should be discussed and concluded.
An action item is like a solution to any issues/problems that you have discussed in the meeting.
Here are a few things to keep in mind when creating action items for a community meeting:
Some helpful tips for creating action items include the following:
You need some resources to accomplish your action plans. These can include money and labor if you will hire people. The resources should be readily available because without them, and it might be hard to accomplish them.
Together with the community members, you should highlight the resources you will require and agree on how you will acquire and utilize them.
Holding a community meeting is not an easy task considering that every member has a tight working schedule. While a template plays a vital role in creating a direction for meetings, much is involved in making the meeting successful. Here are additional tips to make your community meeting more successful.
The above tips will help you hold and accomplish a community meeting more effectively because you already know the lineup of activities. Don't worry if the format of the above template does not interest you. You can explore our list of 80+ meeting templates and choose the most suitable for your community needs. The goal is to ensure you save time on your meeting and avoid any disastrous topics.