Computing Project 1: Analysis & Design (ISY10221)

Assignment 7

Meeting Agendas and Minutes (1)

Due 5.00pm Wednesday Week 131 (24/05/2017)
Weighting 5%
1. Overview
There are three main types of stakeholders in your project: the client, development
team and project supervisor. As developers, you need to have meetings with your
client and supervisor. You should determine regular meeting dates and times in your
timeline at the early stage of the project, although you can modify them in the
process of the project.
You will use agendas to plan formal meetings, and minutes to record meeting
outcomes. Discussion and decision should be minuted and the minutes should be
confirmed by participants to ensure there is no confusion as to the direction of your
project.
In this assignment, the agendas and minutes for 3 client meetings and 3 supervisor
meetings are assessed, although you may have more than just three formal
meetings with each. Some of the additional meetings may be informal and not
require agendas and minutes.
The agendas/minutes document the decisions and directions agreed upon between
the stakeholders. They are part of auditable management practices. They can be
evidence for resolving doubts, disputes, conflicts, etc. For audit trail purpose, you
can send the agendas/minutes to the participants, and copies to other relevant
stakeholders.
This assignment is teamwork.

2. Agenda
A suggested agenda format is given at the end of this document. It includes items
that are best suited to normal supervisor meetings. Your client may require a
different format. If this is the case, you should follow the client’s format.
The basic aim of an agenda is to focus the meeting by providing a direction and key
points to be followed. It is important that an agenda is distributed to participants well
before the meeting. This gives everyone time to gather information that may be
needed during the meeting to resolve items on the agenda.

3. Minutes
A suggested minutes format is given at the end of this document. Your client may
require a different format. If this is the case, you should follow the client’s format.
The basic aim of minutes is to provide a reasonably detailed summary of the
outcomes and decisions reached during the meeting. They need to be expressed in

1
You should submit all the agenda and minutes by this day.

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 Computing Project 1: Analysis & Design (ISY10221)

enough detail so that there is no confusion. The minutes of any meeting should
reflect the agenda for that meeting.
Confirmation of minutes from the previous meeting is one of the agenda items of
current meeting. Alternatively, it can be done outside the meeting by requesting
participants to confirm the minutes either by signing them as a true and accurate
record of outcomes or a return email confirming the same.

4. Marking Criteria
The agendas and minutes will be marked according to the criteria below unless otherwise
discussed with and agreed to by your supervisor.
Marks Your Marks
format 20
appropriateness 20
comprehensiveness 20
approval/sign-off 20
frequency 20
Total mark 100
Table 7.1 Assignment 7 marking criteria
Format - Conventional ‘housekeeping’ information (date, time, location, participants,
etc.) should be included and contents are presented in an appropriate format for
readability and usability.
Appropriateness – Topics should be specific to problems (For example ‘discuss
Assignment 5’ is not specific to the problem that ‘discussion an alternative
assessment method for Assignment 5, as the client is not available for the feedback
report.).
Comprehensiveness – An agenda should include all topics of the meeting, and
resultant minutes should record complete detailed outcomes and decisions.
Approval/sign-off – The minutes are confirmed as a true and accurate record by the
appropriate stakeholders.
Frequency – Each team will have a minimum of 6 sets of agendas/minutes, and
individual member attendance is assessed.

5. Deliverables
A team sends an agenda by email to the supervisor or client at least 1 day before the
meeting, together with the minutes for the previous meeting. While sending the
agenda and minutes to the client, the team sends copies to the supervisor.
The supervisor assesses the agendas/minutes for the first and last meetings, and
another randomly selected meeting.

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 Computing Project 1: Analysis & Design (ISY10221)

Suggested Agenda Format

AGENDA
MEETING WITH LECTURER/CLIENT

Date: ##/##/## Time: ##.## Location: ………………...

1. Acceptance of Minutes from Previous Meeting

2. General Business and Matters arising from Previous Meeting

 Progress Report
 Next item…
 Next item…

3. Review of Log Book/s and Project Timeline

 Team Members’ Log Books/Work Logs

 Project Timeline

4. New Business

 Item 1 of New Business…

 Other items of New Business…

5. Other Business

6. Action Plans/Items for the next Fortnight

7. Confirmation of Next Meeting

8. Close

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 Computing Project 1: Analysis & Design (ISY10221)

Suggested Minutes Format

Minutes

Meeting with Lecturer/Client

Date: ##/##/## Time: ##:## Location: ………….

Present:

1. Acceptance of Minutes of previous meeting

 The minutes of the meeting held on ##/##/## were accepted as a true and
accurate summary of the discussions held at that meeting.

2. General Business
 Notes on discussion of progress report
 Other notes as per items raised under General Business at the meeting
 Etc…

3. Review of Log Book/s and Project Timeline

 Notes on discussion of team members’ log books
 Notes on discussion of project timeline

4. New Business
 Notes on New Business Item 1…
 Notes on New Business Item 1…
 Etc…

5. Other Business
 Notes on Other Business Item 1…
 Notes on Other Business Item 2…
 Etc…

6. Actions/Plans for the Next Fortnight

 Notes on tasks, actions and plans for the next fortnight

7. The next meeting will be held at ##:## on ##/##/## at …………..

8. Meeting Closed: ##:##

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