Ed Mitchell: Platform neutral

We’re getting our local Transition initiative, Transition Montpelier, off the ground (have a look at the Transition Towns website or Rob Hopkins blog for an idea about the movement).

We have had two open meetings to date, several small projects under our belts, a range of new ideas and related groups emerging; it’s all good. We have learnt a lot from these events and wanted to share some suggestions; these aren’t neccesarily Transition specific, mind; nor are they meant to be comprehensive so if you have other ideas, let me know.

(A bit of ‘speed networking’ usually goes down very well)

Things we would suggest to bear in mind for holding meetings:

General:

• Network with other (Transition and not) groups and subgroups; invite other initiatives along
• Have a talk from another group
• Have a talk from an expert
• Keep ‘talks’ short and sweet
• The group’s needs will evolve: lead with content at the early stages; people need ideas and projects to get involved; aim for full Open Space style activity as the group matures; projects are underway, people know eachother
• Hold meetings regularly
• Build a sense that the attendees own the events: get them to help; moving chairs, clearing up, etc.
• A good venue is worth working for: quiet, spacious, light, airy
• If you get a good venue, respect it! Leave it tidier than you found it
• Include local characters: Councillors, GPs, Police, Landlords, Shopkeepers etc.
• Stuff you might need: flip chart paper, marker pens, blu tack, post-it notes, bicycle horn, a watch, address labels for name badges
• Shadow eachother; learn what eachother is up to in order to share the skills and roles; we’re about community focus, not individuals holding all the knowledge about their specific area

(Event plan showing planned and actual times)

Before the meeting:

• Plan the event beforehand as a group: Purpose, People, Processes
• Plan not just the event but what will happen afterwards too (write-ups, etc.)
• Agree an agenda, tasks and roles
• Leave extra time in the plan for over-runs, late starting etc
• Rotate responsibilities across events; share and swap roles

(Having and explaining a clear agenda lets all know what they’re in for)

During the meeting:

• You will start late; people show up at (and slightly after) the official start time
• Capture emails on a book on a reception table
• Introduce the event clearly and explain who is who (e.g. host, facilitator, speakers, etc.)
• Clearly display and explain the agenda
• Stick to the time as far as possible; be flexible but don’t lose the timings
• Brief speakers beforehand, and as they arrive, on how long they have and how you will manage them
• Keep the talks short
• Breakout leaders can be tough to manage; they will not want their groups to end
• Remind breakout leaders that they are looking for input, not leading one in their image
• Ask breakout leaders what they need before the event
• Ask breakout leaders to scribe their groups and write it up afterwards
• Spread breakout groups as far apart as possible in the room
• Refreshments are very popular
• Keep the event lively and informal (but not badly run); encourage chatback
• Take photos (and ask at the beginning of the event)
• Breakout groups need: Scribe, Email collection, Briefing in advance

(Having the local police kept our ambitions within do-ability)

After the meeting:

• Tidy up! Make it tidier than when you arrived. Keep the venue owners sweet and they’ll be happy to have you back
• Go to the pub
• Capture stuff from the meeting, bash out a little update, publish and send it out on email within one week

And there you go. Got any other ideas, suggestions?