Meeting guide

Purpose of this guide is to present a policy that will help optimize meetings.

Preparing the meeting

The inviter should be able to answer the question *“What has to offer in this meeting?”*

The inviter should always send a calendar invitation, inviting people that should attend.

The invitation should appoint the facilitator who will orchestrate the meeting.

The invitation should describe an agenda and an expected outcome.

Invitees are free to question their presence based on the proposed agenda.

Invitees should feel free to inform the inviter and reject any invitation that does not satisfy these criteria.

During the meeting

The facilitator should be making sure that everybody in the meeting gets equal opportunity to speak, especially remote attendees. [1]

The facilitator should be keeping notes.

The facilitator should be making sure that the meeting is not getting off topic and the agenda is followed.

The facilitator should be following a specific timeframe for each topic.

The facilitator should be keeping the meeting in the reserved timebox.

The facilitator is responsible for the conclusion or next action of each topic, reducing the risk of endless discussions without solid conclusions.

After the meeting

The facilitator should upload the notes in Google Drive.

Recurring meeting notes can be appended on the same file in Google Drive.

One-off meeting notes should be added in a separate file using the following document name:

<year>.<month>.<day> <meeting name/description>

For example: “2018.01.05 Q1 Engineering OKRs”

[1] For example they may coordinate speaking turns by asking attendees to raise their hands before they speak.