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Who sends the meeting minutes? or prepare for the meetings?

Last post 09:59 pm August 1, 2022 by Daniel Wilhite
4 replies
12:44 am August 1, 2022

Hi everyone, 

As a self-managing team, after a meeting (it can be sprint planning, sprint review, or other meetings, weekly meeting, solution technical meetings, etc.), Who should send meeting minutes and record them in the project documents files system? product owner, scrum master, or developers?

Usually, in my case, some meeting minutes are pretty important because they have the sign-off, validation, finalization or conclusion of technical decisions, scope decisions, etc.) 

06:02 am August 1, 2022

It might be worth asking:

  • Why has collaboration become so exceptional that "meetings" have to be "minuted"?
  • What are these minutes being used for which Scrum artifacts cannot evidence?
  • Is the leap-of-faith taken before we have a Done product increment too great?

10:56 am August 1, 2022

To my understanding, 
Scrum team does not have a specific job titles, but we need right skills to deliver value (means we need people who can do stuff (BA, tester, PM....))
So someone of Scrum team should do that task if needed.  (Ideally, they will take that task positively..?)

03:40 pm August 1, 2022

If a meeting requires meeting minutes to be recorded, a member of the Scrum team should be nominated before the meeting in order to record them and send them (or better: store them in a Single source of truth like Confluence etc.).

By using this approach you avoid having only one and the same person who's responsible for meeting minutes and you distribute the responsibility across the team members (as long as the meeting minute recorder will change from meeting to meeting).

But besides this, Ians questions are hitting the point: beside technical decisions (which I agree should be recorded), why are there so many meetings which require meeting minutes?

09:59 pm August 1, 2022

To be completely honest, no one in this forum can answer your question.  This is the second paragraph from the Scrum Guide's section that explains the Scrum Team.

Scrum Teams are cross-functional, meaning the members have all the skills necessary to create value each Sprint. They are also self-managing, meaning they internally decide who does what, when, and how.

So, ask your team the question and let them come up with the appropriate answer for the entire team. 

Now, back to @Ian's post.  He is spot on with his questions.  Why is there a need for these meetings where minutes must be recorded and shared?  I seriously hope that you are not taking minutes of Sprint Planning or Sprint Review. The output from Sprint Planning is the Sprint Backlog and that is the only documentation you really need.  Sprint Review results in updates to the Product Backlog and again that is all of the documentation you need.  As for all of the other meetings you listed, why are those meetings occurring and considered so formal that meeting minutes have to be recorded? I realize that Scrum does not provide guidance on processes and that it is up to the organization to determine those, but this still seems more command/control and waterfall, than agile. 

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