How to Run an Effective Meeting Goal – Get desired results – Use the time of all participants efficiently When face-to-face communication is required Sharing informationDefining issues Generating ideasSolving problems Setting goalsGaining commitment Building teamsSummarizing progress

Meeting Roles Facilitator – Writes the agenda Note Taker – Records the meeting and prepares the meeting minutes Timekeeper – Keeps track of time and notifies facilitator if discussion consumes more time than is allotted by the agenda Spokesperson – academic setting only – Speaks for the group

Types of Meetings Team meetings – One or two regularly scheduled weekly team meetings in which all members must be present. Generally 1-2 hours in length Client meetings – Regularly scheduled weekly meeting with client to gather requirements – All members should attend first meeting, at least two team members should attend all other meetings Faculty Advisor meetings – Regularly scheduled weekly meetings with faculty advisor. All team members should attend all meetings Daily Scrum meetings – Regularly scheduled daily meetings to report on progress since yesterday, plan for today, and impediments in your way

Daily Scrum Each day during the sprint, a project status meeting occurs. This is called a daily scrum, or the daily standup. This meeting has specific guidelines: – The meeting starts precisely on time. Often there are team-decided punishments for tardiness (e.g. money, push-ups, hanging a rubber chicken around your neck) – All are welcome, but only "pigs" may speak – The meeting is time boxed to 15 minutes The meeting should happen at the same location and same time every day – During the meeting, each team member answers three questions: What have you done since yesterday? What are you planning to do today? Do you have any problems preventing you from accomplishing your goal? It is the role of the ScrumMaster to facilitate resolution of these impediments. – Typically this should occur outside the context of the Daily Scrum so that the daily scrum meeting may stay under 15 minutes.

Steps towards Effective Meetings 1.Prepare for the meeting – Prepare and distribute an agenda in advance – Decide what, if any, documentation or advance work is required 2.Launch the meeting on time – Review the agenda – Get agreement on conduct 3.Facilitate the meeting – Keep each part focused on the current issue – Follow the time schedule 4.Conclude the meeting – Summarize key outcomes, action items, decisions made, and other results 5.Follow up – If action items were assigned to people that were not present at the meeting, get their commitment – Document and distribute minutes of the meeting

Meeting Minutes 1.Name of team holding the meeting 2.Place, time, and date of meeting 3.Type of meeting (team, client, Fac. adviser) 4.Names of attendees 5.Discussion summaries and conclusions 6.Action items 1.Person(s) responsible 2.Deadlines