VIP Class Notes (Ally)[S/W]

Next Class Focus

Writing exercise

Hi Team,

Inspired by a brief and controversial discussion that happened in a design review in today’s DE Media SHA Talks, I wanted to call out a redesign of our team’s design review meeting structure.

What I observed in today’s design review meeting:
The presenter has a tight schedule to cover a few controversial topics, so that they skipped some basic information. Some audiences feel confused or even lost as they haven’t learned the basic concepts, and they had no input on the more advanced, controversial topics.
Some audience members without enough background information asked simple questions, the answers to which most of the stakeholders in the meeting already knew. The presenter may end up answering the question, but felt that time could be better used.
The meeting was originally scheduled for an hour, but it ran 20 minutes longer. Similar situations have probably occurred in many previous meetings as well, thus I wanted to call out for a redesign of the meeting format. nervous

My analysis of the root problem:
The presenter, stakeholders and audience have vastly different backgrounds and expectations
The primary goal of the presenter is to cover key design options, and resolve the controversies surrounding them within the scheduled time limit.
Stakeholders are concerned about the decision-making process and if it reflects accurately their asks.
The goal of the audience is to have all basic information is illustrated in a vivid way (with width demos and examples).
This re-occuring pattern is part of a bigger dilemma,  …. * to be edited next class … as the presenter and key stakeholders want to skip basic information and use as much time as possible to cover the controversial part, while the regular audiences want to hear the basic information being presented and ask some simple questions to confirm their understanding.

To solve the problem, I think we need to categorize different meeting types and clearly define their structure and expectations.

My proposal on the new design of meeting structure:

The presenter will categorize meeting type and enforce following properties at the time of scheduling such a meeting.
Meeting Type Design Review Info Session
Purpose To have discussion on a few key topics among the author and stakeholders of a design. To share knowledge or have a casual discussion on a particular topic, with a broad audience.
Philosophy The meeting is optimized for the presenter. The goal of the meeting is to get well thought opinions heard and get decisions made. The meeting is optimized for the general audience. Its goal is to share information as an FYI, without seeking for any decision or outcome.
Audience Stakeholders Anyone interested
Moderator The presenter or a designated tech lead or manager.
Prerequisite (ticket to speak in the meeting) Have read and commented on the design doc that the presenter listed in the meeting schedule. Nothing. Audiences are welcome to walk in the meeting without background knowledge.
Reaction to comments The comments have a strong impact on the design decisions to be made. All comments are documented in meeting notes and trigger action items. The presenter could refuse to answer dummy questions if time not permits. The comments are welcome and respected, but they don’t have to trigger any action items or reform a decision (probably already made).
Take away from a meeting Conclusions on a few key design choices and a binary decision of approval/not approved yet on the overall design. Everyone learns some basic information over a particular topic, and their comment to that topic was heard.

I personally think efficient meaning structure is critical to our team’s success. Thus here I’m writing the proposal to the team. Please comment with your thoughts.

Pronunciation

pattern = pa+turn

with width subtle intercontinental obvious(half sound)

vivid way

press fend find price

meeting -> mee+ting

previous -> pree+vee+us

nervous -> ner+vis

answering -> an, not “un”

anhour

similar ->  si+me+lar

little bit –