Meeting roles & rotas

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things happen as per the ticket workflow details for meetings, see the processes page for more details (if they are out of date, update them)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 in Planning:

  • Limit discussion of tickets to a maximum of 5 minutes per ticket.

  • Act as moderator for the voting site, deleting estimates between votes, show votes when everyone is ready, and giving brief reminders if some time has passed and some votes have not been cast.

  • 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

Timekeeper in Review

  • 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:

Note taker in Planning:

  • Make notes on tickets of any important information which gets discussed but is not already mentioned on the ticket

    • This should include acceptance criteria discussed.

  • 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

Standup

Week Commencing

x for Done

IG

04/11/2024

x

TW

11/11/2024

x

ES

18/11/2024

x

JD

25/11/2024

x

LC

02/12/2024

x

KB

09/12/2024

x

DK

16/12/2024

x

JH

23/12/2024

x

RB

30/12/2024

x

DM

06/01/2025

x

LJ

13/01/2025

x

CMS

20/01/2025

x

FA

27/01/2025

x

SC

03/02/2025

x

GR

10/02/2025

x

LC

17/02/2025

x

GR

24/02/2025

x

KB

03/03/2025

x

JD

10/03/2025

x

TW

17/03/2025

x

LJ

24/03/2025

x

ES

31/03/2025

x

DM

07/04/2025

x

IG

14/04/2025

x

CMS

21/04/2025

x

LC

28/04/2025

x

JH

05/05/2025

GR

12/05/2025

IG

19/05/2025

KB

26/05/2025

FA

02/06/2025


Sprint Meetings

Meeting

Chair

x for Done

Timekeeper

x for Done

Note taker

x for Done

2025_03_05_Planning

JH

x

TW

x

IG

x

2025_03_05_Review/Retro

JD

x

DM

x

SC

x

2025_04_10_Planning

TW

x

JD

x

DM

x

2025_04_10_Review/Retro

FA

KB

DK

2025_05_08_Planning

JD

LJ

GR

2025_05_08_Review/Retro

KB

LC

ES

2025_06_12_Planning

LC

CMS

JH

2025_06_12_Review/Retro

DM

IG

LJ

2025_07_10_Planning

IG

SC

TW

2025_07_10_Review/Retro

SC

ES

DM

2025_07_31_Planning

ES

GR

SC

2025_07_31_Review/Retro

GR

JH

LC

2025_08_28_Planning

DM

DK

LJ

2025_08_28_Review/Retro

IH

FA

IG

2025_10_02_Planning

TW

DM

DK

2025_10_02_Review/Retro

CMS

TW

GR

2025_11_27_Planning

GR

ES

2025_11_27_Review/Retro

FA

LJ

2026_01_08_Planning

IG

LC

LJ

2026_01_08_Review/Retro

CMS

TW

2026_02_05_Planning

JH

IG

SC

2026_02_05_Review/Retro

DK

SC

DM

2026_03_05_Planning

LC

ES

JH