Weekly meetings

Each week, normally Monday afternoon, there is a 25 min follow-up meeting with the steering group in room U2-265. The purpose of these meetings is to inform the steering group about the overall status and progress of the project (in particular if there are some problems) and to discuss the feedback on your documents and project work. The project group should present the status of the project, what you did the previous week and what your plans are for the coming week. Taking turns doing this, perhaps involving more than one person each week (especially those that had special responsibilities the past week), can be good way to show that all members are involved in the work.

The first weekly meeting (Nov 9) should address:

• A presentation of the group members, assigned roles, the project and the client
• A description of the activities done so far, and the outcomes
• The activities planned for the rest of the week
• Any obstacles, risks or issues that have been identified
• Questions to the steering group, if any

The rest of the weekly meetings should address:

• The outcome of the planned activities for the previous week (snapshot of the Trello board before planning the coing week)
• Planned activities for the coming week and who will do what (based on the Trello board)
• Any obstacles, risks or issues that have been identified
• Worked hours for each member, for each past week and accumulated so far
• Questions to the steering group, if any, including questions about document feedback

Things to think about:

• The material from these meetings (presentation slides) should be available in svn/git, since this is one of the criteria we use to grade the projects. The deadline for this is the same day as the meeting (having it in svn already before the meeting is not required, but a good idea in case you need to present from a different computer).
• Activities should be defined at a detailed level (e.g. it is not enough to just define a big activity called Implementation with the whole project group assigned to it).
• The presented plan for the coming week should not just be a vague suggestion but the concrete plan defined and agreed upon by the group. Thus, you need to have an internal planning activity before the meeting (e.g. Monday before lunch, or Friday afternoon). Remember to take a snapshot of the Trello board before you start planning the coming week, to be used when reporting the outcome of last week. You also need to collect information about worked hours for each project member.

Meeting schedule

W46 (Wednesday Nov 9)

W47 - W51 (Mondays 14/11, 21/11, 28/11, 5/12, 12/12, 19/12)