Project management meeting minutes template

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< Text in angular brackets are instructions to the author. Feel free to remove them. >

< To create a project management meeting agenda/minutes wiki page, create a new page as "<Project name>-pm:meeting/YYYY-MM-DD" on the internal wiki, remove it from the "Template" category and add it to your project category. Even better, add it to your project management meeting minutes category, for example "Tryggve management meetings 2016". Management minutes are typically not quality controlled, and should thus be considered working materials that should not go onto the external wiki. >

Agenda

General notes:

  • This is an internal working document for project management. To avoid possible misinterpretation and confusion, it is not intended to be shared outside NeIC without PM consent.
  • Agenda is given by the table of contents, which is given by the heading structure on this page. Add issues to discuss as separate sections at the end.
  • Each person has individual responsibility for handling action points from last Meeting's minutes. Status reports should be pre-filled by everyone at least 30 minutes before the meeting starts. Focus is on results: What did I complete since last meeting? Then, any new information, with emphasis on what involves the rest of XT. New actions that have surfaced before or during the meeting.

Links

Minutes

Next Meetings

Link to next meetings of relevance (settle dates as needed):

Previous meetings

Personnel issues

Projectname management < Link to PM-only management page; non-public matters go on this page >

< List public info here. >

< Note whether non-public matters were discussed, else note: (No further issues raised) >

Roadmap

Revisit after each SG meeting, and as needed.

2016-01-25 NeIC all-hands meeting (ahm2016), Skeikampen, NO (4 days until 2016-01-28)
2016-03-XX SG at ELIXIR all-hands in Barcelona, ES
2016-06-30 DL for Deliverables

Communication

  • Website
  • External wiki
  • Internal wiki
  • Calendar
  • Twitter
  • Meetings
  • Slideshare
  • Documents
  • Newsletters
  • forskning.no science blog
  • Linkedin
  • Facebook

Next issues go here

Pending Actions

5 minutes max, please mark completed actions with (done), parentheses included, so we don't have to discuss them.

Action points should be on the form: 

* AP name<,name2,name3,name4,...> <optional deadline> <done goes here> Description of action point.

Here are some shell commands that can help when working with action point lists: 

Pipe today's minutes through here to get an action point list sorted by person:
grep AP | sort -fd

...while also splitting up "AP all" and "AP name1,name2,name3" to actions on each individual, lowercasing names and Titlecasing the description.
alias actions="grep AP | perl -pe '"'if(/\bAP\s+([\wå]+\s*?([,\/]\s*[\wå]+)*)\s+(\d+\s+)?(.*)/){print("* AP \l$_ $3\u$4\n") foreach split(/[,\/]/,$1 eq "all"?"antti,joel":$1);$_=""}'"' | sort -fd"
actions

Get rid of completed actions, for moving the pending actions section to next week's agenda:
grep -vi 'AP.*(done)' > /tmp/eraseme && cat /tmp/eraseme

See Action point management policy for more details.

link to meeting minutes for context

<alphabetized list of still-pending action points from this meeting, grouped by person>

link to meeting minutes for context

<alphabetized list of still-pending action points from this meeting, grouped by person>

link to meeting minutes for context

<alphabetized list of still-pending action points from this meeting, grouped by person>

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