Community meetings are an intrinsic and essential part of modern day community living. Organizing of such community meets ups in an organized and structured manner can allow members of the society to have an interactive session rather than a dull customary meeting or an erratic /disorderly discusssions and decision Here are some recommended tips that one can use in order to organize effective community/Committee meetings in one’s apartment or housing society that goes a long way in creating a platform for extensive thought exchange leading the improvement of the whole housing community.When you have formed special committees allow the committee to come out with their ideas and never hurry them.
Have a Preset Agenda: Having a preset or pre-planned agenda is recommended before scheduling any community meeting. The preset agenda can be put up on the society notice board or sent as dedicated email to the various community members. Having such a preset agenda allows members to think and reflect on the points and come prepared with their thoughts and ideas leading to a positive idea exchange. If the point of discussion is introduced in the meeting itself, chances are that not many people would hit upon unique and innovative solutions or ideas to tackle the problem at hand.
Don’t Mix Business with Pleasure: A cardinal sin committed by a lot of community meet ups is to mix serious discussions at social events. A dedicated society meeting not only brings a sense of professionalism, but also allows members to be prepared with the agenda under discussion allowing free flow of thoughts and ideas.
Have a Time Bound Discussion: In this day and age of fast paced life, long meetings can deter society members to actively attend and participate in the discussions. Having a time bound session pre decided considering the points of discussions not only make the meetings short, but also deters members from time wasting by exploring formal welcome address and long lectures.
Focus on the Main Agenda: One of the common mistakes overlooked by most organizing members is to digress from the main agenda. While a social interactive session can help build bonds between new society members and the management team, it is imperative to focus on the main agenda. The longer the meeting is dragged; chances are that members might not be interested in interactive discussions after a certain point..
Have an Interactive Session: It is the imperative of the members of the organizing committee to make all community meetings as interactive as possible . Unless there is a two way exchange of ideas and thoughts, community meetings may end up as a lecture with announcements and rules.
Create Awareness for Social Responsibilities: The role of a successful organizing community committee does not end with the meeting. Creating awareness on the agenda and the solutions discussed with all members of the housing society goes a long way in embedding the thoughts especially with the children and the elderly. Discussing informally with members of the housing society helps in creating awareness and allows all members to be a part of the overall social responsibility