Process 05: Organize regular meetings and provide feedback on club activities

I. OBJECTIVES

- Evaluate the progress and effectiveness of the Club's activities at each stage.
- Create an environment of listening – feedback – improvement based on a constructive spirit.
- Unify actions – strengthen spirit – improve organizational capacity for students.

II. MEETING AND FEEDBACK RULES

1. Meeting on time, enough people, someone to take clear minutes.
2. Not just report – but respond – and suggest improvements.
3. Respect opinions – no personal judgment – ​​focus on solutions.
4. Meetings should not exceed 45 minutes – with a clear facilitator.

III. IMPLEMENTATION STEPS

📍 STEP 1 – MEETING PLANNING
- The team leader or the chairperson announces the meeting schedule and content at least 2 days in advance.
- Attach a personal report form for members to prepare in advance.

📍 STEP 2 – MEETING CONDUCT
- Have a coordinator (chairperson or coordinator).
- Each group takes turns reporting on activities – sharing difficulties – proposing support.
- Everyone records points for improvement – ​​new ideas – who will do what next.

📍 STEP 3 – MINUTES & PROPOSAL FOR THE NEXT DIRECTION
- The minutes should record: main content – ​​outstanding feedback – common decisions – responsibilities of each person.
- Send the minutes to the general club group, keep a copy in the tracking file.

📍 STEP 4 – PERSONAL FEEDBACK & RECOGNITION OF HIGHLIGHTS
- After the meeting, each group self-evaluates their working style.
- Recognize good performance – share group lessons – spread the spirit of solidarity.

IV. ASSIGNMENT OF RESPONSIBILITIES

- Chair: decide on meeting schedule, content, coordinator.
- Secretariat group: take minutes, summarize, save evidence.
- All members: participate fully, give honest feedback, give constructive comments.

V. ATTACHMENT FORM

✅ Club meeting notice form
✅ Individual/group activity report form
✅ Regular meeting minutes form
✅ Suggestion & improvement summary form

📌 SPECIAL NOTES:
- Meetings are not for criticism – they are for development.
- Each meeting should end with a positive word of encouragement.
- There must be clear action after the meeting – do not let things stop at words.