Lesson 4: Recording the Flow of Shared Power
Scribing the Standard Meeting Practice

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Goals for this Lesson

  • Learn how to record key meeting activities for maximum impact
  • Receive access to tracking and meeting templates for your team to build collective and individual accountability into your meetings
  • Integrate tracking as a participatory leadership practice
  • Utilize openness and transparency to build team trust and cohesion

Learning Activities

  1. Read page 55 in the Instructional. Ponder the question “How has keeping shared records or notes been important to your organization in the past?”
  2. Watch the Lesson 4 training video (below).
  3. Review the “outputs” section on each of the component cards in the Instructional. In addition to the Standard meeting Practice Demo video, these will be your guide as to how to scribe a piece of the meeting.
  4. Read pages 129-141 in the Instructional. Some of these outputs are covered in the video. Familiarize yourself with some of the things we didn’t discuss, and make sure you know where this information is so that you can refer back to it.
  5. Review pages 159-162 in the Instructional. This is helpful information about Tracking Docs and how they’re used.
  6. Check out the supplemental materials including the Standard Meeting Practice Demo video (below).

Training Video

*Click the full screen arrows on the bottom right corner of the video to enter full screen. 

Materials

*A note about the tracking doc templates. The tracking docs templates are in “View Only”. Make a copy for yourself and edit it to apply that copy to your work as you need it. This will allow all participants to use the templates without prohibiting anyone else’s ability to access these docs as they are.
Go to “File”, then “Make a copy”. The copy of the template should open up in a new tab. Then, you can get started.

Tips and Tricks

  • One way to get more familiar with the Living Agenda is to start a new Living Agenda just for your meetings with others. Name it as Your Name’s Living Agenda. Copy the template agenda and name it with the date, your initials, and the initials of the person you’re meeting with. Then, scribe each piece of your discussion as demonstrated in the training video. We think you’ll start to see the benefits of shared information and clear outputs in no time!
  • You can do the same thing with the Ops Tracking Doc. Start an Ops Tracking Doc to track your projects and recurring tasks. Check in on it at least weekly to see your progress and re-prioritize according to your and your team’s current needs.

Forums

Respond to the following prompts:

Information about what we’ve discussed and the decisions we’ve made is so crucial for teamwork to be successful. We’ve all had the frustration when some of that information was not tracked effectively. How could the power of shared information tracking address challenges you and your team face?

**Do you have some thoughts about how we can improve the course?  Please take a few minutes to give us feedback here!

5 Comments

  1. Anna

    My team uses asana, so we have teams (like your scopes), projects, tasks, and subtasks. Organizing in this way makes it so that we can see everything happening within a team or project, and can more easily understand one another’s workloads and priorities. The onus is still on each person to communicate clearly about deadlines and priorities, but it is so much easier to understand our workflow when we have the broader scope of work at each of our fingertips! I’ve never experienced such good teamwork and clarity in accountability as I have with this system.

    For our meetings, we create agendas in asana, take meetings notes and tag each team member, and process follow-up tasks immediately. This saves time and allows everyone to be in the know about a meeting’s discussions and outcomes. Again, it’s so much clearer than other methods I’ve been part of using.

    Reply
    • Charlotte Root

      Hi again Anna, and thanks for sharing how well this tech system is for supporting your team’s collaborative work! That sounds like it’s working really well for you! For me, I wonder how we can encapsulate that experience of clarity and collaborative engagement so we can show people how it can work and that it can be effectively supported by our emerging technology. Indeed, as the adage “your dollar is your voice” demonstrates, the more we invest in this kind of emerging collaborative technology, the more we can expect collaborative technology to expand and innovate to match our evolving needs; and our understanding of what collaborative teams need in terms of support from technology correspondingly evolve.

      I’m curious, what’s the function you use in Asana to generate agendas?

      Reply
      • Anna

        We create agenda templates using the project function under the appropriate team. The template is then used to create each weekly/monthly agenda. Subheaders create the agenda sections, and tasks create the individual pieces of the meeting (checkin, moment of silence, agenda items, governance items, outputs, etc.).

        I agree that this collaborative technology is so important to the emerging workplace, and hope to see more and more created; although, what already exists is impressive and quite sufficient, at least for small teams. Communicating the clarity these technologies and systems bring is so difficult – it’s such an experiential thing that is hard to convey without action. And it’s such a simple shift once you allow it, but getting past the hump of existing belief is the biggest hurdle.

        Reply
  2. Anne S

    the sequence of the living agenda document confuses me. Why aren’t Ops Repots part of the Agenda?

    Reply
    • Cecile Green

      Hello Anne! Great to have you in the course. The Ops Report segment of the Standard Meeting Practice is separate from the Agenda because it should be done regularly, whereas items on the Agenda are usually different meeting to meeting. To give you an example, some teams create other recurring practices for their Standard Meeting Practice that are unique to their team needs, such as a check in on sales leads. These sales leads checkins go into their Standard Meeting Practice template separate from the Agenda because they are recurring. Please let me know if that brings up any other questions!

      Reply

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