Standar Operating Procedure Tab: Meeting Procedures

Weekly Trello Meetings

Purpose

To establish a clear and efficient process for conducting weekly Trello meetings to assign tasks, set deadlines, and organize work using checklists for effective task management.

Meeting Preparation

Schedule: On normal weeks, meetings will be held on Monday at 9:00 - 11:00.

Participants: All team members are notified and invited via Google Calendar

Pre-Review: Team members should review the Trello board and their assigned tasks before the meeting to come prepared. All team members are responsible for updating their assigned cards no later than end of day Friday before the next week's meeting.

Beginning of Week Meeting Action Items

  1. Review Completed Tasks
    1. Begin the meeting by reviewing the tasks with the status “Done Ready to Review and Archive”.
    2. Archive completed tasks.
  2. Review Incomplete Tasks
    • Review the existing tasks in the Doing columns and discuss any blockers or unfinished tasks to determine next steps.
  3. Assign New Tasks:
    1. Identify upcoming projects or deliverables requiring action.
    2. Assign a task to each team member based on workload and expertise.
      • Clearly define the scope and expectations for each task.
      • For each assigned task, create a detailed checklist within the Trello card to outline the specific steps required for completion.
      • Assign realistic and clear deadlines for each task.
    3. Ensure due dates align with project timelines and priorities.
  4. Accountability
    • Confirm task ownership and address any questions or concerns from team members.

Post-Meeting Action Items

  •  Ensure that the checklist from the Tasks SOP has been added to the Trello Card.
    • If there is not a defined SOP for the task, create a proposed checklist and present it to the team.
    • SOP will need to be created for the next iteration of the task.
  • Book time on your calendar to work on each assigned task or checklist item.
  • If collaborating with other team members, book time on their calendar to work together on the task or checklist item.

Weekly Action Items

  • Complete time/meeting set aside for assigned Trello Cards.
    • Check off items in the checklist as they are completed.
    • Record communications = add comments: what was completed, address challenges or explain/schedule your next steps to move forward
    • Assign due dates to checklist items if they are behind schedule to ensure that we remain on track.
  • If there are any changes to the scheduled time or meetings, update the corresponding Trello card by adding a detailed note. Include an explanation of what changed and specify the new time scheduled to work on the task.