Meeting Guidelines

Be Prepared

  • Read agendas and proposals ahead of time.
  • When emailing documents for review before a meeting, allow an appropriate amount of time for the group to read it before the meeting.
  • Remember that if you have not read the agenda, proposals, and attachments before a meeting, you may not be fully informed and your comments may reflect that.
  • Think about your questions, comments, and concerns before the meeting.
  • Facilitator must have read agenda, proposals, attachments, etc. and feel comfortable with topics.

Use Time Efficiently

  • Arrive at the meeting early or on time; this shows respect for others’ time and builds trust.
  • Start meetings on time and aim to finish on time.
  • Facilitator requests help from Timer as desired.
  • For meetings of two hours or more, take a break each hour.
  • Times listed on agenda are guidelines only.  If running over time, facilitator will seek group input about options:
  1.       tabling discussion
  2.       taking time from another agenda item
  3.       extending the length of the meeting

Listen Well

  • Keep an open mind when someone has a different opinion
  • Listen with respectful body language
  • Stay engaged; don’t mentally wander off
  • Honor the process

Speak Respectfully

• One person speaks at a time

• Stay focused on topic: bring up items at appropriate time

• Speak succinctly

• Let others speak before you speak again

• Pass if you have nothing new to add

• Encourage participation by everyone

• Avoid side talk

• Everyone is responsible for holding one another accountable. Don’t hesitate to interrupt if Meeting Guidelines or Our Commitments to Each Other are not being honored.


Email Guidelines

Please keep up with email and respond as needed.

Respect recipient’s time; the sender should be concise.

Write clear subject line and include REPLY NEEDED or PLEASE REPLY if relevant.

When bringing up a new topic, change the subject line or start new email so the content can be identified easily.

If sending an attachment of one page or less, please also copy text into body of email.

Avoid writing a message in “ALL CAPS” as this can feel equivalent to shouting.

Review what you have written before sending to others.

If you’re feeling anger or frustration, consider talking with the person on the phone or in person instead of using email.

Don’t use email to discuss confidential information.

Use “Reply All” only when appropriate.

Please use Ravens’ Roost members’ email addresses for cohousing or personal messages only.  Do not share the email addresses with anyone else.