WebOps Meetings & Agenda Procedures
Meetings
- Only hold a meeting if necessary. Meet in smaller groups sometimes if the task warrants.
- Meetings must start precisely on time so as not to punish those who are punctual.
Agenda
- List of agenda items should include owner, time and goals.
Each agenda item has an owner who takes responsibility for the item and leads the discussion. So that the meeting can be used for positive and progressive discussion, the owner refines the topic as best they can before the meeting, clearly delineates any problems, and provides a focus for the discussion.
Provide background information or supplementary documentation with each agenda item.
- The goals are: decision, discussion and information.
- Agenda items that will require the most energy should be placed early in the agenda. Consider the following order of agenda items: new item, review item (when a new situation is known), reports of continuous tasks for projects, general information reports.
- Meeting effectiveness assessment is conducted at the end of each meeting.
Facilitator
- The role is to be reviewed in February of each year.
Recorder
- The role rotates in alphabetical order by surname with each meeting.
- Recorder will notify Library staff after minutes are approved.
All Members
- Arrive on time
- Be well-prepared
- Be concise and to the point
- Participate in a constructive manner
- Be responsible for an effective meeting
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July 14, 2005
