Difference between revisions of "MeetingProtocol"
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| + | I think this belongs in the project area. Thoughts? [[MarkDilley]] | ||
| + | |||
| + | ==Proposal== | ||
| + | The following came out of the working group on meetings by Mark, Kasey, Scott & Julia. | ||
| + | |||
| + | Some notes on meetings: | ||
| + | Meetings can have many different roles. It is important to clearly state the purpose of the meeting. | ||
| + | Most people appreciate meetings that end with a clearly: | ||
| + | * A decision has been reached | ||
| + | * A project has been broken down into tasks that have been delegated | ||
| + | * Next actions have been identified & scheduled | ||
| + | * Someone has taken responsibility for a project | ||
| + | * Etc. | ||
| + | |||
| + | The meetings working group have suggested the following roles & responsibilities be a starting point to the process of continually improving our processes & procedures. All of these roles are learned & it's important that everyone get the chance to practice & develop their skills. Please volunteer for all the roles, not just the ones you're most comfortable with. We will help each other learn. | ||
| + | |||
| + | Some of the main values we'd like to address in our meetings are: | ||
| + | * Effective use of time & resources | ||
| + | * Respectful communication | ||
| + | * Consensus decisions: Disagree & Commit | ||
| + | * Continual improvement | ||
| + | * Good listening | ||
| + | * Have fun! | ||
| + | |||
| + | ==Roles== | ||
| + | Convener<br> | ||
| + | Facilitator<br> | ||
| + | Time Keeper<br> | ||
| + | Queue Keeper<br> | ||
| + | Note Taker<br> | ||
| + | Participant<br> | ||
| + | |||
| + | ===Convener=== | ||
| + | Description: This is the person who feels urgency about holding a meeting. They are the one who has the most responsibility and will be accountable to the group to fulfill the following tasks: | ||
| + | * Articulate the purpose for the meeting as well as the meeting's objective | ||
| + | * Create a proposed agenda for the meeting that will meet the stated objectives | ||
| + | * Enter the meeting in iCal | ||
| + | * Enter the meeting & agenda on the Project Page | ||
| + | * Send out an email announcement with a link to the agenda | ||
| + | * Recruit a Facilitator for your meeting. | ||
| + | |||
| + | ===Facilitator=== | ||
| + | Description: The facilitator is not necessarily the person who is most passionate about the issues the meeting is set to discuss. In fact, this may detract from their ability focus on the mechanics of the meeting. That said, the facilitator's job is to: | ||
| + | * Meet with the convener at least 48 hours before the meeting to revise the agenda. Make sure that the agenda fulfills the stated goals of the meeting. Ask questions of the convener to gain clarity for the agenda. | ||
| + | * The facilitator will fill the other roles of the meeting either prior to the meeting or as the first item of the agenda. | ||
| + | * The primary function of the facilitator is to manage the flow of the meeting. | ||
| + | ** Summarize common threads | ||
| + | ** Rephrase what has been said to ensure group understanding | ||
| + | ** Encourage equal participation | ||
| + | ** Keep the group on track & timely | ||
| + | ** Remind the group of the ground rules we are working to establish | ||
| + | ** Restate any agreements that have been reached | ||
| + | ** Encourage the group to pursue difficult areas | ||
| + | ** Identify parking lot issues (items that may be important but are not in the scope of the meeting). | ||
| + | ** Request more time for a particular item on the agenda or for the meeting itself. | ||
| + | ** Test for consensus when you feel the group is close to agreeing | ||
| + | * Aid the group in attaining the action items needed to fulfill the objectives | ||
| + | * Make sure that the identified actions have someone who is responsible for completing them. (This could take some time. Allow 15 minutes) | ||
| + | * There should be a time at the end of the meeting to evaluate the meeting itself, this is how we will learn what is working for our group and what needs to be refactored to have more meaning for us. | ||
| + | |||
| + | ===Time Keeper=== | ||
| + | Description: The Time Keeper is mainly a supportive role to the group in staying on track with time allotments. The time keeper should feel welcomed to : | ||
| + | * Verbally announce a reminder when the alloted time is coming to an end. This will allow the facilitator to request more time or move the meeting along. For longer agenda items this could be 1-5 minutes before the time is up. | ||
| + | * With ample time before the end of a meeting help the facilitator recognize if the meeting needs to be extended, re-scheduled, or pushed to a conclusion. (15-20 minutes before the end of the meeting). | ||
| + | |||
| + | ===Queue Keeper=== | ||
