About Meeting Procedure 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 - First/Second Sunday of every month @ 6PM, depending on availability of the members. US - First saturday of every month at 2 pm.EST/ 11am PST. 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.
