• Take Notes during the Meeting and for the Minutes
  • Lists
  • Action list
  • Future task list
  • Parking lot items to address
  • Outline. You can use a form like this for quick note taking
  • Topic 1:
  • Main points raised:
  • Decisions/conclusions:
  • Next steps and name of person or group responsible:
  • Timeline/deadline:
  • During meeting notes methods
  • Instant projection using lap top
  • Flip chart
  • Overhead projector
  • After meeting notes methods
  • Picture books
  • Flowcharts
  • Project notebooks

• Post a “Parking Lot”
  • Place to put ideas and suggestions for later review
  • Incorporate ideas where appropriate or explain how will handle

• Make the Meeting Fun
  • Play a variety of music—helps relax or energize everyone and makes things fun
  • Place toys on tables—Koosh or Nerf balls, small “science toys, play dough
  • Set out bowls of candy—provide a mix of mints, hard candy, chocolate, gum, suckers, pretzels, chips, cheese, fruit, and other treats

• Set Agenda for Next Meeting
  • Decide date, time and location
  • Determine agenda items, time, and assignments

• Adjust Within the Meeting Framework

• Site (move tables and chair, be sure people can see and hear)
• Adjust meeting agenda items as needed

• Group Evaluation of Meeting

• Depending on the size of the group, this exercise can be done as a whole group, by table of participants, or individually. On flip chart paper, make two columns. On the left column put a plus sign, denoting strengths. On the right side, place a delta sign, which denotes things to improve or change. Ask the group to give feedback on the meeting. With the whole group or by tables, ask for comments and write them on the paper. For individuals, they can write directly on the paper or put comments on Post-it notes and place the notes on the paper.
• Ask the group to complete a sentence using descriptive phrases or words: "Our meeting today was…" "Today we accomplished…" "Our decision about the 'X' makes me…." "I think today's small group work was…" "Next time I think we should…"

• In general, you need to test effectiveness and efficiency:
  • Are we doing the right things?
  • Are we doing things right?

• Personal goals and next steps:
  • What do you want to see happen or to do next?
  • Why do you want this?
  • What do you need to do to make this happen?
  • What's one concrete step you could take?

[1] Adapted with permission from Soil and Water Conservation District Outreach: A Handbook for Program Development, Implementation and Evaluation . Ohio Department of Natural Resources, Division of Soil and Water Conservation, 2003.