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# Meeting Templates This document provides standardized templates for consistent meeting documentation across all projects. ## Project Kickoff Meeting ### Kickoff Meeting Template ```markdown # Project Kickoff Meeting: [Project Name] **Date**: [Meeting date] **Duration**: [Start time] - [End time] **Location**: [Meeting location/platform] **Meeting Lead**: [Facilitator name] ## Attendees - [Name] - [Role] - [Contact] - [Name] - [Role] - [Contact] ## Meeting Objectives - [ ] Introduce team members and roles - [ ] Review project goals and success criteria - [ ] Align on timeline and milestones - [ ] Establish communication protocols - [ ] Identify initial risks and dependencies ## Project Overview ### Vision Statement [Clear, inspiring description of what success looks like] ### Scope - **In Scope**: [What we will deliver] - **Out of Scope**: [What we explicitly won't do] - **Gray Areas**: [Items needing clarification] ### Success Criteria - [Measurable outcome 1] - [Measurable outcome 2] - [Measurable outcome 3] ## Team Roles & Responsibilities | Name | Role | Primary Responsibilities | % Allocation | |------|------|------------------------|--------------| | [Name] | [Role] | [Key duties] | [Time %] | | [Name] | [Role] | [Key duties] | [Time %] | ## Timeline & Milestones | Milestone | Target Date | Success Criteria | Owner | |-----------|-------------|------------------|-------| | [Milestone 1] | [Date] | [Criteria] | [Name] | | [Milestone 2] | [Date] | [Criteria] | [Name] | ## Communication Plan - **Daily Standups**: [Time/platform] - **Weekly Status**: [When/who] - **Stakeholder Updates**: [Frequency/format] - **Decision Making**: [Process/escalation] ## Decisions Made - [Decision 1]: [Rationale] - [Decision 2]: [Rationale] ## Action Items - [ ] [Action] - [Owner] - [Due date] - [ ] [Action] - [Owner] - [Due date] ## Next Steps - [Next milestone/meeting] - [Immediate priorities] ``` ## Sprint Planning Meeting ### Sprint Planning Template ```markdown # Sprint Planning: Sprint [Number] - [Date Range] **Date**: [Meeting date] **Duration**: [Start time] - [End time] **Scrum Master**: [Name] **Product Owner**: [Name] ## Attendees - [Name] - [Role] - [Name] - [Role] ## Sprint Goal [One clear, achievable objective for this sprint] ## Team Capacity - **Sprint Length**: [Days] - **Team Availability**: [Total person-days] - **Planned Velocity**: [Story points] ## Product Backlog Review ### Priority Items Discussed - [Item 1]: [Story points] - [Brief description] - [Item 2]: [Story points] - [Brief description] ## Sprint Backlog ### Committed Items - [ ] [Task 1] - [Story points] - [Assignee] - Acceptance Criteria: [Definition of done] - [ ] [Task 2] - [Story points] - [Assignee] - Acceptance Criteria: [Definition of done] ### Stretch Items (If capacity allows) - [ ] [Stretch task 1] - [Story points] - [ ] [Stretch task 2] - [Story points] ## Task Breakdown ### [Major Task/Feature] - [ ] [Subtask 1] - [Hours estimate] - [Assignee] - [ ] [Subtask 2] - [Hours estimate] - [Assignee] ## Dependencies Identified - [Dependency 1]: [Impact] - [Mitigation] - [Dependency 2]: [Impact] - [Mitigation] ## Risks & Concerns - [Risk 1]: [Mitigation strategy] - [Risk 2]: [Mitigation strategy] ## Definition of Done Review - [ ] Code complete and reviewed - [ ] Tests written and passing - [ ] Documentation updated - [ ] Acceptance criteria met - [ ] Stakeholder approval (if required) ## Action Items - [ ] [Action] - [Owner] - [Due date] ## Next Sprint Planning **Date**: [Next meeting date] **Retrospective**: [Date of sprint retrospective] ``` ## Sprint Retrospective Meeting ### Retrospective Template ```markdown # Sprint Retrospective: Sprint [Number] **Date**: [Meeting date] **Duration**: [Start time] - [End time] **Facilitator**: [Name] **Sprint Period**: [Date range] ## Attendees - [Name] - [Role] - [Name] - [Role] ## Sprint Summary - **Sprint Goal**: [Original goal] - **Goal Met**: ✅ Yes / ❌ No - [Explanation] - **Velocity**: [Actual] vs [Planned] - **Completed Items**: [Count] / [Planned