Summer 2009 Meeting Minutes

First Week

For the first week during the first set of summer meeting minutes will be due before 5 PM on Wednesday. Revised meeting minutes are due by 5 PM on Friday. There is a more detailed list of expectations here.

Second Week

The second week is where all research teams will come up with a research plan and detailed task list for that week and carry out experiments. This progress and the research plan should be documented in the meeting minutes.

Grading

Meeting minutes are graded solely based on completion. If meeting minutes are posted to the wiki and linked to the completed assignments page on time, then team members receive full credit. Half credit is awarded for any late minutes.

Grading for meeting minutes is not based on what the team has accomplished during the week, as it is understood that some weeks are more productive than others.

Structuring Meeting Minutes

There will be two components of meeting minutes: a team contribution section and an individual contribution section. The team section can be structured based upon the MAE website.

(The following information was borrowed the MAE website that is a great website with resources for student teams and project groups)

• Accomplishments
  A summary of major work completed since last meeting based on last meeting's identified outcomes/issues
• Outcomes
  A summary of resolutions based on what was accomplished.
  New directions and ideas that result from these resolutions.
• Metrics
  Quantitative and qualitative results from accomplishments and outcomes.
  Potential metrics for unresolved issues.
• Issues
  Difficult and unresolved issues
  Plans for action

With this structure, you can quickly identify what was done, what results from what was done, what basis has been used to evaluate what was done, and what issues remain to be done. The Accomplishments and Metrics sections help structure subsequent Outcomes and Issues sections. These charts can be quickly presented to all members of the team and help build common understanding of team production as well as help team leaders determine progress and identify issues that are not adequately being resolved.

An individual contribution section will go at the end of the meeting minutes and will consist of what the individual has worked on and at what hours. The purpose of the individual contribution section is not to be big brother, but for team leaders to ensure that time is being utilized effectively by individual team members. Individual members will have a much easier time of completing their individual contribution section on the wiki with this done.

Also if you are documenting specific meetings the team members present should be listed.