Clubs and recreation
Summarize member suggestions for a club decision
Group similar suggestions into a short list of options, then count how many different members back each one. Keep each objection attached to the option it concerns, including one raised by a single person. Give decision-makers the objections as well as the counts.
A text to start with
I collected suggestions from members of [club name] about [topic]. The raw messages, with sender initials, are: [pasted comments]. Group them into distinct options. For each option, list the supporting comments, any objections, the resources it needs and the question the committee must decide. Count distinct contributors, not messages. Do not rank the options or recommend one.
Example request. Change the details to fit your situation.Suggestion summary sheet
Decision to be made: [ ] Who decides and by when: [ ] Members asked: [ ] Members who replied: [ ] Suggestion: [ ] Distinct contributors in support: [ ] Supporting comments: [ ] Objections and who raised them: [ ] Resource need (money, space, volunteers, equipment): [ ] Question for the decision-makers: [ ] Suggestions that fit no option: [ ] People to inform of the outcome: [ ] Repeat the item block as needed.
Ways a summary can mislead
A member who posts five times is still one contributor, so count people instead of messages. Suggestions that sound alike can ask for different things, such as a weekly meeting and a monthly one. Silence is not agreement, so report how many members replied out of how many were asked. A single objection can point to a real problem such as cost or access, so keep it with its reason. Check that quoted comments are attributed fairly and that no option was merged away because it was awkward.
Ask another agent to check the result
Recount the supporters for each option from the original comments, counting each person once. Identify any single-member objection the summary dropped or softened, and any options merged that asked for different things. Report the differences without rewriting the summary.
Prepare the decision for the group
Send the draft to a second member who read the original comments and ask whether any option or objection is misstated. Correct those points, then give the decision questions to whoever decides, along with how many members responded and how they were reached. After the decision, tell contributors what was chosen and why, including those whose suggestion was not taken.