While we may grumble about them, meetings are way for people with a common interest to gather and discuss ideas, offer recommendations, come to consensus, form a plan of action, and move forward. They are also social events where folks can interact and build better relationships. Regardless of what type of lake organization you are involved with, chances are you will be attending or hosting meetings that will be important to the future of your lake. These may be your own association or district meeting, local planning meeting, county board, or county committee meetings. Tips for conducting effective meetings
There are a number of good reasons why meetings are held. Meetings can help participants become informed, build support/consensus, build relationships, plan, problem solve, make decisions, and/or take action. Sometimes meetings are required to be held by statute—like a lake district’s annual meeting, or a public hearing on a legislative bill. Meetings can help fulfill one or sometimes many of the purposes outlined above. But organizing an effective meeting where attendees can feel that their ideas, opinions, and time are being valued can be challenging.
There are several ingredients that contribute to effective meetings. First, there must be a clear, understandable purpose for the meeting. The purpose may be to inform, discuss, or make decisions, but potential attendees should have a good idea what they should expect before they get there. A meeting agenda can act as your written plan for the meeting. Agendas can be modified at meetings to adjust to new items or accommodate related discussion, but it also serves as a guide to keep people on task and focused on accomplishing the goals of the meeting. Whatever the purpose of the meeting, focusing on outcomes/actions and making clear records of discussion/decisions is important. Following up on action items from meeting to meeting is also a good way to ensure the group stays informed of progress.
When planning a meeting, it is important to consider who should be invited to participate. Depending on the purpose of the meeting, you may want to make sure that a wide variety of perspectives are represented. Decision making that affects the whole lake community benefits from increased participation—whether its lake management planning, ongoing lake projects, or proposed lake use changes like establishing a slow no wake zone. When the larger lake community is informed and participates in the decision-making process the better chance the ultimate outcome (plan, decision, action item) will be accepted by the community. For some meetings it may be preferable to have a smaller, more focused group.
Your lake group membership, members of nearby lake groups or a county wide group, internal staff, local government officials (town representatives, land conservation committee members, county board members), regional DNR or other state agency staff, stake holders, local businesses, or others may be good choices to include on a meeting invitation.
If you are organizing the meeting, it is helpful to arrive early yourself, and check and set up the room to make sure there are enough chairs, any necessary AV equipment is set up and working properly, and any refreshments are ready. Plan for early arrivals, and start your meeting on time. Allow time for introductions and make sure you distribute copies of the meeting agenda. Make sure roles are defined, identify someone who will keep a record of the meeting discussion/decisions, and set time limits for each agenda item. If you are facilitating discussion, make sure to involve everyone and keep the process moving. Monitor the moods of the attendees in the room and be respectful. At the conclusion of a meeting it is important to close positively. Review accomplishments, establish action items (who will do what by then), and end on time (or get permission from the group to run over).
Sample lake organization meeting agenda PDF 35 KB)
Wisconsin’s 
Robert's Rules of Order, or parliamentary procedure, is a set of rules for conduct at meetings that allows everyone to be heard and to make decisions without confusion. Robert's Rules of Order are a time tested method of conducting business at meetings and public gatherings and are the basic mode of operation for most clubs, organizations and other groups. It can be adapted to fit the needs of any organization.