Meeting Lead Handbook

Scheduling leads

Leadership meeting schedule: DDI Leadership Meeting Schedule - Google Sheets

Once you’ve signed up for a day, you’ll get a calendar event for the day from drupaldiversity@gmail.com so that it’s on your schedule for the week. If you decide to swap with someone else, please make sure to update that as well.

Steps to lead a DD&I meeting

• Find the issue & build the agenda 
  • Note: Please make sure that the items you’ve selected are not all about DrupalCon or other event planning - sometimes that can be exclusive to people participating who aren’t attending those events. Try to find something relevant in the news or technology that we can all discuss.
• Agenda items: 
  • Evergreen items: 
    • Asking for feedback on something we’ve done
    • Events/Camps 
    • Discussing topics around diversity, inclusion, equity, accessibility etc. 
  • Update items: 
    • Planning for camps/cons/events
    • Work on our initiatives 
    • Recent occurrences in the community
  • If you can’t find anything: 
    • Weekly drop newsletter or podcasts
    • Unstructured meeting (see below)
• Discuss the agenda at the Leadership team sync 
  • At this point, we may be able to suggest things to add. 
• Create an issue for next week’s meeting & assign it
  • In the issue summary, link to the previous issue
• Run the meeting (yay!)
  • All other leadership members should attend (unless otherwise informed)
• Update the issue
  • if there’s anything to capture
  • rollover items to next week if needed
  • upload your script if you have one

Create a Meeting Issue

<h2><strong>Meeting Agenda</strong></h2>

<ol>
  <li>Introduction section</li>
  <li>Transcript reminder</li>
  <li>Hello & Ice Breaker</li>
  <li>DDI organizing (agenda item if needed)</li>
  <li>DDI initiatives (pick 2-3 so it's not overwhelming)</li>
  <li>Other agenda items</li>
  <li>Announcements</li>
  <li>Celebrations</li>
  <li>Personal Check-ins (off the record)</li>
  <li>Open floor</li>
</ol>

<h2><strong>Stay in touch!</strong></h2>

<a href="https://www.drupaldiversity.com/newsletter" title="Join our newsletter">Join our newsletter</a>
<a href="https://www.drupaldiversity.com/blog" title="Read our blog">Read our blog</a>
<a href="https://www.drupaldiversity.com/contrib" title="Check out the DDI Contrib Team">Check out the DDI Contrib Team</a>

Creating a Meeting script

Here’s a standard meeting script template: 

The Introduction: 

:ddi: *Hello, welcome to this week’s Drupal Diversity & Inclusion meeting!* :ddi:

This meeting:
• happens every Thursday at 12PM EST
• is chat only (no audio or video)
• happens in threads so keep an eye on those notifications
• there are about 5-10 minutes between topics for people who are multitasking to follow along.
• the agenda is public and anyone can add to it: [add your agenda link here]
• :star: *The transcript of this meeting* will be exported and posted to the agenda issue. For anonymous comments, start with a :bust_in_silhouette: emoji. To take a comment or thread off the record, start with a :no_entry_sign: emoji.
• We are always working to make DDI channels a better place to work and communicate. If you haven’t already, please read our Guidelines: https://www.drupaldiversity.com/docs/participation-moderation-guidelines

Meetings are run by the leadership team - @sugaroverflow, @alannaburke, @sparklingrobots @mdrummond, @alexdmccabe, @laughnan, and @ekl1773. This week it’s my turn to facilitate.

@drnikki, @gdd, @catch, @rubyji, and @hrodrig are our leadership council. 

Saying Hello: 

:zero: If you're joining us today, please introduce yourself (and include your pronouns, if you are comfortable sharing them).  Let us know where you're from, and consider including a land acknowledgement (here's some info: https://www.drupaldiversity.com/blog/2019/land-acknowledgments) If you'd like, [insert Icebreaker question]

You can also encourage people to acknowledge the land that they're on. Land acknowledgements are a way of creating space for and recognizing Indigenous peoples.  

Agenda Items: 

:one: First agenda item 

:two: :one: Another agenda item with two parts
:two: :two: Part II 

:three: Emoji votes are cool!

Announcements: 

announcements (events, jobs, calls for sessions) - check if still relevant!

Channels and Resources:

*DDI Channels & Resources!* More ways to connect and contribute :slightly_smiling_face:
* #ddi-careers -- post jobs, look for jobs, discuss work and career issues in the Drupal-sphere! :moneybag:
* #ddi-contrib-team -- learn how to contribute back to the Drupal project! :building_construction:
* #ddi-session-help -- get feedback on sessions or proposals you have for camps and cons! :studio_microphone:
* #ddi-europe -- have conversations with the European Drupal community about D&I issues! :flag-eu:
* #ddi-media-club -- discuss books & other media related to d&i! :books:
* #ddi-chat -- converse with DDI folks about *all kinds* of topics, from politics to why your view isn't working!

