{"id":156,"date":"2009-09-15T12:58:13","date_gmt":"2009-09-15T19:58:13","guid":{"rendered":"http:\/\/www.sallybyrdweb.com\/wordpress2\/?page_id=156"},"modified":"2009-09-15T12:58:13","modified_gmt":"2009-09-15T19:58:13","slug":"meeting-minutes-9142009-200pm","status":"publish","type":"page","link":"http:\/\/immersion09.onmason.com\/?page_id=156","title":{"rendered":"Meeting Minutes – 9\/14\/2009 – 2:00pm"},"content":{"rendered":"\n\n\n\n\n\n\n\n\n\n
Summary<\/strong><\/td>\n<\/tr>\n
Meeting type: Team of 9<\/td>\n<\/tr>\n
Date: Monday, September 14, 2009<\/td>\nTime: 2:00pm<\/td>\nLocation: Commerce I<\/td>\n<\/tr>\n
Recorder: Debra Moore<\/td>\n<\/tr>\n
Attendees List<\/strong><\/td>\n<\/tr>\n
Debra, Susan, Sally, Sue, Salim, George, James, Ryan<\/td>\n<\/tr>\n
Agenda Items and Notes<\/strong><\/td>\n<\/tr>\n
1. Roles and Responsibilities<\/strong>Discussed having 9 roles<\/p>\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n\n
Role<\/strong><\/td>\nResponsibility<\/strong><\/td>\n<\/tr>\n
Project Manager<\/td>\nKeeps track of the big picture, where we are, where do we need to be, and what’s missing, assigns tasks, pays attention\/does the overall schedule, thinks about upcoming issues and solutions, all from the perspective of the client needs, reviews status reports, responsible for the facilitation of\u00a0 meetings.<\/td>\n<\/tr>\n
Project Coordinator<\/td>\nUpdates calendar, keeps people up to date on upcoming assignments. Makes the agendas for every meeting and ensures to include a list of goals (every meeting should have goals). Assists the Project Manager.<\/td>\n<\/tr>\n
Scribe<\/td>\nTakes any internal meeting minutes, records weekly events (such as attended DAU kick-off meeting), authors status reports, provides meeting minutes to editor for review.<\/td>\n<\/tr>\n
Assistive Technology Manager<\/td>\nTakes notes on the computer attached to the projector, navigates the internet for the team as required and responsible for ensuring all required technology is accessible\/prepared for all presentations to professors or client.<\/td>\n<\/tr>\n
Webmaster<\/td>\nResponsible for implementing the ongoing development and management of the Client\/Team website (WordPress) to include all posting of team minutes, status reports, deliverables etc.<\/td>\n<\/tr>\n
Workspace Manager<\/td>\nResponsible for organization, cleanliness and posting of PB Works and organization \/ cleanliness of Google Docs.<\/td>\n<\/tr>\n
Utility Member<\/td>\nPrepared to assist any other team member as required.<\/td>\n<\/tr>\n
Quality Assurance Manager<\/td>\nResponsible for forwarding completed document for posting on client site (Webmaster) and or wiki (Workspace Manager). Responsible for ensuring consistent look and feel to all produced documents. Responsible for \u201csign-out\u201d.\u00a0 Identifies terminology consistency and naming standards.<\/td>\n<\/tr>\n
POC Liaison\u00a0\u00a0<\/p>\n

\u00a0<\/p>\n

\u00a0<\/td>\n

Stands up and represents the group in situations when the \u201cgroup\u201d isn\u2019t availble.\u00a0 Responsible for contacting client, SMEs, Instructors (Nada and Kevin).\u00a0 Ensures that no team member is operating unilaterally.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

Lots of discussion about the roles and responsibilities including how many roles, what each role should include, and how frequently roles will change. Discussion about a transition time between \u2018outgoing\u2019 and \u2018incoming\u2019 to ensure smooth rollover, especially for consistent client interface. Decided that we won\u2019t put in strict requirements about rollover, but we have an understanding of passing the gavel. Transition is dependent upon the role and dependent upon the individual. Make yourself available to the incoming person. Decision: All roles will support transition.<\/p>\n

2. What will happen to roles when teams split?<\/strong><\/p>\n

Roles should be universal throughout year – for example, PM will still have oversight and coordination for each team. Even while holding these roles, each person might have task assignments (say for front-end analysis) but those task assignment would be in addition to the team roles. Discussion about how the 2009-2010 immersion team is different from past teams in that it\u2019s one project, with sub-tasks and not separate projects.<\/p>\n

3. Discussion about individual strengths for roles<\/strong><\/p>\n

First person to have the role needs to be good at it to set a strong standard. Suggestion was made that you could nominate yourself for a role and team could vote.<\/p>\n

