Exercise 3

Question 1

Motivation Meetings

Answer 1

• Often, meetings do not reach the desired outcome
• People get bored if the meeting is taking too long
• They also forget to discuss important points
• Decisions are forgotten because no-one wrote
 them down
• Shy participants might not be able to share their opinion
 while others talk too much

Question 2

1) Purpose of the Meeting

Answer 2

• Meeting Management is a procedure to plan and ensure productive meetings
• It allows meetings with a constant level of quality and a structured process
• It provides templates, roles and guidelines

Question 3

2) Desired Outcome

Answer 3

• As a manager you need to know how to apply meeting management
• You need the ability to illustrate the benefits of the meeting procedures to achieve efficient meetings
• Review systematically the agendas and minutes in the first weeks of a project
• Suggest time-saving improvements to the facilitators and the minute takers
• Get familiar with key phrases for standard situations, e.g.
  
  • “Let me play the role of secondary facilitator” stands for The scope of the current discussion is outside the agenda. Let us get back on track.
  • “Can we pop up a level?” stands for The discussion has delved into a level of detail that is unnecessary for this audience. Actually, most of us are already lost.

Question 4

General Meeting Guidelines

Answer 4

• Active listening
• Active participation
• Punctual attendance
• No one-on-one or side meetings
• Respect the agenda
• Keep time
• Willingness to reach consensus
• Freedom to check process and ground rules
• Share responsibility for team’s progress

Question 5

Meeting Management in General

Answer 5

• A team should meet at least once a week
  
  • Scrum Teams meet daily
• Use a structured agenda
• Team members share important information and make it accessible to all
• participants (meeting minutes)
• Every participant is aware of his/her role in the meeting

Question 6

Roles

Answer 6

A role defines a set of responsibilities which consist of specific tasks.

Typical meeting roles: facilitator, minute taker, time keeper

Question 7

Primary Facilitator

Answer 7

Tasks and responsibilities:

• Organizes the meeting
• Creates the agenda at least one day before the meeting
• Makes sure the agenda is filled out at least 1h before the meeting starts
• Guides the meeting as moderator
• Makes sure the participants follow the structure of the agenda but be flexible for changes

Question 8

Minute Taker

Answer 8

Tasks and responsibilities:

• Creates meeting minutes during the meeting
• Writes down all important information and decisions
• Distributes the minutes to all participants latest one day after the meeting

Question 9

Time Keeper

Answer 9

Tasks and responsibilities:

• Keeps track of the time
• There are time limits for each section in the agenda.
 It’s your job to make sure they are met.
• Don’t be afraid to interrupt a person
• Time Keeper
• If he/she is talking too long (even the moderator)
• If you say that the time is up, the rest of the team has to listen to you!

Question 10

Roles should?

Answer 10

Meeting roles rotates on a regular basis so that all participants have the opportunity to fill every role

Question 11

Confluence

Answer 11

Confluence Features:

• Organize and share information
• Build a team knowledge base
• Create the meeting agenda
• Maintain a team calendar
• Link JIRA issues
• Add comments to pages