Gamma Iota Sigma
|
Meetings: How Many? How Often?Meetings for all chapter members: Although
there is no formal guideline set by the Grand Chapter relative to how often you should
hold meetings for your chapter members, as a benchmark at least one meeting each month
should be planned. Many Gamma Iota Sigma
chapters invite a local insurance industry representative to these general chapter
membership meetings to speak on their own area of expertise within the insurance industry. By planning at least one meeting a month for all
of your chapter's members, you'll find it will help to form a habit of participation on
their part. Planning any less than one
meeting a month will surely raise doubts in many members minds about the viability of
Gamma Iota Sigma. An additional tip might be
to hold your general chapter membership meetings on a set day every month. For example, the third Thursday or second
Wednesday of each month. Remember that
points are awarded for each legitimate meeting held. Officers Meetings: Again, there
is no set rule as to how often the officers should meet to discuss issues dealing with
your chapter's management. A suggestion is
that all of your chapter's officers should meet at least twice a month, and possibly more
often depending on how active your particular chapter is.
The following list should help in deciding whether or not an officers meeting is
necessary. When to call an Officers Meeting: 1.
To set and define organizational goals. 2.
To receive reports from committees or individual officers. 3.
To obtain a group judgement on a decision. 4.
To analyze and solve a problem. 5.
To gain acceptability for an idea, program, or decision. 6.
To reconcile conflicting views. 7.
To provide essential information for project guidance, or for the relief of
insecurities or tensions among officers. 8.
To obtain immediate reactions of all officers, when a speedy response to a problem
is necessary. 9.
To have an excuse for bringing up a matter which has become bogged-down or stalled
to advance the course of running the chapter smoothly. When not to call an Officers Meeting: 1.
When a telephone call, letter, or memo will produce the desired results. 2.
When there is not sufficient time for adequate preparation by participants or the
meeting leader. 3.
When one
or more key participants are not available to meet. 4.
When the
meeting is not likely to produce satisfactory results. 5.
When, in
view of the time expended, the cost vs. net return is not likely to be realized. (Auger,
How to Run Better Business Meetings, American Management Association, 1972) The important point to
remember about meetings is that no project, banquet, or other event is likely to succeed
if those involved (officers and committee members) do not clearly understand what is to be
accomplished and how. Lack of communication,
or inappropriately timed officer meetings will only result in confusion and no performance
at all. Your chapter's officers' meetings,
properly planned and executed, are vital in realizing your chapter's goals and objectives. |