Guidelines for Planning Meetings
We want to keep our planning meetings short and focused. As a result, we have developed the following set of meeting guidelines.
- Please help us keep the meeting short and focused. Concentrate on topics and dates.
- Please no discussions on the topics; that's what the scheduled presentation is for.
- Any discussion should be short, and to the point: is this topic worth presenting to the group
- Despite the name of our group, we have a significant leeway in topics that span historical, present, and future perspectives.
- Some topics will be presented periodically (subject to speaker availability) as the content changes (e.g., recent discoveries or findings)
The general flow of the planning meeting
- Review all commitments on the current schedule (each: ok? delete? follow-up status)
- Insert a Potpourri every 5 +/- weeks (can be rescheduled)
- This is to allow time for completing unfinished presentations, short presentations, and interesting videos
- Go over the list of potential topics on the potential topics page
- Worth presenting?
- Do we have or can we get a presenter?
- Add to schedule? If so, when?
- Remove from future consideration?
- Go over recommendations from the group. (Some who can't attend have sent in recommendations beforehand)
And only then, if time remains, we can have a general discussion.
About a week after the primary planning meeting, Bob, John, Peter, and Steve meet:
- review the results and tie up any to-do's
- produce other to-do's, such as: who will contact which speaker and other follow-ups needed
- choose potential topics and/or videos for potpourris
- Limit discussion. We are just scheduling presentations and topics.
- We first go through existing schedule
- Then go through potential topics and schedule them (or leave on hold or remove them)
- Schedule potpourri every 5 weeks or so
- After above, consider recommendations from the group
- We are not here to discuss the topics, only to schedule them (and leave discussion to the meeting on the topic)