Meetings Workflow
Purpose: Ensure efficient communication and collaboration during and after weekly team meetings.
Audience: All developers and contributors who participate in meetings.
Status: Implemented
Rationale
Regular team meetings maintain project coordination and ensure all contributors stay informed about progress, decisions, and upcoming work. This workflow standardizes the meeting process from attendance to documentation approval.
Quick Reference
- Meeting Time: Monday 9:00
- Absence Notice: Email meetings@permaplant.net by Sunday
- MR Approval Deadline: Thursday 23:59
- Meeting Notes Template:
.gitlab/merge_request_templates/Meeting.md
Workflow Steps
1. Meeting Attendance
Who: All contributors
When: Monday 9:00
Actions:
- Attend the weekly meeting
- If unable to attend, email meetings@permaplant.net at least one day before with following information:
- when you will be active/healthy again, or
- when you will inform us about updates
Result: All team members are present or properly notified of absence
2. Note Taking During Meeting
Who: Designated note taker (rotating responsibility)
When: During the meeting
Actions:
- Take comprehensive meeting notes
- Present notes in BigBlueButton during break and at meeting end
- Read through notes for clarity and understanding
- Add extra context or explanations where needed
Result: Clear, understandable meeting notes ready for documentation
3. Meeting Notes Processing
Who: Product Manager
When: Monday after meeting
Actions:
- Use checklist in MR
- Add meeting notes to MR if forgotten by note taker
- Initial review and organization of notes
Result: Meeting notes are properly documented in MR
4. Meeting Notes Review
Who: Project Manager
When: Monday after meeting
Actions:
- Read through meeting notes and correct mistakes
- Request review from Product Manager
- After Product Manager approval, invite all participants to review
Result: Accurate meeting notes ready for team review
5. Team Approval
Who: All contributors
When: Latest by Thursday 23:59
Actions:
- Review the meeting notes MR
- Approve the MR if notes are accurate and complete
Result: Meeting notes are approved by all team members
6. Review Reminder
Who: Project Manager
When: Wednesday afternoon
Actions:
- Remind team members who haven't approved meeting notes yet
Result: All participants are aware of review deadline
7. Meeting Notes Finalization
Who: Project Manager
When: Friday afternoon
Actions:
- Merge approved meeting notes (branch
meetings) into dev branch - Create MR for next Monday's meeting (branch
meetings) - Assign next meeting's note taker (cycle through everyone) and make them co-author of the MR
- Mark people who emailed meetings@permaplant.net as excused in the new MR
- Remark everyone who hasn't approved the meeting notes in the previous MR
- Change due dates for tasks
- Add known topics to upcoming agenda
- Add contribution statistics from last week:
- How many reviews were done
- How many issues were closed
- How many issues had (no) progress
- Tick checklist "Before Meeting"
Result: Current meeting documented, next meeting prepared
Examples
Example 1: Standard Weekly Meeting
Monday 9:00: Team meeting with notes taken by contributor A
Monday afternoon: Product Manager adds notes to MR, Project Manager reviews
Tuesday-Wednesday: Team members review and approve MR
Thursday: All approvals received
Friday: Project Manager merges notes and creates next week's agenda
Example 2: Meeting with Absence
Sunday: Contributor B emails [meetings@permaplant.net](mailto:meetings@permaplant.net) about Monday absence
Monday 9:00: Meeting proceeds without contributor B
Monday afternoon: Notes processing continues normally
Wednesday: Reminder sent to contributor B for review
Thursday: All reviews completed including absent member
Related Resources
- Meeting MR Template (
.gitlab/merge_request_templates/Meeting.md) - Project Manager role responsibilities
- Product Manager role responsibilities
Troubleshooting
Common Issues
Problem: Note taker forgets to add notes to MR Solution: Product Manager adds notes as backup responsibility
Problem: Team members miss review deadline Solution: Project Manager sends Wednesday reminder, extends deadline if needed
Problem: Meeting notes are unclear or incomplete Solution: Project Manager reviews and requests clarification before team review phase