count] ## What Went Well 🟢 - [Positive item 1] - [Why it worked] - [Positive item 2] - [Why it worked] - [Positive item 3] - [Why it worked] ## What Could Be Improved 🟡 - [Improvement area 1] - [Specific issue] - [Improvement area 2] - [Specific issue] - [Improvement area 3] - [Specific issue] ## What Went Poorly 🔴 - [Problem 1] - [Impact and root cause] - [Problem 2] - [Impact and root cause] ## Action Items for Next Sprint - [ ] [Improvement action 1] - [Owner] - [Success criteria] - [ ] [Improvement action 2] - [Owner] - [Success criteria] - [ ] [Process change 1] - [Owner] - [Implementation plan] ## Team Health Check ### Mood Rating (1-5 scale) - **Overall Satisfaction**: [Average score] - **Work-Life Balance**: [Average score] - **Team Collaboration**: [Average score] - **Technical Challenges**: [Average score] ### Feedback Themes - [Theme 1]: [Summary of related feedback] - [Theme 2]: [Summary of related feedback] ## Process Experiments ### Experiments to Continue - [Experiment 1]: [Results and why continuing] - [Experiment 2]: [Results and why continuing] ### Experiments to Stop - [Experiment 1]: [Results and why stopping] ### New Experiments to Try - [New experiment 1]: [Hypothesis and success criteria] - [New experiment 2]: [Hypothesis and success criteria] ## Metrics Review - **Cycle Time**: [Average] (Target: [Target]) - **Defect Rate**: [Rate] (Target: [Target]) - **Code Review Time**: [Average] (Target: [Target]) ## Next Retrospective **Date**: [Next retrospective date] **Facilitator**: [Who will facilitate] ``` ## Stakeholder Review Meeting ### Stakeholder Review Template ```markdown # Stakeholder Review: [Project Name] **Date**: [Meeting date] **Duration**: [Start time] - [End time] **Meeting Lead**: [Name] **Review Period**: [Date range covered] ## Attendees ### Project Team - [Name] - [Role] - [Name] - [Role] ### Stakeholders - [Name] - [Organization/Role] - [Name] - [Organization/Role] ## Meeting Objectives - [ ] Review project progress and milestones - [ ] Demonstrate completed functionality - [ ] Gather stakeholder feedback - [ ] Align on priorities and next steps - [ ] Address concerns and blockers ## Executive Summary [High-level status in 2-3 sentences] ## Progress Since Last Review ### Completed Milestones - ✅ [Milestone 1] - [Completion date] - [Impact] - ✅ [Milestone 2] - [Completion date] - [Impact] ### Key Deliverables - [Deliverable 1]: [Status] - [Quality/feedback] - [Deliverable 2]: [Status] - [Quality/feedback] ## Demonstration ### Features/Functionality Shown 1. [Feature 1]: [Brief description] - [Stakeholder reaction] 2. [Feature 2]: [Brief description] - [Stakeholder reaction] ### Demo Feedback - **Positive**: [What stakeholders liked] - **Concerns**: [Issues raised] - **Suggestions**: [Improvement ideas] ## Current Status ### Health Indicators - **Schedule**: 🟢 On Track / 🟡 At Risk / 🔴 Behind - **Budget**: 🟢 Under / 🟡 On Target / 🔴 Over - **Quality**: 🟢 High / 🟡 Acceptable / 🔴 Concerning - **Team Health**: 🟢 Strong / 🟡 Stable / 🔴 Stressed ### Metrics Dashboard - [Key metric 1]: [Current value] / [Target] ([Trend]) - [Key metric 2]: [Current value] / [Target] ([Trend]) ## Blockers & Issues ### Current Blockers - **[Blocker 1]**: [Description] - [Impact] - [Help needed] - **[Blocker 2]**: [Description] - [Impact] - [Help needed] ### Risks & Concerns - **[Risk 1]**: [Description] - [Probability/Impact] - [Mitigation] - **[Risk 2]**: [Description] - [Probability/Impact] - [Mitigation] ## Upcoming Milestones | Milestone | Target Date | Success Criteria | Confidence | |-----------|-------------|------------------|------------| | [Milestone 1] | [Date] | [Criteria] | 🟢 High | | [Milestone 2] | [Date] | [Criteria] | 🟡 Medium | ## Stakeholder Feedback ### Requirements Changes - [Change 1]: [Impact assessment] - [Recommendation] - [Change 2]: [Impact assessment] - [Recommendation] ### Priority Adjustments - [Priority change 1]: [Rationale] - [Impact] - [Priority change 2]: [Rationale] - [Impact] ## Decisions Made - [Decision 1]: [Who decided] - [Impact] - [Decision 2]: [Who decided] - [Impact] ## Action