This may seem like a lot to keep track of, but no one does it perfectly. If you miss a few things, don't beat yourself up. You will get the hang of it eventually.
Decide on a date
If you have lots of time, use http://www.when2meet.com/ and email it out to 492 or your team. It's amazing. If you don't have time, don't waist it waiting for when2meet
- If there's a meeting with your team before the meeting you're planning, use the end of that meeting to ask people, in person, when they can meet.
If you don't have much time and there isn't a meeting before then, call, text, facebook, find (in person), and email everyone on your team and tell them you need them to email you that evening when they're available. If you don't have time, don't waist it waiting for a response email or facebook reply
- Sometimes there are too many opinions on when a meeting should be. If you can't reach a group decision, pick your 4 favorite people and decide with them.
Got a date? Email it to 492 ASAP
Don't forget to include in your email:
Where is is (include full address)
When it is (include absolute date, "this Thursday" is too vague. Say "Thursday the 27th of June" or something
- Who you hope to see there
- What you'll be doing at the meeting (make a punchlist as early as possible and put a comment by each item)
- How people can prepair ahead of time (if possible)
- Your phone number (in case someone gets lost)
Talk to whoever is running the trc google calendar and see if you can copy all of that information above into the calendar (except your phone number and home address... that thing's public, you know!).
My meeting's coming up, what do I do?
In an ideal world you would send out an email do your team reminding them of the meeting 2 weeks in advance, 3 days in advance, and the morning of your meeting. However if you're meeting frequently this is impractical. Try at least to send an email out once a week or two reminding people of upcoming meetings.
My meeting's happening, what do I do?
- Congratulate publicly anyone who did their homework.
- Food! Suckers are best because they take a long time to eat, aren't messy, and pacify the loud. Doretos and Cheetos are the worst because everyone gets sticky hands. Avoid nuts, even if you aren't expecting any allergist.
My meeting's ending, what do I do?
- Assign homework by name (if any). Have people say out loud to the rest of the group what they will do.
- discuss any upcoming meetings.
- Thank everyone for coming.
- Don't be the last one to leave. If someone's ride is late, waiting alone is a lonely experience.
My meeting's over, what do I do?
- Send out an email explaining what got done
- Remind everyone individually of their homework.