update agendas

Author: geritwagner

management/agendas.qmd

@@ -14,73 +14,110 @@ Use the following checklist to keep your agenda repository a practical, living r
 
 ## 1. Make the agenda your own
 
-- [ ] Keep in mind: the agenda will remain a private repository, shared between you and your supervisor.  
-- [ ] Treat the agenda as a shared but informal working document (no perfection needed).  
-- [ ] Adapt the structure to your personal workflow.  
-- [ ] Use it regularly as your primary planning resource.  
+- [ ] Keep in mind: the agenda will remain a private repository, shared between you and your supervisor.
+- [ ] Treat the agenda as a shared but informal working document (no perfection needed).
+- [ ] Adapt the structure to your personal workflow.
+- [ ] Use it regularly as your primary planning resource.
 
 ---
 
 ## 2. Update the agenda regularly
 
-- [ ] Define and revisit shared goals ([objectives and key results (OKR)](TODO)) together.  
-- [ ] Maintain a list of major ongoing projects.  
-- [ ] Keep a running “Items to Discuss” section.  
-- [ ] Maintain a weekly task list:  
-  - [ ] Check off completed items.  
-  - [ ] Copy unfinished items to the next week.  
+- [ ] Define and revisit shared goals ([objectives and key results (OKR)](TODO)) together.
+- [ ] Maintain a list of major ongoing projects.
+- [ ] Keep a running “Items to Discuss” section.
+- [ ] Maintain a weekly task list:
+  - [ ] Check off completed items.
+  - [ ] Copy unfinished items to the next week.
 - [ ] Share a link to meeting notes before the meeting.
-- [ ] Add meeting notes directly after each meeting.  
+- [ ] Add meeting notes directly after each meeting.
 
 ---
 
 ## 3. Create a clear overview
 
-- [ ] Keep orientation easy: structure before detail.  
-- [ ] Use folders and multiple documents where helpful.  
-- [ ] Add internal links between sections.  
-- [ ] Link to relevant external resources (repos, docs, papers, courses).  
-- [ ] Ensure the agenda can be understood quickly by all participants.  
+- [ ] Keep orientation easy: structure before detail.
+- [ ] Use folders and multiple documents where helpful.
+- [ ] Add internal links between sections.
+- [ ] Link to relevant external resources (repos, docs, papers, courses).
+- [ ] Ensure the agenda can be understood quickly by all participants.
 
 ---
 
 ## 4. Maintain a timeline and planning view
 
-- [ ] Create Mermaid timelines (Gantt charts).  
-- [ ] Track contracts and important deadlines.  
-- [ ] Keep an overview of workload / hours.  
-- [ ] Plan development goals (topics, methods, skills).  
-- [ ] Map current and future projects over time.  
+- [ ] Create Mermaid timelines (Gantt charts).
+- [ ] Track contracts and important deadlines.
+- [ ] Keep an overview of workload / hours.
+- [ ] Plan development goals (topics, methods, skills).
+- [ ] Map current and future projects over time.
 
 ---
 
 ## 5. Anticipate and track key periods
 
-- [ ] Note upcoming vacations.  
-- [ ] Mark exam phases or teaching peaks.  
-- [ ] Maintain “waiting-for” items (e.g., reviews, decisions, responses).  
-- [ ] Maintain “upcoming” items (projects, papers, milestones).  
+- [ ] Note upcoming vacations.
+- [ ] Mark exam phases or teaching peaks.
+- [ ] Maintain “waiting-for” items (e.g., reviews, decisions, responses).
+- [ ] Maintain “upcoming” items (projects, papers, milestones).
 
 ---
 
 ## 6. Document interests and ideas
 
-- [ ] Keep a section for research and teaching interests.  
-- [ ] Collect ideas for new projects.  
-- [ ] Use this as input for strategic discussions about next steps.  
+- [ ] Keep a section for research and teaching interests.
+- [ ] Collect ideas for new projects.
+- [ ] Use this as input for strategic discussions about next steps.
 
 ---
 
 ## 7. Document and celebrate success
 
-- [ ] Record accepted/published papers.  
-- [ ] Add positive student feedback.  
-- [ ] Note milestones and accomplishments.  
-- [ ] Use this as a basis for CV building and reference letters.  
-- [ ] Regularly reflect on progress to stay motivated.  
+- [ ] Record accepted/published papers.
+- [ ] Add positive student feedback.
+- [ ] Note milestones and accomplishments.
+- [ ] Use this as a basis for CV building and reference letters.
+- [ ] Regularly reflect on progress to stay motivated.
 
 :::
 
+## How We Use the Agenda in Meetings
+
+### 1. Review Session (Looking Back)
+
+At the beginning of each meeting, we:
+
+- Review the weekly task list
+- Check off completed items
+- Reflect briefly on progress toward shared objectives
+- Discuss blockers or “waiting-for” items
+- Add short notes directly into the repository
+
+The agenda is updated live during the meeting.
+
+### 2. Planning Session (Looking Ahead)
+
+In the second part of the meeting, we:
+
+- Define or adjust objectives together
+- Break down larger goals into concrete next steps
+- Clarify responsibilities and expectations
+- Identify priorities for the coming week
+- Add new tasks directly to the weekly section
+
+This ensures alignment and clear next actions.
+
+### 3. Use of Issues and Links
+
+To avoid duplication and keep information structured:
+
+- Use GitHub issues for well-defined tasks and discussions
+- Link issues directly in the agenda
+- Link to relevant repositories, documents, datasets, or papers
+- Use the agenda as a coordination hub — not as a storage location
+
+The agenda serves as a shared navigation layer across distributed work.
+
 
 ## Template