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Weekly Meeting Checklist

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Jeremy Lang edited this page Jan 20, 2021 · 1 revision

This doc is for: Whoever is going to run a meeting.

tl;dr

  1. 'Reserve' the room with a coat or something.
  2. Hangout remote members.
  3. Assign roles:
  4. New member roles needed.
  5. (Person(s) leave(s) for orientation and on-boarding).

Part to repeat

  1. Once a month - who will update and check docs.
  2. Let working people work.
  3. Address agenda, triaging and splitting based on relevant members.

Teams

  1. Activate note taker.
  2. Check member bandwidth
  3. Peel off 2nd week attendees with someone.
  4. Repeat the steps in the section above.
  5. Elsewhere, on-boarding is going on. See onboarding checklist.
  6. New members arrive.

Goodnight!

The detailed version is below.

Before Announcements

  1. Dibs: Someone puts their stuff in a room as a placeholder for the group.

The Meeting

Prep

  1. Remote members: Start google hangout and post it in the project channel. Ping folks who may be waiting.
  2. Start notes: Assign someone to take meeting notes (these ones for the whole group) and update tasks if needed. (Same person for tasks, or different person?)
  3. Roles needed: On the board, write what new member we'll ask for.
  4. Orientation assignments: Figure out who will be speaking at orientation and who will be on-boarding new folks. A person can do both roles if they want. Decide on who will come along to see how it's done. These should be different people each week if at all possible.
  5. Status report: Go around the room really quickly. For everyone who didn't post their updates and blockers on the project board
    1. Sum up what got done at the last meeting and during the past week.
    2. Describe if something's stopping you from getting work done.
  6. Agenda: Assign someone to present on a monitor or projector if available. We will go through the Agenda column on the project board
  7. Orientation: At some point the assigned people leave for orientation.

Business

  1. Find doc updater: Once a month, figure out who will go through the on-boarding docs and questionnaires, checking and updating them. Does this happen during the week or during the meeting? In the future, there will be a link here for a description of what they'd need to do.
  2. Agenda: Address group items:
    1. If there's not something that everyone has to participate in, see if anyone wants to get straight to work.
    2. Get raised hands to find out who's interested in what items.
    3. Decide which items will be dealt with this week.
    4. Deal with those items, maybe splitting into discussion groups if that makes sense.
    5. This includes new tasks, unfinished tasks, and open proposals.

Teams

  1. Split into teams.
  2. Team notes: Assign someone to take notes for this team.
  3. Member bandwidth: Check in with members to see how much time they'll have in the coming week.
  4. 2nd-week attendees: Someone step aside and on-board 2nd-week attendees more thoroughly individually or in small groups (design separate from code). Check on questionnaires and document new questions (link to document to be added). Should also be someone new each time. Maybe worth having an understudy here too.
  5. Rinse and repeat: Each team repeats that 'Business' part of the agenda process for themselves.
  6. On-boarding: See onboarding checklist.
  7. New members: New members will come in. This will be an interruption.
    1. See if there's a good point to pause current activity.
    2. Go around and say names. No one will remember, but we're being friendly humans.
    3. Each team gets their new members started on their on-boarding process. Also maybe gives them some candy. Not sure about that.
  8. Tell people when it's 9pm so they don't miss their buses.
  9. Go home!

During the Week

  1. Pick a day to post on the Slack channel, asking each team to say what they've been up to and what's been blocking progress (on a thread on that post).
  2. Pick a day to post on the Slack channel, asking people to list the items they want on the agenda (on a thread on that post).
  3. Other project management stuff that we need to figure out.

You have now defeated the Meetup Challenge! May you rest well knowing the beast will lie dormant for another week.

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