Article 3: Tactical meetings

Intent: Create a safe and equal space to remove barriers for operational work. The meeting should help members be calm, clear and confident about the work they need to do in the upcoming period to maximize the purpose of their roles. The tactical meeting is there to share information, become up-to-date, ask for help and make improvements. Every role can be at regularly scheduled meetings by default. For ad hoc meetings, only roles needed to move things forward are invited.

The Secretary is responsible for scheduling regular tactical meetings for the circle. In addition, anyone may schedule a tactical meeting to call upon the accountabilities and obligations of specific roles.

3.1 Who may participate in a tactical meetings

For regularly scheduled tactical meetings of the circle, the Secretary must invite everyone who fulfils a role in the circle unless a policy says otherwise. For other tactical meetings, the organizer determines who is invited. If multiple people fill an invited role, they may all participate unless the organizer limits this.

3.2 How a tactical meeting takes place

The Facilitator facilitates the regular scheduled tactical meetings of the circle. The outcomes are recorded and shared by the Secretary. For other tactical meetings, the organizer must facilitate and record the outcomes themselves, or find a volunteer or appropriate role to do so.

The person facilitating a tactical meeting must follow the following process (unless a policy describes a different process).

  • Check-in: one person at a time, share things you want to mention either to share or to let go and be present in a meeting. Other participants don’t respond to your check-in.
  • Recurring tasks: share whether your recurring tasks are done (checklist items)
  • Metrics: report on your KPIs or metrics.
  • Progress updates: share the progress you've made since your last update on your projects.
  • Agenda building: set an agenda together with one or two keywords for each item and without explanation or discussion. You can add items at any time during the meeting.
  • Processing agenda items: the owner of the agenda item may make requests to others. You may make a request to a role only from one of your own roles, not as an individual. The person facilitating ensures that all agenda items are handled within the timeframe.
  • Check-out: share your reflection on the meeting and meeting experience. No responses.