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CII Board MeetingIn the past, potential topics were presented to the board in a F2F meeting and BOA members 'voted' on topics and committed to nominating team members. In more recent years (as of 2020) the BOA has not voted on potential topics, but a 5-10 minutes presentation per topic could still be beneficial.
Webinar as a recruiting toolCII tested the idea of performing a webinar ahead of the team kickoff as a tool to recruit team members. The first two webinars in 2020 had mixed results in terms of recruiting.

Kickoff meeting

Meeting ScheduleCII recommends breaking the kickoff into at least two blocks of two hours each. These can be within the same day or in multiple days. You may even consider some "homework" activity between the two sessions.

Include one or more icebreakers (one in the middle of the meeting) - see ideas below.

  • RT-381 included an online icebreaker on the second day of their kickoff (out of two online sessions). They asked each team member to tell a story that sounds extraordinary (about them) and the other would guess if the story of true or false.
Meeting agenda

Prepare agenda with specific time slots and assign each session to a specific person. Review the agenda with each person with a role in the agenda and make sure each person knows what is expected of them. Do not try to wing it.

BrainstormingAllocate enough time for brainstorming sessions. RT-381's first day included a brainstorming session that was too short (15 minutes) and attendees reported this as a 'Delta'.
BrainstormingCreate brainstorming activities in Mural, Microsoft Whiteboard, or similar tool. After a first day that included a 'rushed' brainstorming session, the team leaders simplified the brainstorming plans for the second day, allocated more time 50 minutes for two questions). Results were much better than the first day. The team used Mural for the session and attendees reported it as a 'Plus' in the meeting review.

Research Meeting (online)

Meeting Frequency and Duration

For team meetings, plan more frequent meetings (every other week). Consider 2 hours for each meeting. Recurring meetings should be added in the team's calendars at the beginning of the project (right after kickoff). Do not schedule recurring calls one by one.

Team Building / Icebreakers

Include icebreakers or team building activities. These can take 5-10 minutes each meeting and can allow team members to get to know each other.

Here are some examples of ice breaker activities and questions:

Meeting planning (untested)

RT-380 assigned topics for team members who were expected to be the primary meeting planner. This requires an early definition of team meetings but is expected to create stronger engagement and commitment.

Individual Engagement

Engage team members in presenting cases and examples from their companies.

  • RT-380 asked team members to make a 15-minute presentation on what their companies are doing that is related to their topic (Circular Economy).
  • RT-382 asked members to write short entries about examples from their companies that are related to their topic (last-minute changes and safety)
  • RT-381 also requested members to interview people in their companies with experience in change management initiatives
Meeting Tools

Virtual Meeting - Teams have had success with Microsoft Teams and Zoom to host virtual meetings.

Scheduling and Reminders - use a calendar system, such as Microsoft Outlook or Google Calendar, to manage invitations and meeting reminders. Do not send meeting invites as emails but rather send them using the calendar tool.

Brainstorming - consider using Mural, Microsoft Whiteboard, or a similar tool to conduct brainstorming activities.

Organization/Planning - Past teams have had success using Trello to collaboratively plan and organize tasks for the team. It can also be used to generate automatic reminders for meetings or tasks that need to be completed between meetings.

Meeting Alternatives

Although teams have scheduled 2-hour virtual meetings every other week, there may be more than one use for this time slot. Leadership should consider when to implement small group working sessions or individual working sessions during these scheduled 2-hour blocks.

  • For example, during the 2-hour time block, small groups of 3-5 team members can work on brainstorming or research question development during the first hour, and then the team can come back together for the second hour to share their results.
  • An example of individual working sessions is that the RT members can use this 2-hour block to conduct case studies within their respective companies.

Data Collection

Data CollectionProvide status updates regarding data collection to CII staff. If RT needs CII staff assistance to distribute data collection instruments, identify areas of need early in the process to maintain the RT's data collection schedule.


StorylineCreate a storyline that captures the flow of ideas intended for the presentation. The audience of the presentation is industry practitioners and the presentation needs to emphasize the value of the RT's findings.


StorylineCreate a storyline and outline that captures the flow of ideas intended for the report. This storyline should leverage the storyline developed for the presentation.
WritingRTs need to assign one person to combine text written by multiple team members. This person will ensure that the ideas flow and the writing styles are consistent.

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