• The Coordinator is responsible for facilitating FSC meetings (regular as well as SAG and TWG meetings, as required) and setting their content/agendas (including proactively checking with partners and/or other stakeholders for useful presentations and info sharing sessions). 
• He/she relies on the IMO for support with all IMfunctions, including:  
  • Preparing and, as agreed with the Coordinator, presenting IM overviews such as 5Ws and related dashboards/reports (e.g. partners presence maps, response dashboard, gap analysis).
  • Minute drafting, unless there is dedicated staffing or rotational arrangement for this purpose. The Coordinator reviews and finalises the minutes and ensures action points are clearly outlined.
  • Circulation of meeting related emails, as agreed with the Coordinator. 
  • The upload of FSC meeting agendas and minutes (often shared in draft version to be endorsed as final in the next meeting) and other relevant documents to the FSC country website, and sharing (ideally, using a link) via email.
  • The IMO also maintains FSC member overviews / contact directories (based on meeting sign-up sheets) – see 5.14.2.  

Note: The information contained in the meeting minutes and the way in which sensitive information is dealt with, recorded and shared, should be discussed and defined within the FSC at the outset.

Resources: 

• See “Tip Sheet on Maximising Meeting Outcomes” in Annex I.
• See mailing lists instructions, sample template for PowerPoints, and for reference, see FSC product templates including mapping templates on the FSC website. FSC Teams are recommended to contact the gFSC Communications Team (fsccommunications@fscluster.org) for examples of up-to-date FSC product templates. See also the FSC IM Handbook/Toolbox (gFSC, Placeholder 2023) or the FSC Intranet.
• See chapter 7 on communication and advocacy tools and products.