This chapter is from the book
This chapter is from the book
This chapter is from the book
Meeting Tools
A meeting is a structured communication form. Although meetings can have widely varying formats and purposes, there are common tools, techniques, and artifacts to govern the structure and ensure that a meeting executes according to its plan. Among these tools are timeboxing, agenda-setting, meeting minutes, action items, and follow-ups.
Timeboxing
A timebox is a predetermined time frame allocated to one unit of work or goal. Timeboxes are typically fractions of the overall schedule; their purpose is to keep a process moving by allocating just enough time to advance (or, hopefully, finish) a task without delaying future work. However, the timebox method halts work when the clock runs out, finished or not. In Agile and other adaptive approaches, a timebox refers to the sprint duration or the length of time an activity will take (such as one week or one month). Work not finished at the end of the timebox is added to the backlog or reprioritized into a new timebox.
When applied to communication, a timebox is allotted to a unit of communication or an agenda item, such as introductions or presentations, so that meetings do not run over or omit presenters. A meeting scheduled to run from 2:00−2:30 p.m. is timeboxed, as is an agenda item that gives Charlotte 15 minutes to present a slideshow.
Agenda-Setting/Publishing
A meeting agenda is a document that provides the topics of discussion and activities planned for a meeting. (The exception is daily scrum meetings, stand-ups, and other meetings with a set format.) An agenda keeps the meeting on track, facilitates timeboxing, makes sure that meeting goals are achieved, and creates a communication record. Agendas are prepared (or set) and distributed (or published) in advance of the meeting, but they can be revised after the meeting to reflect any items that were added or omitted before they are archived.
Meeting Minutes
The meeting minutes are a record of what was discussed and decisions that were made during a meeting. The minutes should be published formally for review by project stakeholders. Meeting minutes can simply summarize key points of discussion or provide a full written recap of what was discussed, who discussed it, who was present, which items need follow-up, and which decisions were made. Minutes are particularly important when key team members are invited but unable to attend, or when the meeting’s attendance and outcome should be logged for regulatory purposes. They create a record of project decisions and are a valuable resource for generating lessons learned documentation.
Brief, informal minutes can be taken by a scribe or team member and should be distributed to participants and relevant stakeholders. When possible, minutes should be distributed on the same business day as the meeting unless they require formatting to meet a standard. They are typically sent as an email but can be logged to project dashboards or sent in chat channels according to the communication plan.
Remember that the agenda is there to guide the meeting, and the minutes are created to record what happened during the meeting. Because impromptu meetings are variable, they will not have an agenda. If an important project decision is made during an impromptu meeting, you should record and publish meeting minutes in lieu of an agenda.
Action Items and Follow-Ups
An action item is a previously unknown or unassigned task that is identified as a requirement during the course of a meeting. Action items are assigned to team members (the action item owners) along with a completion goal or time; they are usually expected to be completed by the next meeting. Action items differ from issues in that they should require few resources—often only a single resource—and usually take less than one week to resolve. These items should not cause delays in the project.
A follow-up is an after-action following an action item that seeks to update its status or resolve it. To follow up after meetings, a chat or email is sent to request a status update on the action item or to resolve it. If sent in written form, the follow-up may summarize a list of the issues introduced in the meeting, along with the people responsible for each. The best time to send a follow-up email or chat is right after the meeting to help ensure that the attendees follow through with their action items and to ensure no action items were forgotten. The project manager or team member can also schedule a follow-up meeting to collect the status of action items and update the project status report.