Article 3: Tactical Meetings

Any Partner may convene a “Tactical Meeting” to assist Partners in engaging each other in their responsibilities and duties. In addition, the Secretary of each Circle is accountable for scheduling regular Tactical Meetings for the Circle.

3.1 Attendance

For regular Tactical Meetings convened by a Circle's Secretary, all of the Circle's Roles are invited unless a Policy says otherwise. For other Tactical Meetings, the Partner convening the meeting must specify the Roles invited to that meeting. All Partners serving as Role Leads of those Roles are then invited to attend and represent those Roles, unless the convener narrows the invitation to include only a subset of Role Leads for a Role.

3.2 Meeting Process

The Facilitator of a Circle is accountable for facilitating the Circle's regular Tactical Meetings, and its Secretary is accountable for capturing and publishing Tactical Meeting outputs. For Tactical Meetings convened by someone other than a Circle's Secretary, the Partner convening a Tactical Meeting must facilitate it and capture its outputs, or appoint another volunteer or appropriate Role to do so.

Unless a Policy says otherwise, the person facilitating the meeting must use the following process:

1. Check-in Round: Each participant in turn shares their current state, or offers another opening comment for the meeting. Responses are not allowed.
2. Checklist Review: Each participant verifies completion of any recurring actions that they are regularly reporting on for their Roles in the meeting.
3. Metrics Review: Each participant shares any metrics that they are regularly reporting on for their Roles in the meeting.
4. Progress Updates: Each participant highlights progress in any Project or other initiative that they are regularly reporting on for their Roles in the meeting. Participants may only share progress made since a prior report, and not the general status of any work.
5. Build Agenda: Participants build an agenda of items to process within the meeting. Each participant may add as many agenda items as desired by providing a short label for each, with no explanation or discussion allowed. Participants may add more agenda items after this step, between the processing of any existing agenda items.
6. Triage Items: To process each agenda item, the agenda item owner may make requests of another participant, either in that participant's general capacity as a Partner, or to a Role that participant represents in the meeting. However, requests to a Role may only be made in service of a Role the requester represents in the meeting. The person facilitating the meeting manages the time allowed for each agenda item to allow space for the entire agenda, and may cut off processing any item after its due share of meeting time.
7. Closing Round: Each participant in turn shares a closing reflection on the meeting. Responses are not allowed.

A Policy of a Circle may specify an alternate process or amend this default process for Tactical Meetings called by any of the Circle's Roles.