Using the facilitation skills outlined in Chapter 2 (Table 2.5), present Move through the agenda, the issues; invite participants to speak; summarise, reformulate and directing new participants to note key discussion points; clarify, elaborate and discuss when additional information to requested or needed; summarise action points before moving on to ensure that there is a balance the next agenda item; and observe body language and the verbal and between filling in information non-verbal cues of the group to ensure that the meeting retains a gaps and moving forward productive atmosphere. Reiterate the objectives mentioned at the beginning of the meeting, indicating where agreement has been reached and the follow-up Conclusions and next steps action decided upon. Announce the next meeting and/or any other events of note. Request input into any issues Request suggestions on how to improve the manner in which the that need to be addressed in meeting was held; these can be shared either at that point or the next agenda and feedback bilaterally after the meeting. on the meeting Checklist for follow-up after a coordination meeting To do: To consider: Make sure that air-conditioning and electricity systems are left in Ensure that all issues accordance with the venue’s standards. Ensure that leftover documents related to the venue are are collected and that the venue is accessible for the next meeting. addressed Return any IT equipment as needed. Ensure that attendance is tracked according to the type of participant Collect the attendance (donor, large/small NGO, other sectors, national authority, media, other sheets institutions). Update the lists of contacts. Circulate the meeting Capture only the key issues discussed and notes/minutes within 24 actions/responsibilities/deadlines indicated. Ensure that these are filed hours according to systematically for the cluster (see Chapter 3 on IM). Information should mechanisms and standards be shared systematically between national and sub-national cluster agreed upon in the ground coordination mechanisms. rules Meet local stakeholders, Proactively ensure that key participants are briefed on the outcomes of key participants and the meeting. stakeholders Annex 4: Summary tips for information management (IM)
Move through the agenda, directing new participants to additional information to ensure that there is a balance between filling in information gaps and moving forward Using the facilitation skills outlined in Chapter 2 (Table 2.5), present the issues; invite participants to speak; summarise, reformulate and note key discussion points; clarify, elaborate and discuss when requested or needed; summarise action points before moving on to the next agenda item; and observe body language and the verbal and non-verbal cues of the group to ensure that the meeting retains a productive atmosphere. Conclusions and next steps Reiterate the objectives mentioned at the beginning of the meeting, indicating where agreement has been reached and the follow-up action decided upon. Announce the next meeting and/or any other events of note. Request input into any issues that need to be addressed in the next agenda and feedback on the meeting Request suggestions on how to improve the manner in which the meeting was held; these can be shared either at that point or bilaterally after the meeting. Checklist for follow-up after a coordination meeting To do: To consider: Ensure that all issues related to the venue are addressed Make sure that air-conditioning and electricity systems are left in accordance with the venue’s standards. Ensure that leftover documents are collected and that the venue is accessible for the next meeting. Return any IT equipment as needed. Collect the attendance sheets Ensure that attendance is tracked according to the type of participant (donor, large/small NGO, other sectors, national authority, media, other institutions). Update the lists of contacts. Circulate the meeting notes/minutes within 24 hours according to mechanisms and standards agreed upon in the ground rules Capture only the key issues discussed and actions/responsibilities/deadlines indicated. Ensure that these are filed systematically for the cluster (see Chapter 3 on IM). Information should be shared systematically between national and sub-national cluster coordination mechanisms. Meet local stakeholders, key participants and stakeholders Proactively ensure that key participants are briefed on the outcomes of the meeting. Annex 4: Summary tips for information management (IM)
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