ERCOT Meeting Management1 ERCOT MEETING MANAGEMENT GUIDELINES Dale Goodman, Mgr., Retail Client Services, ERCOT RMS LEADERSHIP WORKSHOP MARCH 14, 2007.

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Presentation transcript:

ERCOT Meeting Management1 ERCOT MEETING MANAGEMENT GUIDELINES Dale Goodman, Mgr., Retail Client Services, ERCOT RMS LEADERSHIP WORKSHOP MARCH 14, 2007

ERCOT Meeting Management2 Chair Meeting Infrastructure Agenda Schedule Meeting Spaces – MSC Manage Acquisition – MSC AV Requirements Communications Post on Web Calendar – MSC Facilitate Scheduling/Coordinate Conflicts – MSC Coordinate Tech Support on Meeting Day – MSC Notice for Call (market and internal) – MSC Create Draft Agenda – EMM Review action items from prior meeting – EMM Co-facilitation of Agenda Call – EMM Finalize Agenda – MRC Notify Specific ERCOT Staff – EMM Internal Communication (internal clients/requested participants) – EMM Distribute Agenda and post to web – MRC ERCOT Meeting Prep (internal) Coordinate presentation materials from internal authors – EMM Schedule Preparation Meeting – EMM Anticipate, Discuss, Establish ERCOT answers – EMM Notify/Discuss Emerging Issues – EMM Distribute ERCOT Presentations – EMM Post presentations to web - MRC ERCOT Meeting Prep (external) Follow up with external presenters – EMM Receive/Distribute Presentations – EMM Post presentations to web - MRC Final Briefing Schedule meeting – EMM Facilitate Conference Bridge – EMM Internal Coordination – EMM Meeting Notice – EMM Co-Facilitate Meeting - EMM Meeting Day Coordination Sign in Sheets/Record Attendance into Minutes – MRC Tent Cards/Set-up – MRC Receive and Manage Proxies/Alt. Reps – MRC Presentation Setup/Preparations – EMM Meeting Minutes – MRC Coordinate Tech Support – MSC Internal Summary/Action item development – EMM ERCOT Presentations – SME/EMM Response to Market Inquiries – SME/EMM Voting – MRC ERCOT Input coordination – EMM Quality/Feedback process, compilation, tracking - EMM Post Meeting Minutes – Draft – MRC Incorporate Comments – MRC Publish/Distribute for Comment – MRC Publish Internal Summary/Action Items – EMM Contact key ERCOT Staff on assignments and emerging issues – EMM Update and publish final presentations to web – MRC Vote Facilitation - MRC Notice/deadline Compiling votes Result notice Offsite service/quality assessment – MSC Begin Draft Agenda for Subsequent meeting - EMM Verbal Checkpoint after each meeting-- EMM TAC/Subcommittee Meeting Process Cycle

ERCOT Meeting Management3 Chair Meeting Infrastructure Agenda Schedule Meeting Spaces – MSC Manage Acquisition – MSC AV Requirements Communications Post on Web Calendar – MSC Facilitate Scheduling/Coordinate Conflicts – MSC Coordinate Tech Support on Meeting Day – MSC Create Draft Agenda – Chair/Vice chair Review action items from prior meeting – Chair/Vice chair Facilitation of Agenda Call –Chair/Vice chair Finalize Agenda – Chair/Vice chair Notify Specific ERCOT Staff – EMM Internal Communication (internal clients/requested participants) – EMM Distribute Agenda and post to web – Chair/Vice chair Determine if meeting should occur or if it can be administered through a conference call- Chair/Vice chair ERCOT Meeting Prep (internal) Coordinate presentation materials from internal authors – EMM Schedule Preparation Meeting – EMM (if required) Anticipate, Discuss, Establish ERCOT answers – EMM Notify/Discuss Emerging Issues – EMM Meeting Day Coordination Meeting records (agenda/sign in sheets/notes) – Chair (as appropriate) Presentation Setup/Preparations – EMM Coordinate Tech Support – MSC Internal Summary/Action item development – EMM ERCOT Presentations – SME/EMM Response to Market Inquiries – SME/EMM ERCOT Input coordination – EMM Quality/Feedback process, compilation, tracking -EMM Post Meeting Meeting records – Draft – Chair Publish/Distribute for Comment – Chair Publish Internal Summary/Action Items – EMM Contact key ERCOT Staff on assignments and emerging issues – EMM Update and publish final presentations/Supporting documents to web – EMM (as appropriate) Review/Approve costs meeting costs (room, catering, AV) – MSC Offsite service/quality assessment – MSC Begin Draft Agenda for Subsequent meeting - EMM Verbal Checkpoint after each meeting-- EMM Working Group/Task Force Meeting Process Cycle (031407)