Thank you all for the great answers. I picked a winner, but wanted to add my own experience over the last few days.
As I am a UI team leader, we created a stupid UI using angular, yeoman etc.. ( the tools we use every day) to create a UI with everything we need.
This environment has a "live reload" so that every time I change the code, it updates, so all our data is hard-coded as well. Sounds weird but seems like the best tool as the data is saved in a JSON format which is best for developers.
We decided that the team scrum will be in a new format, I raise the server and all the team look at our new UI.
We decided to call it "flight-plan" since it reminded us the board your have at airports for outgoing and incoming flights.
We are even using airplane icons and terminology in it.
We already have 7 sections:
- An overall for all tasks with some progress computation according to subtasks weight and status (done, started, initial, null). - it also includes 'deadline','ETA','have design (yes/no)','team member responsible','last updated','created at','starting working at'...
- Questions - for questions the team had and I have to find an answer
- Pending Issues - we go over our JIRA and see if there are new issues. we document our decision in the flight plan.
- Guidelines - where we simply write some standards for the team (we should run build locally before each commit, we should notify of ETA changes 10 days at most before deadline, etc...)
- Red flags - important issues that were raised and I need to bubble up.
- Support cases - according to source with status
- Detailed subtasks - a more details view for each task.
And we are adding more as we need.. No tool, no authorization from company.
First few meetings took a while (40 minutes) and now it is down to 20 minutes which is reasonable.
At the end of each team scrum, I print it out to PDF and send it to my supervisor which in turn can do whatever she wants with it.
I've barely heard from the project managers for over a week now. Our deadlines are in a couple of days and things seem fine.
One project manager told me he saw the "flight-plan" and did not understand the deadline - it should be 1 day earlier.. we simply moved the deadline...
Your answers and comments helped me design and improve the flight plan. I am also linking to this page from the flight plan just in case.