<aside> 💡 Read time: 8 minutes

</aside>

Are you leading an upcoming community meeting? Amazing ✨ We’re happy that you’ve taken the initiative to help lead one of the most important meetings of our community.

This document will walk through everything you’ll need to do before, during, and after community meetings to make sure that everyone is caught up and ready to contribute in the coming weeks.

Resources

Community Meeting Notes

Before the Meeting

You should know if you’re leading an upcoming community meeting at least two days before the community meeting. This way you’ll have enough time to complete the following checklist:

• [ ] Two days before the meeting - @Ijemma Onwuzulike should have created a meeting agenda before the upcoming meeting Community Meeting Notes
  • Reach out to everyone in the agenda on Slack letting them know that they are going to be called on during the upcoming meeting and should be prepared to present any of their updates
  • It’s important to note that some people won’t be comfortable presenting, and that’s totally okay. You can copy and paste the following message ⤵️ to let them know that you’re just giving them a heads up and not expecting any participation.

Hey! I wanted to give you a heads up that Ijemma has put you on our upcoming meeting agenda to talk about the work that you’ve been completing for the past two weeks. It would be great to have you join our meeting and present any of the work that you’ve completed — everyone would be impressed to see your updates! But if you’re not comfortable sharing that’s totally okay, you can still join the meeting and be a fly on the wall.

• [ ] One day before the meeting - Create a new meeting room link since you won’t be able to grant access to individuals joining our original meeting link without Ijemma present.
  • [Example Image] Name the Calendar event “Igbo API + Nkọwa okwu Community Meeting” and make sure to click on the ‘Add Google Meet video conferencing’ button so people can join this meeting.
  • [Example Image] Copy that meeting call link by clicking on the copy icon. You will need this link when you send a reminder message (which is the next step).
• [ ] One day before the meeting - Copy and paste the following message in the #general Slack channel to remind everyone about the upcoming community meeting

@channel Good day everyone 👋🏾 I’ll be leading our upcoming community meeting this Saturday at 1pm EST. Many of our community members have been making amazing progress these past two weeks, and I’m excited for all of us to see this awesome work. See everyone tomorrow 😊 Here is the meeting link: <paste meeting link>

During the Meeting

• [ ] People get a lot of notifications and might not join when the meeting starts. Actually more than half of attendees show up when you send a reminder message right when the meeting starts at 1pm EST with the following text:

@channel Our community meeting is starting now! <paste meeting link>

• Without doing this step, we could have a low turnout!
• [ ] During the meeting - welcome everyone and make small talk! Wait for 10-15 minutes before starting the meeting
• [ ] Once you start the meeting, you can go through the agenda and call on individuals who are mentioned in the agenda
• [ ] Remember to take notes since the meeting will not be recorded
  • You are able to write notes in the Notes section of the agenda that Ijemma sends you