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9. Meetings SOP

Elements of effective meetings:

Purpose

include impact/significance on the agenda

Engagement

include the reason why each attendee is needed

Freedom and Clarity

[the chair] fosters a safe space for relevant and accurate information exchange

Records

share/update actual meeting time and action points (in calendar event)

Source: "A Formula for Perfect Research Project Meetings":

9.1 Group Meeting

Weekly 100-Minute Meetings During Fall and Spring Semesters

Scheduled prior to each semester by the Group Meeting Task Force and recorded in the admin spreadsheet; see internal documentation page for this link

  • Avoid breaks, finals, and holidays

Speakers

  • Group members
  • Collaborators
  • External presenters
  • Tutorial sessions
[Notes to HYK] external speakers

search "People to invite to Group Meetings" in outlook email note...

Agenda

  • Administrative tasks/announcements (5 minutes)
  • Brief research update (5 minutes per group member, one slide)
  • A focused research report or journal presentation for newer students (50 minutes)
  • Discretionary time (10 minutes)
  • optional recording for tutorials

elements

Purpose

  • practice communication skills
  • organize research progress
  • learn new research directions and foster collaborations
  • logistics

Engagement

  • everyone will be presenter and active audience

Freedom and Clarity

All questions and suggestions need to be communicated respectfully and are welcome during the meeting.

Records

All slides should be uploaded to the KRG Group Meeting Channel; see internal documentation page for this link

9.2 On-Demand Meetings

60-Minute Research Meetings

Request via email based on Hsin-Yu's Cornell Availability

Schedule with Hsin-Yu's Bookings Page; see internal documentation page for this link

Things to Consider

  • Meeting request should contain suggested time, agenda, and objectives
  • Begin meeting with brief description of agenda and objectives (~5 minutes)
  • During meeting keep notes on a centralized note/slides repository
  • End meeting with brief documentation (~5 minutes)
  • optional recording

Required entries

  • meeting title
  • attendees
  • time and location (the PI office or Zoom)
  • agenda/objectives (key points to be covered)
Early Birds Get the Worms

Schedule meetings as early as possible. Short notices may not always work.

Extended Readings

The 11-step guide to running effective meetings

  1. Do you need a meeting?
  2. Define the objective
  3. Set an agenda
  4. Keep it short
  5. Get the right people in the room
  6. Circulate materials
  7. Start on time, end on time
  8. Guide the discussion and manage disruptions
  9. Summarize decisions and next steps
  10. Circulate the meeting debrief
  11. Follow up on action items