AGENDA FOR CIMT MEETINGS

The typical agenda for CIMT meetings is:

1. Initial Instructions by Team Leader

2. What’s the latest situation? (update info log)

3. Which tasks are completed and ongoing? (update action log)

4. What do we do next? (suggestions noted)

5. Tasks are assigned (update action log)

6. Final Instructions by Team Leader

Explanations for each step are provided below.

Acronyms: TL = TEAM LEADER, TM = TEAM MEMBER, NT = NOTETAKER

1. Initial Instructions

The TL (or the person selected to run the meeting) will usually start with some initial instructions for the team. The aim is to give clarity and structure to the meeting - to make it as efficient and effective as possible. During the first meeting, this would usually include explaining the agenda and the meeting rules. For example, the TL might remind the team to speak in turn, to put their phones on silent, to stay on topic, to speak respectfully to each other etc.

2. Situation Update

What’s the latest situation? This step aims to share information on how the situation/problem/context has evolved since the last meeting. The team must have a shared view of the situation before discussing what to do next.

1. TL: Starts by giving a quick situation update then asks each team member, in turn, if they have any new info to add.

2. TMs: Each member shares new info they have received/obtained on the situation.

3. Note Keeper: Records all new information in the Situation Log.

3. Completed/Ongoing Actions

Which tasks are completed and ongoing? This step aims to get a quick update on what the team has done since the last meeting. It is important to check that each team member has been working on their assigned tasks, and if not, to understand what tasks are still pending and why.

• TL: Update the team on his/her completed and ongoing tasks then asks each team member, in turn, to provide a quick update on their completed/ongoing tasks.

• TMs: Each provides a quick (1 min) update on their completed/ongoing tasks.

• Note Taker: Checks that all completed actions have been recorded in the Action Log.

• Reminder: When a TM completes a task, it is their responsibility to update the action log. The Notetaker must check that each member is updating the log accordingly and inform the TL if some members are not logging their actions adequately.

4. Next Actions

What do we need to do next? At this step the Team Leader gathers suggestions on what to do next.

• TL: asks each TM, in turn, for suggestions on what to do next. The TL should note down all the suggestions (in their notebook or on a flip chart).

• TMs: Each offers suggestions on what to do next.

• Note Taker: The team’s suggestions should NOT be logged (yet). They can however be captured on a flip chart.

5. Decisions and Tasking

The TL now decides which actions to implement and assign tasks to each team member.

• TL: Assigns tasks to each TM. The TL should check/confirm that the TM has the time and resources they require to accomplish their assigned task(s).

• Note Taker: The note-taker records all assigned task action in the Action Log.

• Reminder: The TL should not overload any member with tasks. Note: The Team Leader should not assign too many tasks to himself/herself since they need time to brief management and time to think/reflect on the big picture.

6. Final Instructions

• TL: should end each meeting with:

  • Remind everyone to update the Action Log when they complete their task.

  • Final instruction (if any) (e.g.: all communications must be approved by the TL, maintain confidentiality etc.).

  • Set time for the next meeting.

7. Check the Log

• TL: At the end of each meeting, verify the logs to ensure that the tasks are correctly assigned and add explanatory notes for major decisions taken during the meeting.

Tips for Effective CIM Meetings