Top tips for running effective PTA meetings
Image: A group of adults in a row, arms over each other’s shoulders, smiling.
1. Share the agenda in advance
Send out a clear agenda before the meeting so attendees know what to expect. Include time for updates, decisions and open discussion. Stick to the schedule to keep things focused.
2. Start and finish on time
Respect everyone’s time by beginning promptly and wrapping up as planned. This helps build trust and encourages regular attendance. Don’t forget to check you’ve met your quorum – at least 50% of the committee will need to be present for the meeting to continue.
3. Keep it inclusive
Use plain language and avoid jargon. Make space for all voices, especially quieter members. Encourage open and respectful discussion, but remember that only elected committee members can vote on decisions.
4. Take and share minutes
Assign someone to take notes and circulate them afterwards. Include key decisions, action points and who’s responsible for each task. Think about how widely you’d like to share the minutes – can they go on the school website or would a mailing list work better? Remember, sharing the minutes is key to transparency.
5. Use technology thoughtfully
Consider hybrid or online meetings to include more members. Tools like Zoom or Teams can make participation easier for those with busy schedules or mobility needs. You can also use the transcripts from online meetings to help summarise the meeting and take minutes.
6. End on a positive note
Celebrate progress, thank volunteers, and highlight upcoming opportunities. A little appreciation goes a long way.
Need help with templates or chairing tips? The Parentkind PTA Community Team is here to support you.
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