Tactical Meetings are focused on the operational work of the Circle. Their purpose is to triage issues that have come up during the week and remove obstacles so that the work can move forward. Each circle conducts tactical meetings; they occur roughly weekly and are scheduled by the circle's Secretary.
The formal output of Tactical Meetings is Projects and Actions, but they can be used to address any operational need: sharing information, giving updates, requesting projects and actions from other roles, etc. Whereas Governance Meetings are focused on the structure of the circle, Tactical Meetings are focused on using the current structure of roles to get work done effectively and efficiently. Unlike governance meetings, anything that can be done in a tactical meeting can also be done outside of it. In many ways, Tactical Meetings are just a convenient forum where all circle members are together to sync up on the work of the week.
Tactical Meeting Process
Call out distractions, get present for the meeting. One person speaks at a time, without discussion. This step is optional, it's not prescribed by the Holacracy Constitution.
Checklists are used to have visibility over whether recurring actions are being done. The Facilitator reads the checklist of recurring actions. The relevant roles respond by "check" or "no check" to each item for the preceding period (e.g. the prior week).
Any circle member can request checklist items to be added the list, as long as they are for actions that have already been accepted by the role-filler as an action their role would take. In other words, checklist items may not convey new expectations on a role. If a circle member needs to add new expectations to a role, they need to propose adding an accountability via governance.
Each role assigned a metric reports on it by highlighting the latest data. It's the Lead Link's authority to determine which metrics are being reported on.
The Facilitator reads each project and asks: "Any updates?" The project owner either responds "no updates" or shares what's changed since the last meeting. Clarifying questions are allowed, but no discussion. If anyone needs to discuss the project further, they are invited to wait for the Triage Issues step to add an item to the agenda.
This is the main part of the meeting, where participants triage their operational tensions. This step starts with building an agenda of tensions to process — one or two words per item, no discussion. If needed, the circle's Secretary captures agenda items.
To process each agenda item:
- The Facilitator asks: "What do you need?"
- The agenda item owner engages others as needed.
- The Secretary captures any Projects and Actions requested & accepted by any circle member
- The Facilitator asks: "Did you get what you need?" If yes, we move to the next item on the agenda.
Each person can share a closing reflection about the meeting. No discussion.