Our goal is to foster a collaborative space where every participant feels respected, informed, and motivated to engage. We aim to build a culture of shared ownership and mutual support.
Agenda Preparation: The Facilitator drafts and distributes the agenda at least one day before the meeting.
Timeliness: Sessions begin and conclude as scheduled, with consideration for all time zones.
Readiness: Participants are expected to review the agenda and any relevant materials beforehand. Note-Taking: The Scribe captures key points and action items, which are shared within 24 hours. Topic Discipline: Discussions remain focused; unrelated items are logged for future follow-up.
Planned Meetings:
Every Thursday : Review draft and assign tasks. Every Saturday: Finalize deliverables and resolve pending issues. Recording Lead: Louis Kervens will manage meeting recordings. Scheduling Tool: Participation Goal: Actively participate in every session
Main Platform: WhatsApp (primary), Google Meet (Group meeting and workplace) Video & Archives: Google Meet for live sessions; recordings will be shared. Polls & Voting: Doodle will be used for scheduling and decision-making.
Voting Process: Decisions are made by majority vote; the Facilitator resolves any ties. Weighted Input: For complex topics, weighted voting will be used to reflect diverse perspectives. Equity: Alternate sessions will be scheduled to accommodate those who miss meetings.
Coordinator: Designs the agenda, leads the meeting, and maintains structure. Secretary: Documents discussions, tracks follow-ups, and shares meeting notes. Meeting Monitor : Keeps the meeting on schedule, signals transitions, and promotes time efficiency. Reference: [Agenda Draft – Sample Role Guide]
Acknowledge and respect, time commitments, and working styles. Offer feedback that is constructive and focused on ideas, not individuals. Encourage balanced participation by practicing “step up, step back.”
Follow through on assigned tasks within agreed timelines. Reach out early if support or clarification is needed. Address concerns openly and work together to find fair solutions.
Host monthly reflection sessions using the “What worked / What could improve” format.
Adjust team norms and workflows based on feedback and evolving needs.