Purpose

To demonstrate the document in development and gather reactions to it, and to articulate progress toward scheduled document goals (communication and quality-assurance functions).

Format

Oral presentation with handouts (document outline, document drafts, sample pages, overviews of the documentation project)

Basic procedure

1. Present a meeting agenda
2. Present and discuss your project (going over schedule and goals)
3. Identify documentation issues clearly (at least four or five)
4. Discuss specific issues (focusing on specific pages)
5. Lead the discussion
6. Ask for questions
7. Record results
8. Finish your agenda
9. Summarize the reviewers comments
10. Get a consensus on all the issues
11. Conclude

Time

Approximately 30 minutes.

Tips for acing the meeting:

• Focus on real issues (what versus what?)
• Give attendees a say
• Listen carefully and record
• Prepare neat, professional materials