Pilot midterm meeting
Name of the pilot
Name of the Pilot Manager
Organisation�
DATE
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READ THIS - Guidance for pilot managers on using this agenda template
The goal of this meeting agenda is to share it with all participants to use it online (shared document mode). This encourages parties to be prepared for the meeting.
Copy this document and modify your own copy for each midterm meeting.
Before sharing the document to the pilot team and the pilot host(s), please remove the guidance in orange.
Delete also this turquoise slide.
Leave the guidance in red for pilot team and pilot host to read. Instruct them in the manner you see fit to prepare the slides for your meeting.
Modify the template according to your needs. This gently forces you to prepare yourself to the meeting and the piloting itself. Have a wonderful piloting!
CommuniCity – 101070325
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Agenda
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Introductions
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Present in the meeting
Participants probably know each other by now but the purpose is to document who is present.
Prefill the participants. Updating is quicker than filling from the scratch.
Pilot manager’s organisation:
Pilot team:
Host organisation
CommuniCity – 101070325
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Midterm report status
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Midterm report status
Please review and update accordingly.
Pilot team submitted the report on time (date), min one week before today.
The report was shared to all parties present today approx a week ago (date).
If significant errors are noticed in the report, the pilot team to modify the report as agreed:
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Pilot status
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Pilot status by the pilot team
Pilot team, please recap shortly what has been done so far in the pilot. Has the pilot plan changed since the kickoff? Is there need for that now?
In your presentation, also answer to the following questions from the midterm report, please:
CommuniCity – 101070325
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Pilot status by the pilot team
CommuniCity – 101070325
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Feedback by the pilot host
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CommuniCity – 101070325
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Feedback by the pilot host
Pilot host to prefill their feedback here.
CommuniCity – 101070325
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Notes and modifications
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Notes and possible modifications agreed together
Notes based on the comments and discussion from the meeting. Modifications, if any, are very important to document.
Notes from the meeting (here or on the slide in questions)
Modifications to the pilot plan agreed by all parties
CommuniCity – 101070325
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Communications
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Communications
All can add content of their communication actions and plans here.
Reminder of the Communications guidelines for piloting teams LINK
Kind reminder to pay extra attention on the sensitive communications when working with the marginalised communities.
What has been communicated of the pilot so far?
What to communicate during the rest of the pilot?
If comms people are not present, agree how to proceed on this topic. Concrete next steps, please.
CommuniCity – 101070325
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Reporting and payment recap
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Reporting and payment recap
Please update. No need to use much of your meeting time for this:
The first payment has been made after signing the pilot contract and kickoff meeting. (DATE)
Final payment will be made after accepted final report and final meeting. Same payment procedure as with the 1st payment.
Further information regarding payments: email address
CommuniCity – 101070325
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Next steps
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Next steps including date for final meeting
Action points:
Next Meetings:
Who | What | Dead line | Notes |
| | | |
| | | |
| | | |
Date and time | Meeting | Arrangements by | Notes |
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| Final meeting | Pilot Manager | |
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Thank you!
Further information available:
https://communicity-project.eu
CommuniLab:
https://communicity-project.eu/communi-lab/
CommuniCity Manuals:
https://manuals.communicity-project.eu/
DO NOT TO FORGET TO UPDATE:
Pilot manager’s contacts
CommuniCity – 101070325
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