Difference between revisions of "Meeting Tips"
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| Line 22: | Line 22: | ||
=The Template= | =The Template= | ||
==Call the meeting to order== | ==Call the meeting to order== | ||
| − | + | ''Facilitator:'' | |
| − | + | * Just make sure there's a scribe taking attendance | |
| − | + | ''Scribe:'' | |
** Record the name of the meeting and the date | ** Record the name of the meeting and the date | ||
** List everyone in attendance (for some meetings, list if they were late). Ask for people's names if you don't know them. | ** List everyone in attendance (for some meetings, list if they were late). Ask for people's names if you don't know them. | ||
==Check in== | ==Check in== | ||
| − | + | ''Facilitator:'' | |
** Ask how everyone's doing | ** Ask how everyone's doing | ||
| − | + | ||
| + | ''Scribe:'' | ||
** This usually requires no notes be taken | ** This usually requires no notes be taken | ||
==Committments from Previous Meeting== | ==Committments from Previous Meeting== | ||
| − | + | ''Facilitator:'' | |
* Go through each item and ask for a brief report. | * Go through each item and ask for a brief report. | ||
** If committments pertain to regluar agenda items, ask that discussion be put off until that item | ** If committments pertain to regluar agenda items, ask that discussion be put off until that item | ||
| − | + | ''Scribe:'' | |
** Record the status of each item | ** Record the status of each item | ||
*** Did it change owners? | *** Did it change owners? | ||
*** Is it finished? | *** Is it finished? | ||
*** Is it a carryover? (If so, re-enter in the future committments section) | *** Is it a carryover? (If so, re-enter in the future committments section) | ||
| + | |||
| + | ==Reports from Other Meeting== | ||
| + | ''Facilitator:'' | ||
| + | * Go through each report and ask for a brief report. | ||
| + | ** If committments pertain to regluar agenda items, ask that discussion be put off until that item | ||
| + | |||
| + | ''Scribe:'' | ||
| + | |||
==Old Business== | ==Old Business== | ||
| + | ''Scribe:'' | ||
* Record item names | * Record item names | ||
** Key points from discussion | ** Key points from discussion | ||
| Line 53: | Line 63: | ||
==New Business== | ==New Business== | ||
| − | * Same | + | ''Scribe:'' |
| + | * Same points at Old Business | ||
==Future Committments== | ==Future Committments== | ||
| + | ''Scribe:'' | ||
* Record the item, its owner, and a deadline | * Record the item, its owner, and a deadline | ||
==Next Meeting== | ==Next Meeting== | ||
| − | * Record scribe | + | ''Scribe:'' |
| − | * Record facilitator | + | * Record next scribe |
| − | * Record | + | * Record next facilitator |
| + | * Record any reporters (i.e. to Council Meeting or Staff Meeting) | ||
* Record next time and place of meeting | * Record next time and place of meeting | ||
=After the Meeting= | =After the Meeting= | ||
Revision as of 14:22, 21 January 2005
To do:
- Incorporate the facilitator's duties
- Incorporate example meeting minutes snippets
A week before the meeting
- Facilitator:
- Make sure you will be able to attend. If not, find someone to facilitate for you.
- Call for agenda items
- Scribe:
- Make sure you will be able to attend. If not, find someone to scribe for you.
Before the meeting
- Facilitator:
- Review the previous meeting's notes
- Review the agenda
- Review other relevant things, like the RT queue, email posts, and the wiki
You are looking for agenda items. Organize them into a final agenda, grouping related items together and plugging into the general template
- Scribe:
- Get a laptop or a paper and pen/pencil for taking notes
The Template
Call the meeting to order
Facilitator:
- Just make sure there's a scribe taking attendance
Scribe:
- Record the name of the meeting and the date
- List everyone in attendance (for some meetings, list if they were late). Ask for people's names if you don't know them.
Check in
Facilitator:
- Ask how everyone's doing
Scribe:
- This usually requires no notes be taken
Committments from Previous Meeting
Facilitator:
- Go through each item and ask for a brief report.
- If committments pertain to regluar agenda items, ask that discussion be put off until that item
Scribe:
- Record the status of each item
- Did it change owners?
- Is it finished?
- Is it a carryover? (If so, re-enter in the future committments section)
- Record the status of each item
Reports from Other Meeting
Facilitator:
- Go through each report and ask for a brief report.
- If committments pertain to regluar agenda items, ask that discussion be put off until that item
Scribe:
Old Business
Scribe:
- Record item names
- Key points from discussion
- Proposals (at least loose wording)
- Decisions -- Mark them as decisions -- Make sure the wording is accurate
New Business
Scribe:
- Same points at Old Business
Future Committments
Scribe:
- Record the item, its owner, and a deadline
Next Meeting
Scribe:
- Record next scribe
- Record next facilitator
- Record any reporters (i.e. to Council Meeting or Staff Meeting)
- Record next time and place of meeting