CS3007

Meetings play a central role in the course of any software development project. This section provides a brief introduction to this often neglected aspect of the process.

All meetings must have a leader (need not be the project leader or a technical group leader). Meeting leader's responsibilities include:

• Creating an agenda.
• Determining who should attend.
• Notifying potential attendees.
• Leading the meeting session.
• Ensure that meeting is followed up.

The leader should not take a dictatorial role; he/she should ensure that the meeting goes smoothly and that everyone who wishes to participate has an opportunity to do so.

Every meeting has three phases:

Probably the most important and most neglected aspect of holding a meeting. The function and purpose of meeting should be decided. Possible functions and purposes include: planning and preparation, policy making, managing, taking action, problem solving. The meeting leader should always prepare (in advance) an agenda for the meeting.

The agenda is a list of all topics and subjects that are to be covered during the meeting. All those who are to attend the meeting should receive a copy of the agenda before the meeting.

The meeting should stick to the agenda, i.e. keep it focused. The leader of the meeting must prevent one or two people from dominating the proceedings. Start and end the meeting on time. Prevent meetings becoming too long; one hour is a good limit. Minutes should be taken, these help to make duties and assignments clear and prevent future misunderstandings.

Every meeting should end with a clear understanding of the outcomes. Were any specific assignments made at the meeting? Circulate copies of the minutes to all attendees. Use the meeting checklist to help evaluate your meetings.