Internal:Meetings:How to conduct meetings
From Biodiversity of India
The Moderator has to organize and moderate the meeting. The moderator should change every meeting.
Contents
Pre-meeting
- Communicate with the expected participants to define the best time for meeting.
- If some participant does not respond, ask the person closest to him/her to call and check up on him/her.
- Ask participants to email any points they want to discuss (eg: projects they have been working on, new concerns, ideas) during the meeting.
- Email all participants the meeting agenda at-least 1 day before the meeting.
Meeting
- Moderator initiates the meeting and makes sure all points are discussed.
- We should aim for consensus, not majority.
- Moderator's job will be to maintain civility and to make sure everyone speaks/gets a chance to speak.
- Moderator will maintain meeting minutes.
- Tentative date for next meeting should be discussed.
- Meeting should end with a comprehensive recap of the entire meeting and a specific list of jobs to be done by each member.
Post-meeting
- Moderator will create an entry for the meeting on the BOI website. Name should be as such: Internal:Meeting:DateMonthYear eg: Internal:Meeting:12Nov2011
OR
- Moderator will email someone a Word Document containing the meeting minutes.
- The Minutes should contain documentation in the following format
Meeting Agenda Participants Topics discussed (separate sections for each topic) To do list
