01
State the proposed change and the reason for considering it
Write the proposal in one sentence: the group is considering shorter meetings with fewer discussion topics. Follow it with the organiser’s stated reason, such as wanting to leave more room for people with limited evening availability. Keep that reason separate from any claim about what participants prefer. If preferences have not been collected, say that they are still unknown. Include who prepared the note and when. A reader should be able to identify the proposal and its author without having to infer either from an enthusiastic introduction.
02
Explain why this option is on the table
List the alternatives considered, even if the list is brief: retain the current format, shorten the meeting or hold occasional sessions at another time. Describe why the organiser wants to discuss the shorter option first, and identify a trade-off such as having less time for each book. Do not hide the trade-off behind a general statement that the new format will be better. The note can explain a preference while remaining open to challenge. Add what information would change the choice, so feedback has a clear place to enter the discussion.
03
Finish with questions and a decision point
End with specific questions, such as which part of the discussion participants would most want to retain. State how responses will be gathered and who will decide the next step. Keep the proposal labelled as proposed until a decision is actually made. If the plan changes, preserve the earlier note and add an update explaining what changed and why. The completed worksheet contains the proposal, stated purpose, alternatives, trade-off, open questions and decision point. It gives readers a concrete account to respond to without asking them to accept an intention as proof of a future outcome.