Hello Friends,
Good Morning/Evening.
So far we have been conducting meetings to let the people meet,
introduce each other and then discuss few issues. Our meetings are
not formal. Let us take the meetings serious from now on.
About Meeting:
First and foremost request:
1. Do you want to be a silent member as a member subscribed for the
sake of subscribing?
We can understand if you cannot go through the mails, if you cannot
physically present for the activities, but we request you to be
present for the monthly meetings, where in we discuss the important
issues and there you can give us your valuable suggestions.
Until and unless there is something unavoidable, try to allocate your
time for the monthly meetings. Be physically present for the meeting.
This is the fixed schedule.
Hyderabad - First sunday of every month at 10 am.
Bangalore - Second saturday of every month at 6 pm.
US - First saturday of every month at 2 pm.
Bangalore and US members, correct me if I am wrong.
If there is any change, we will announce before hand.
About Agenda:
1. Introduction of new members - New members must introduce
themselves.
a) Name b) Qualification c) Designation d) Contact
details: Email, Phone and Address (will be confidential)
e) How do you know about MAD group? f) What are
your intentions in joining the group? g) What is the support you can
extend?
h) Your experiences in this kind of activities.
(You can also refer to the profile page in
geocities.com/dokkuface4 web page)
Others immediately make note of their contact details.
2. Quick introduction of the existing members to the meeting (this is
mainly to let the new members acquaint themselves with us).
a) Name b) Qualification c) Designation d) How long
are you associated with the group? e) Your current activities (if you
are an active volunteer for a particular project)
These two items are the common ones.
Apart from that - list out topics of discussion. Members from each
city has their own issues to be discussed and they want to know other
members' opinion. (It is good if we take members of other cities also
into confidence even though they are not directly related with
particular activities).
Agenda should be mailed a week before --- Few points must be related
to every member and mainly on our basic guidelines and on decisions
like whether we take up particular projects etc. Few points must be
specific to the local activities.
Make sure that every member will be aware of the agenda and members
of all the cities discuss the important points.
About discussion:
Brief summary:
a) Give a brief summary of the previous month's
activities and also about the important email communications in the
group.
b) Explain the topics of discussion (every member bring the
print-out of the agenda with them)
c) Discuss on each topic. (set aside particular time for
each topic)
1. One member present the topic and
all other members share their views on it. The one who presents the
topic should make note of everyone's opinion.
2. Next discuss using the '7 hats'
principle. All members should say positive points first. list them.
similarly only negative points should be mentioned. This way...
discuss the topic and come to a common conclusion or set of points.
3. The member who presents the topic
will prepare a notes of this disucussion, list out all the points
that are discussed in each angle and the final conclusion or set of
points.
4. Discuss on the activities of the current month and the pros and
cons of the proceedings. Whatever be the feedback should be given
here. Say for example, Jairam and Srinivas agreed to take up the
teaching classes in Anikepalli. I promised them that me and one more
member will be conducting the classes along with them so that they
need not go on every weekend but on alternate weekends or once in a
month.
If I am not going or couldn't keep my word, then they should say it
that it is not possible to continue as such.
or else, if they cannot come for particular months, for any
unforeseen reason, they should inform to the group that they cannot
attend and it would be good if they can arrange for their substitutes
either from the group or outside of the group (this depends on the
case and issue basis).
Let us make sure that no one be burdened with the effort of entire
project. If at all such an issue/case comes up, let us not take up
such projects.
Post meeting:
Every member who has taken the responsibility of each topic will give
the details of it to the organizer(city rep) of the meeting. The city
representative will incorporate those topics in the MOM and then mail
it to the group.
Once the MOMs from all the cities are exchanged, we will have a final
discussion and then come to a consensus on every issue.
For this to happen, why not we complete our meetings in the first
weekend of the month? So that we can discuss in the second week and
come to a consensus by the second weekend?
These are just my thoughts. Please add your views to it.
Fake it to Make it - is the saying. Even though we do not have any
activities right now, let us prepare the guidelines (Divya is already
half-way into it) and follow them. If we are really serious about our
intention to be in the group and do something concrete, let us act as
professionals and run the group as if its an experienced
organization. Let us learn from our mistakes.
Thank you.
with regards,
Prasanthi.
