Meeting Handbook

Committees, work groups and clusters meet monthly. For a calendar of all the meetings, see the google calendar. These meetings are where the bulk of the ESIP work gets done, so it is very important that we capture these calls to the best of our ability. This document is dynamic and open.

Pre-Meeting

Identify who will send the reminder email and start the call.

Ping Chair

Touch base with the chair of your group a week to 10 days before the scheduled call to get an idea of agenda and any annoucements that should be included in the group email reminder.

Meeting announcement email

Hi All,

The XYZ group is having their next telecon [DATE]. Call details and agenda are below and posted on the wiki (LINK). If you have additional topics, e-mail me and I can add to the list or edit the site directly.

Regards -

Telecon Info: (This will be standard for your group)

To start or join the online portion of the meeting:
https://esipfed.webex.com/mw0306ld/mywebex/default.do?siteurl=esipfed&service=1

1. Click join next to the meeting name. (Note: If the meeting has not yet started, join will not be visible, and it will say 'Display Info'. Wait a minute and refresh screen)
2. Enter your name and email address
3. If you are asked for a password, enter the access code: [ACCESS CODE] with no spaces or #.

To join the audio portion of the Conference meeting:

Call-in toll-free number (US/Canada): 1-877-668-4493

Attendee access code: [ACCESS CODE]#

Agenda:

• Item 1
• Item 2
• Item 3

During Meeting

Starting WebEx

To start the WebEx Meeting:

1. Go to esipfed.webex.com
2. Login to webex
3. Click on the Meeting Center tab and start the meeting
4. You can use the computer for audio if you have a headset or mic OR you can dial-in on the phone

Minutes

You are writing a draft of the minutes. No need to capture he/she said... concepts, questions, decisions and actions. When you email out to the group, others have the opportunity to modify what is there. Feel free to ask for clarification and for names, if you don't know who is speaking.

Template

Participants: ...

Annotated agenda with notes

Actions:

• What, who is doing it, by when?

Post-Meeting Follow-up

Within 24 hours send the link to the minutes, include a link to the recorded WebEx call and specifically highlight any action items.

Follow-up email

Hi All -

To follow-up from the XYZ meeting today, the minutes posted on the wiki. The actions from the call are:

• ...
• ...
• ...

Our next scheduled call is ______. Feel free to add items to the agenda on the wiki or by emailing them to me and I will add.

Thanks to those who attended!