Skip to content

roles.md

Latest commit

 

History

History
138 lines (100 loc) · 6.17 KB

roles.md

File metadata and controls

138 lines (100 loc) · 6.17 KB

This document describes the various roles involved with running the meetings involved in the production of the learning path. All of these roles should be filled and completed for each meeting to be as successful as possible. The roles are:

Scheduler

The Scheduler sends the calendar invite for the meeting.

Within 24 Hours of Previous Meeting

  • Update the shared calendar series with any new invitees from the last call.

  • Visit the learning path folder.

  • Right-click on Meeting - 2023 - MM - DD.

  • Select Make a copy.

  • Replace MM and DD in the document name with the two-digit month and day of the upcoming meeting.

  • Open the document and follow the steps in the Do these things to set up this document section.

  • Update the calendar invite for the next meeting to add:

    • Write-enabled link to the agenda document.
    • Copy/pasted role assignments and agenda detail.

Tips

  • Check out this writeup if you need help creating a write-enabled link to the agenda document.
  • Get permission to the InnerSource Commons Calendar from @Lenucksi and then access the shared calendar.

Crier

The Crier reminds people in Slack of the upcoming meeting.

About 24 Hours Before Meeting

  • Announce the meeting in the #learning-path channel.
  • Use the Share arrow icon to share that announcement with the #general channel.

Tips

  • Ensure that the announcement has enough information for people to join the meeting even if they don't have the calendar invite. That means at a minimum the announcement has the meeting day, time, and call info.
  • Try to make the announcement engaging so that even people that have not participated before may be interested in joining. A good way to do that is to copy the agenda text from the invite into the announcement.
  • You can find link to the agenda document in the calendar invite for the upcoming meeting.
  • Here is an example announcement in the #learning-path channel and its share in the #general channel.

Facilitator

The Facilitator conducts the meeting so that all of the agenda items are finished within the allotted time.

Day Before Meeting

  • Review the agenda and ensure that you are reasonably familiar with each item on it.

During Meeting

  • Facilitate the meeting according to the Tips below.

Tips

  • Have the agenda open and share your screen with the people on the call.

  • Guide the group through reviewing each agenda item from top to bottom.

  • Before discussing each item, briefly remind people of what it is so that they're up to speed and can contribute to the conversation).

  • The purpose of reviewing each agenda item is to generate actionable, assigned next steps. Accordingly:

    • Guide the conversation towards understanding what is blocking the item's progression and what can be done to advance it.
    • Strive for each task to be assigned to a volunteer on the call.
    • When all such tasks have been assigned, move on to the next agenda item.

  • When reviewing the project board:

    • Treat each issue in the In Review and In Progress columns as if it were its own item on the agenda.
    • The Done column does not need review.
    • Call out if anyone would like to review any issue in the To Do column. If so, then treat that issue like a regular agenda item. If not, then no further discussion is needed.

  • Remember that it's OK to finish early. Once the agenda is complete the meeting is over.

  • At the close of the call thank everyone for participating.

Scribe

The Scribe ensures that meeting notes are taken and sends them out.

During Meeting

  • Note the first names of each meeting attendee.
  • Record a simple, short summary of each discussion in the Key Points section.
  • Record all assignments in the Assignments section.

After Meeting

  • Announce in the #learning-path channel that the notes are in the agenda document. In your announcement include a sharing link to the document itself.

  • Email the notes to everyone on the meeting invite. This email should include (in order):

    • Link to the agenda document where the notes are located.
    • Chatham House Rule disclaimer.
    • Copy/pasted notes from the agenda document.

See this sample email.

Tips

  • Ensure that a regular attendee who is not at the meeting could understand what happened by the notes only.
  • Make sure the notes are clear and to the point. Part of your service as Scribe is to summarize the key points of what was said so that recipients don't need to wade through all of the conversation in order to understand its essentials.
  • Here is a sample notes announcement.
  • Here is a sample email.
  • An easy way to send the notes to everyone on the meeting invite is to "Reply all" to the invite.