Wiki > Processes

It was decided that we would set up a rota for the various roles in IBEX meetings, a rota is below. There is only a single rota for each type of role, although not all roles are needed at all meetings, there is a column then to indicate where in the rota we are. If the person scheduled on the rota isn't available, then a volunteer will be asked for at the beginning of the meeting and we will continue the rota next time. If you are scheduled for more than one role choose which one you do this time, and you get to do the other one next time. At the moment this should cover for 6 months, and it is not a repeating pattern, and it is subject to change.

Role descriptions:

Chair

• Needed for Pre-Planning, Review/Retrospective, and Planning
• Make sure things happen as per the ticket workflow details for meetings, see the processes page for more details (if they are out of date, update them)
• Keep the meetings on track (as much as possible)

Timekeeper:

• Needed for Pre-Planning, Review/Retrospective, and Planning
• In Pre-Planning and planning limit discussion of tickets to a maximum of 5 minutes per ticket
• In Pre-Planning and planning, act as moderator for the voting site, reopening voting as approprite (please announce when you do so to avoid everyone refreshing constantly thinking their site is bugged)
• In Review ensure there is enough time for everyone to speak in the hour - this would be an average of 5 minutes per person if everyone was planning to demo
• Keep an eye on the end time of the meeting - give everyone a five minute warning
• If the meeting is scheduled for more than an hour to indicate the halfway time to make sure we take a break

Note taker in Retrospective:

• Keep notes of the discussed points
• Add them to the wiki with a link on the main retrospective notes page

Note taker in Planning:

• Make notes on tickets of any important information which gets discussed but is not already mentioned on the ticket
• Add a timestamp to tickets of when in the recording the ticket was discussed.

Stand up:

• This is a weekly role starting on the first working day in that week, with substitutes being decided daily if the named person is unavailable last minute - if you know you are unavailable for the week swap with someone
• Load and share the web pages as detailed in the tabbed note in the announce channel in the team
• Ensure everyone present has their chance to share progress, plans, and obstacles
• If you're able to, writing a squish test to replace one of the Manual system tests would be great. If the person running the week before has done so and it hasn't been reviewed, now would be a good time to review that as well.

Rotas

Stand up

Standup	Week Commencing	x for Done
IH	08/04/2024	x
LJ	15/04/2024	x
DK	22/04/2024	x
JH	29/04/2024
DM	06/05/2024
KB	13/05/2024
CMS	20/05/2024
FA	27/05/2024
SC	03/06/2024
LC	10/06/2024
IH	17/06/2024
ZK	24/06/2024
ES	01/07/2024
JH	08/07/2024
DM	15/07/2024
KB	22/07/2024
LJ	29/07/2024
SC	05/08/2024
CMS	12/08/2024
DK	19/08/2024
FA	26/08/2024
ES	02/09/2024
LJ	09/09/2024
LC	16/09/2024
DM	23/09/2024
SC	30/09/2024
KB	07/10/2024

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Sprint Meetings

Meeting	Chair	x for Done	Timekeeper	x for Done	Note taker	x for Done
2024_04_04_Planning	LJ	X	LC	X	LC	X
2024_04_04_Review/Retro	CMS	x	LJ	x	SC	x
2024_05_02_Planning	KB		FA		LJ
2024_05_02_Review/Retro	FA		JH		IH
2024_05_23_Planning	DK		ZK		JH
2024_05_23_Review/Retro	ES		IH		ZK
2024_06_20_Planning	JH		DM		ES
2024_06_20_Review/Retro	LC		ES		DK
2024_07_18_Planning	SC		CMS		LC
2024_07_18_Review/Retro	DM		DK		ES
2024_08_08_Planning	KB		SC		JH
2024_08_08_Review/Retro	LJ		LC		DM
2024_09_05_Planning	FA		JH		LJ
2024_09_05_Review/Retro	CMS		FA		LC
2024_10_03_Planning	JH		LJ		SC
2024_10_03_Review/Retro	GR		DM		DK