Review about Team meetings Purpose for the meeting

Review about Team meetings Purpose for the meeting - GOAL Every team meeting has a Leader and a Scribe which are different (they rotate) Every team meeting has an agreed agenda which was decided on in the previous meeting. Every agenda has meeting work descriptions (responsibilities) with team member(s) doing each and a time estimation for each. •

Team Member Responsibilities Every agenda needs to have responsibilities of specific outside work for each team member for EACH meeting work description. So every part of the agenda is worked by someone or subgroup. � The Team does not have ONE person doing the requirements, ONE person doing the plan, etc. ONE person can be in charge of the requirements with all team member contributing to the requirements. � NEW – for the next meeting that you are the Leader, you will send Bernal two private emails: � ◦ PRE email – This is before the meeting and you were the scribe so you created the agenda for your meeting with your team. Talk about what you expect to accomplish in the meeting. Propose how you will inspire the team to accomplish the agenda. Give feedback about how the team is doing. For each team member give their current strength and their current weakness. ◦ POST email – This is after the meeting. Talk about what happen in the meeting. Did you accomplish what you wanted to? What was the challenge? What is the team’s strengths?

Example Agenda for Meeting 1 � 1. 0. DATE TIME LOCATION of meeting Attendance (0 min) � 1. 1. Each member shares areas of expertise, strengths and weakness. (5 mins) � 1. 2. Members outlines method to share work products. (5 mins) � 1. 3. Clarification of Responsibilities & Agenda for meeting (10 mins) � Responsibilities & Deliverables for Meeting 1: � 1 → Team expertise � 2 → Method for team work products � 3 → Chair 2, Scribe 2(timer), agenda, and responsibility list for Meeting 2 � Scribe 1 types minutes 1, sends them to all members CC to bbernal 1@kennesaw. edu

Check list for team meetings � Meeting Information: ◦ Meeting # ◦ Date / Time / Place ◦ Attendance � Phase doing now ◦ How much of the phase is completed? ◦ What was due for this meeting? � Clear minutes (notes) on meeting ◦ Individual time for line items on agenda & Total time of meeting � Agenda for next meeting � Individual Team responsibilities for next meeting

Coversheet � Each meeting is shown in one new row with the following information: ◦ ◦ ◦ ◦ Meeting # and date Who was the Scribe – who was the Leader Total time of meeting Phase doing now What was due for this meeting? Responsibilities for next meeting: How much of the phase is completed? Any Documents Revised?

Cover sheet Meeti Scrib Lead ng # e er and date Total Phase What time doing was of now due meeti for ng this meeti ng? Resp onsibi lities for next meeti ng: How Revis much ed? of the phase is comp leted?

Team member Table Name Attendance Scribe Turn Chair Turn during Meeting: Jack Smith 1, 2, 3, -, 5, 6 2, 6 3 Main Responsibility SRS Document

Questions about Team’s Minutes 1. 2. 3. 4. When you are the Scribe – do you need a watch? Explain When you type your meeting minutes (notes) – is the cover sheet part of your document? explain You are the Chair to meeting 9 - when did you scribe? If you miss a meeting – will the minutes tell you everything you missed ?

More ? 5. When you are the scribe – do the team members need to give you anything? Explain 6. If two team members did not come to the meeting – do they get responsibilities to do for the next meeting? explain 7. The team report at the end of the term will have the meeting minutes. True/False 8. A team member brings up a topic not in the agenda that is important. Does the team take 15 minutes discussing this new topic that no one has thought about? Explain why.