There are 11 best
practice ideas listed below that have been gathered to date. Others will
be added as they become available. Specifically, the task force is
looking for ways to meet the needs of various geographic groups:
urban/suburban, rural, technology rich, technology poor, etc.
increased when attendees were included in the presentation process
each month; i.e., lead opening, deliver announcements, lead a song,
do the closing minute, etc.
Send monthly email
reminders to leaders at least five to seven days before the
roundtable with information about what is planned for the meeting.
When appropriate, offer attending leaders a chance to register for
upcoming events or activities before the registration is opened to
the rest of the district.
into patrols so that the patrols run much of roundtable, rotating
through responsibilities each month. Communities, if appropriate,
can set up patrols and then elect a patrol leader. A patrol leader’s
council is conducted at the end of each roundtable to go over
assignments for the next month.
Seek input from
participants by conducting quarterly or semiannual
This allows for recognition of those participating and
identification of those not participating, and can lead to tracking
of training needs. Provide nametags for all attendees.
Provide social time
with snacks. Ask a unit to volunteer in advance to bring the snacks.
These can be for pre-meeting or post-meeting as best suits the
for participants to view as part of the pre-meeting. This can often
take the place of major announcements if people with “agendas” to
push are there ahead of the meeting to share information and discuss
programs with participants.
announcement materials to participants pre-meeting in the form of a
PowerPoint running (looping) show.
roundtable/forum between the largest communities in the district.
Another option is to hold two roundtables/forums per month in
different geographies of the district if staffing is available.
Quarterly meetings are a third option for this group.
District (covering the Texas and Oklahoma panhandles) of the Golden
Spread Council has quarterly roundtable/forum meetings in three
different communities. Each of the four months that the meetings are
held the team travels to three different locations and puts on a
roundtable in each location. This is not ideal, but considering the
lack of high-speed Internet availability, it at least brings the
message to unit leaders on a somewhat regular basis.
Urban—In some very
urban areas of the East Coast, districts have chosen to have
roundtable/forum meetings at times of the day that best work for
their attendees. Some hold meetings early (from 5:00 to 5:30 p.m.),
so that folks can come from work and then get home in time to have
some family time before children go to bed; others have decided to
have meetings later (from 8:00 to 8:30 p.m.), so that folks can go
home first for dinner and family time and then come to roundtable.