Meeting Title: PM Team Weekly Sync Date: 2025-08-13 Meeting participants: Rico Rejoso, Giselle Agot, Amber Lin
WEBVTT
1 00:01:24.660 ⇒ 00:01:25.919 Amber Lin: Hi, team!
2 00:01:26.730 ⇒ 00:01:27.660 Giselle Agot: Amber.
3 00:01:29.130 ⇒ 00:01:30.579 Amber Lin: How is it today?
4 00:01:33.150 ⇒ 00:01:46.180 Giselle Agot: Call with default went well. There were some few suggestions that Atam mentioned during our call, because I proposed the routing document for our meeting notes. However…
5 00:01:46.270 ⇒ 00:01:57.039 Giselle Agot: He thinks that if we only have one running document, there are some internal notes that he doesn’t want the client to see. So maybe, he asks if we have, like.
6 00:01:57.690 ⇒ 00:02:00.710 Giselle Agot: Running notes for each…
7 00:02:00.930 ⇒ 00:02:05.940 Giselle Agot: Let’s say for internal and then for client. Do we have that existing, or not yet?
8 00:02:06.530 ⇒ 00:02:12.320 Amber Lin: Oh, no, I thought you were gonna create that. If not, we can, we can create it.
9 00:02:12.320 ⇒ 00:02:14.070 Giselle Agot: I did, I did.
10 00:02:14.070 ⇒ 00:02:21.520 Amber Lin: Well, I didn’t know we’re sharing the agenda with clients, but I guess each… each client is different, and it’s whatever….
11 00:02:21.520 ⇒ 00:02:21.870 Giselle Agot: What do you….
12 00:02:21.870 ⇒ 00:02:23.510 Amber Lin: the project at once.
13 00:02:23.770 ⇒ 00:02:37.650 Giselle Agot: Oh, okay. Yeah, for default, he wanted 3, client updates, and then one for internal, since there are different branches of discussion with different clients. So, we….
14 00:02:37.650 ⇒ 00:02:40.879 Rico Rejoso: You can use the same template, it’s just a different document.
15 00:02:41.140 ⇒ 00:02:45.590 Giselle Agot: Since, there were some internal discussions that he doesn’t want the client to see.
16 00:02:47.380 ⇒ 00:02:49.260 Amber Lin: That sounds… that sounds good.
17 00:02:49.500 ⇒ 00:02:59.299 Amber Lin: How do you feel about default? Do you feel, it’s a little bit easier now? Do you think U-Tom’s a bit happier about the progress? What do you feel?
18 00:03:00.790 ⇒ 00:03:13.739 Giselle Agot: I’m not about… I’m not sure if he’s happy, but I try my best to understand, how… actually, Mustafa is very helpful, like, he gives me the technical details, and for me to understand, like.
19 00:03:14.090 ⇒ 00:03:25.449 Giselle Agot: What he’s currently doing, what’s currently, in progress, what we’re waiting on. So, he fills me in the information, so…
20 00:03:25.690 ⇒ 00:03:32.580 Giselle Agot: This way to fully understand, what we’re trying to do for the client. So, …
21 00:03:32.580 ⇒ 00:03:47.650 Giselle Agot: for the updates, yeah, it’s a good thing that I was able to attend the meeting earlier, because I have an understanding. And also, Otam mentioned about not having just one document, because I prepared the…
22 00:03:47.900 ⇒ 00:03:57.480 Giselle Agot: Meeting notes document, like, for both client and the internal team, and he said that they’re going to be using a different one.
23 00:04:00.040 ⇒ 00:04:12.280 Amber Lin: Okay, I see. Let me know if you need help, formatting the updates. Do you know what template we currently use for the updates?
24 00:04:16.390 ⇒ 00:04:19.909 Giselle Agot: Yeah, I’m going to come up with a template.
25 00:04:20.130 ⇒ 00:04:23.649 Giselle Agot: That we can use, and then I’ll share that to you.
26 00:04:23.980 ⇒ 00:04:24.800 Giselle Agot: Oh.
