Communication and Meetings

Meeting discussions should focus on the agenda, and every attempt should be made to involve each member. Time should be allowed for open, free discussion on the

strengths and weaknesses of the program. The committee chair should be able to draw on the expertise of individual committee members and not let any one member or

school official dominate the discussion. Meeting atmosphere should be supportive rather than critical. Meetings should lay the groundwork for creating a productive atmosphere in which time is well spent.

The committee should establish meeting ground rules. These rules could include the following:

• Encourage everyone to participate equally.
• Share ideas freely.
• Provide constructive suggestions rather than negative criticisms.
• Stay on track and on time.
• Be concise.

Frequency of Meetings

The frequency of the committee’s meetings will be dictated by the work plan. Most committees meet at least twice a year, in the fall and spring. However, if a committee has an especially intense work plan, it may need to meet monthly. In any case, meetings should NEVER be called simply for the sake of holding a meeting. There should always be a reason for a meeting. Meetings should be scheduled to facilitate timely development, implementation, and evaluation of the committee’s work plan.

What time to meet—The best time of the day for advisory committee meetings depends on the calendars of those who must attend, especially business, industry, and labor representatives. Many will prefer either a breakfast meeting or a luncheon meeting. Because of work schedules and commuting time, some may prefer evenings. Regardless of what time a meeting is scheduled, most members will appreciate refreshments.

Where to meet—Meetings can be held at the college, a local restaurant, or the company facilities of an advisory committee member. The location should be whatever is most convenient for the majority of the committee’s members.

How long to meet—A meeting does not need to be long to be effective. The constant should be quality of content, not time. Most meetings will last one to two hours.

Meeting Agenda:

A well organized agenda and having the discussion stay on topic can contribute to the success of the committee. 

Effective Meetings:

Read about the 'how tos' of effective meetings.

Managing group activity and interaction:

The handbook offers suggestions for facilitating group work.

Meeting Minutes: It’s a Process

All advisory committees and subcommittee meetings must have written minutes. Minutes are the official record of the committee’s activities. They help members understand the group’s progress, concerns, decisions, and actions. The advisory committee’s support staff records minutes. It is not necessary to record all discussions. Minutes generally include a listing of those who attended the meeting (name, occupation, and organization), a summary of each issue that was discussed, and any decisions, assignments, or recommendations that were made.

Written minutes should be submitted to the committee chair for review and signature. The minutes should be sent out in a timely fashion (1–2 weeks) after the meeting. In addition, previous minutes may be sent with the notice for the upcoming meeting. A record of all past meeting minutes and a membership roster should be kept at the college or on the college’s website. Good documentation of committee meetings can be used to support grant applications.

Other Communication Strategies:

An inclusive list is available to you on ways to communicate with your committee.