Facilitator/Scribe Training - Revision history

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2012-07-13T16:13:03Z

Scribing

Scrump at 02:25, 13 July 2012

2012-07-13T02:25:53Z

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2012-07-13T02:13:43Z

Scribing

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2012-07-13T02:11:08Z

Facilitating

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2012-07-13T02:09:14Z

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2012-07-13T02:08:38Z

Scribing

Scrump: Created page with "Free Geek staff take part in a lot of meetings. Part of our meeting structure is to have one person in charge of '''facilitating''' and one person in charge of '''scribing'''. Th…"

2012-07-13T01:57:29Z

Created page with "Free Geek staff take part in a lot of meetings. Part of our meeting structure is to have one person in charge of '''facilitating''' and one person in charge of '''scribing'''. Th…"

New page

Free Geek staff take part in a lot of meetings. Part of our meeting structure is to have one person in charge of '''facilitating''' and one person in charge of '''scribing'''. This training module is designed to prepare you for the responsibilities of each of the roles so that our meetings can be as productive as possible.

'''Note: this page is similar to [[Meeting Tips]], but is created as an outline for a training. It is also based on the less formal consensus-style process that is used at most committee and working group meetings.

==General Meeting Guidelines==
*Know your meeting schedule. Meetings that you are signed up for should show up on the Skedjulnator, but you should also check the [[Perpetual Meeting Calendar]] for the regular days and times of each meeting.
*Most meetings have an associated "meeting minder"--an automatically generated email sent out to each attendee one week before a meeting.
*Most meetings have a wiki page that lists the order of facilitators/scribes (e.g. [[Volunteer and Community Interface]]). Check this page to see who is doing what at upcoming meetings.
*Show up for meetings on time so that we can get started right away.
*As a general meeting attendee, be prepared by knowing generally what's on the agenda and what discussion items you will be sharing.
*Have your laptop if appropriate (many meetings don't print out hard copies of agendas and therefore expect you to have a digital version on your laptop).
*Remember the [[Consensus]] process, and do your best to participate actively in making consensus work.
*Check out these additional [[Meeting Tips]]

==Facilitating==
''Several days before the meeting:''
*Make sure you can attend the meeting--if not, find somebody else to facilitate
*Read last meeting's agenda and minutes
*Create a draft agenda, including commits to check in on and any discussion items you already know about
*Send out the draft agenda along with a call for more agenda items
''The day before the meeting:''
*Add any additional discussion items to the agenda
*Send out the finalized agenda to all attendees (and a reminder that the meeting is happening)
''At the meeting:''
*Call the meeting to order
*Make sure the scribe is ready to take notes
*Make sure people have the agenda, and see if there are any last-minute additions
*Work through the agenda, making sure that discussions are on-topic and brief
*Make sure that everyone has a chance to share what they need to share (start a queue if necessary)
*Remind everyone of time constraints, and keep things moving
*Facilitate the [[Consensus]] processing of listing and clustering concerns, addressing concerns, etc.
*Call for implementation steps when appropriate (who commits to doing what?)
*Make sure the meeting ends on time

==Scribing==
''Several days before the meeting:''
*Make sure you can attend the meeting--if not, find somebody else to scribe
''At the meeting:''
*Have some way of taking notes (usually a Laptop)
*Have the agenda and incorporate any last-minute items
*Set up your minutes template (usually copy/paste the agenda into a new email or document and add notes to it)
*Take attendance, noting late arrivals
*Record the status on old commits:
**Done= commit has been completed, and should not be listed on the next agenda
**Carry-over (c/o)= commit has not been started or finished, and should be listed on the next agenda
**In Progress (IP)= commit has been started but is not yet finished, and should be listed on the next agenda
**Killed= commit has not been completed, but the committee decided that it should no longer be done
**Morphed= commit has changed into some other commit (i.e. another person is addressing the issue in another way)
*Take succinct but complete notes on discussion items (highlighting '''proposal''', '''discussion''', and '''decision''' where appropriate)
*Note new commits that come out of discussion items (often denoted with a # before the person's name)
*Ask the facilitator to stop and clarify whenever necessary (e.g. "How shall this be reflected in the minutes?")
*Read your version of decisions aloud to the group to make sure they are accurate
*At the end of the meeting, record when the next meeting and who is facilitating/scribing
''After the meeting:''
*Email the minutes out to the attendees as soon as possible, asking for additions and clarifications
*

@@ Line 1: / Line 1: @@
-Free Geek staff take part in a lot of meetings. Part of our meeting structure is to have one person in charge of '''facilitating''' and one person in charge of '''scribing'''. This training module is designed to prepare you for the responsibilities of each of the roles so that our meetings can be as productive as possible.
+Free Geek staff take part in many meetings. Part of our meeting structure is to have one person in charge of '''facilitating''' and one person in charge of '''scribing'''. This training module is designed to prepare you for the responsibilities of each of these roles so that our meetings can be as productive as possible.
 ''Note: this page is similar to [[Meeting Tips]], but is created as an outline for a training. It is also based on the less formal consensus-style process that is used at most committee and working group meetings.''
 ==General Meeting Guidelines==
@@ Line 57: / Line 63: @@
 *Email the minutes out to the attendees as soon as possible, asking for additions and clarifications
 *After additions and clarifications have been sent back (usually wait a couple of days), forward the minutes to the minutes list

@@ Line 53: / Line 53: @@
 **Killed= commit has not been completed, but the committee decided that it should no longer be done
 **Morphed= commit has changed into some other commit (i.e. another person is addressing the issue in another way)
 *Take succinct but complete notes on discussion items (highlighting '''proposal''', '''discussion''', and '''decision''' where appropriate)
 *Note new commits that come out of discussion items (often denoted with a # before the person's name)

@@ Line 49: / Line 49: @@
 *Take succinct but complete notes on discussion items (highlighting '''proposal''', '''discussion''', and '''decision''' where appropriate)
 *Note new commits that come out of discussion items (often denoted with a # before the person's name)
-*Ask the facilitator to stop and clarify whenever necessary (e.g. "How shall this be reflected in the minutes?")
+*Ask the facilitator to stop and clarify whenever necessary (e.g. "How should this be reflected in the minutes?", "Who is committing to that?", etc.)
 *Read your version of decisions aloud to the group to make sure they are accurate
 *At the end of the meeting, record when the next meeting and who is facilitating/scribing

@@ Line 17: / Line 17: @@
 *Make sure you can attend the meeting--if not, find somebody else to facilitate
 *Read last meeting's agenda and minutes
-*Create a draft agenda, including commits to check in on and any discussion items you already know about
+*Create a draft agenda, including old commits and any discussion items you already know about (Note: many meetings have a specific agenda template with standing discussion items; this should be included in the meeting minder email.)
 *Send out the draft agenda along with a call for more agenda items
 ''The day before the meeting:''