All standing meetings should have a well-defined “purpose” that is properly articulated. A “well-defined purpose” can include a standing purpose, such as routine reporting on weekly progress of each task and action item.
The meeting lead will arrange time, venue, mode of interaction (phone, Videocon, room) in concert with principals.
The meeting lead will decide the list of invitees but will announce the meeting time, location, purpose and expected parties to the entire NAASC team (at least naasc-cv and naasc-nrc) preferably more than 2 days prior to the meeting.
For standing meetings, all regular participants are expected to be aware of the meeting and to attend regardless of when, or whether, a reminder announcement is made.
The meeting lead will :
Send or post an agenda at least 1 day in advance of the meeting
Arrange for someone to take meeting notes
Keep the meeting on track and on time
allow open, discrete, discussions prior to decisions
call time if necessary
focus the meeting towards clear resolutions to issues
form tiger teams /small groups to resolve issues post-meeting when necessary
Solicit comments from all participants
Enforce the rules of interaction and communication (Section IV).
Post meeting minutes in a timely fashion
Announce the posting of minutes to the whole of NAASC
Meeting participants will:
Do homework in preparation for the meeting
Listen actively (don’t check email!)
When talking be brief, direct and on topic: share air time
Speak one at a time, speak clearly to be understood, speak directly to one another
Refrain from interrupting other speakers
It is OK to disagree, but be constructive when commenting on ideas of other team members, and look to build on ideas
Avoid side conversations
Keep a record of the meeting relevant to their own needs