Celebrations: 

:four: Celebrations! We use this agenda item as a way of celebrating the wins - big or small in our community. We'll also use them to showcase things people have done or achieve. 

Personal check-Ins: 

:five: *Personal check-ins.* :no_entry_sign:
(These are automatically off the record.)

[ You can add a prompt here if you'd like]

Open Floor: 

six: **Open floor **

If anyone has anything they would like to discuss or ask about - now's your chance. You can also DM me! 

Ending: 
 

:ddi: :ddi: :ddi:
Official meeting is over, but the conversations will continue. Thank you for showing up and contributing to make this community a better space.
• To send feedback about DD&I, the leadership team, anything really (even anonymous high fives!) click "Submit Feedback" at https://www.drupaldiversity.com
• And the work continues over at: https://www.drupal.org/project/diversity
• Agenda for next week: [ issue link here ]. Feel free to add to it!

Run an unstructured meeting

Given that the leadership team is made of volunteers - and our general motto for the work is *you matter more than the cause*, we may run “unstructured meetings” from time to time when the agenda is light or when we do not have the capacity to run a full meeting. 

These will be almost like office hours or a lounge where we can discuss things on people’s minds or just review some work on initiatives. 

[ This handbook will be updated as needed. ]

Full script for copy pasta: 

:ddi: *Hello, welcome to this week’s Drupal Diversity & Inclusion meeting!* :ddi:

This meeting:
• happens every Thursday at 12PM EST.
• is chat only (no audio or video).
• happens in threads so keep an eye on those notifications.
• there are about 5-10 minutes between topics for people who are multitasking to follow along.
• the agenda is public and anyone can add to it: [add your agenda link here].
• :star: *The transcript of this meeting* will be exported and posted to the agenda issue. For anonymous comments, start with a :bust_in_silhouette: emoji. To take a comment or thread off the record, start with a :no_entry_sign: emoji.
• We are always working to make DDI channels a better place to work and communicate. If you haven’t already, please read our Guidelines: https://www.drupaldiversity.com/docs/participation-moderation-guidelines

Meetings are run by the leadership team - @sugaroverflow, @alannaburke, @sparklingrobots @mdrummond, @alexdmccabe, @laughnan, and @ekl1773. This week it’s my turn to facilitate.

@drnikki, @gdd, @catch, @rubyji, and @hrodrig are our leadership council. 

:zero: If you're joining us today, please introduce yourself (and include your pronouns, if you are comfortable sharing them).  Let us know where you're from, and consider including a land acknowledgement (here's some info: https://www.drupaldiversity.com/blog/2019/land-acknowledgments) If you'd like, [insert Icebreaker question]

:one: First agenda item 

:two: :one: Another agenda item with two parts
:two: :two: Part II 

:three: 
*DDI Channels & Resources!* More ways to connect and contribute :slightly_smiling_face:
* #ddi-careers -- post jobs, look for jobs, discuss work and career issues in the Drupal-sphere! :moneybag:
* #ddi-contrib-team -- learn how to contribute back to the Drupal project! :building_construction:
* #ddi-session-help -- get feedback on sessions or proposals you have for camps and cons! :studio_microphone:
* #ddi-europe -- have conversations with the European Drupal community about D&I issues! :flag-eu:
* #ddi-media-club -- discuss books & other media related to d&i! :books:
* #ddi-chat -- converse with DDI folks about *all kinds* of topics, from politics to why your view isn't working!

:four: announcements (events, jobs, calls for sessions) - check if still relevant!

:five: Celebrations! We use this agenda item as a way of celebrating the wins - big or small in our community. We'll also use them to showcase things people have done or achieve. 

:six: *Personal check-ins.* :no_entry_sign:
(These are automatically off the record.)

[ You can add a prompt here if you want]

:seven: **Open floor **

If anyone has anything they would like to discuss or ask about - now's your chance. You can also DM me! 

:ddi: :ddi: :ddi:
Official meeting is over, but the conversations will continue. Thank you for showing up and contributing to make this community a better space.
• To send feedback about DD&I, the leadership team, anything really (even anonymous high fives!) click "Submit Feedback" at https://www.drupaldiversity.com
• And the work continues over at: https://www.drupal.org/project/diversity
• Agenda for next week: [ issue link here ]. Feel free to add to it!