| + | Description: The queue is a tool to help participants self-evaluate their level of participation. The Queue Keeper should feel empowered to: | ||
| + | * Write down the names of all the meeting participants | ||
| + | * As a participant speaks, the Queue Keeper should make a hash mark next to the name. This way each participant can get a quick reminder of their level of participation. | ||
| + | * If an actual queue to speak develops, the Queue Keeper should keep a speakers queue in tandem with the hash marks. | ||
| + | |||
| + | ===Note Taker=== | ||
| + | Description: The Note Taker should: | ||
| + | * Take notes on the same page that the agenda was created. That way everyone will know where to find it. | ||
| + | * Summarize themes | ||
| + | * Identify parking lot issues (items that may be important but are not in the scope of the meeting). | ||
| + | * Ask for clarification if needed. | ||
| + | * Pay particular notice to agreements that are being made, action items & the people who are responsible for them. | ||
| + | |||
| + | ===Participant=== | ||
| + | Description: The Participants of a meeting are not passive observers. It is important that everyone come to the meeting prepared and ready to participate. Participants' responsibilities include: | ||
| + | * Reading the agenda before the meeting | ||
| + | * Request any changes to the agenda that you feel are important | ||
| + | * Be clear on the purpose & objective for the meeting beforehand so you can be prepared to contribute. | ||
| + | * Expect that the meeting will start on time. If you can't make it on time, please recognize that the group can't necessarily stop to bring you up to speed. | ||
| + | * Similarly, please expect that the meeting will end on time. Even if it's decided to allot more time to a meeting, it may not just be added to the end of the current meeting. Many people schedule multiple events concurrently, and it's important to know that a meeting will end on time. | ||
| + | * Speak up if you have a position that has not been verbalized | ||
| + | * If your position has been verbalized by another participant, feel free to pass | ||
| + | * The Law of Two Feet: if you don't have much to contribute &/or are not gaining much knowledge from the meeting, please feel free to leave the meeting to accomplish other tasks. Please note that the Law of Two Feet is not a venue to express your frustration or contempt. Please just quietly leave the room if you'd like to. | ||
| + | |||
| + | ==Discussion== | ||
| + | Please, let us know what you think. | ||
| + | * An area that still needs clarification for me is in the distinction between working groups & "all hands" meetings. | ||
| + | ** How do we decide which is best for what type of decision? | ||
| + | ** What are the working groups' responsibilities to the larger group? | ||
| + | ** Are decisions brought back to the large group or just acted on? | ||
| + | ** How are decisions made? | ||
| + | * The role of the "cards" for Content & Community project planning. | ||
| + | ** There is a method that works well put forth by David Allen in his very good book called "Getting Things Done: the Art of Stress Free Productivity". I recommend it! | ||
| + | Anyone interested in continuing the Meetings Working Group to tackle project planning and decision-making? | ||
| + | ~ Julia | ||
| + | |||
==Intro== | ==Intro== | ||
: Meetings are a great place to create the culture of a company. | : Meetings are a great place to create the culture of a company. | ||
| Line 15: | Line 118: | ||
* Do you have any suggestions for meetings and decision making that have really worked? | * Do you have any suggestions for meetings and decision making that have really worked? | ||
* How strict should we be about times? | * How strict should we be about times? | ||
| − | * One large issue meeting a day? | + | * One large issue meeting a day? |
| − | * Consensus? | + | * Consensus? |
| − | * Meeting Times: Having planning meetings on Friday afternoon might not be the most productive time? | + | * Meeting Times: Having planning meetings on Friday afternoon might not be the most productive time? |
* What role can consensus polling take? | * What role can consensus polling take? | ||
* The law of two feet. | * The law of two feet. | ||
| Line 31: | Line 134: | ||
==21 April Meeting Notes== | ==21 April Meeting Notes== | ||
| + | Participants: Most of the Company | ||
[[Thoughts On Meetings]] | [[Thoughts On Meetings]] | ||
==23 April Meeting Notes== | ==23 April Meeting Notes== | ||
| − | We identified | + | Participants: |
| + | Mark, Kasey, Scott, Julia & Chris for a short time | ||
| + | We identified the roles & responsibilities we'd like to see. | ||
| + | Presented above in The "Proposal" section. | ||
Latest revision as of 21:08, 22 July 2009
I think this belongs in the project area. Thoughts? MarkDilley
Contents
Proposal
The following came out of the working group on meetings by Mark, Kasey, Scott & Julia.
