From: "Mike Barker" Subject: Meeting Basics Date: Tue, 01 Oct 1996 11:50:10 EDT This is a checklist I have been working on for a while to try and summarize some important, if small, points about "rules of meeting". I am sending it out in the hope that it may be useful for others. Incidentally, I find myself that I often break these rules. Part of the reason for making a list is to help me remember them. (With thanks to Bill Cattey, David Hogarth, and Tim McGovern for errly review and corrections. The remaining mistakes are all mine.) Just for fun...some of the "rules of meeting" that I think we keep running afoul of: Before The Meeting 1. Every meeting should have an agenda. The agenda should be announced before the meeting. Agenda items should indicate whether the item is for discussion, review, decisions, whatever... Agendas should be available *some definite amount of time* before the meeting is held, to allow people to prepare. 2. Invitations to attend a meeting should indicate whether the person must attend or may attend. Responses to invitations should not be expected before the agenda is announced. During The Meeting 1. Follow the agenda. 2. During the meeting, certain roles (leader, notetaker, etc) should be clearly identified. The same person should not be both the facilitator AND the notetaker. At best, you'll get one of the two roles done effectively; at worst, neither will get done. 3. The method of "gaining the floor" (getting a turn to talk) should be clearly understood and followed. There should be general agreement on how to handle exceptions--items that run too long, ornery folks who want to soapbox, etc. There should be a way to handle items which are too complex, time-consuming, etc. to be handled by the whole team, e.g., where a sub-team should work on a proposal, bring back to the full group, etc. (akin to the ilead idea). The method of making decisions/assignments/etc. should be clearly defined and used repeatedly. After The Meeting 1. After a meeting, notes/minutes should be published. Notes MUST be available no later than *some definite amount of time* after the meeting. Non Attendees 1. There should be clearly identified ways for people not attending to (a) get the agenda (b) provide input and (c) get notes/minutes.