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Project weekly meeting with JIRA

hast40

Hello,

We are using Excel to manage tasks of our projects (industrial project). We've planned to switch to JIRA as Excel is not very friendly, and the number of tasks is too important. We will also customize JIRA to add specific fields, manage deliverables of Milestones......

We have a weekly meeting to review status of the project with all departments involved in the project (manufacturing, engineering...): how can we do this meeting with JIRA ? how can we write the minutes ?

Filter the tasks that are late or due this week, review them during the meeting and add live comments or update status ? or let the people update their tasks before the meeting and just review the status during the meeting ? The minutes of the meeting would be a copy/paste of the tasks reviewed during the meeting ?

Any suggestions ?

Thanks for your help,

Accepted answers

All comments

Nic Brough -Adaptavist-

Most Atlassian users would use Confluence to record meetings (albeit doing specific issue updates in Jira), as there's a meetings template for doing exactly this.

A lot of us record meetings in Jira as tasks so we can log time against them, but some people do indeed take all the meeting notes into issues of type "meeting".

If you're highly Jira-centred during your meetings it probably does make more sense to use Jira. I'd be doing things like saying "Agenda is these 7 issues" and using issue links like "discuss in meeting" to point to them. Not sure I'd bother minuting the parts of the meeting that get the issues updated during the meeting though, as the link and updates in issues tells people you did something.

hast40

Ok thank you: yes i've planned to send an agenda before the meeting with the list of tasks to be reviewed.

For the minutes, do you mean that the minutes are generally written directly in Jira as a type "task" or as a specific type "meeting" ?

Thanks

Nic Brough -Adaptavist-

The last place I visited that using Jira for meetings had a host of structural stuff around it. They had a specific type of issue for meetings. You'd create a meeting when you knew you needed one, with

Attendees (proposed)
Date and time
Agenda written into the description (although one line would be "discuss linked issues" rather than a list of issues)
Links to issues

Attendees would then add links if they had issues to discuss and then the updates during and after the meeting were

A text box for minutes
A sub-task for each time someone got a task to do (e.g. Dave to look at three linked issues, Alice to go talk to the client, Marcia still hasn't done her timesheets, etc)

Maccc m

A Raadls

Nic, I am trying to do something similar to what you suggest. Is it correct to say that the subtasks in this case were used to dole out tasks in the meeting because unlike linked issues, they can be created on the issue itself, which in this case is of the type "meeting?" We were going to do that, however, one thing that we've come up on is that the subtasks, by virtue of the fact that they must relate to the project of the issue, may not be about other Projects. In our case, the meeting could stray to cover other projects, so that would mean if we log subtasks during the meeting, there are some minuses here:

- having to go back and reassign the subtasks to the correct projects. I can't think of a way to do this other than first converting to a task, then moving to the appropriate project.

- losing the record that the subtask was discussed in that meeting, since the issue for the meeting itself will "lose" the subtasks once they are moved out to another project.

One idea we had is to use Epics for the meetings, and simply label them as "meetings." We then can use the features of Jira to report, track, etc. which is a major benefit over using Confluence for the meetings. Then, since in Epics you can create tasks, we can easily during the meeting in-flight add the tasks, in the appropriate projects, and leave them permanently attached to the Epic so the record of them being discussed remains intact.

I'd be curious if you see any drawback in this approach. Many thanks in advance for your time if you choose to answer this!

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