Some notes on meetings: Meetings can have many different roles. It is important to clearly state the purpose of the meeting. Most people appreciate meetings that end with a clearly:
- A decision has been reached
- A project has been broken down into tasks that have been delegated
- Next actions have been identified & scheduled
- Someone has taken responsibility for a project
- Etc.
The meetings working group have suggested the following roles & responsibilities be a starting point to the process of continually improving our processes & procedures. All of these roles are learned & it's important that everyone get the chance to practice & develop their skills. Please volunteer for all the roles, not just the ones you're most comfortable with. We will help each other learn.
Some of the main values we'd like to address in our meetings are:
- Effective use of time & resources
- Respectful communication
- Consensus decisions: Disagree & Commit
- Continual improvement
- Good listening
- Have fun!
Roles
Convener
Facilitator
Time Keeper
Queue Keeper
Note Taker
Participant
Convener
Description: This is the person who feels urgency about holding a meeting. They are the one who has the most responsibility and will be accountable to the group to fulfill the following tasks:
- Articulate the purpose for the meeting as well as the meeting's objective
- Create a proposed agenda for the meeting that will meet the stated objectives
- Enter the meeting in iCal
- Enter the meeting & agenda on the Project Page
- Send out an email announcement with a link to the agenda
- Recruit a Facilitator for your meeting.
Facilitator
Description: The facilitator is not necessarily the person who is most passionate about the issues the meeting is set to discuss. In fact, this may detract from their ability focus on the mechanics of the meeting. That said, the facilitator's job is to:
- Meet with the convener at least 48 hours before the meeting to revise the agenda. Make sure that the agenda fulfills the stated goals of the meeting. Ask questions of the convener to gain clarity for the agenda.
- The facilitator will fill the other roles of the meeting either prior to the meeting or as the first item of the agenda.
- The primary function of the facilitator is to manage the flow of the meeting.
- Summarize common threads
- Rephrase what has been said to ensure group understanding
- Encourage equal participation
- Keep the group on track & timely
- Remind the group of the ground rules we are working to establish
- Restate any agreements that have been reached
- Encourage the group to pursue difficult areas
- Identify parking lot issues (items that may be important but are not in the scope of the meeting).
- Request more time for a particular item on the agenda or for the meeting itself.
- Test for consensus when you feel the group is close to agreeing
- Aid the group in attaining the action items needed to fulfill the objectives
- Make sure that the identified actions have someone who is responsible for completing them. (This could take some time. Allow 15 minutes)
- There should be a time at the end of the meeting to evaluate the meeting itself, this is how we will learn what is working for our group and what needs to be refactored to have more meaning for us.
Time Keeper
Description: The Time Keeper is mainly a supportive role to the group in staying on track with time allotments. The time keeper should feel welcomed to :
- Verbally announce a reminder when the alloted time is coming to an end. This will allow the facilitator to request more time or move the meeting along. For longer agenda items this could be 1-5 minutes before the time is up.
- With ample time before the end of a meeting help the facilitator recognize if the meeting needs to be extended, re-scheduled, or pushed to a conclusion. (15-20 minutes before the end of the meeting).
