(meetings)=
# Weekly meetings

**Time:** TBC 
**Place:** Hybrid (Garden Room, Royal Fort House or MS Teams)

All Ask-JGI team members are expected to attend the weekly meetings to
keep abreast of relevant news and developments. Team members will
receive calendar invites to these meetings, which will be chaired by
the Ask-JGI lead.

You can claim for the time spent attending the weekly team meeting, which should be claimed for 1 hour.

The Ask-JGI lead will create the meeting in the Teams channel.
This is a weekly catch-up so that:
- The Ask-JGI lead can share relevant news and updates
  with the team.
- The Ask-JGI team members on shift that week can provide an update
  on any new or ongoing queries in the mailbox that they are dealing
  with 
- Any Ask-JGI team member can ask for help, advice, or guidance on a query that
  they are dealing with or a project that they are working on.

## Before the meeting

The Ask-JGI lead will look through the Teams channel for any action items from:
- the last meeting
- the previous week

and will make sure that all action items are addressed in the meeting.

## During the meeting

A meeting will usually include the following:
- A high-level update from the Ask-JGI lead.
- An update from the current shifters about the Ask-JGI mailbox and
  any ongoing activities.
- A list of tasks not included in the mailbox
- (Optional) An update from and Ask-JGI team member on an ongoing
  activity or past query.

- Any other business: if there are any upcoming events, talks or important deadlines. Towards the end of the month, the
facilitator may also remind you to put in your timesheets.

Most of the meeting will be taken up with going through the Ask-JGI tracker.
The Ask-JGI lead or person on shift should share their screen and show the tracker so that everyone can see it,
then go through each item in turn. This will involve:

- Assigning new items: they may be assigned to the current shifter or someone else if they have capacity/interest in the query.
- Discussing ongoing items: this can be a quick verbal update (e.g. "we're waiting for a reply", or "we've got a meeting next week") or more detailed asking for help.
- Closing finished items. This is important to make sure the view of the tracker is mostly populated by relevant, ongoing queries.

(meeting-minutes)=
## Meeting minutes

Instead of a separate document to track minutes from each meeting, we use MS Teams comments to
action items and decisions in each meeting.
When the meeting is started in the Ask-JGI channel, you should be able to send messages in the meeting chat box- these
will be recorded in the channel and can be referred back to later.
Action items (e.g. "Bob has agreed to email Alice about her funding application this week") should be recorded in this
chat box, ideally tagging relevant people, especially if they were unable to attend. This is particularly relevant if a JGI Data Scientist has supported with a query but has been unable to attend the Ask-JGI meeting.

::::{image} ../../images/meetingminutes.png
:alt: An example of previous meeting minutes in the Ask-JGI teams channel. Bullet points with links to various team members saying:
"- Seedcorn stuff will be handled by Huw and he'll update the tracker. Don't worry about it all!
- Query 608 if NLP help is needed for different languages, then ask Huw.
- Query 634 does anyone know how to run R on Bluecrystal? 
- Query 607 Bioinformatics/Metagenomics Huw to reply and apologise for missing emails here.
- Query 622 Daniel to send chaser email, if no response then close it
- Query 616 Huw to send holding email and pass on to next cohort
- Query 606 Mike to wrap up and explain he's leaving
- Query 582 Emilio to update the tracker  
- Huw to organise outgoing Ask-JGIer social (pub?) "
::::