Purpose
This page will outline the best practices for running and participating in meetings to make the most of everyone's time.
Application
Meeting procedures apply to any employee who books or participates in meetings.
1. Book a Meeting
When booking a meeting, check the shared calendar to ensure all attendees are available at your desired time. Invite required attendees and ensure the Add Google Meet information is available if needed (this info is automatically added if creating a calendar event via Google, but not via Outlook). If possible, add an agenda of topics to be discussed into the meeting notes and a desired outcome for the meeting.
2. Preparation
If you are being asked to participate in a meeting, please show up ready to discuss the topic by reviewing the project or doing research before, as required.
3. Meeting Protocol
If you are running a meeting, show up 2-3 minutes early to ensure all resources are open and ready for the team. If attending a meeting, please head to the boardroom at the designated time without requiring people to chase you down.
4. Participants
All participants in a meeting should pay attention, ask questions for clarification when needed, and take notes to ensure their accountabilities resulting from the meeting are clear. If discussing a particular project or task that lives in Teamwork, the project organizer will take notes during the meeting to ensure all salient points are captured.
5. Winding Down a Meeting
When winding down a meeting, the meeting organizer should review the outcome of the meeting, any responsibilities that have resulted, who will be taking them on, and a timeline for the next steps.
Best Practices
- Try to book meetings after 10 am to allow everyone to come into the office and address any urgent emails or tickets.
- Try to book meetings being mindful of the attendee's schedules.
- Ex. Booking a bunch of meetings throughout an individual's day with 30-minute intervals in between does not give the person the opportunity to dig into their other work. On the other hand, booking a meeting with someone right after a meeting outside the office might make it difficult for them to get back in time. Context is important!
- Always bring a notebook into meetings in case there are notes you need to write down for reference later.
- Only invite truly required people and try to keep meetings as brief as possible to be mindful of everyone's workloads.