PHASE 1:

BEFORE THE 1st TASK TEAM MEETING

BEFORE EACH TASK TEAM MEETING

1. What is the Task Team’s focus and mission?
2. Within that mission, what are the key goals? (begin with 1 or 2 goals, so there is greater chance of success in a reasonable period of time)
3. What is the team’s field of influence and level of authority?
4. What are the key issues to work on?
5. Who needs to be part of this team so the needed information is available and decisions can be made?  Who else needs to be consulted for certain topics? What is the decision tree for this task team?
6. What is Task Team’s structure?  What are the roles and responsibilities (of the leader/champion, members and management)?
7. Who is the task team leader/champion?
8. When will we meet; where; how frequently?  How and when will the notes be recorded and distributed?
9. How will we measure our progress toward our goals and what are our milestones?
10. Are we assured of management team support for the team?

1. What is the meeting agenda? What are the intended outcomes of this meeting?
2. Who needs to be in attendance?
3. Have we customized the meeting to the group function – tribal vs. government?
4. Is everyone prepared to report the status of the action items and agreements from last meeting?
5. Does everyone know the location and time of the meeting?
6. Have arrangements been made for refreshments/equipment needed?
7. Who in addition to members should receive the minutes/notes?

PHASE 2:

1. What is the status of action items and agreements from last meeting?
2. Are there changes /additions needed for the meeting’s agenda?
3. How will be stay on track and complete the outcomes for this meeting?
4. Are we keeping track of our progress toward our goals; and our milestones?
5. What are the action items and agreements to be completed before our next meeting?
6. Are there any Parking Lot items?
7. When is our next meeting and what do we intend to cover?
8. What worked well today and what do we want to change for next time?

PHASE3:

1. Have the notes been completed and distributed within the agreed upon timeframe?
2. Is everyone working to complete their action items and agreements?
3. Have we communicated (i.e. teleconference) as needed between meetings?
4. Has everyone read the notes before the meeting, especially those members who were unable to attend?
5. Does anyone outside the Task Team membership need to be contacted and kept up-to-date?
6. Have we celebrated the milestones? Have we identified an end date, or set a deadline and finalize by that date?
7. Have we refocused the team’s goals and made updates or corrections?
8. Have we asked management to review the minutes and notes for aligned focus?

April 2010 Task Team Leaders’ Workshop

Agenda

Notes

Meeting Tracking Form Template