Planning for and Conducting an InterCorps Council Meeting
Pre-Meeting Checklist
- Set time, date, and place, by mutual consent, for the meeting.
- Schedule large enough meeting place that is convenient to all participants.
- Announce meeting by email, phone, fax, word of mouth (at least one week in advance). Remember to include directions to the meeting location.
- Decide who will facilitate the discussion.
- Decide who will take notes/keep minutes.
- Develop the agenda
- Consider minutes from the previous meeting.
- Include enumerated desired outcomes as well as estimated times for each
agenda item.
- The facilitator(s) should develop a more detailed agenda for themselves,
which would include how each item will be dealt with in the meeting. If more
than one person will be facilitating there should also be a discussion beforehand
on who will do what.
- Schedule speakers, presenters at least one week in advance.
- Send reminder a few days in advance.
- Send agenda two or three working days in advance of meeting.
Meeting Checklist (things not found on the agenda)
- Agenda should be visible to everyone, either on a flip-chart or as photocopies.
- Assign someone to keep time.
- If the group has not worked together before it's also a good idea to establish
how closely everyone wants to stick to the agenda. People tend to stay much
more calm (and productive) if that's established up-front.
- Pass around sign-up sheet. Get contact information from everyone (for future
contact) and ask them to note if they don’t want to be added to
the Yahoo Groups members list.
- Assign people responsible for any tasks needing attention between meetings.
- Schedule the next meeting before the end of the current meeting.
Post-Meeting Follow-Up Checklist
- Within one or two days, send minutes out by email, fax, or mail.
- Follow-up with those responsible for tasks at some point well before the
next meeting.
WAICC
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