In this blog post we will be exploring how we will be communicating with our Sub-Group members on the NENC VCSE Partnership Programme. We have been taking on board your feedback about Sub-Groups via discussions at several group meetings and we have decided to make some changes to how we do things based on your comments.
What you need to know
Each Sub-Group will receive two mailings in advance of a meeting and one after. This includes one a month in advance of the meeting, a mailing a week prior to the meeting and a mailing following up the meeting taking place.
- 1 month in advance: You will receive an email to register for the upcoming meeting. This will also include the previous meeting minutes.
- 1 week in advance: You will receive an agenda for the meeting and a reminder to register.
- Once registered you will receive confirmation that you have done so, this will contain your Zoom link for the meeting. Please do not share this publicly.
- Follow up mailing: You will receive minutes from the meeting plus any materials which may also need to be circulated to members. If your Sub-Group meets every month, this mailing may contain a registration for the next meeting.
We will make sure to keep registration open up until an hour prior to the particular Sub-Group taking place.
Upon registration you will receive a calendar invite.
To access the invite you need to:
- Register for the Sub-Group meeting.
- Open up the confirmation email from us.
- There will be a link to a SharePoint file, highlight and paste the whole link into your browser.
- Press Download.
- Open the downloaded file – there should be an option to open this in Outlook.
- Click accept or save and close.
This should now be in your diary with all the details you will need for the meeting.
Minutes from each meeting
Minutes will act as more of a reflection of overall discussions and will be more focused on the key updates and actions going forward. This is to make them more accessible and less overwhelming.
We will still make sure to highlight key information and actions as we always have done. We will also aim to have these actions/asks at the top of each mailing we send you following the meeting taking place.
Moving forward…
We are constantly looking to improve what we offer to you as members of our Sub-Groups, to make sure meetings are valuable and proactive. Moving forward, we will look at other measures which will improve your experience. This is not exhaustive and we will keep you updated as things progress.
If you have any questions or anything further you’d like to raise with us, please do not hesitate to get in touch with us, via our North East and North Cumbria VCSE Engagement Manager, Siobhan at siobhan.flynn@vonne.org.uk