Items - [ ] [Action] - [Owner] - [Due date] - [Success criteria] - [ ] [Action] - [Owner] - [Due date] - [Success criteria] ## Next Steps ### Immediate (Next 2 Weeks) - [Priority 1]: [Expected outcome] - [Priority 2]: [Expected outcome] ### Medium Term (Next Month) - [Goal 1]: [Success criteria] - [Goal 2]: [Success criteria] ## Next Review **Date**: [Next meeting date] **Focus**: [Main topics for next review] ``` ## Technical Design Review ### Design Review Template ```markdown # Technical Design Review: [Feature/System Name] **Date**: [Meeting date] **Duration**: [Start time] - [End time] **Design Author**: [Name] **Review Lead**: [Name] ## Attendees ### Reviewers - [Name] - [Expertise area] - [Name] - [Expertise area] ### Observers - [Name] - [Role/interest] ## Design Overview ### Problem Statement [Clear description of what we're solving] ### Proposed Solution [High-level approach and rationale] ### Success Criteria - [Measurable outcome 1] - [Measurable outcome 2] ## Technical Details ### Architecture Diagram [Reference to diagram or brief ASCII art] ### Key Components - **[Component 1]**: [Purpose] - [Technology choice] - **[Component 2]**: [Purpose] - [Technology choice] ### Data Flow [Description of how data moves through the system] ### API Design [Key endpoints, schemas, or interfaces] ## Review Areas ### Architecture & Design - **Scalability**: [Assessment] - [Concerns/recommendations] - **Performance**: [Assessment] - [Concerns/recommendations] - **Maintainability**: [Assessment] - [Concerns/recommendations] - **Testability**: [Assessment] - [Concerns/recommendations] ### Technology Choices - **[Technology 1]**: [Rationale] - [Review feedback] - **[Technology 2]**: [Rationale] - [Review feedback] ### Security Considerations - [Security aspect 1]: [How addressed] - [Security aspect 2]: [How addressed] ## Questions & Concerns Raised ### Technical Questions - **Q**: [Question] - **A**: [Answer/follow-up needed] - **Q**: [Question] - **A**: [Answer/follow-up needed] ### Design Concerns - **Concern**: [Issue raised] - **Resolution**: [How addressed] - **Concern**: [Issue raised] - **Resolution**: [How addressed] ## Alternatives Considered ### Alternative 1 - **Approach**: [Brief description] - **Pros**: [Advantages] - **Cons**: [Disadvantages] - **Why Not Chosen**: [Rationale] ## Implementation Plan ### Phase 1 - [Component/feature 1] - [Timeline] - [Component/feature 2] - [Timeline] ### Dependencies - [Dependency 1]: [Impact] - [Owner] - [Dependency 2]: [Impact] - [Owner] ## Risk Assessment | Risk | Probability | Impact | Mitigation | |------|-------------|--------|------------| | [Risk 1] | [H/M/L] | [H/M/L] | [Strategy] | | [Risk 2] | [H/M/L] | [H/M/L] | [Strategy] | ## Decision & Next Steps ### Review Outcome - [ ] ✅ Approved - [Proceed with implementation] - [ ] 🟡 Approved with Changes - [Required modifications] - [ ] 🔴 Rejected - [Major concerns need addressing] ### Required Changes - [Change 1]: [Description] - [Owner] - [Due date] - [Change 2]: [Description] - [Owner] - [Due date] ### Follow-up Actions - [ ] [Action] - [Owner] - [Due date] - [ ] [Action] - [Owner] - [Due date] ## Next Review **Date**: [If follow-up needed] **Focus**: [What needs re-review] ``` --- ## Meeting Best Practices ### Before the Meeting - [ ] Send agenda 24-48 hours in advance - [ ] Ensure all participants have required context - [ ] Book appropriate meeting space/platform - [ ] Test technology/demo materials ### During the Meeting - [ ] Start and end on time - [ ] Follow the agenda - [ ] Assign action items with owners and dates - [ ] Document decisions and rationale - [ ] Park unrelated topics for follow-up ### After the Meeting - [ ] Send notes within 24 hours - [ ] Follow up on action items - [ ] Update project documentation - [ ] Schedule follow-up meetings if needed ### Meeting Hygiene - Keep meetings focused and time-boxed - Ensure all voices are heard - Make decisions when possible, defer when not - Document everything important - Review effectiveness regularly --- *Templates created: [Date]* *Last updated: [Date]*