Week 12 Meeting Agenda

1. Set-up Your Meeting Minutes
   Choose a format for your meeting minutes and a person to record the minutes, using the information on the Meeting Minutes Format page.
2. Add Items to Your Agenda if Desired
   You might set a meeting for the week of April 21 so that you’re ready to collaborate next week.
3. Review Your Progress Report
   Check the Work Scheduled section of your Progress Report Assignment to remind yourself of how you’ve divided the remaining tasks.
4. Ask Everyone for a Status Update
   1. Have each group member share details on the work they’ve completed and what they still need to do.
   2. If necessary, update the schedule and division of labor from the Progress Report.
   3. Take time to offer support to one another and address any issues that come up.
   4. Be sure that every group member knows what they are writing and when their draft is due before moving on with the rest of the meeting.
5. Create a Consistency Plan for Your Recommendation Report
   Decide on the following basic style and formatting issues and record your choices in the minutes. Making these decisions will simplify the process of compiling the portions of the report that different group members write.
   1. Built-In Styles: Review the styles that are built into your word processor and determine if they will work for your report. Deciding early in the process will simplify changes later. See these LinkedIn Learning videos for help:
      • Applying Styles Links to an external site., from Getting Started with Microsoft 365
      • Use and create styles Links to an external site., from Google Docs Essential Training
   2. Abbreviations & Specific Words: Decide on any abbreviations and specific words that you want to use in the report. Also consider any words and phrases that have common variations (such as webpage and web page). In particular, make sure that names related to your website and its stakeholders are used consistently in your report by agreeing now on the spelling and capitalization.
   3. Colors: What colors will you use in your report? Everyone should choose the same shades and colors to ensure your document is consistent from one section to the next?
6. Create a Visuals Plan for Your Recommendation Report
   Determine what visuals you need in your report and agree on how to create them. Visuals can include photos, sketches, screenshots, tables, graphs, and charts.
   1. Plan Your Visuals for the Report
      Create a basic table that lists the following information:
      • the planned visuals (for instance, a bar graph)
      • where it will appear in the report
      • a summary of the information it will include (for example, readability statistics).
      If desired, you can copy the table below to record the information in your meeting minutes.

      Planned Visuals Table

      Planned Visual	Where It Appears In the Report	Summary of Visual Information

   2. Connect and Coordinate the Planned Visuals
      Look for ways to establish consistency among the visuals, considering these ideas:
      1. What colors will you use in tables and charts?
      2. What features will tables use (like banded rows or the location of the caption)?
      3. What operating system and web browser are screenshots taken in? Are there reasons to use more than one option?
      4. What will you do to ensure related visuals are similar (such as a before screenshot and an after mockup of the same screen)?
      5. What labels and titles will you include for charts and graphs?
   3. Decide how to develop the visuals
      You can each create your own visuals or the group can decide on a single person or two to create all of the visuals. This is a group project, so it’s perfectly okay to trade off tasks or have one person complete a portion of the report for the whole group.
   4. Determine what you will do if your plan changes
      As you’re working on your portions of the report, you may realize that you need another visual that you hadn’t planned on or that a visual needs to change. As a group, decide how you will alert everyone and manage the changes.
7. Finish Your Meeting
   Once you have met and finished all the work on this agenda, finalize and edit your Meeting Minutes and adjourn your meeting. The Meeting Minutes will be posted in an Announcement.