27 00:04:24.800 ⇒ 00:04:35.790 Amber Lin: What are the… so, you mean the updates… can you tell me what updates you need to set? We have some existing templates that I can share with you that will make it easy.
28 00:04:38.350 ⇒ 00:04:39.900 Giselle Agot: Oh, wait, let me check.
29 00:04:52.300 ⇒ 00:04:57.680 Giselle Agot: … let me just share my… Screen.
30 00:05:00.770 ⇒ 00:05:07.859 Giselle Agot: So, what I was, what he was asking earlier was, …
31 00:05:13.200 ⇒ 00:05:14.640 Giselle Agot: Let me see…
32 00:05:18.640 ⇒ 00:05:26.620 Giselle Agot: like, this was the meeting agenda running document that I submitted, and he wanted, 3 different…
33 00:05:26.890 ⇒ 00:05:28.500 Giselle Agot: Let’s see here….
34 00:05:29.560 ⇒ 00:05:30.610 Amber Lin: Do you want….
35 00:05:30.710 ⇒ 00:05:31.820 Giselle Agot: 1…
36 00:05:32.280 ⇒ 00:05:44.390 Giselle Agot: What we had, the call we had earlier was for Salesforce, so this is the notes that he has. Oh, we don’t have any template yet, so I’m not sure if what you have is similar to this one.
37 00:05:47.530 ⇒ 00:05:49.620 Amber Lin: Right. Okay.
38 00:05:55.700 ⇒ 00:05:58.600 Amber Lin: What is this? So this is for the client.
39 00:05:58.820 ⇒ 00:06:13.670 Giselle Agot: Yes, this is for the client. This was the meeting we had earlier. So, he’s sharing this one when we were on the call. He didn’t want to use the running document I shared to him with the topics and the notes, so this is what he wanted to share, so…
40 00:06:13.820 ⇒ 00:06:26.530 Giselle Agot: he wanted… or he asked if we have an existing template, so if we have, maybe we can… or I can, like, take a look at it and see if how we can format that with these details.
41 00:06:27.190 ⇒ 00:06:34.219 Amber Lin: Okay. Could you search on Notion? It’s called Client Communication Examples.
42 00:06:37.450 ⇒ 00:06:38.850 Amber Lin: Yeah, that one.
43 00:06:39.360 ⇒ 00:06:45.610 Amber Lin: And if you scroll down, so these are past communications, and then if you scroll down….
44 00:06:47.470 ⇒ 00:06:49.839 Amber Lin: More is at the bottom.
45 00:06:50.370 ⇒ 00:06:56.509 Amber Lin: So right there is, … The sample… no, the… the…
46 00:06:56.710 ⇒ 00:07:03.339 Amber Lin: Update email structure is what we use. What I use for end-of-week updates.
47 00:07:03.850 ⇒ 00:07:06.279 Amber Lin: I don’t know if that’s the same for…
48 00:07:06.610 ⇒ 00:07:11.620 Amber Lin: What this case is. What’s the frequency of the updates we need to send to clients?
49 00:07:13.260 ⇒ 00:07:14.400 Giselle Agot: for default.
50 00:07:14.400 ⇒ 00:07:14.940 Amber Lin: Okay.
51 00:07:14.940 ⇒ 00:07:17.710 Giselle Agot: We… Have weekly updates.
52 00:07:17.710 ⇒ 00:07:30.149 Amber Lin: Okay. Yeah. So then, I think you could see what you need to do. I’ve also shown you last time, in the project management channel, how the AI team creates
53 00:07:30.360 ⇒ 00:07:33.929 Amber Lin: Every Friday, they send in some…
54 00:07:34.550 ⇒ 00:07:44.050 Amber Lin: pre-existing, sort of templates based on the year, and then I usually take that and then edit off of that using this template.
55 00:07:44.350 ⇒ 00:07:48.859 Amber Lin: I think that could make it easier, but for people, there’s two projects, so it might be…
56 00:07:49.060 ⇒ 00:07:51.689 Amber Lin: You might need to change how you do it.
