Difference between revisions of "Meeting Tips"

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=The Meeting=
 
=The Meeting=
[[Meeting Template]]
+
Once you know the tips, you may want to use the empty [[Meeting Template]] page as a start.
  
 
==Call the meeting to order==
 
==Call the meeting to order==
 
''Facilitator:''
 
''Facilitator:''
 
* Make sure there's a scribe taking attendance and ready to take notes
 
* Make sure there's a scribe taking attendance and ready to take notes
* Is everyone OK with the agenda? Any items I missed?
+
* Is everyone OK with the agenda? Any items missing?
  
 
''Scribe:''
 
''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 also list if they were late). Ask for people's names if you don't know them.
  
 
==Check in==
 
==Check in==
 
''Facilitator:''
 
''Facilitator:''
* Ask how everyone's doing  
+
* Ask how everyone's doing.
  
 
''Scribe:''
 
''Scribe:''
* This usually requires no notes be taken
+
* This usually requires no notes be taken.
  
 
==Committments from Previous Meeting==
 
==Committments from Previous Meeting==
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** 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==
 
==Reports from Other Meeting==
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* Go through each report and ask for a brief report.  
 
* Go through each report and ask for a brief report.  
 
** If committments pertain to regular agenda items, ask that discussion be put off until that item
 
** If committments pertain to regular agenda items, ask that discussion be put off until that item
** If issues come up that aren't on the agenda, add a new item to new business section
+
** If issues come up that aren't on the agenda, add a new item to New Business section
  
 
''Scribe:''
 
''Scribe:''
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==Old Business==
 
==Old Business==
 +
''Facilitator:''
 +
* Ask the presenter to present the topic
 +
* Ask for questions to clarify the issue
 +
* Is there any discussion?
 +
* Are we ready for a formal proposal?
 +
* If not
 +
** Does there need to be any action?
 +
** Does a smaller group need to hammer out a proposal?
 +
** Can it be done on and email list and/or wiki?
 +
* If we are ready for a proposal try to guide discussion towards making one.
 +
* For each proposal:
 +
** Does everyone understand it?
 +
** What concerns do people have? How can it be changed to deal with those concerns
 +
** If there appears to be agreement, make sure the proposal is in writing by askign the scribe to read it back
 +
** Ask for any remaining concerns
 +
** If there are none, state that we've reached a decision and have the scribe record it.
 +
** If there are concerns:
 +
*** Can it be hammered out in a smaller group and decided at next meeting?
 +
*** Are there alternate proposals to consider?
 +
 
''Scribe:''
 
''Scribe:''
 
* Record item names
 
* Record item names
 
** Key points from discussion
 
** Key points from discussion
 
** Proposals (at least loose wording)
 
** Proposals (at least loose wording)
** Decisions -- Mark them as decisions -- Make sure the wording is accurate
+
** Decisions -- Mark them clearly as decisions. Make sure the wording is accurate.
  
 
==New Business==
 
==New Business==
 +
''Facilitator:''
 +
* Same points at Old Business
 +
 
''Scribe:''
 
''Scribe:''
 
* Same points at Old Business
 
* Same points at Old Business
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==Future Committments==
 
==Future Committments==
 
''Scribe:''
 
''Scribe:''
* Record the item, its owner, and a deadline
+
* Record the item, its owner, and a time frame
  
 
==Next Meeting==
 
==Next Meeting==
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* Record any reporters (i.e. to Council Meeting or Staff Meeting)
 
* 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
 +
* Record any unfinished business for the next facilitator to include in the meeting
  
 
=After the Meeting=
 
=After the Meeting=

Revision as of 14:57, 21 January 2005

To do:

  • Incorporate example meeting minutes snippets

About 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.

The day before the meeting

Facilitator:

  • Create the agenda. (You are looking for agenda items. Organize them into a final agenda, grouping related items together and plugging into the general template):
    • Review the previous meeting's notes
    • Review which meetings happened that are likely to report
    • Review the agenda
    • Review other relevant things, like the RT queue, email posts, and the wiki
  • Line up presenters for anything on the agenda that seems like a major topic. These people should be prepared to introduce the topic and answer questions about it.

Before the meeting

Facilitator:

  • Incorporate any last minute items onto the agenda.
  • Print out copies of the agenda. Usually three copies:
    • one for the scribe,
    • one for yourself,
    • one to share with the group.

Scribe:

  • Get a laptop or a paper and pen/pencil for taking notes
  • Get a copy of the agenda from the facilitator

The Meeting

Once you know the tips, you may want to use the empty Meeting Template page as a start.

Call the meeting to order

Facilitator:

  • Make sure there's a scribe taking attendance and ready to take notes
  • Is everyone OK with the agenda? Any items missing?

Scribe:

  • Record the name of the meeting and the date
  • List everyone in attendance (for some meetings also 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 regular 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.)

Reports from Other Meeting

Facilitator:

  • Go through each report and ask for a brief report.
    • If committments pertain to regular agenda items, ask that discussion be put off until that item
    • If issues come up that aren't on the agenda, add a new item to New Business section

Scribe:

  • Record links to online minutes
  • Record questions and answers

Old Business

Facilitator:

  • Ask the presenter to present the topic
  • Ask for questions to clarify the issue
  • Is there any discussion?
  • Are we ready for a formal proposal?
  • If not
    • Does there need to be any action?
    • Does a smaller group need to hammer out a proposal?
    • Can it be done on and email list and/or wiki?
  • If we are ready for a proposal try to guide discussion towards making one.
  • For each proposal:
    • Does everyone understand it?
    • What concerns do people have? How can it be changed to deal with those concerns
    • If there appears to be agreement, make sure the proposal is in writing by askign the scribe to read it back
    • Ask for any remaining concerns
    • If there are none, state that we've reached a decision and have the scribe record it.
    • If there are concerns:
      • Can it be hammered out in a smaller group and decided at next meeting?
      • Are there alternate proposals to consider?

Scribe:

  • Record item names
    • Key points from discussion
    • Proposals (at least loose wording)
    • Decisions -- Mark them clearly as decisions. Make sure the wording is accurate.

New Business

Facilitator:

  • Same points at Old Business

Scribe:

  • Same points at Old Business

Future Committments

Scribe:

  • Record the item, its owner, and a time frame

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
  • Record any unfinished business for the next facilitator to include in the meeting

After the Meeting