This Procedure has been created to standardise the running of the Service Delivery Problem Management (SDPM) Meeting and will cover the follow topics;
- Collating the Agenda
- Chair and Minute the meeting
- Distribute the Minute
1. Collate the Agenda
Agenda items for the meeting are submitted via the SDPM Teams Channel (https://itservicecentre.derby.ac.uk/hc/en-us/articles/360002743779). The morning of the meeting each item from the Meeting Agenda tab should be reviewed, if there is not enough detail for you to confidently introduce and form a discussion around the item then go back to the Assignee and request more detail ASAP. Keep in mind that each Agenda item should be actionable, if you don’t think the agenda item is then raise this with the item owner ASAP.
Copy each acceptable item from the channel, and paste into the meeting template which can be found in the Templates folder under the Files tab in the Service Delivery Problem Management (SDPM) Teams Channel.
Download the Template and rename it ‘Minutes – ‘ followed by the date of the meeting. Copy each Agenda Item from Teams in to the Agenda items section making sure the Title, Reporter and Description fields are completed. The other fields should be completed during the meeting.
Copy the Actions Summary section from the last meetings minutes into the Review Actions from Last Meeting section of you notes.
2. Chair and Minute the meeting
The meeting should follow the format listed below, it is best practice to complete the minutes document during the meeting;
Start by taking a list of the meetings attendees and the teams they represent.
Review Actions from Last Meeting
Discuss the actions from the previous minutes as listed in the Review Actions from Last Meeting section. Any actions that are not completed should be added to the Actions summary section of the minutes with a date stamp and update of progress in the task field.
Use the agenda you collated before the meeting to introduce each item and start a discussion regarding how the problem can be addressed/overcome. Keep notes of what was discussed and summarise this in the Discussion Overview section. Add the details of the agreed Action and who will be responsible for completing the action and the agreed action deadline.
Each action should be added to the Actions Summary section of the Minutes so they can be clearly identified and referred back to for future meetings. The Status of actions should be set as follows;
- New – New Action introduced during the current meeting
- In Progress – This applies to items carried forward that are still being worked on, notes should be added to the task with a date stamp to highlight updates and a new deadline should be agreed.
- Closed – The action is completed. Consider if the work completed merits communication to others in IT Services or beyond.
Any item that others would like to discuss should be included here (demonstrations, etc.). These items should not be agenda items as these should have been submitted beforehand but may need to be included as such if future actions are formed as part of the discussion.
3. Distribute the Minutes
Once the meeting has taken place and the Minutes have been collated (as described in the Chair and Minute the meeting section), you should upload the document to the SDPM Teams Files tab. This should be done ASAP (same day as meeting).
A message should also be included in the General Channel that follows the format of the message below.