Family-Friendly Meeting Trial

Why a club might use this

The work is designed to produce a prototype evidence card and an authorised adopt, adapt, retest or stop decision; the central local boundary is that the trial must protect valid formal decisions, accessible participation and members who contribute outside meetings.

Use it when

• Use when the club's meeting pattern excludes people, consumes energy or no longer helps members connect and act. Family-Friendly Meeting Trial is most useful when the club is prepared to act on what it learns.
• A club where the club can make one honest, authorised change at a time from a shared diagnosis, visible evidence and a scheduled continue, adapt or stop decision.
• A club with a real need for more useful and inclusive participation and capacity to support a low-risk prototype with a stated problem, hypothesis, resource limit and stop rule.
• A 90-day trial of Family-Friendly Meeting Trial with a starting point, named participants, a resource ceiling and a scheduled continue, adapt or stop decision.

Before the club starts

• A board-approved brief naming which meeting purposes and participation options should be separated, retained or redesigned, the local authority, people affected, fixed constraints, resource ceiling, decision date and stop conditions.
• A starting-point record and participant plan suited to a low-risk prototype with a stated problem, hypothesis, resource limit and stop rule, with accessible information, voluntary choices and a supported alternative route where needed.
• Named delivery, evidence and decision owners, including a person authorised to pause Family-Friendly Meeting Trial when a safeguard, permission or boundary is not met.
• A proportionate check of governing documents, privacy, information security, accessibility, conflicts, safeguarding, work health and safety, records, finance and referral duties for the actual local design.

Capacity guide

Likely cost

Low to medium, depending on venue, technology and accessibility arrangements.

Lead time

Four to six weeks to design and begin the trial, followed by three meeting cycles.

People

Three to five people to design, host, record and review the trial.

Controls and safeguards

• Retain the meeting, notice and voting requirements the club is obliged to meet, and document any agreed trial period.
• Offer accessible non-digital and remote options where practical, and check that a format change does not silence people with less confidence or access.
• The club proceeds with Family-Friendly Meeting Trial without respecting this boundary: the trial must protect valid formal decisions, accessible participation and members who contribute outside meetings. — Put the boundary in the brief and participant information, give the delivery lead stop authority and move any excluded matter to its responsible process.
• Renewal becomes a long list of projects without a shared diagnosis or trade-offs. — Link each change to the agreed health picture, select one priority and record what will pause, stop or wait.
• Consultation raises expectations beyond the authority or resources available. — Publish the decision boundary, resource ceiling and timetable and explain every accepted, deferred or declined proposal.
• The same small group carries the renewal work and becomes less sustainable. — Use workload gates, role pairing, staged delivery and a stop decision when capacity is not real.
• The controlled current Theme 6 catalogue establishes the code, title and renewal framing; the delivery content remains an internally authored draft pending full-corpus human review.
• The connected Drive refresh returned an internal error on 9 August 2026. No unseen file was inferred or promoted; the 7 August intake, duplicate decisions, quarantines, rights boundaries and public-write permission hold remain in force and no sharing was changed.
• Before local delivery, the club must approve the decision, participant choices, access arrangements, privacy and records plan, role boundaries, referral or escalation routes, resource limit and the specific control for this boundary: the trial must protect valid formal decisions, accessible participation and members who contribute outside meetings.
• Formal human review has not started. Family-Friendly Meeting Trial remains an internal initiative-specific draft until all 1,000 initiatives reach the Full-Corpus Review Build and every source, editorial, local-suitability, accessibility and governance gate is resolved.

What to measure

• Review Family-Friendly Meeting Trial after 90 days. Look for whether participants find meetings or alternative touchpoints worth their time and agreed actions move sooner, and write down one decision the evidence supports.
• Family-Friendly Meeting Trial produces a prototype evidence card and an authorised adopt, adapt, retest or stop decision by the promised decision date, with evidence limitations, participation gaps and unintended effects stated.
• People affected can explain the purpose, their choices, the boundary and how to raise an access, privacy, safety or governance concern.
• The trial shows whether more useful and inclusive participation improved from the recorded starting point without shifting hidden workload, risk or exclusion elsewhere.
• Every accepted action has an owner, due date and completion evidence, and the club records a reasoned continue, adapt, refer, scale or stop decision.

Follow-up: At the 90-day review, compare the recorded measures with the starting point, resolve the listed governance holds and tell participants whether Family-Friendly Meeting Trial will change, continue or stop.

Related playbook entries

• CR-059
• CR-061

Supporting worksheets

• Agenda template
• Facilitation guide
• Action tracker
• Feedback form