When running a meeting, it is important to know who is doing what. Assigning team members a specific role can help the meeting run more smoothly. Each team is different, but below are some examples of meeting roles:
Team Leader/Facilitator: A Leader is usually responsible for setting a base agenda, facilitating meetings, and encouraging communication among team members as needed. He/She is in charge of motivating the team to accomplish its task and making sure the Venture is staying on track.
Recorder/Secretary: The Team Recorder is responsible for writing down the team's key points, ideas, and decisions. He/She is also in charge of taking minutes (notes) at each team meeting, and distributing them to team members after the meeting. It is important to record comments as accurately as possible. If the Recorder can't write fast enough, ask the speaker to slow down or repeat a comment. Recording the team's ideas is very important, so invest the time in doing it well.
Treasurer: A Treasurer is responsible for keeping correct and up-to-date records of the money. He/She should also be in charge of making sure the group stays within the guidelines of the budget. When an event or activity is being planned, the group should always ask the Treasurer to make sure there is the money to support the cost.
Time-Keeper: A Time-Keeper makes sure the meeting keeps within time limits. Time- Keepers should be assertive about keeping the meeting on track, making sure the meeting starts and ends on time, and keeping the discussion focused.
Evaluator: An Evaluator is in charge of leading evaluation at the end of the meeting. He/She asks the group about what worked, what didn’t work, and what was missing from the meeting.
Active Participant: Every meeting attendee that is not serving as the Facilitator, Secretary, or Evaluator should be asked to be an Active Participant. Active Participants give feedback on agenda items, listen to their peers, volunteer for action steps, encourage the group and have a positive attitude. Active Participants show they are engaged through eye contact, body language, and appropriate responses to questions.
Giving each team member a role for the meeting—and rotating these roles each meeting—is a great and simple way to share responsibility and power among members.