Teaming Meetings Class 2 Notes Section 4 CSC

Teaming & Meetings Class 2 Notes – Section 4 CSC 492 – Senior Design – Spring 2021 Ms. Margaret Heil Director & Advisor Dr. Lina Battestilli Technical Advisor Mr. Michael De. Haan Technical Consultant Ms. Neeraj Shukla TA Dept. of Computer Science – Senior Design Center – NC State University Senior Design Center

Class 2 Topics & Activities o Teaming • Team Roles • Ground Rules o Sponsor Meeting Prep • Meetings: Agendas & Minutes • Action Items • Team Time with Advisors Senior Design Center

Team “A Team is a small number of people with complementary skills who are committed to a common purpose, performance goals, and approach for which they hold themselves mutually accountable. ” The Wisdom of Teams, Creating the High-Performance Organization Katzenbach & Smith, 1993 Senior Design Center

Team Roles - Team Software Process o Team Leader o Development Manager o Planning Manager o Quality/Process Manager o Support Manager Senior Design Center

Team Roles - Technical Function o Coordinator of • Requirements Analysis • Design • Implementation • Testing & Usability • Documentation Senior Design Center

Team Roles - Generic Managerial o Rotate Throughout Semester, If Possible • Team Leader [Information Technology (I/T) Lead] • Team Facilitator • Team Member Senior Design Center

Team Leader/Facilitator o Conducts Team Meetings o Encourages Participation by All Team Members o Ensures That Meeting Minutes are Taken o Leads Team in Decision Making Processes o Keeps Team Focused on Purpose or Task o Ensures Project File Maintenance Senior Design Center

Team Leader/Facilitator, Continued o Resolves Conflicts per Ground Rules o Clarifies & Summarizes Key Points of Meetings o Combines Ideas of Team Members to Help Reach Consensus o Sometimes Makes Final Decision o Updates Task Plan Senior Design Center

Team Member o Participates in Meetings & Decisions • Makes Suggestions • Clarifies Ideas • Freely Asks for Clarification o o o Helps to Establish & Follow Ground Rules Completes Tasks Prepares Presentations & Reports Records Minutes Evaluates Team Meetings Senior Design Center

Ground Rules: A Common Work Approach o Guidelines Agreed Upon by Entire Team o Used to Manage Decision Making & Conflicts o Dynamic o Define Roles o Post Electronically o Review Often at Meetings Senior Design Center

Sample Ground Rules 1. 2. 3. 4. 5. 6. 7. Prepare Agendas for Each Meeting. Be on Time. Be Open to What Other Team Members Have to Say. Support Participation from All. Take Minutes - Rotate Responsibility. Follow Agenda. When Conflicts Arise, Follow These Rules: - Acknowledge that a problem exists. - Examine problem. - Explore alternatives. - Decide on most appropriate alternative. Senior Design Center

Sponsor Meeting Prep Please refer to: https: //sdc. csc. ncsu. edu/class-notes Scheduling & Conducting Your Team’s First Sponsor Meeting Senior Design Center

Team Meetings o Guided by an agenda o Purposeful o Recorded using minutes Senior Design Center

Agenda o Best when distributed prior to meeting o Helps team members to: • Prepare • Control • Maintain focus o Sample agenda on course website Senior Design Center

Agenda Contains information about the meeting: o o o o When Where Begin – end time Purpose & topics Who will talk about what Time allotted for each topic Extra materials Senior Design Center

Meeting Details o Provide an agenda before meeting o Know and state the purpose of meeting o Determine and state desired outcome of meeting o Define time limits o Plan on time for consensus-building o Assign a recorder to write and distribute minutes Senior Design Center

Meeting Details o Assign tasks o Leave time to evaluate the meeting o Plan agenda for the next meeting Senior Design Center

Meeting Minutes o Record of team discussions & decisions o Record of task assignments & assignees o Used as a communication tool o Sample on course website Senior Design Center

Sponsor Meeting Action Items o Research sponsor & problem o Formulate questions o Prepare agenda – send rough draft to Ms. Heil (mrh) • Don't forget introductions • Clarify resources needed • Explore requirements • Ask the questions! • Appoint a recorder Senior Design Center