iMeetingsComm is an online approach to help prepare, conduct, record and archive structured meetings where:the time is set in advancethe agenda is prepared in advancethere is voting on resolutionsminutes are producedBased on Robert’s Rules
Conventional Meetings/Face to FaceOne placeSame TimeTime and/or attendance usually determined by availability of membersRigid ScheduleDuration usually in hoursImportant items may be hurried, deferred or dropped.SequentialConference call / onlineany placeAll other limitations of conventional meetingsiMeetingsCommany placeAny timeTime for meeting has broader limits which allows members to join at their convenienceMember availability not usually an issueFlexible scheduleDuration can be daysNo need to hurry, defer or drop agenda topicsMeetings random/not sequential, comments can be made on any topic at any time during the meeting.
Meeting duration can be days which allows you to participate according to your schedule.
Chair may delete or edit any agenda topic.
Make comments when subject is on your mind.Focus on topics which are most important to you.Take time to reflect – able to back and revisit agenda items.
Can change vote based on new informationresults not known until end of meeting
iMeetingsCommCreated and assigned at meetingTarget date set
Comments can be made at any timeMembers can always be up to date on the progress of all action itemsAppears as business arising from previous minutes until closed by chair.Ensures proper closure of item
All comments and votes made at the meeting are captured online in the iMeetingsComm database. There is no question of accuracy.All captured comments form the minutes which are available online as soon as the meeting is over.Minutes available in printable form in summary, by topic, or complete.
A complete list of agendas and minutes is available from the member’s home page.When new members join group, they can easily access historical minutes.
Productive Results<br />Fewer Meetings . . .<br />An online discussion and decision making application which simulates a meeting without actually having a meeting.<br />
Meeting Pet Peeves<br />Before the Meeting<br /><ul><li>Were travelling or on vacation at the time of an important meeting
Bumped other things on your calendar to attend meeting but then meeting cancelled
Meeting time conflicted with another important activity
Did not see agenda until just before meeting. Not enough prep time.</li></li></ul><li>Meeting Pet Peeves<br />From the Chair<br /><ul><li>Could not get members on your committee because people do not want to commit to all of those meetings
Could not make everyone happy in setting time for meeting
Did not want to influence or be influenced by another’s vote
Your mind was not focussed due to some other important matter or boredom
Wanted to make a point to a colleague across the table but did not want to interrupt</li></li></ul><li>Meeting Pet Peeves<br />During the Meeting (con’t)<br /><ul><li>Wanted to do some more research on a topic but did not have access to material
Had to leave for a period of time and missed an important topic
Meeting time was limited so some items were squeezed or dropped
Wanted to discuss a topic of importance to you before you had to leave
Wanted to vote on a topic before you had to leave
Meeting ran late and you had to change the rest of your day/evening
Needed to leave home phone line open because of a conflicting important call
Computer and/or internet down at time of meeting</li></li></ul><li>Meeting Pet Peeves<br />After the Meeting<br /><ul><li>Minutes were distributed well after the meeting, sometimes just before the next meeting
Could not remember the specifics on some points when approving them
Some members disputed the accuracy of the minutes
The minutes reflected the bias of the chair and/or note taker
New members did not have good access to previous minutes</li></li></ul><li>
Meeting Scheduling<br /> The Chair schedules the meeting by setting a start date and an end date.<br />
Meeting Participation<br />Meetings can be rejoined at your convenience as<br />often as you want before the end date.<br />
Agenda Preparation<br /> Before the meeting starts, any member can submit an agenda topic, which is emailed to all other members of the group <br /> Members can go online at anytime to view draft agenda.<br />
Meeting Participation<br />Meeting is not sequential. Comments can be made <br />on any topic at any time<br />Topic 1<br />Topic 2<br />Topic 3<br />Topic 4<br />Topic 5<br />
Discussion<br />All comments & responses are emailed to membersas well as available online in the database.<br />comments<br />responses<br />
Voting<br />Once a resolution is seconded, participating membersmay vote at any time.<br />During the meeting, the ballot is secret. <br />Votes may be changed at any time beforemeeting ends.<br />
Action Items . . .<br />the chair creates an Action Item<br />sets a target date and assigns a member<br />
Action Items . . .<br />the member adds updates at anytime (not only during meetings)<br />which are emailed to all members<br />who can respond (at any time)<br />