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Roles: What are the duties needed to get the work done? Who will take notes? Who will keep meetings on track/time? Who is responsible for tracking actions?
Notetaker: Rotate role each meeting
Record major points, decisions, votes, action items.
Post notes to Confluence within 2 business days.
Timekeeper: Rotate role each meeting
Notify group members when they are nearing time allotments.
Facilitator: rotates quarterly
The meeting facilitator will not also be responsible for notetaking or timekeeping.
Facilitator makes sure that the conversation stays on the topic at hand and that all voices are heard.
If necessary, paraphrase and point out major points, decisions, action items. From pg. 8 “Ensure that discussion notes and decisions are recorded.”
Meeting organizer: Chair, Beth C. and co-chair (tbd)
How to handle one or more questions, project issue lead(s) (tbd)
What are our expectations for working together? Create a list of statements that the team agrees to uphold. For example, ask yourself: How do we make this group a safe space for transparent discussion (knowing that it might become contentious, and avoid back-channeling)? What are our ground rules for meetings? How do we ensure everyone is engaged? How do we ensure everyone has a voice? How will we resolve disagreements?
Focus on the subject matter, not the person/campus.
Supporting and encouraging different perspectives
Remain curious. Ask questions.
Committing to decisions
Think system-wide about the impact of a decision.
Check your ego at the door.
Assume best intent.
Define terms and use specific examples.
Come prepared for meeting.
When a decision has been made, we represent it as a decision of the team with one voice.
People bring their expertise to the discussion. We respect each member’s unique expertise.
We will wear two hats - our campus hat and our system-wide hat.
Focus on the what, not the how - frame things as “this is the end result we want” instead of “this is how we will we make it happen”
Bring information to the group about questions needing to be opened/revised when the “how” of the decision’s implementation is impacting the “what” of the decision that was made.
Ask - does this need to be harmonized? can this be an individual campus decision?
Transparency - open space for having group discussions; notes reflect final decisions as well as specific concerns
Supportive & safe environment - not everything is going into the public minutes, can represent number of fist of five group votes, but not which campus voted