Queue Keeper
Description: The queue is a tool to help participants self-evaluate their level of participation. The Queue Keeper should feel empowered to:
- Write down the names of all the meeting participants
- As a participant speaks, the Queue Keeper should make a hash mark next to the name. This way each participant can get a quick reminder of their level of participation.
- If an actual queue to speak develops, the Queue Keeper should keep a speakers queue in tandem with the hash marks.
Note Taker
Description: The Note Taker should:
- Take notes on the same page that the agenda was created. That way everyone will know where to find it.
- Summarize themes
- Identify parking lot issues (items that may be important but are not in the scope of the meeting).
- Ask for clarification if needed.
- Pay particular notice to agreements that are being made, action items & the people who are responsible for them.
Participant
Description: The Participants of a meeting are not passive observers. It is important that everyone come to the meeting prepared and ready to participate. Participants' responsibilities include:
- Reading the agenda before the meeting
- Request any changes to the agenda that you feel are important
- Be clear on the purpose & objective for the meeting beforehand so you can be prepared to contribute.
- Expect that the meeting will start on time. If you can't make it on time, please recognize that the group can't necessarily stop to bring you up to speed.
- Similarly, please expect that the meeting will end on time. Even if it's decided to allot more time to a meeting, it may not just be added to the end of the current meeting. Many people schedule multiple events concurrently, and it's important to know that a meeting will end on time.
- Speak up if you have a position that has not been verbalized
- If your position has been verbalized by another participant, feel free to pass
- The Law of Two Feet: if you don't have much to contribute &/or are not gaining much knowledge from the meeting, please feel free to leave the meeting to accomplish other tasks. Please note that the Law of Two Feet is not a venue to express your frustration or contempt. Please just quietly leave the room if you'd like to.
Discussion
Please, let us know what you think.
- An area that still needs clarification for me is in the distinction between working groups & "all hands" meetings.
- How do we decide which is best for what type of decision?
- What are the working groups' responsibilities to the larger group?
- Are decisions brought back to the large group or just acted on?
- How are decisions made?
- The role of the "cards" for Content & Community project planning.
- There is a method that works well put forth by David Allen in his very good book called "Getting Things Done: the Art of Stress Free Productivity". I recommend it!
Anyone interested in continuing the Meetings Working Group to tackle project planning and decision-making? ~ Julia
Intro
- Meetings are a great place to create the culture of a company.
- AboutUs is a fun, vibrant & engaged place to work–let's carry this culture through to the meetings.
- MarkDilley & Julia a really excited to work on a proposal for making meetings run more smoothly. Please join us!
Brainstorm
The Past
- What has worked with our meetings, i.e. what do you like. What have we struggled with as an organization in terms of meetings?
- What are some specific things about meetings at AboutUs that don't work?
The Future
- What do we as an organization want meetings to look like in the future? What are some qualities that we want?
- Do you have any suggestions for meetings and decision making that have really worked?
- How strict should we be about times?
- One large issue meeting a day?
- Consensus?
- Meeting Times: Having planning meetings on Friday afternoon might not be the most productive time?
- What role can consensus polling take?
- The law of two feet.
- Concept of the breakout meetings
- Respect: Talking over people, space to let everyone speak up, how can we demonstrate a respectful work environment at our meetings?
- How do we get the groups attention/back on track
- Follow through: notes are put up, project page is reoriented, Leave the meeting with clear actions delegated. Next meeting is set & facilitator chosen.
- Feedback loop: At the end of a meeting? Email? Conversation?
The Action Move
- MarkDilley & Julia are interested in proposing a system to try? Would anyone like to join us?
I think many of your ideas are great; change in some form is overdue and will arguably help with productivity. I am in. yeah. Kasey
21 April Meeting Notes
Participants: Most of the Company Thoughts On Meetings
23 April Meeting Notes
Participants: Mark, Kasey, Scott, Julia & Chris for a short time We identified the roles & responsibilities we'd like to see. Presented above in The "Proposal" section.