📅 Date: January 31, 2025

📍 Meeting Type: Team Collaboration & Documentation Finalization

Attendees: PM Team (Spencer, Gelon), Strat (Alexi), Design (Rachel, Yiyoungli)

Key Discussion Points

1. Team Workflow & Communication Preferences

• Gelon Brumfield led an icebreaker where team members shared their work preferences, feedback styles, and collaboration needs.
• The team expressed a strong preference for flexible work hours and real-time feedback emphasizing the importance of open communication.
• Alexi King inquired about shared resources prompting a discussion on centralizing documentation in Notion.

2. Communication Guidelines & Meeting Expectations

• The team aligned on clear communication protocols, including:
  • Structured weekly agendas to improve meeting efficiency.
  • Automated note-taking to ensure accessibility for those who miss meetings.
  • Use of Discord for timely responses, with expectations on response time.
• The group also discussed meeting etiquette, including:
  • Camera & microphone usage.
  • The process for tracking action items.

3. Meeting Scheduling & Collaboration Best Practices

• Gelon clarified meeting scheduling norms, emphasizing:
  • Regular team meetings should be aligned with sprint planning.
  • Cross-functional meetings should be promptly scheduled to avoid delays in decision-making.
  • Meeting durations:
    • 30 minutes for cross-functional updates.
    • One-hour meetings for brainstorming, strategy, and planning.
• Roles & Responsibilities within the Team:
  • Ensuring clear accountability for meeting facilitation and follow-ups.

4. Change Management & Project Documentation

• Gelon emphasized the need for structured change management protocols, particularly for:
  • Scope modifications.
  • Budget changes.
  • Project timeline shifts.
• Change Log in Notion:
  • Alexi King asked about accessibility.
  • Spencer Fong provided insights on how structured documentation aligns more with waterfall methodologies.
  • The team agreed that all approved & rejected changes should be documented for transparency.

5. Finalizing the Working Agreement & Project Charter

• Gelon stressed the need for team-wide buy-in on the working agreement and project charter.