Meeting Checklists

Pre-Meeting Checklist

0. Make a draft agenda.
1. Assign each agenda item a time budget.
2. Identify and confirm the availability of the chair.
3. Identify and confirm the availability of the champion for each agenda item.
4. Distribute the agenda at least 2 weeks ahead of time.
5. Send a reminder about the meeting 24 to 48 hours before the meeting.

Schedule Change Checklist

0. Make a draft of the proposed changes.
1. Ask the chairs and champions impacted by the change for consent to make the change.
2. Distribute the agenda.

Start-of-Meeting Checklist

0. Start a chair notes document (see templates below).
1. Find a minute taker.
2. Record attendance.
3. Record the agenda, date, time, and minute taker identity.
4. Ensure you have sufficient quorum (# of attendees + relevant stakeholders).
5. Show the meeting intro slide (Hosting wiki page).
6. Remind everyone about the ISO Code of Conduct.
7. Remind everyone about the patent and IP policies.
8. Remind everyone about the recording policies.
9. Remind everyone about ongoing and upcoming electronic polls; mention the specific topics under consideration.
10. Remind everyone about upcoming meetings and telecons; mention the specific topics under consideration.
11. Remind everyone about ongoing and upcoming mailing list reviews; mention the specific topics under consideration.

Polling Checklist

0. Draft wording for a statement (not a question) that you wish to poll on.
1. Describe the intent of your poll.
2. Ensure the minute taker is recording the poll.
3. Ask the room for input or clarifying questions on the poll.
4. Decide whether you wish to make any changes to the poll wording based on input.
5. Clarify who can vote (everyone) and who should vote (those that read the paper that are paying attention).
6. Inform the room that you are now taking the poll, and discussion must cease until the poll is over.
7. If applicable, ask if there is any objection to unanimous consent/dissent.
8. Take the poll.
9. Record the number of attendees present, number of authors present, author position, date, and time.
10. Ask if anyone wishes to explain how they voted or if anyone wants to request an explanation for a certain vote (attendees may always decline such a request).
11. State and record what the outcome of the poll was, which will be one of the following:
    • No objection to unanimous consensus in favor.
    • No objection to unanimous consensus against.
    • Unanimous consensus in favor (no neutral or against votes).
    • Unanimous consensus against (no neutral or for votes).
    • Strong consensus in favor (no against votes).
    • Strong consensus against (no for votes).
    • Consensus in favor.
    • Consensus against.
    • Weak consensus in favor.
    • Weak consensus against.
    • No consensus.

Post-Meeting Checklist

0. Acquire the minutes from the minute taker.
1. Finalize chair notes.
2. Create a wiki page for the discussion (see templates below).
3. Post the attendance, minutes, and chair notes to the wiki.
4. Update the relevant GitHub issues.