I have an action point from the last meeting to come up with a proposal on the meeting schedule.
TL;DR:
Proposal to meet every 15 days on Mondays-Fridays
Detailed proposal:
Being so new I feel a bit uncomfortable about this, but then of course everybody can always object to the proposal and then we’ll amend it.
In a nutshell, I see the following needs related to meetings:
Having frequent opportunities to discuss things that can’t be solved online
Making steady progress
Being ready to present sites at plenary meetings
Not spending too much time on scheduling meetings
Gathering at least 60% of the team members
Happy to get your feedback on this.
Looking at all these needs, these are my thoughts:
I personally wouldn’t focus to much on the plenary meeting schedule, because I think that it is possible to be ready to present sites 1) by assigning clear responsibilities to a couple of people, 2) by discussing last minute issues on Edgeryders or else have a quick phone call with 1-2 people.
I would like to get organised in a way that having 60% of team members present should be enough to make good progress at a meeting. Ways to make up for absences can include 1) short reports on Edgeryders, 2) assigning back-ups, so one task always has two people knowing what’s going on.
I personally value predictability of a meeting schedule (so I can plan other things accordingly), and also not having them on the same day every time (because I have other activities)
Equally happy to get your feedback on this.
Bringing all this together, my proposal would be to schedule the meetings every 15 days on Mondays-Fridays (so on a Monday in week 1, on a Tuesday in week 3 etc).
As I said before, this is of course just a proposal that can be objected to and amended as much as needed.
Seb & I have screened all the new fiches, don’t forget to double check if you have a moment…
A few sites are gorgeous, for sale, and waiting to go further with owners…
I feel annoyed that I need to create some problems, but unfortunately I have activities on Tuesdays and on Wednesdays, so the scheme you are proposing is a bit sub-optimal (probably also for other people with weekly activities).
Could you please consider setting up scheme following the same logic we use for the plenary meetings? This moves forward one day every meeting, so that people who have weekly activities don’t have to miss too many.
It could work like this:
Week 1: Monday
Week 3: Tuesday
Week 5: Wednesday
Week 7: Thursday
Week 9: Friday
Week 11: Monday
etc
In reality some adjustments will probably be needed because there are plenary meetings etc, but if we could have some variety between the different days that would be really appreciated.
Here are the new propositions for the new dates, I think everybody has activities and will do the best to participate.
For myself, next year, I will work on evenings some mondays, the tuesdays, the thursdays and the fridays! so I won’t otfen join the meetings…
January : thursday 4th, friday 19th
February : monday 5th, tuesday 20th
March : wednesday 6th, thursday 21st
Hello @reef-building
Just wanted to let you know that I can’t make the next meeting on thursday 21/03. I know that at least Els and Lie also can’t. For the ongoing work, it means that the people responsible for the fiche factory won’t be there at the meeting.
I think I remember we have a rule that we should be 60% of the team present at a meeting? Or did I make that up?
If it is indeed true, should we move this one?
Hey, thanks for bringing that up, @Sarah! I can’t remember a quota (we’re rarely more than four, aren’t we?) but let’s see who would be there or who wants to reschedule:
The main thing is the fiche factory problem, but if there are other agenda points to deal with and there are enough people joining, then you should just keep the date and go ahead with it.
Hello again @reef-building, let’s keep the meeting on the 21/03 then, it doesn’t seem to make sense to move it around if we can’t get more people together. @Lee will you be in charge of the agenda and facilitation? I can’t remember what we decided last time (but maybe it wasn’t clear that you were going to be there?)…
@reef-building, second attempt and second poll to find a new date for the next meeting (originally scheduled for tomorrow) with the aim of having fiche factory experts present
In today’s Team Building we focussed on substance, and the suggestion of Lee was warmly accepted to see each other life on another moment, in a more relaxed way to discuss more on organisational and interpersonal issues. (For more details look at the topics in green on the agenda of 27/03)
Could you fill in the poll below, to pick a date for this?
