Committees are the backbone of the organization. They provide the careful study and analysis that allow the bigger group to make correct decisions. Effective committees don't just happen -- they are a combination of a good purpose, a good leader, and good committee members.
Purpose
Ask yourself, what is the committee's role? Does it have a record
of achievement? The establishment of clear, realistic goals will
make your priorities known. This also gives members a clear sense
of what they will expect to contribute to the committee.
Leadership
Carefully plan your agendas and meeting timetables to prevent
last-minute changes. Give your members time to prepare for the
meeting by distributing agendas in advance. Try not to dominate
committee discussions. As a leader, you should help the committee
maintain a focus while allowing members to express themselves
even if their views are contrary to your own. Never permit hostile
discussions.
You can regain control of rambling discussions by calling on a different member for their opinion on the agenda item or by suggesting that they postpone their ideas until later. Briefly summarizing the committee's ideas on a topic can also bring closure to an agenda item discussion.
Membership
An optimal size for a committee is five to seven members. Members
should be receptive to new ideas and other people's opinions.
Work is accomplished in a committee when members understand their
task and are able to focus on it creatively. (See Guide on Brainstorming.)
Seating arrangements for committees are important. Round or square tables that offer members a view of one another, encourages open discussion and trust. Try to hold meetings in a central consistent location, and make sure all members are notified of the time and place well in advance of the meeting.
When you assign tasks, set deadlines. Ask members to submit their information or completed task before the next meeting so you have a chance to prepare your feedback and followup suggestions.
Close committee meetings by summarizing major points and assignment deadlines. Minutes are a good way to inform members of deadlines and responsibilities, and these should be distributed within ten days of the meeting. You may want to make additional follow-up phone calls or emails one week prior to the deadline to see if unanswered questions are preventing the completion of the task. Adhering to established deadlines will help members take you more seriously.
Remember that recognition can go a long way in encouraging member loyalty and commitment. Acknowledge the committee's work through notes to both the workers and to the general organization. Appreciation will attract more people to your committees in the future.
Finally, remember to report regularly to the general organization. Repeating a summary of your committee's work will help to decrease controversy about your decisions and to increase support for committee activities. If you need help with an activity, you should warn the bigger group as soon as possible.
For more information on organizational structure and procedures, contact the Office of the Dean of Students at (949) 824-5181.