Have at least one meeting before the inventory meeting. Use this time to decide on issues such as: who should facilitate the meeting, questions to be answered before the inventory meeting (anonymously if desired), basic “ground rules” and “participant’s rights,” and any other related “agreements” for how the inventory meeting will be conducted.
Establish “ground rules.” Let the group know that everyone will have a chance to speak to each question; each person speaking only once until all that wish to speak have done so. Try to discourage back and forth discussion. If your group is large, you may need to put a time limit on comments.
Determine what topics will be discussed. Consider asking some of the questions to the entire group either instead of sending ahead of time, or to talk about solutions to issues identified in the written pre-inventory questionnaire responses.
Direct all comments to the facilitator. If you (the facilitator) have an opinion to share, do so, but make sure you do not dominate the discussion. As the facilitator, you are to be as impartial as possible. Take notes (or ask another member to do so) and offer those notes, or a full write up of the inventory to all members of the group.
Solutions may be offered, but no vote will be taken until all voices are heard. After the group has a chance to review the information, another group conscience meeting can be scheduled to discuss (and if appropriate, vote on) the solutions offered in the inventory.
Schedule another business meeting (or dedicate the next regularly scheduled business meeting) members can bring solutions as motions for the group to vote on adopting (i.e. format changes, and more suggested changes discussed)
If things get too heated, or are taking too long, use the group conscience to decide if the meeting should be continued at another date. The group inventory meeting can be more than one meeting if needed to allow all opinions to be heard, and all issues to be discussed. While time limits on speaking are suggested to manage the length of the meeting, there is value in “cooling off” if the meeting gets heated, or allowing members to step away to sleep on and think on the issues discussed in the first meeting. If people are going to change their mind or be swayed by the opinions shared in the inventory, it’s usually after cooling off time to think about the issues discussed.