General meetings for this term will be once a month, primarily social meetings, in a booked lecture hall.
Leads have decided that having a traditional general meeting, similar to a smaller (less than 50 employees) company’s “all hands”, does not provide enough value to be worth anyone’s time.
Ideally some cross team information is conveyed in a more informal method and leads are present to be open to any members who want to hang out
If this is not successful we will discuss in the future!
As the team is scaling we want all subteams to remain on the same page. This requires using standardizing our procedures around meetings.
Every formally scheduled meeting will require meeting minutes in Confluence
The naming convention in Meetings Overview should be followed
No need to retroactively enforce this scheme as going through previous meeting minutes will take forever. Let’s just try to stick with this going forwards!
A link to the meeting minutes should be included in the google calendar description
see this leads meeting as an example
this helps keep data accessible to members!
All meeting minutes will go into the centralized location
Electrical & Autonomy: Daniel Puratich can help you move your meeting minutes over though Confluence has a feature to move pages between spaces so it shouldn’t be a huge deal
Meeting minutes should contain a somewhat high level summary of what will be discussed in that meeting before the meeting so that attendees know what to expect from the meeting!
During the meeting, information should be added to the meeting minutes to document the discussion as it occurs
This is done so anyone who missed the meeting can get a summary of what was discussed!
Over time we want subteams (and leads meeting) to converge on a meeting minutes format though for now the variety is swag.
We would like subteam leads to experiment with using timers during the meeting and planning how long each section of the meeting will take explicitly in advance to ensure things stay on time.
This may help us keep meetings on time, or not, we’ll see
Directors are experimenting with this currently (this meeting as an example)
WARG will be using:
Asana to track:
Low Level Tasks
Confluence to track:
Documentation
Essentially anything we want to keep for a long time as reference for WARG members
High Level Program Direction
Engineering Analysis
The exception to this is engineering analysis on other WARG Platforms
Meeting Minutes
If meeting minutes are desired to be private Confluence has features to accommodate this
Google Calendar
To track meeting times, locations, and a link to meeting minutes
All WARG meetings should be documented and have meeting minutes
This automatically syncs to discord events
Discord
For communications
Private information (passwords) using private channels
Onedrive
Media
Photos and videos for social media
Autonomy Model Training Photographs
Google Drive
Financial ledgers
Slide Deck Presentations
Other Services
Altium 365
Github
Etc.
Do not store any WARG information on personal accounts.
If you have concerns with this or any edge cases please ping directors for assistance
This migration will be tough as these services are confusing and often difficult to use
Please reach out for directors or other leads for guidance as these systems are new for all of us.
If systems are continually not functioning we can absolutely pivot as a team
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