I-Room Meeting Structure


Here is the basic idea:

It is envisaged that the meeting's chair person runs I-X and interacts with I-X during the meeting to access the meeting support available from I-X. The developments should be such that most functionality can be provided with or without running SL. It would be nice, however, if when SL is used, much of the support is accessible from SL rather than only being available by interacting with I-X directly.


Generic Agenda Items

There is a set of agenda items that will be part of every meeting, with few exceptions. These are:

  1. Wait for participants
  2. Note apologies
  3. Approve minutes of previous meeting
  4. Go through actions from previous meeting
  5. Discuss specific agenda items...
  6. AOB
  7. Summarise and agree actions
  8. Set date for next meeting

The 4th and 5th agenda items are where the meeting specific items are dealt with; each of these would decompose into several sub-items that make up the "beef" of the meeting.

Dealing With Agenda Items

When an agenda item is dealt with, it can be decided to

This decision is taken by the chairperson. With each option, notes should be added that explain how and why the item was dealt with in this way. The decision is minuted automatically together with the notes.

If an item is dealt with by decomposing it into sub-items, the old item is marked as not relevant, and the sub-items are introduced as new items for the next meeting.

Note that new items can be introduced for the next meeting at any point.


Actions are dealt with in the same way as agenda items, the only difference being that carried actions are added to the actions agreed during this meeting, whereas carried agenda items, of course, become new agenda items.

The Roles

There are only two roles - the meeting chair and the secretary.

The role of the chair was introduced because decisions should be made in a controlled way, i.e. the chair should achieve agreement before noting which decision was made at the meeting.

The role of the secretary was introduced to spread the amount of typing that is required by any one participant. The chair will have to do some typing to document decisions etc. We decided to have a designated secretary to impose some control over what is minuted. Simply recoding the meeting is possible if the meeting is conducted without using voice, but we do not want to restrict ourselves to recording only.

The Sequence of Meetings

Meetings are taken to be part of a sequence. At any meeting, there will be specific information relevant from the previous meeting. In addition, further detail from previous meetings may be useful and should be available.

Information that is always relevant is

Additional information that may become relevant is




A meeting has the following properties

Agenda Item

An agenda item has the following structure


An action has the following structure


A person is a potential participant and has the following structure


A decision has the following structure
Jussi Stader <J.Stader@ed.ac.uk>