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Meetings

 

First meeting

The following tools will help you at your first meeting.

Agendas

Agendas cover topics to be discussed , and action required, by whom and when. They are essential for effective meetings.

Download the template for all your meetings.

Agenda example (PDF)
Blank agenda (PDF)

Group charter

A group charter is a set of principles and expectations regarding the behaviour of each group member.

Group Charter : member's responsibilities

All members agree to:

  1. respect group members, demonstrate sensitivity and encourage learning
  2. be fully committed to the group task and your individual agreed responsibilities
  3. work according to the agreed timeframe
  4. give and receive feedback about your work and participate in group discussions
  5. attend all meetings unless unavoidably prevented
  6. agree to resolve conflict according to the group's agreed process as soon as it arises
  7. ensure that all group members contribute equally to the task by addressing problems with tasks as they arise
  8. agree to collectively read and edit the final group report or essay
  9. provide contact details and respond to group communications as required
Signed:
1.
 
2.
 
3.
 
4.
 
5.
 
Date:

When the charter is finalised, each member signs it. The charter is kept by the note-taker and referred to if needed. The  group charter template (PDF) can be downloaded and modified for your needs.
For further information about the group charter go to Working in Teams

Timeframes

To ensure tasks are completed according to the timeframe, at each meeting:

  • discuss the progress of group members against the agreed time-line and make adjustments if necessary
  • agree on strategies to assist members to complete their tasks
  • assess overall progress of task.

Example of a timeframe

 

example of timeline

Create columns from week 1 to 6. In each of the columns, write down the tasks required for each week. Some of the tasks may span more than one week. For example:

Week 1 + 2 

  • Analyse assignment
  • Background reading
  • Share understanding of requirements
  • Divide assignment into tasks etc… 

Week 3

  • Review progress
  • Report on findings (each member) 

Week 4

  • Each member present draft of their section.

Week 5

  • Edit draft

Week 6

  • Submit on time 

Checklist for meetings

Example of a checklist: Set agenda, ask for items in advance of meeting. Take notes and distribute them after meetings. Assign roles. Assign tasks and set deadlines. Deal with problems and conflicts (as they arise). Share contact details. Examine the positives and negatives of the group’s progress.

Remember, the aim of the meeting is to share:

  • what you have done
  • what you have learned
  • what you still need to do.