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Intelligent Time Managment For Smarter Meetings

IP.com Disclosure Number: IPCOM000220154D
Publication Date: 2012-Jul-24

Publishing Venue

The IP.com Prior Art Database

Abstract

This article is about efficient time management in any meeting involving: 1) Large number of attendees 2) Having time constraint 3) Impacting a project/deal/any other aspect of a business directly/indirectly 4) Highlighting issues and their resolution

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Intelligent Time Managment For Smarter Meetings

Background:

This article describes a method about efficient time management in any meeting involving:


1) Large number of attendees


2) Having time constraint


3) Impacting a project/deal/any other aspect of a business directly/indirectly


4) Highlighting issues and their resolution

Since scrum meetings in a Agile Software Development framework closely match with the above criteria of such meetings, this article takes Scrum as the basis for this article and comes up with a solution for issues faced in the same. But the solution provided is generic enough to be extended to any kind of meeting matching the above criteria.

Scrum is an Agile Software Development framework for an effective project management. It's widely used in all the computer services and product based vendors and companies. The main components of a scrum are a scrum master, the stakeholders and the team and the tracking of tasks is done via daily scrum meetings chaired by the scrum master and attended by team members. Refer section A in appendix below for more details of a scrum meeting.

Scrum master is responsible for going over the participants and asking for updates and recording them. As it can inferred, scrum master has the following challenges:

     - Ensure dividing the time in such a way that each member gets a chance to give status update


- Ensure that meeting gets over in 15 mins


- Ensure that everything is succinctly captured in the scrum transcripts

More often than not, one or both of the above challenges are either not met or the scrum master has to make lots of efforts and compromises to ensure the same [1].

Problem:

Lets describe the problems (from scrum perspective) which were touched upon in the background description above..

The main purpose of having scrums everyday is to track status of each team member, to identify risks/issues/blockers etc in the project and to effectively deal with the risks/issues/blockers. This will be possible only when each team member gets time proportionate to the number of tasks owned by him/her so that the complete status can be captured without missing any important piece of information. Following are the main problems which occur in a scrum meeting:


1) Meeting time exceeds set meeting duration.

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2) All team members dont get equal opportunity to speak in which case they either dont get time to speak or hurry up which may lead to missing crucial information


3) Suppose person 'A' owns 2 critically important tasks while 'B' owns 3 less important tasks. It may happen that 'B' speaks first and takes more time to cover all 3 tasks thus leaving 'A' with lesser time even though 'A' had more important tasks.


4) Few team members dont get opportunity to speak in case of big time size which leads to time block exceed. Then they send their status via mails, etc to scrum master


5) Time allotment not done on the basis of task importance.


6) Meeting chairperson has to individua...