Departmental Staff Meeting Guidelines and Agenda
Last updated: Stardate 93744.9 ((2017.09.29))
Submitted by CMDR Caspius (Executive Officer); Approved by CAPT Thiessen (Station Commander).
I. Guidelines
1. Normal Operations:
The guidelines below represent operational norms. Station Command may deviate from these guidelines to suit circumstances as they deem fit.
2. Pre-Meeting Survey:
In advance of the meeting (preferably at least a day in advance), department heads should notify command as to the items on which they will report so that these items can be included in the agenda for the meeting.
3. Administration of Meeting:
The meeting is administered by the Station Commander. If the Station Commander is unavailable, the meeting should be administered by the Station Executive Officer.
4. Regular Attendees:
Regular attendees include the Station Commander, Station Executive Officer, station department heads. If a department head is unavailable, the relevant assistant head should attend instead; and, if the assistant head is unavailable, the department's highest-ranking officer with most seniority (based on time elapsed since promotion date) should attend instead. Only one representative from each department should attend, unless otherwise approved by station command.
5. Recognised Departments:
Departmental heads represent the departments of Operations, Security, Intelligence, Engineering, Science, Medical, and Counseling.
6. Additional Attendees:
With the advance permission or request of the Station Commander or Station Executive Officer, additional persons may attend the meeting if their presence is deemed necessary.
7. Meeting Content:
a. Commencement (call to order) is the means by which the meeting administrator begins the meeting.
b. Each department reports in the order given in the agenda template below.
c. Follow-Up Reports (old business) are for addressing material already presented in an earlier meeting. Multiple follow-up reports should be presented in order of importance. Because this material has already been presented at a prior meeting, these reports should be limited to status summaries and updates on any changes. Each report may be followed by questions from Command and the possibility of discussion time (at the discretion of the meeting administrator) to pursue resolutions.
d. Briefing Reports (new business) are for addressing unresolved material not yet presented in a staff meeting. Multiple briefing reports should be presented in order of importance. Because this material is new, these reports should begin with a detailed overview or explanation of the circumstances, then follow with a description of any action already undertaken and the results, and then conclude with proposals for resolution. Each report may be followed by questions from Command and the possibility of discussion time (at the discretion of the meeting administrator) to pursue resolutions.
e. Open Discussion is included at the discretion of the meeting administrator, and is a period of time for discussion of any issues (typically minor) which are not appropriate to the departmental reports described above.
f. Conclusion (adjournment) is the means by which the meeting administrator concludes the meeting.
II. Meeting Agenda Format
(where possible, information should be added to this agenda template and distributed to attendees in advance, per I.2 above).
1. Commencement
2. Command:
a. Follow-ups
b. Briefings
3. Operations:
a. Follow-ups
b. Briefings
4. Security
a. Follow-ups
b. Briefings
5. Intelligence
a. Follow-ups
b. Briefings
6. Engineering
a. Follow-ups
b. Briefings
7. Science
a. Follow-ups
b. Briefings
8. Medical
a. Follow-ups
b. Briefings
9. Counseling
a. Follow-ups
b. Briefings
10. Open Discussion
11. Conclusion.
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