Basic principles

• Secret elections must be secret!
• Data protection guidelines
  • of your groups
  • The Uni
  • DSGVO
• Must be accessible (to all)
  • Depending on your statutes
  • Depending on image/topic

Digital possibilities

BigBlueBottom, Discord, Zoom, Teams

Factors for meetings

Time

• Regularity
• Pay attention to external dates
  • for starting after popular lectures
  • Not at the same time as committees
• Breaks in a fixed rhythm

Location

• Lecture theatre suboptimal
• Adequate size
  • Too big annoying, no proximity
  • Too small, gets heated
• Seminar room optimal
  • U-shape
  • Circle of chairs
• Equipment important:
  • Projector / screen / smartboard
  • (moderation case)
  • Mood cards

General preparation

• Open presentations

Lower inhibition threshold to address unpleasant points

• Punctual invitation

People can prepare in advance and you can read up and talk to others in advance.

• Recurring and time-critical points automatically on the agenda
• A fixed room makes it easy

People know where they have to go and usually have a fixed place, which also makes them feel more comfortable in discussions

• Plan socialising, reserve if necessary

Example: a pub after the meeting makes it easier for integration in the groups

• Mood cards

E.g. yes, no, report card, we go round in circles, etc.

• Fixed agenda
  • Vote if too late
  • Regularly recurring points
  • Submitted points preferably with speaker and time
  • Preparation for the next week and in general

Specific preparation

• Freshers / first-year students / Tapsis
  • Mentoring programme
  • Social integration
  • Content integration
    • Preparation meeting
    • Explaining procedures
    • Contents and abbreviations
• How to student body
  • Cheat sheet
• Meet in small groups

Procedure

• Chairing the meeting
  • Rotate or pool
  • Moderation
  • List of speakers
• List of speakers
  • First speaker right
  • No or pure dialogue
  • Possibly important "directly to it"
• Mood cards
  • Active participation
  • Shorten discussion with opinion cards

Follow-up

• (Result) Minutes
  • Promptly via the distribution list
  • Or permanent links
• Shared minutes
  • Pad or Docs
  • Open or closed
• Fixed (protocol) team
  • Consistent, high quality
  • But same style, high individual load