MEETINGS

Meetings are prepared for with a task (using the "Meeting agenda" template or the agenda of a previous meeting). The agenda for the meeting is prepared in a central place so teams can raise to points to discuss beforehand.

Be Prepared

Always take into account the following points when preparing the meeting:

Who should be included?

Invite the members who need to participate in the meeting to the agenda task. This will help everyone to prepare their answers for the meeting.  Participants will also be able to see the agenda and plan accordingly, they can stay for the whole meeting or just join for the part that requires their attention.

Link materials and conversations in the meeting agenda

In the meeting agenda, include links to the relevant tasks or conversations in the collaboration space Keep all information centralized by always updating the main working space (Zendesk ticket or Bitrix feed and tasks). The meeting agenda is only kept to provide an overview on the topics being discussed, the actual work always happens over the usual channels in Zendesk and Bitrix .

Invite all stakeholders to keep using the regular channels

when providing feedback

Project Management Meetings

The agenda of a recurrent project management meeting is always cloned from the agenda of the previous session.
This happens 7 days before the date of the meeting. It is only kept to provide an overview on the topics being discussed.

Structure of a PM meeting

1. OUTSTANDING SUPPORT TICKETS

Links from the feed to the discussions happening over Zendesk


2. ONGOING CUSTOMZIATION REQUESTS

Links from the feed or task comments where the CR is being implemented.


3. MISCELANEOUS

Propose topics that affect collaboration. Ideally those have been raised in advance over the feed.


4. MEETING CHECKLISTS

Whilst the task description provides links to the topics, the checklist keep an easy-to-update entry to create actionable events after the meeting, if needed.


Sample agenda for a PM meeting

To keep all information central, the items below have been raised in a post or a task over the Collaboration Space. Click on the links to jump to the related conversation in your working space.

Zendesk tickets
Each of the items below is linked to a post in the Collaboration space feed:

  1. [Ticket Ref] Topic
    • Ex. #000X1 User can't edit workflow messages
  2. [Ticket Ref] Topic
  3. [Ticket Ref] Topic
  4. [Ticket Ref] Topic

Change requests
Updates for the items below are reported in the comments of the related CR-Task, which is the main task for follow-up purposes:

Highest priority:

  1. [JIRA Ref] CR title
    • Ex. BB-1X1 - Support additional metadata for reporting purposes
  2. [JIRA Ref] CR title
  3. [JIRA Ref] CR title

Medium priority:

  1. [JIRA Ref] CR title
  2. [JIRA Ref] CR title
  3. [JIRA Ref] CR title

Lowest priority:

  1. [JIRA Ref] CR title
  2. [JIRA Ref] CR title
  3. [JIRA Ref] CR title

Miscellaneous (general questions raised to the related team(s))
The topics below have been raised in a post over the Collaboration Space. Click on the links to see the related conversation in the Space feed:

@Wordbee: Migration from Beebox machines from EDH to Azure. When/Why/How?
@Client: Please share your availability for a short meeting about...

Use the task template available

Example of a PM meeting session

CHECK THE TASK DESCRIPTION

SESSION STARTS

  • The person sharing the screen will be responsible of updating the meeting checklists.
  • Anybody else can ask during the session or add comments in case the outcome of a specific item is not clear.
Precede them with the string <JF DD.MM.YY> to be able to search them later.

UPDATE THE CHECKLIST

RESOLVE ITEMS DISCUSSED

  1. Checklist with items that require attention
    • Shows if a topic has been discussed and resolved. Meaning there are no further actions to plan and the item can be removed from the agenda for the upcoming session.
  2. Open Questions / Topics for next meeting
    • Shows items that need to be prepared by the related teams for the upcoming session.

DECIDE IF ADDITIONAL ACTIONS ARE NEEDED BEFORE THE NEXT SESSION

CLOSE THE MEETING

Once the meeting is over, the meeting-task will be completed and any further activities until the next meeting will be carried out in the regular channels.
In case topics get resolved in between sessions, you can always strike them though in the recently closed event and add a date of resolution next to them or adding a comments in the meeting task. This way they won't be proposed in the upcoming session. 

After the meeting

Clone the agenda

For recurrent meetings, this is a must. One week before the next session, the agenda will be cloned and proposed for the upcoming session:

  • Elements previously resolved won't be kept in the list of topics unless added again by any of the teams.
  • Elements which still require attention will be placed in the same order and new topics can be added to the description or the checklist, just as the last time.