57 00:07:52.430 ⇒ 00:07:53.200 Giselle Agot: Okay.
58 00:07:53.720 ⇒ 00:07:54.260 Amber Lin: Yep.
59 00:07:54.850 ⇒ 00:08:01.639 Amber Lin: I think probably Friday… during our meeting, we can look at how we can
60 00:08:01.820 ⇒ 00:08:06.980 Amber Lin: send updates. You know, Friday we have a PMO meeting, maybe then….
61 00:08:06.980 ⇒ 00:08:07.740 Giselle Agot: ….
62 00:08:07.740 ⇒ 00:08:14.020 Amber Lin: We can, as a team, we can prepare our updates for our clients, and then we can review it together as a team.
63 00:08:14.980 ⇒ 00:08:15.440 Giselle Agot: Okay.
64 00:08:16.140 ⇒ 00:08:17.530 Amber Lin: Yeah, technically.
65 00:08:18.420 ⇒ 00:08:24.229 Amber Lin: But in terms of tracking ticket progress, and then asking teammates for updates, you’re okay on that?
66 00:08:24.420 ⇒ 00:08:26.450 Giselle Agot: Yeah, …
67 00:08:26.610 ⇒ 00:08:42.560 Giselle Agot: I do quick calls. I think it’s more faster rather than just chatting on Slack, so… with both Mustafa and Henry, so yeah, I am able to get… but, I still put in updates in the channel for Autumn, and then they will just respond there.
68 00:08:42.730 ⇒ 00:08:47.020 Amber Lin: Okay, that’s awesome. Rico, what about Interlude? How do you feel there?
69 00:08:48.420 ⇒ 00:08:58.219 Rico Rejoso: We have nothing much going on, Interlude. We had a stand-up yesterday and requested updates on the 3 tickets that we have.
70 00:08:58.480 ⇒ 00:09:04.260 Rico Rejoso: Wherein we marked the other one as done. Also, Sam is, …
71 00:09:04.620 ⇒ 00:09:09.690 Rico Rejoso: I mean, Sam is assisting us with interludes, so it’s more like before I…
72 00:09:09.750 ⇒ 00:09:19.999 Rico Rejoso: I mean, Sam is our first form of communication before we go to, Utam, so it’s basically Mustafa, I, and Sam.
73 00:09:20.000 ⇒ 00:09:31.379 Rico Rejoso: we’re, going through the project, but we have nothing much. I still have some proposal for UTOM, regarding the tickets that we should be having for this current cycle, but no confirmation yet.
74 00:09:32.300 ⇒ 00:09:37.489 Amber Lin: Okay, that sounds good. I think once he confirms, we can add those tickets to the entry.
75 00:09:37.700 ⇒ 00:09:38.580 Amber Lin: Perfect.
76 00:09:39.850 ⇒ 00:09:46.230 Amber Lin: Let me know in the project management channel if there’s any questions we need, and then…
77 00:09:46.510 ⇒ 00:09:51.369 Amber Lin: I’ll let Tom know Friday, we’ll look at updates together as a team, so he can…
78 00:09:51.560 ⇒ 00:09:53.420 Amber Lin: Not worry about that.
79 00:09:54.190 ⇒ 00:09:55.220 Amber Lin: Fine.
80 00:09:55.220 ⇒ 00:09:55.870 Rico Rejoso: Okay.
81 00:09:56.480 ⇒ 00:09:58.060 Amber Lin: Yeah, I think that’s really interesting.
82 00:10:00.370 ⇒ 00:10:01.680 Amber Lin: Thanks, team.
83 00:10:01.680 ⇒ 00:10:02.370 Rico Rejoso: Alright.
84 00:10:02.370 ⇒ 00:10:02.690 Giselle Agot: Thank you.
85 00:10:02.690 ⇒ 00:10:03.230 Rico Rejoso: Thanks, Amber.
86 00:10:04.050 ⇒ 00:10:05.190 Giselle Agot: Bye! Bye.
87 00:10:05.190 ⇒ 00:10:05.980 Rico Rejoso: ice.