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# MyProject Meeting Notes ::: info Purpose: To save the world until next week ::: ## ℹ️ Team info & links * Jitsi link * Frequency and length of meetings / calendar link / time of next meeting / link to poll * Link to team agreements / VM * Link to team meeting recordings ## ▶️ Open loops An open loop is anything that needs to be done or tracked and is not tracked anywhere else. So this table serves as a collection of discussion topics to attend to in future meetings. From this collection we create the meeting agenda. Other possible sources for open loops: * Nextcloud Tasks/Deck/Calendar * Repo issues on a forge * External project/kanban/task tracker e.g. OpenProject | Date | Who's tracking | Description | |------|----------------|-------------| | Jan 27 | Bob | **Pick our favorite ice cream flavors before tomorrow's party!** | | Jan 6 | Carol | **We're about to run out of funding, must decide what to do** | | Jan 13 | Alice | We haven't decided where to host our roadmap document | ## 🟢 Closed loops | Date | Who was tracking | Description | Resolution | |------|------------------|-------------|------------| | Dec 19 | Carol | Pick time for party | Bob will send poll by Friday | ## ☑️ Tasks A very simple way to track tasks. If this isn't enough, use an actual task tracker app. * [ ] Dec 15 - Carol - Find location for party until next week * [x] Nov 21 - Alice - Announce that we're looking for people to join us ## 👁️ Decision Review A place to track decisions for which a future review was decided. Other ways of tracking these: * Nextcloud calendar event * Nextcloud task * External reminder/task app (OpenProject?) that opens the task automatically at the given date | Date | Decision + link | Last review | Next review | |------|-----------------|-------------|-------------| | 17 Dec 2022 | Save the world | Never | 17 Jun 2023 | | 3 Feb 2021 | Meet every Monday at 5pm UTC | 25 Oct 2022 | 25 Apr 2023 | ## 🧭 Structure Meeting length: 90 minutes 1. [8] ♥️ Purpose check-in round 2. [1] 👥 Choose facilitator and note-taker 3. [1] 📼 Start recording 4. [8] 🎉 Round of celebrations 5. [3] 🎯 Review purpose of today’s meeting (what do we want to accomplish before we end?) 6. [5] 🧩 Agenda items selection and prioritization 1. Review open loops 2. Add items 3. If relevant: Work updates - what has each team member done? Plan to do next? Need any support? 4. Prioritize and select what to include for this meeting 7. [49] 💼 Work on specific agenda items and take notes in the Notes section 8. [15] 🎁 Closing (reserve 10-15 minutes at the end for these activities) 1. Review notes and highlight key items 1. **Decision**: List and highlight decisions, update in agreements file if needed 2. **Action Item**: List and highlight action items. Ways of tracking: 1. HedgeDoc i.e. here: Keep a markdown todo list at top of this file 2. Nextcloud Office comments: Mention assigned person, make sure they're tracking the task (because no automatic link/task integration), mark as resolved when done 3. Nextcloud Tasks/Deck: Open a task there, assign, link to it here 4. External task tracker such as OpenProject: Open task there, assign, link to it here 5. Repo issues: Open an issue, assign, link to it here 3. Move any open loops to the Open Loops section 2. Check that everyone has what they need to do work before the next meeting 3. Set up scheduling and facilitator for next meeting if needed 4. Share feedback, impacts, and appreciations ## 📔 Meetings ### Next meeting #### 📑 Proposed agenda items A place to propose/prioritize agenda items collaboratively in advance. * [ℹ️ Update] Bob: Some stuff here * [⛵ Explore] Dan: Very interesting stuff * [✋ Decide] Alice: Hello world * [⚒️ Co-work] Carol & Dan: More stuff ### 00 Jan 2023 [Template to copy] #### 👥 Roles * 🌝 ++Attending++: Alice, Bob, Carol, Dan, Emma * 🌚 ++Missing++: Frank, Gina * 🪐 ++Facilitating++: Carol * ⌨️ ++Note-taking & timekeeping++: Bob * 📼 ++Recording++: Dan #### 📑 Notes * [✋ Decide] Dan: Decide on budget for next year * New info * New ideas * Decisions made + when to review * Tasks assigned + if/when to review/support * [ℹ️ Update] Bob & Emma: Updates from Dan's experiment * New info * New ideas * Decisions made + when to review * Tasks assigned + if/when to review/support * [⚒️ Co-work] Alice: Co-working on roadmap * New info * New ideas * Decisions made + when to review * Tasks assigned + if/when to review/support