Meetings and Memos

In nearly every CMII training class someone asks: "which items should be under CM and which not?" I give the question back to the audience asking: "what do you think? Should meeting protocols or memos be CM controlled?" The answers differ from "yes" to "it depends." My answer: "with CMII there will be no more meeting protocols because there will be no more meetings!" That starts the discussion.

Inefficient Meetings

We all know that during one week there are lots of meetings and discussions. Organizations that are most deeply mired in the "corrective action mode" are also likely to hold the most meetings. Some meetings may be held on a regular basis, like "every Monday morning at 8am. The majority, however, are likely to be spontaneous and off-the-cuff.

Everybody hates poorly organized meetings. The purpose is often unclear. The individuals closest to the issue are not always invited. Meetings are convened to show that something was done. It is often difficult to determine who, if anybody, is leading the discussion. In the worst case, the meeting ends and nobody knows why they were there.

Eliminate Unnecessary Meetings

Many books and articles have been written on how to conduct meetings and how to keep the discussions focused on the issues. How to optimize a meeting is one thing. How to make sure that a meeting is needed is something else. How does CMII eliminate the need for unnecessary meetings?

CMII Meeting Types

With CMII, communication is accomplished through documents, forms, data and records, not meetings and discussions. The closed-loop change process "drives" communications. The process contains only three types of meetings which are convened as needed:

• technical reviews,

• CRB for business decisions and

• CIB for implementation planning.

Efficient Meetings

With CMII, there is a standardized protocol for how each of the three types of meetings are to be conducted. The purpose is clearly communicated via standardized forms and distributed prior to the meeting. Required participants must be present. Each participant must be prepared.

Technical reviews are coordinated by the "creator" of the highest level document that is impacted. Each CRB and CIB meeting is chaired by a Change Administrator. Meeting results are recorded on the same authorizing form and retained as a record.

Information Linkages

With CMII, all information must be properly linked. Physical items are linked to the specific revision levels of each supporting document. Each document revision is linked to its authorizing ECN and defined by a DCR. Each ECN is linked to its associated ECR. Each ECR is linked to its associated Problem Report.

Institute of Configuration Management Scottsdale, AZ 85261-5656 Tel: (480) 998-8600 Fax: (480) 998-8923 Email: info@icmhq.com