MEETING WISE ROLLING AGENDA Guidance Document

Transcription

1 OFFICE OF CONTINUOUS SYSTEMIC IMPROVEMENT (OCSI) MEETING WISE ROLLING AGENDA Guidance Document BOUDETT. K. P., & CITY E. A. (2014). MEETING WISE: MAKING THE MOST OF COLLABORATIVE TIME FOR EDUCATORS. CAMBRIDGE, MA: HARVARD EDUCATION PRESS. Meeting Wiseof collaborative time for educators.

2 WHAT IS A ROLLING AGENDA? A Google document (located in Google Drive) that contains agenda/meeting notes from multiple meetings on one, continuous Google document. PURPOSE/BENEFITS OF UTILIZING A ROLLING AGENDA: Collaborative communication Clear record keeping Organizes images, websites, and notes in one place Allows for reflection Provides structure and focus for each meeting Stores meeting materials electronically so members can easily find and have open access to notes Data Wise and Meeting Wise (Organize for Collaborative Work) CHALLENGES: Technical know-how in creating an agenda Thinking through who has rights (editing, viewing, ownership) and what they mean Requires technological literacy ACCESSING THE ROLLING AGENDA TEMPLATE: The rolling agenda template can be accessed through the Office of Continuous Systemic Improvement (OCSI) web site. Or by following these steps: 1. Log into your PGCPS 2. Locate your name in the upper right hand corner 3. Click on the nine (9) small white squares to open your apps 4. Select Sites 5. In the search box type OCSI 6. Click on the OCSI-Office of Continuous Systemic Improvement link 7. The OCSI website should populate 8. Locate Rolling Agenda page and click on the link that directs you to the template 2

3 CREATING A ROLLING AGENDA FROM THE TEMPLATE: 1. After accessing the template, click File then Make a Copy. Note: It is recommended that you copy the blank template and paste it again on your agenda. Yes, you will have two blank templates at this point. This will allow you to have access to a blank template right on your rolling document, instead of having to access it from the previous steps above each time you need a new template. 3

4 2. Rename the template at the top according to the meeting purpose and click ok. For example, you could be creating the rolling agenda for your weekly Leadership Team Meeting and would name it Leadership Team Meeting accordingly. Congratulations! You have created the foundation for the rolling agenda! 3. Share the agenda with the appropriate members. Each member can have rights to edit for the purposes of note taking and comments or view only if you do not wish to allowing editing capabilities. Access can vary for each person to whom access is granted, as appropriate. a. In the upper right hand corner select Share. b. Enter names of staff who will have access and editing or viewing rights to the agenda. 4

5 PREPARING A MEETING AGENDA Before the group convenes, the agenda should be developed. Remember, the agenda is always accessible through Google Drive. As a refresher, Google Drive docs are accessed through your Gmail account. As a best practice, agendas should prepared and available to participants hours before the meeting. This will allow meeting participants an opportunity to plan appropriately, have all necessary materials, and if necessary be ready to share any tasks completed from the previous meeting. 1. Retitle the agenda a. Remove the template header: Meeting Wise Agenda Template and substitute with the name of the agenda. (see Diagram on next page) 2. Identify meeting topics 3. Identify Attendees, Facilitator, Timekeeper, Note taker (s) a. Responsibilities should be rotated for each meeting. b. As a suggestion, the Timekeeper may want to use a cell phone alarm to help keep the meeting on pace. c. More than one note taker may be necessary. All participants have a minor role as note takers to ensure that critical information is being documented as the meeting progresses. 4. Identify meeting objectives. Why are we meeting? Specific objectives will make your meeting focused and purposeful. Objectives should be outlined before the meeting convenes. 5. Next steps from previous meeting a. Copy and paste next steps from the previous meeting and paste in this section. b. When tasks have been completed strikethrough the task. 6. Plan the meeting schedule. Agenda structure will include the following portions: a. Check-in; b. Review objectives for this meeting; c. Review next steps from previous meeting; d. Review plus/deltas from previous meeting and discuss how we will incorporate that learning; e. Objectives; f. Review next steps from this meeting; g. Assess what worked well and what didn t in this meeting. 5

6 January 20, 2015: Leadership Team Meeting 1. Retitle the agenda. Remove the template header (Meeting Wise Agenda Template) and substitute with the name of the meeting. Example: January 20, 2015: Leadership Team Meeting Topic: Student Retentions, PARCC Readiness Plan, February Events Attendees: Facilitator: Timekeeper: Note taker: Mary Jane, Susan Smith, John Doe, Mary Jones, Jim Blue Mary Jane Susan Smith 3. Prior to the John Doe meeting, roles should be identified. 2. The topics section allows a brief overview of meeting agenda topics. See example. Objectives [enter meeting objectives here.] 4. What s the purpose of this meeting and what do we want to accomplish? Participants will review grade level student retention submissions in accordance with Administrative Procedure and plan for next steps; Discuss PARCC assessment testing plan and responsibilities; Participants will discuss February events and assign event coordinators. Next steps from previous meeting [paste next steps from previous meeting here] Review of Module Process Module 4 revisions to facilitator notes 5. Copy and paste next steps from the previous meeting and paste in this section. When tasks have been completed strikethrough that task. Schedule (60 minutes) 6. Delineate the meeting schedule and time allotted. Time 9:00 9:02 9:02 9:03 9:03 9:05 9:05 9:07 Min. Activity 2 Check in 1 Review objectives for this meeting 2 Review next steps from previous meeting 2 Review Plus/Deltas from previous meeting and discuss how we will incorporate that learning 6

