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cifuturG2 body meeting typical agenda
Wiki modificadas recientemente November 7, 2013 por facilitfsm
Challenges wsf process wsf caring initiaive possible working groups stuctural /functionnal groups typical meeting agenda dualmembership contributions V3formtext Invitation
typical WSF IC/CI 3 day Meeting agenda with "horizontal structure"
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constraints
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reflect the will of IC to operate horizontally as a group , notwithstanding the great diferences of availablility and contribution that may exist among its individual members
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allow each the old an new functionnal and structuralgroups to meet –
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give a time slot in plenary to each structural group (15 mn to 2 hours depending the case) - (strcutural groups are replacing liaison group and some task of office )
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give time to assemble in parallel of the meeting a contribution booklet V1 including review of contributive status of IC members and review of contributive groups where they cooperate on wsf process facilitating tasks with non IC members
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time is the vertical dimension of the table
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column are showing agenda of each stucturual group before during and after meeting the rose column is for all functionnal review groups which are former "commissions" ( communication contents expansion methodology strategy...)
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yellow cells on the first column are the agenda slots which are prepared and facilitated by structural groups
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white cells on the first column are the agenda slots prepared and facilitated by functionnal review groups
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pink lines are moment of split in Funtional review groups on day 1 evening for old groups, and day 2 ( two slots) for new groups - this is among the 2 main "added value time for ic as WSF facilitation body (conceptual planning) "
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yellow lines are moment of split in Structural groups on day 1 evening for old groups and afternoon of day 2 for new stuctural groups
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yellow slot contribution review held morning of day 3 allow is to see how concretely iC members get engaged in the "contributive groups" they have defined during the functionnal review meetings, and adress cross functionnal redundancies overlaps holes etc. this is among the 2 main "added value time for ic as WSF facilitation body (practical involvement) "
plenary meeting |
Who is in charge |
functional review groups |
Contribution review 2H |
Decision review 45mn |
Permanence and Evaluation group 15mn |
Extension group 15mn |
Membership review 1H |
Ressource review 30mn |
LOC local ic meeting organizing committee |
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On line preparation |
Agenda |
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contribution |
Decision |
Evaluation |
Extension |
Membership |
ressource |
LOC |
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One month before meeting |
Propose agenda - define facilitators for plenaries - coordinate with structural groups |
strategy group launches discussion on line see how booklet V2 from last meeting has been implemented by inner and contributive working groups |
Circulation of announcement sheets Start Assemble booklet V1 before the meting with announcement s on line |
Follow up of decisions made in last meeting |
Check how people in and out IC feel about the way it is going |
Checking conditions with LOC– creating the chatroom Communicating extended participant list to membeship group |
Checking situation with groups on line – publishing in lists and out lists |
Collecting problems needs offers |
Material preparation Location Accommodation Interpretation Solidarity fund ( with expansion fuctionnal group ?? Extension preparation clarifiy what is possible airport to location logistics |
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Day 1 |
Agenda |
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contribution |
Decision |
Evaluation |
Extension |
Membership |
ressource |
LOC |
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10h( Start – agenda session 30mn |
Agenda group |
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Exposition of announcements -collection of feedbacks |
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Organizing to extend plenary |
Publishing IC in and out list for organization and independent |
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extension & Interpretation |
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Report to IC of how it went since last meeting 15mn |
Evaluation and decision |
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Report to IC of how IC went since last meeting |
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11h General situation discussion 2h |
Strategy group |
facilitation |
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13h Lunch break |
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15h candidacies to IC org & presented independents |
Membership group |
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Organize to perform tasks during meting run the mutual evaluaton and booklet feedback from functional groups |
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Collecting feedbacks |
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Helping Extension of parallel groupmeetings |
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15h15 Specific focus on next wsf event build up 2h/ functional focus - pb raised will be seen In functional group meeting |
Methodology & dialogic & |
facilitation |
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Organizing to extend some group meetings |
Collecting next cycle groups membership and forming groups |
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split in S-groups |
17h Old structural group meeting time1h who is staying for next round – what is the balance of each functional group since last meeting Getting around and checking |
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split in F-groups |
18 h 8 Old Functional group meetings 1h – who is staying for the next round/cycle - recommendations for new group – not a time for finalizing last minute tasks |
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evening work |
19h Evening Time for lunch and Ad hoc inner or finalizing mixed contributive working groups Meeting with local organization? ( observers) - contribution group has work to do |
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Day 2 |
Agenda |
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contribution |
Decision |
Evaluation |
Extension |
Membership |
ressource |
LOC |
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10h Specific discussion on overall process situation1h |
Expansion &- content & organizing & outreach &expansion |
facilitation transition meeting |
Exposition of announcements -collection of feedbacks |
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Organizing to extend some group meetings |
Collecting next cycle groups membership and forming groups |
Publishing needs – collecting offers |
Helping Extension of parallel groupmeetings |
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split in F-groups |
11h new Functional review group meetings 2h - Methodology - content expansion - comment on booklet V1 - share /agglutinate current contributions in inner groups and mixed contributive groups- propose new contributive groups |
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13h Lunch break |
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split in F-groups |
15h New Functional review group meetings 2h- Participating – organizing – media - outreach share /agglutinate current contributions in inner groups and mixed contributive groups- propose new groups |
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17h Extended participation report 15mn |
Extension group |
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Exposition of announcements -collection of feedbacks to booklet V1 |
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faciilitating |
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Publishing needs – collecting offers |
Helping Extension of parallel groupmeetings |
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17h15 Old Membership group report 30mn Decision in and out |
Membership group |
check that new functional group membership is ok |
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Facilitating Pointing problems |
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18h Resource group report 30mn |
Resource group |
check that new functional group get appropriate support |
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Organizing dispatchin to extend some group meetings with help LOC |
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Facilitating |
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split in S-groups18h30 New composition of structural Structural group meeting |
New agenda group meeting |
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Preparation of Day3 session - assembling booklet |
Preparation of Day3 session |
Getting around and checking meeting other groups |
Listing problems to be solved on line - with decision |
Listing problems to be solved on line |
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evening work in S groups |
19h30 Evening Time for lunch and Ad hoc inner working groups and staring as outcome of contributive working groups as outcome of reviews Meeting with local organization? ( observers) |
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Day 3 |
Agenda |
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contribution |
Decision |
Evaluation |
Extension |
Membership |
ressource |
loc |
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10h -presentation of contributive member status and contribution booklet V1 2h choice of 1 or 2 functional focus |
Contribution review group – selection of functional slot |
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Facilitating
list of involvement in contributive groups
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12h Specific focus on specific functional selected subject 1h |
Functional group |
facilitate the focus |
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13h Lunch break |
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14h Decision review 45mn 15h |
Decision review group |
check that decisions linked to functional reviews are properly formulated |
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Facilitating |
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Back to airport logistics Contact with New loc group |
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Specific focus on specific subject 1h |
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16hNext ic meeting location 1H end of meeting |
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start of some contributive gourps before airport 1h |
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After the meeting |
Agenda |
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contribution |
Decision |
Evaluation |
Extension |
Membership |
ressource |
loc |
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Prepare and update a next meeting planning with LOC and functional + structural roups |
digest booklet V1 into booklet V2 by functional group |
Publish the various updated booklet V2 seen by functional group |
See that decisions are owned and worked on |
Collect feelings about IC meeting |
Convey the experience and achievement of last meeting extension to the next LOC |
Stay alert to staff groups that have no quorum |
Stay aler to staff groups where prmised resources are |
Get the experience of previous LOCs with help of agenda ? group |
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this is version 1 of this draft document