Focused Interactions

Pattern 7.1: Governance Meeting

Groups meet at regular intervals to decide what to do to achieve objectives, and to set constraints on how and when things will be done.

A governance meeting is usually:

  • facilitated
  • prepared in advance
  • time-boxed for a duration of 90-120 minutes
  • scheduled every 4 weeks

A typical governance meeting includes:

  • opening round: attune with each other and to the objectives (or driver) of the group
  • administrative matters
    • consent to last minutes, date for next meeting, etc.
    • check for last-minute agenda items and consent to agenda
  • agenda items
  • meeting evaluation: reflect on your interactions, celebrate successes and share suggestions for improvement
  • closing

Typical agenda items include:

  • any short reports
  • evaluation of existing agreements due review
  • new drivers requiring decisions to be made, including:
    • understanding and agreeing on situations that require attention
    • forming proposals and making agreements
    • creating and defining new roles and groups
    • reviewing existing roles or groups
    • selecting people to roles

Pattern 7.2: Retrospective

Building in continuous improvement of work process through reflection and learning from past experience.

  • output: changes to work process, new tasks, on-the-fly agreements, and drivers requiring an agreement
  • facilitated meeting (~1hr)
  • regular intervals (1-4 weeks)
  • adapt to situation and context

Output of a Retrospective

Five Phases of a Retrospective Meeting

  1. Set the stage
  2. Gather data
  3. Generate insights
  4. Decide what to do
  5. Close the retrospective

Many different activities for each phase can be found at plans-for-retrospectives.com

Pattern 7.3: Daily Standup

A meeting to coordinate work, facilitate learning, improve productivity and effectiveness.

  • time-boxed (usually 15 minutes)
  • held daily at the same time
  • the group gathers around a visible project management board/tool for:
    • coordination of daily work
    • addressing impediments/blocks
    • adaptation of existing agreements or creation of new agreements on the spot

Pattern 7.4: Planning And Review Meetings

People meet at regular intervals (1-4 weeks) in time-boxed meetings to plan and review work.

  • select and estimate work items for the next iteration in a planning meeting
  • review completed work items and decide on re-work and changes for the next iteration in a review meeting

Pattern 7.5: Coordination Meeting

Meet on a regular basis (usually weekly) for reporting on and coordinating work.

  • facilitate the meeting and use rounds instead of discussions where valuable
  • if possible, compile the agenda before the meeting
    • include any prerequisites for attendees to prepare
    • further items may come up when hearing status reports

  • status reports:
    • circle metrics (if any)
    • projects and tasks
  • agenda items:
    • sharing of information
    • add or update tasks or projects
    • propose new or updated agreements

Read next: Meeting Practices


© 2017 by Bernhard Bockelbrink, James Priest and Liliana David. Licensed under CC BY-SA 4.0