This week highlighted some challenges with our current committee meeting practices, particularly regarding last-minute changes. To ensure smoother operations, I'd like to offer some recommendations for moving forward. It's important to note that I currently have no administrative support and my schedule is already very demanding, with 25 hours of online meetings and calls this week alone. This makes it extremely difficult to accommodate last-minute requests or make sudden changes without assistance.
Open communication is key. Please keep me informed of any potential scheduling conflicts or lead changes well in advance. This will allow me to proactively adjust plans and ensure our meetings run smoothly.
To enhance the productivity and efficiency of our committee meetings, I'd like to offer the additional following recommendations:
1. Agendas with Purpose:
- Clear Objectives: Every meeting should have a defined purpose and desired outcomes, shared with attendees in advance. These should be prepared in advance and in collaboration with me prior to the meetings.
- Targeted Agendas: Well-structured agendas with specific topics, time allocations, and expected outcomes are crucial.
- Pre-Meeting Preparation: Distribute materials, including the agenda, at least 24 hours in advance. If you cannot prepare the agenda in Google Docs, please email agenda items to me at least 2 days prior to the meeting.
2. Strategic Considerations:
- Affiliate Sponsor Awareness: With Affiliate Sponsors now participating in committees, let's be mindful of how we present our association in meetings that include Sponsors.
- RSVP and Reminders: Utilize both your own and our preferred systems for tracking attendance and sending reminders, keeping in mind our use of Zoom and Google Calendar for scheduling. This is where I need to rely on your proactive planning and support.
3. Time Management:
- Punctuality: Start and end meetings on time to respect everyone's schedules.
- Parking Lot: Use a "parking lot" to capture off-topic ideas without derailing the discussion.
4. Decision-Making and Action:
- Action Items: Assign tasks with deadlines and responsible parties.
- Meeting Minutes: Post minutes (or AI-generated notes) on Higher Logic promptly, summarizing key discussions, decisions, and action items to share with the entire committee in an efficient and trackable manner.
- Higher Logic and Google Drive: Please post all agendas and minutes on Higher Logic and store them on Google Drive.
5. Additional Considerations:
- Planes Trains and Automobiles: When leading or attending meetings, please do so from a quiet and presentable location. If this isn't possible, please contact me in advance to make alternate arrangements. Please do not make lead or time changes without connecting with me first.
- Meeting Times and Locations: Be mindful of members in different regions or with varying schedules. Last-minute changes should be cleared with the Executive Director at least 48 hours beforehand.
- Higher Logic Utilization: Leverage Higher Logic's online collaboration tools for scheduling, document sharing, and managing action items outside of meetings.
Let's foster a collaborative environment where everyone's time and contributions are valued. By working together and respecting deadlines, we can ensure smooth and efficient meetings for all.
I welcome any additional feedback!
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Anne Sawyer
Executive Director
90 Minds Inc.
Sunset Beach CA
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