Structural Meeetings Idea

Created by Oleksii Koval

Screens

• Landing screen
• App main screen
  • Join existing meeting
  • List past meetings
  • Personal actions
  • ⚙ user profile settings
  • Create/start new meeting
  • Project settings
• Select meeting
  • Existing meeting
    • The past: show history & download actions
    • The future
  • Create a new meeting
  • Start meeting
• Meeting screen
  • Topics:
    • Type: new topic, existing action 
    • CRUD: add/delete/edit
  • Topic
    • Notes
    • Actions
      • assign to
        • User
        • Group
        • Team
  • Review:
    • Actions from previous meeting 
    • All actions (sort by done/undone/member/group)
• Graphs
  • Topics per meeting
  • Actions per topic
  • Total actions/ resolved actions

Landing screen

• Genric information
• Login button(s):
  • Google
  • Jira
  • Github

Implementation

https://github.com/avkoval/hola-tact-meet

Login

For each available authorization provider:

• Redirect to consent screen
• Obtain:
  • First, Last name
  • Email

Meeting screen

• Rounds section 
  • Check-in round
  • Checklist review
  • Metrics review
  • Project progress updates
• Topics (tensions)
  • Add topic to discuss
  • Voting for topic (if enabled)
  • Sorting topics by vote (if enabled)
  • Countdown timer (if enabled and set for topic)
  • Discussion phases: (traige issues)
    • Explanation (Raise Topic)
    • Questions round
    • Opinions round
    • Objections round
    • Acceptance (Decision round):
      • Accept or Decline
      • Secretary: write down the action items

Note: For each round - display the actual documentation at the other half of the screen, explaning roles & actions of people involved, to easy the process of onboarding to this new meeting structure

Main app screen

Main application screen shows links/shortcuts/common actions (depending on access level):

• User:
  • Join existing meeting
  • List past meetings
  • Personal actions - todo list
  • ⚙ user profile settings
    • avatar, username, etc
• Manager
  • Create/start new meeting
    • Meeting description
    • ☑ Allow vote for topic
    • ☑ Sort topics by votes
    • Join URL (Google Meet, Zoom, etc)
  • Edit past meetings data (todo actions etc)
  • Activate/Deactivate (show/hide) past meetings data
• Admin
  • ⚙ project settings link

Join meeting (User)

Implementation

Work has started at https://github.com/avkoval/hola-tact-meet

Create meeting (manager)

• Meeting description
• ☑ Allow vote for topic
• ☑ Sort topics by votes
• Join URL (Google Meet, Zoom, etc)

What (the Idea)

• The meeting will have a facilitator
  • The facilitator's job is to streamline discussion according to the rules of Holacracy tactical meetings:
    • Raise topic
    • Questions round
    • Opinions round
    • Objections round
    • Acceptance
• Software should take care of the following:
  • Keeping meetings database
  • Ability to add topics
  • Ability to make & assign actions
    • Individual
    • To the group of members
    • To the whole team
  • Ability to review actions once a tactical meeting is performed
  • Export data to some office format

List of past meetings

Table with meetings, actions, participants, etc. Searchable

App settings (Admin)

• Manage users and their permissions
• Manage teams (optional)
• Manage allowed domains
• Manage texts on site

Meeting notes

• Show participants
• Topics
• Actions (and their completion status)
• Export as PDF
• Export as .docx
• Export as Conflucence (if Jira / Confluence auth level allows)

Why

• With my current team I need an initial 'kick' for people to try to change their approach of performing meetings (e.g. current experience is similar to my pre-Holacracy understanding of meetings - everyone talks, nobody listens, lack of recording actions (as result we can forget))
• Good experience with Holacracy tactical meeting structure
  • Facilitation and rules provide guidance and make it fast (save time for the team)
  • Less talking, more action
    • Because our current meetings practice - some (no all) people talk, some express a lot of opinions, but there is no framework to store/act/review the outcome
  • All voices & opinions are being counted

More (personal) reasons

• Projects like this showcase my ability to write software
  • I am using Clojure on Backend
    • Datomic as database
  • I am using Datastar as a FrontEnd framework
• I need some real work done with Clojure to improve my skills (I can't use Clojure at main job)