Meeting Tips
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
- 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)
Old Business
- 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
- Same pints at Old Business
Future Committments
- Record the item, its owner, and a deadline
Next Meeting
- Record scribe
- Record facilitator
- Record reporter (i.e. to Council Meeting or Staff Meeting)
- Record next time and place of meeting