7 [paste plus/delta from previous meeting here] + (What worked well) (What to change in future meetings) 9:07 9:30 23 Objective 1: Participants will review grade level student retention submissions in accordance with Administrative Procedure and plan for next steps. Notes: 9:30 9:45 9:45 9:50 9:50 9:55 9:55 10:00 15 Objective 2: Discuss PARCC assessment testing plan and responsibilities. Notes: 5 Objective 3: Participants will discuss February events and assign event coordinators. Notes: 5 Review Next steps from this meeting Notes: 5 Assess what worked well and what didn t in this meeting + (What worked well) (What to change in future meetings) 6b.Objectives are those delineated at the top. You can cut and paste. You may have to insert more rows depending on the number of objectives you have. 6f. List actions items that require follow-up and assign responsibilities. 6g. Encourage open communication. Examples: Did the meeting start/end on time? Were participants prepared? 7

8 TABLE OF CONTENTS & HEADERS As your agenda will begin to grow with multiple agendas included, a table of contents with headers and links to each agenda can be created. This will prevent having to scroll through a lengthy document. The very first section of your rolling agenda can be set up as the Table of Contents. Place your cursor before the first agenda and space down or insert page to insert the table of contents. Auto Table of Contents Labeling Google docs can create its own table of contents. Go to the place in the document where you want the table of contents and then click Insert and then choose Table of Contents. Everything that has been given a heading style will appear in the table. Clicking the little refresh icon in the upper left corner of the table will update it. You may have to delete erroneous information that populates. Manual Table of Contents Labeling Leadership Team Meetings Quarter 1 Table of Contents: January 20, 2015: Leadership Team Meeting January 13, 2015: Leadership Team Meeting January 6, 2015: Leadership Team Meeting 1. Create a title for your table of contents page. All Quarter 1 leadership team meetings will be in this document. To prevent it from becoming too lengthy, a new rolling agenda may be started for Quarter Type Table of Contents and list the names of the agendas within the rolling agenda. Next, the agenda titles listed will be linked to direct participants to that particular agenda. To create a hyperlink manually (pictured below): 1. Highlight with the cursor the name of the agenda listed in the table of contents. 2. On the tool bar, select the insert link symbol; 3. Select Headings from the dropdown menu; 4. Select the name of the appropriate header that gives the name of the agenda that you creating the link for; 8

9 5. Repeat this step to create a link to each agenda from the table of contents. CREATING ANOTHER AGENDA: When it s time to prepare for the next agenda, copy the agenda template and paste it above. The most recent agenda should always appear first. You can add/update information accordingly. Remember to list the new agenda in the table of contents and create a link. 9

10 HELPFUL TIPS HPYERLINKING DOCUMENTS TO THE AGENDA: To obtain a Shareable Link: 1. Upload or locate the document in your Google Drive. Note, documents do not have to be converted to Google Docs during uploading. If you want the document to be uploaded in its original format (i.e. Word, PowerPoint, PDF), make sure the option for converting the document into a Google Document is not selected. 2. Once uploading is complete, click share on the right of the uploaded file. 3. Under Share with Others Select On Anyone with the link 4. Under People select Can view 5. Then click Copy Link on the right 6. Select Done To link the document to the agenda: 1. Click anywhere in your document where you'd like the link to appear or type/highlight text that you would like associated with the link. - Example: To access the Coherence Framework handout click here 2. Choose from the following options: Click the "Insert" drop-down menu and select Link. Click the link icon in the toolbar. Right click in your document and select the Link option. Use the Ctrl +K (PC) or Cmd + K (Mac) keyboard shortcut. 10

11 3. In the Link field, right click to paste the shareable link then select Apply. 4. The linked document should now populate when the word or phrase that was hyperlinked is clicked. ADVANCE SEARCH WITHIN THE AGENDA: This feature can be used to quickly search for specific items, people, dates, etc. within the agendas. 1. Press Command and F (Mac) or Control and F (PC) 2. The search box will appear on the screen (the location as to where it appears on the screens varies) 3. In the box that reads Find in document type the keyword/date/name you are attempting to locate. Matching information will be highlighted and accessible within your document. THINK ABOUTS: How will you share the rolling agenda process with your team? How will your office/school organize rolling agenda(s) for different meetings (leadership team, grade level meetings, collaborative planning, etc.)? Do you have any ideas, questions, comments, etc. about this guide? Please share them at OCSI@pgcps.org. We want to continue to improve this guide for optimal understanding and usage. 11