Overview
TM Forum projects have weekly or bi-weekly meetings to collaborate, work on project deliverables and plan for upcoming events such as Team Action week and Management World in Nice. Many projects have several meetings scheduled each week. This is so the meetings can focus on a work stream or cater to a timezone. The topic of the meeting is indicated by the title of the meeting and the topic tag, for example, in the Open Digital Project has a meeting titled "B2B2X Partnering Weekly Meeting" and it is tagged with the topic "B2B2X Partnering". This allows users to subscribe to "B2B2X Partnering" meeting notifications.
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Ensuring meetings are on your calendar when you first join a project
When you first join a project you should ensure that the meetings you want to attend are on your business calendar. When you first join, you are not automatically sent meeting invites, as project meetings are set up as recurring meetings with no end date in the calendaring system.
To ensure the recurring project meetings are on your business calendar
- Select the Calendar page in the project page tree.
- Select the + Expand button on the weekly meeting(s) you want to attend from the list displayed.
- After expanding, scroll down, find and download the ICS file by selecting the Download ICS button
- Open the ICS file in your calendar. Save.
Managing calendar meeting invites and update notifications
As mentioned in the Overview, Project Leaders can indicate the focus of a meeting with a Topic. For example the Zoom OSS Futures Calls meeting has the topics General and OSS Futures & APIs.
As a project member, you can subscribe to the topics you are interested in. By subscribing to topics, you will receive an email meeting invitation or update notification when a new meeting is created or a meeting is updated that is tagged with that topic.
To manage your calendar topic subscriptions , click on the Subscription button on the Calendar page in the project.
You can then edit what Calendar notifications you are sent.
Calendar best practices for Project Leaders
Updating the recurring meeting on the first of every month
As team members change their subscription preferences and new team members are added Team Leaders want to ensure that meetings are correct on users calendars.
Therefor it is a good practice on the 1st of every month to edit the recurring appointments, an easy way to do this is to just add a "." to the body of the text or the Title.
Editing and updating a recurring meeting forces the system to resend the series of recurring meetings out to the project subscribers. Editing on the 1st of every month ensures once every 30 days project members have the latest recurring project meetings on their calendars.
To Edit a series, click on the event name and select "Edit series event"
Add a . to the Title field or in the body field.
Select Publish
Users will receive an updated meeting notification that they can then accept to ensure the project meeting are in their calanders.
Agendas
Team Leads are advised to input a link to the Meeting Minutes page that lists all the meeting minutes.
The meeting minutes page includes a link to a page that is a draft agenda for the next upcoming meeting.
