| Item | Desired Outcome | Time | Who | Notes | Decisions | Actions |
|---|
| 1 | Welcome! | Get the meeting started; review and understand the agenda | 5 | Xiaoli | | | |
| 2 | Intros & Ice breaker | | 10 | Xiaoli | Name, title, institution If you weren’t doing your current job, what would you be doing?
| | |
| 3 | Review group charge | | 25 | Xiaoli | Basic questions to consider when looking at a deliverable:
What is the deliverable?
What will you do to achieve this deliverable?
Who does the work?
What are our working assumptions? Deliverables:
Is this an ongoing duty or is this a time-bound deliverable? Is this deliverable clear? Is there a handoff?
Are any deliverables “hidden” in other areas of the charge? Understand the timeline:
Which deliverables come when?
Which deliverables have to come first?
What are the dependencies? Interdependencies of groups:
Know who you report to. How are you going to report?
Know who you have to communicate with. How are you going to communicate with them?
Which groups will you be working closely with? When to escalate:
No magic formula for escalating: you’ll know it when you get there.
Per the SGTF instructions (p.29): Escalate when you need high-level consultation or are unable to reach a required consensus despite good-faith efforts When you are too uncomfortable to proceed, escalate.
If you are in “deadlock” or “contentious discussion,” escalate.
If it’s clear that it affects many other groups and more coordination is needed, escalate.
If you need more resources to get through an issue, escalate.
| | |
| 4 | Decision-making practices | Understand how best this group can make decisions | 10 | Caitlin | SGTF doc pp.9-12: supermajority, consent agenda, fist-of-five Decision Types & Starter Mechanisms Harmonization Principles review “Pass it around as little as possible” → PPC handles all issues: trying to answer the question first, then assigns to FG if it needs deep review. Does this work? PPC is the “vetting” group → all problems / questions / etc. come up to PPC first, who can then assign it back to the appropriate EL group. | | |
| 5 | Decision documenting process | Chairs understand about the decision pages | 15 | Caitlin | Review the Decision template (IC Decisions as example) Understand expectations for PPC group, as a member of this group (as a chair of their own group, they will be creating these): As a member of the PPC, we review the decisions and approve them. Understand which types of issues can be decided at the FG level (“little fish”) and which come up to the PPC (medium / big / whale). FG recommends → PPC approves. Does this work? | | |
| 6 | Team Charter | | 15 | Team | Team Charter We can continue to think about how the group will work together for the first few weeks. | | |
| 7 | Tools | | 10 | Neil | Confirm members have access to Slack, Shared Drive, Confluence. (See Resources for instructions) Share Virtual meeting etiquette (see Resources) Introduce Confluence for meeting notes and task tracking Inform members Confluence will be “viewable” publicly starting in May. Decision pages
| | |
| 8 | Homework / Prep for next meeting | | | | | | |
| 9 | Parking Lot | Save these issues for future discussion | | | | | |
| 10 | | TOTAL | 90 / 90 | | | | |