Lessons for Local Party Secretaries: no. 3 – preparing for meetings

Most people who have served on an Executive Committee, at any level of the Party, will have horror stories of meetings that run on for hours, sapping the will to live and causing generic unhappiness.

Admittedly, most of this is the fault of the Chair (not anyone I know though, no sirree Bob…) but you can help make it easier. What you want is written reports, circulated in sufficient time that people can read them before they turn up. That way, they are less likely to ask questions, the meeting will reach decisions quickly, and you can all go home. If people ask questions that could be answered by reading a report, you can suggest to them that they do. After a while, they will learn. If they don’t, perhaps a seat on the Executive is not for them…

It is usual to give a week’s notice of a meeting of the Executive Committee. Get into the habit of giving two weeks notice, so that those due to submit written reports can do so, leaving time to distribute them onwards. This will have two effects;

• everyone will have the same information


• you won’t have to minute a rambling stream of consciousness of whatever the individual can remember

Also, ask for any items of business to be included on the agenda under ‘Any Other Business’. That way, you encourage people to think about what they might need in advance. There is nothing more dispiriting at the need of a long meeting, just when your hopes are raised at the prospect of escape, than someone saying, “One item of any other business, Chair”. If it’s on the agenda, the Chair can move matters along more effectively.

Thank individuals who comply with your requests, as this will encourage them to continue doing so. Politely chide those who don’t, and note that you have not received their report, indicating that any time lost whilst people ask them questions is time not spent effectively, especially if they then complain about the length of the meeting (I love irony).