Women’s ministry should be tailored to meet the needs of the diverse women that make up a local church. If you are in leadership of women’s ministry at your church, you should hold meetings with other members of the leadership team at least once a quarter to plan events, discuss needs and set direction for the year. The keys to holding productive women’s ministry meetings are the same as those that govern effective meetings in the business world -- come with an agenda, be timely, stay on topic and respect each other’s opinions. Practice these principles at your next women’s ministry meeting to set the tone for a successful ministry year.
Select a location for your meeting that is suited to the size and purpose of your meeting. Coffee shops and lounges are well suited for groups of three or four while conference rooms are tailored for groups of six to 12 or more.
Create an agenda for your meeting that includes two or three main points that you want to cover. Invite only the individuals crucial to discussing the topic at hand. Don’t use meetings to update people with information. Use email, letters or phone calls for that. Use meetings to make decisions. Consider how much time you need to cover the points and set a timeframe that allows enough time to thoroughly discuss them. Decide beforehand how much time you will spend on each point.
Communicate the meeting location, start and end time to invitees two weeks beforehand and distribute the agenda the day beforehand so invitees will come prepared to discuss the main points.
Lead the meeting by starting on time and steering the group through the main points. Encourage robust conversation and a decision on each topic before moving on to the next point. Go over the ground rules at the start of the meeting, which include listening to each other and respecting opinions that are different from your own.
Recap decisions and action points for each main point. Assign necessary tasks to people present and review those tasks before adjourning. If a follow-up meeting is required, set the date and time for that next meeting before everyone leaves. Afterwards, email or mail a list of assigned tasks with due dates to individuals.