Here are some useful steps...
#1 - State the purpose for the meeting before the meeting, so your colleagues know what to expect and so they know what they can bring (analysis or "materials that work"). Make copies of your purpose statement to distribute to the team to ensure that they are aware. Give them space to take notes.
Sample statement purposes:
Sample TBT Invitation
#2 - Start your meeting on time. You set the time and location - stick to it, even if not everyone has arrived yet. Most colleagues will become more punctual if they recognize that you will start on time. No one appreciates waiting for others who are not on time.
#3 - Assign roles for your TBT members so everyone knows what is expected from them. As the TBT leader, you are the coordinator.
These are just some suggestions!
#4 - STAY POSITIVE. As the coordinator, you need to ensure that the conversation isn't derailed. Remember to stay "above the line" during the meeting -- don't focus on things that are outside your circle of influence.
Do your colleagues really want to talk about what's on their nerves? Don't dwell. Here's a technique...
Start off the meeting by telling your TBT that the group has 1 minute total to share something that is bothering them. Everyone in the group must share within this minute. (You can give them more time depending on how big your group is -- set a timer, and don't let anyone overshare). Then, give your colleagues the same amount of time to all share something positive. This allows them to get the bad stuff in the air, and reset their thinking to something positive.
#5 - Begin recording executive function concerns and strategy banks as a group that can be referred to as a means to intervene. This can be done through Office 365 - simply start a Word file and allow your colleagues to access it.
Just a sample form... no pressure.
#6 - Record some type of documentation of problem areas, enrichment, intervention and/or materials that were provided based on the analysis of your data - this information is sent to the administrators, but can also be used by your colleagues as a reminder of what tools they can utilize in the future.
#7 - Collaborate with your team to create an agenda (purpose statement/requirements) for the next meeting. Also provide the meeting date, time & location. Have the meeting's "note-taker" make copies of this and distribute to the team within 3 days of the TBT.
Last step... Remind your TBT team members, administrator and department head a few days before the scheduled TBT - use the agenda created last time to remind your team of the purpose and requirements for the TBT.