Continuing the discussion from Remote coworking weekly routine:
We review past next-step actions
Currently, we don’t review all past meeting minutes in our weekly meetings, but we review the summary of next-step actions. However, we often carry-over those next-steps again and again. Sometimes they are already captured but we want the reminder, sometimes they aren’t captured otherwise.
It’s an inbox, not a good task management place
Using the carried-over actions as a task list lacks the organization, prioritizing, or team-work potential of capturing tasks in GitLab. The carry-over list can also get long and take substantial meeting time.
We should limit keeping tasks there
I propose we continue strictly reviewing all tasks from the previous meeting. But we should carry-over in only specific cases:
- The task is important but hasn’t been captured (but aim to capture ASAP!)
- We specifically anticipate the task being worthwhile for consideration in the next meeting’s agenda
In the first case, we might look for quickest ways to capture. Perhaps a task for someone who misses a meeting gets captured by someone else in an issue assigned to the other person with instructions that they clarify and update the issue. We could use the “needs-grooming” label. We might also make a new task for someone to reach out to the assignee as a check-in with them on the issue.
The second case should still not end up with the same item carrying over repeatedly as it will get updated each time it become a new agenda item.
Tasks should go in GitLab issues
If we keep organized issues in GitLab, we can make that more approachable for doing the work. We could make other mechanisms besides meeting carry-overs to regularly check in with team members and other volunteers about progress on work overall.