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Action 2.1 Define the Meeting Processy

Purpose

To establish a series of agreements and a process for conducting meetings as a team.

DESIRED OUTCOME

  • Once this step is complete, you will understand the use of the task cycle. Agreements around how the team will operate will have been established.

How to do it

The facilitator introduces the use of task cycles to the team. The team reviews the draft task cycle and records any modifications.  Agreement is gained around the task cycle so that the meeting can proceed.   

 

Make agreements about how the team will operate. These ‘ground rules’ can be added to or challenged throughout the life of the team. Some of the things to consider are: 

  • Honesty (a member will not knowingly hold back information that is related to the topic under discussion) 

  • Responsibility (making and keeping simple agreements) 

  • Timeliness (starting and finishing on time) 

  • Interruptions (how will they be dealt with?) 

  • Breaks (will they be necessary during the meeting?) 

Attendance (what happens if members can’t attend?) 

 

  Revisit the organisational values and select the ones most relevant to the team. 

 

Introduce the minute proforma to help keep track of what the team is doing at each of its meetings. 

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