Suggested agenda for your first team meeting
I have allocated an initial meeting time based on the timetable information you
submitted when you completed the project registration form on the web. Meet up at
the UPSL entrance (ground floor mechanical engineering building, south east
What to bring:
Project diary to take notes
Sense of humour
Printed copy of this document and worksheets
Allow at least 1.5 hours to work through this agenda.
1: Self introduction of team members. Memorise the names of your team members
and write them on your copy of the team worksheet.
2: Which method works best to contact each team member?
Some people like to be contacted by e-mail and respond quickly.
Others prefer SMS or the WebCT forum.
Others prefer to be contacted by telephone: the timing may be important.
Sometimes face-to-face contact is essential.
Make sure you note details for each team member – telephone numbers, times
to call, E-mail address, how best to contact quickly.
Ask each team member how often they usually check E-mail. Write details in the
3: Personal aims and objectives. Each team member in turn talks about what they
would like to achieve by doing this unit and the project work.
What kinds of experience and expertise does each team member want to learn?
What kinds of work do they like best?
How much effort would they like to put into the project work?
(3 minutes each)
4: Appoint one team member to arrange weekly team meetings (meeting organizer).
a) Finding a place to meet regularly. You can use the mechatronics lab G.19 but
check lab timetables to avoid a clash.
b) Contacting every team member to make sure they know where and when to
c) Working out what each member needs to bring to the meeting, what they will
be asked to explain to the other team members and what decisions need to be
Appoint a back-up meeting organizer. (4 minutes)
5: Appoint a team member to run the meetings. It is not a good idea to combine this
role with the leading technical roles in the project. This person should read the notes
on meeting skills (on the web site). (2 minutes)
6: Each team member describes his or her skills and expertise, giving strengths and
weaknesses. Make notes in the worksheet attached.
It is important to understand what the group is capable of performing and where there
are gaps. If you can, do this on a whiteboard and make sure you record the results.
7: Draw up a team timetable – use the timetable sheet attached to this document.
Make sure each team member's commitments are noted, including part-time work,
sporting and travelling commitments. Work out feasible times for different groups of
team members to work together, especially when pairing more technically
experienced members with less experienced members.
All group members should allocate a regular minimum of 6 hours of dedicated project
time each week in their diaries and timetables.
8: Divide team into at least two sub-teams to study the project requirements before
the next meeting.
At the next meeting, each sub-group compares notes. Look for differences in
interpreting the project requirements: seek further clarification!
9: Agree the time, place and date of the next meeting.
Mechatronics Project Team Worksheet
time to call
how often checked
objectives for project
mechanical design none
workshop skills none
computer hardware none
written communication none
verbal communication none
Group Timetable 2005
Monday Tuesday Wednesday Thursday Friday