4. Norms<\/strong><\/p>\n

Decided that several of the norms expressed the same thing, so we voted to remove the duplicates. Spirited discussion about final adoption of norms. Took a vote and 8\/9 voted to approve norms. Other person enthusiastically supported team decision. See attachment for final norms.<\/p>\n

5. Review Templates<\/strong><\/p>\n

Meeting minutes template \u2013 suggestion was made to change heading color to match Mason logo. Suggestion was made to add In\/Out section under due date. We decided to put that on our Status Report or Agenda instead of the Meeting Minutes. Meeting minutes format approved with minor color change.<\/p>\n

Status report \u2013 explained by Sue. Convert into similar look and feel as meeting minutes<\/p>\n

Agenda could have old action items for in\/out<\/p>\n

6. Project Management Timeline<\/strong><\/p>\n

Susan described her initial document and asked for ideas about open source or other tool because free ones online are only free for a trial and are quite expensive otherwise. For client posting, they\u2019ll see major milestones; ours will have more detail.<\/p>\n

Milestones are deliverables and perhaps Kevin and Nada\u2019s status updates. We agreed that at this point, we don\u2019t know what other milestones might be appropriate, but Sue did bring up the point that there might be sub-milestones, for example, \u201cSME interviews complete.\u201d We also discussed that coursework deadlines won\u2019t be posted on client site, but each of us might post our assignments in individual portfolios.<\/p>\n

7. WordPress update by Sally<\/strong><\/div>\n
<\/strong>Team agreed we love the site. Like the \u2018search\u2019 feature. Talked about adding RSS feed to site. What would adding RSS feed add to site for client? Nothing right now, but if we added a blog, it would work with RSS feed. However, at this time, wordpress is a static site, so RSS is not applicable. Sally suggested tomorrow afternoon for wordpress training for all who want to attend. We agreed that we will make the training opportunity a brown bag lunch.<\/div>\n

\u00a0<\/td>\n<\/tr>\n

Action Items <\/strong><\/td>\n<\/tr>\n
#<\/strong><\/td>\nTask<\/strong><\/td>\nPerson responsible <\/strong><\/td>\nDue date <\/strong><\/td>\n<\/tr>\n
1<\/td>\nAsk Kevin and Nada about role rotation \u2013 what has been most effective and what we need to consider<\/td>\nAll<\/td>\nSeptember 15<\/td>\n<\/tr>\n
2<\/td>\nRyan will post roles and responsibilities chart on Google Docs and we all review and make our comments. Begin each new comment on a new line for ease of review. Also, think about what things you personally could do initially to set a high standard for a certain role. (What are you good at \u2013 no big learning curves)<\/td>\nAll<\/td>\nSeptember 15<\/td>\n<\/tr>\n
3<\/td>\nThink about best model for when team separates \u2013 how will we operate<\/td>\nAll<\/td>\nSeptember 15<\/td>\n<\/tr>\n
4<\/td>\nMake template to incorporate status report items<\/td>\nDebra<\/td>\nSeptember 15<\/td>\n<\/tr>\n
5<\/td>\nMake template for agenda to track action items. Make folder on wiki.<\/td>\nShantell, Salim<\/td>\nSeptember 16<\/td>\n<\/tr>\n
6<\/td>\nGet bio to Sally if you haven\u2019t already<\/td>\nAll<\/td>\nSeptember 15<\/td>\n<\/tr>\n
7<\/td>\nWork on making portfolio presentable so it can be linked from wordpress site<\/td>\nAll<\/td>\nSeptember 17<\/td>\n<\/tr>\n
8<\/td>\nResearch open source project management tool and make recommendations for good milestones and valid categories for timeline<\/td>\nAll<\/td>\nSeptember 17<\/td>\n<\/tr>\n
9<\/td>\nAll decisions, templates, websites, and everything needs to be ready to present to client by Friday, which means Thursday night for us<\/td>\nAll<\/td>\nSeptember 17<\/td>\n<\/tr>\n
Next Meeting: Brown Bag Lunch for those who want to attend wordpress training \u2013 Sept 15 12:00 noon<\/strong><\/p>\n

Next regularly scheduled team meeting: Wednesday, Sept. 16th 10:00 a.m. <\/strong><\/strong><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n","protected":false},"excerpt":{"rendered":"

Summary Meeting type: Team of 9 Date: Monday, September 14, 2009 Time: 2:00pm Location: Commerce I Recorder: Debra Moore Attendees List Debra, Susan, Sally, Sue, Salim, George, James, Ryan Agenda Items and Notes 1. Roles and ResponsibilitiesDiscussed having 9 roles Role Responsibility Project Manager Keeps track of the big picture, where we are, where do …<\/p>\n

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